Excel 2007 Introduction Training Manual

TheMouseTrainingCompany
MSExcel2007
Introduction
Tel:+44(0)2079209500
http://www.mousetraining.co.uk
MSOfficeTrainingSpecialists
TABLEOFCONTENTS

INTRODUCTION.......................................................................................................1
HowToUseThisGuide .................................................................................................................. 1
Objectives....................................................................................................................................... 1
Instructions .................................................................................................................................... 1
SECTION1THEBASICS.............................................................................................3
WINDOWSCONCEPTS.................................................................................................................3
Menus ............................................................................................................................................ 4
Ribbons .......................................................................................................................................... 4
OfficeButton.................................................................................................................................. 6
Toolbars ......................................................................................................................................... 6
NameBox....................................................................................................................................... 7
FormulaBar.................................................................................................................................... 7
Worksheets .................................................................................................................................... 7
StatusBar ....................................................................................................................................... 7
TaskPane ....................................................................................................................................... 8
SmartTags...................................................................................................................................... 8
GETTINGHELP ............................................................................................................................9
MICROSOFTEXCELHELP..............................................................................................................9
SECTION2MOVEAROUNDANDENTERINFORMATION ........................................11
MOVING...................................................................................................................................11
MovingAroundWorkbook........................................................................................................... 11
Scrolling........................................................................................................................................ 11
USEFULKEYSFORMOVING.......................................................................................................12
WorkbookSheets......................................................................................................................... 13
MovingAroundSheet .................................................................................................................. 13
DATAENTRY.............................................................................................................................14
EnterTextAndNumbers.............................................................................................................. 14
CancellingAndEditingDataEntries ............................................................................................. 14
EnterDates................................................................................................................................... 15
Autocomplete .............................................................................................................................. 16
PickFromList ............................................................................................................................... 16
EDITING....................................................................................................................................17
TypingReplacesSelection............................................................................................................ 17
UseTheMouseToEdit ................................................................................................................ 17
UsingTheKeyboard ..................................................................................................................... 18
SelectInformation........................................................................................................................ 18
SelectMultipleSheets.................................................................................................................. 19
SelectNonAdjacentSheets......................................................................................................... 19
CLEARCONTENTS,FORMATSANDCOMMENTS .........................................................................20
THEFILLHANDLE.......................................................................................................................21
USEFULINFORMATION.............................................................................................................21
Scrolling........................................................................................................................................ 21
DataEntry .................................................................................................................................... 21
SelectCellsToLimitDataEntry.................................................................................................... 22
SelectCellsForMultipleEntry ..................................................................................................... 22
SECTION3FORMULAEANDFUNCTIONS................................................................23
FORMULAE...............................................................................................................................23
TypingFormulae .......................................................................................................................... 23
EnteringFormulaeByPointing..................................................................................................... 24
ErrorsInFormulae ....................................................................................................................... 25
FillingFormulae............................................................................................................................ 25
TheFillHandleAndFormulae...................................................................................................... 26
FillFormulaeUsingKeystrokes .................................................................................................... 27
BODMASWithFormulae.............................................................................................................. 27
FUNCTIONS ..............................................................................................................................28
SumFunction ............................................................................................................................... 28
Autosum....................................................................................................................................... 28
OtherCommonFunctions............................................................................................................ 29
FunctionLibrary ........................................................................................................................... 29
InsertFunction............................................................................................................................. 30
FunctionBox ................................................................................................................................ 31
TypeFunctions ............................................................................................................................. 31
FunctionArgumentToolTips....................................................................................................... 31
CELLREFERENCES......................................................................................................................32
CountingAndTotallingCellsConditionally .................................................................................. 32
UseSumif()................................................................................................................................... 33
UseCountif................................................................................................................................... 34
ABSOLUTEANDRELATIVEREFERENCES .....................................................................................35
RelativeReferences...................................................................................................................... 35
AbsoluteReferences .................................................................................................................... 35
FillHandle..................................................................................................................................... 36
AbsoluteReferences .................................................................................................................... 36
SECTION4FILEOPERATIONS .................................................................................37
SaveFiles...................................................................................................................................... 37
FileTypesAndFileNames............................................................................................................ 38
SavingChangesToFiles................................................................................................................ 39
SavingAsADifferentTypeOrDifferentName ............................................................................ 39
CloseFiles..................................................................................................................................... 40
OpenFiles..................................................................................................................................... 41
NewFiles...................................................................................................................................... 41
SECTION5..............................................................................................................43
MOVINGANDCOPYINGDATA...................................................................................................43
MovingItems ............................................................................................................................... 43
CopyingItems............................................................................................................................... 44
Clipboard...................................................................................................................................... 44
DragAndDrop.............................................................................................................................. 45
ShortcutMenus............................................................................................................................ 46
MovingAndCopyingBetweenFiles............................................................................................. 47
InsertPaste .................................................................................................................................. 47
MovingAndCopyingBetweenWorksheets................................................................................. 48
PasteSpecial ................................................................................................................................ 48
SECTION6FORMATTING.......................................................................................51
FormattingGroupsOnHomeRibbon .......................................................................................... 51
Font .............................................................................................................................................. 51
PointSize...................................................................................................................................... 52
Bold,ItalicAndUnderline ............................................................................................................ 52
FontColour................................................................................................................................... 53
BackgroundFillColour ................................................................................................................. 54
Borders......................................................................................................................................... 54
Alignment..................................................................................................................................... 55
MergeCells .................................................................................................................................. 55
Indents ......................................................................................................................................... 56
NumberFormats .......................................................................................................................... 56
AdvancedFormats ....................................................................................................................... 58
FormatCellsDialog ...................................................................................................................... 58
CustomNumberFormats............................................................................................................. 66
FORMATTINGCOLUMNSANDROWS.........................................................................................67
ColumnWidth.............................................................................................................................. 67
RowHeight................................................................................................................................... 69
HideColumns,RowsAndSheets.................................................................................................. 70
INSERTANDDELETECELLS,ROWS,COLUMNSORSHEETS...........................................................72
AddCells....................................................................................................................................... 72
DeleteCells .................................................................................................................................. 74
FORMATPAINTER.....................................................................................................................75
ShortcutKeysForFormatting ...................................................................................................... 75
SECTION7NAMES.................................................................................................77
RulesWhenNamingCells ............................................................................................................ 77
Todefineaname ......................................................................................................................... 78
SelectingNames(Navigation) ...................................................................................................... 79
ManageNamesByUsingTheNameManager............................................................................. 80
NamesInFunctions...................................................................................................................... 82
PasteListOfNames ..................................................................................................................... 83
IntersectingNames ...................................................................................................................... 83
SECTION8WORKINGWITHMULTIPLESHEETS ......................................................85
MULTIPLEWORKSHEETS ...........................................................................................................85
MovingBetweenTheWorkbookSheets...................................................................................... 85
WorksheetNames........................................................................................................................ 85
MoveAndCopyWorksheets........................................................................................................ 86
InsertAndDeleteWorksheets ..................................................................................................... 86
ACTIVATEGROUPMODE...........................................................................................................88
GroupAdjacentSheets ................................................................................................................ 88
GroupNonAdjacentSheets ........................................................................................................ 88
DeactivateGroupMode............................................................................................................... 88
FILLDATAACROSSWORKSHEETS ..............................................................................................89
3DFormulae................................................................................................................................ 89
ExternalReferences ..................................................................................................................... 90
PROTECTWORKSHEETDATA.....................................................................................................92
UnlockCells.................................................................................................................................. 92
WorksheetProtection.................................................................................................................. 93
UnprotectSheets ......................................................................................................................... 94
ViewWorksheetsSideBySide..................................................................................................... 94
HideWindows.............................................................................................................................. 95
WatchWindow ............................................................................................................................ 96
ChangeColourOfWorksheetTab................................................................................................ 97
SECTION9PRINTING .............................................................................................99
PRINTPREVIEW........................................................................................................................99
PAGESETUP............................................................................................................................ 100
MarginsTab................................................................................................................................ 103
Header/FooterTab..................................................................................................................... 105
NewMethodsForHeadersAndFootersIn2007....................................................................... 106
InsertSpecificElementsInAHeaderOrFooter......................................................................... 106
HeaderOrFooterForAChart .................................................................................................... 107
AddAPredefinedHeaderOrFooter.......................................................................................... 108
ChooseTheHeaderAndFooterOptions ................................................................................... 109
SheetTab ................................................................................................................................... 111
PrintTitles .................................................................................................................................. 113
PageBreaks................................................................................................................................ 116
PrintData ................................................................................................................................... 117
Copies......................................................................................................................................... 118
SECTION10MANIPULATINGLARGEWORKSHEETS.............................................. 119
SplitScreen................................................................................................................................. 119
FreezePanes .............................................................................................................................. 120
Zoom.......................................................................................................................................... 121
SECTION11SORTING&SUBTOTALLINGDATA..................................................... 123
LISTS....................................................................................................................................... 123
Do............................................................................................................................................... 123
DoNot ........................................................................................................................................ 123
SORTINGLISTDATA ................................................................................................................ 123
QuickSort................................................................................................................................... 123
MultiLevelSort .......................................................................................................................... 124
SUBTOTALS ............................................................................................................................ 125
OrganisingTheListForSubtotals............................................................................................... 125
Example:..................................................................................................................................... 126
SummarisingASubtotalledList.................................................................................................. 126
ShowAndHideByLevel ............................................................................................................. 128
RemoveSubtotals ...................................................................................................................... 129
SECTION12CUSTOMISINGEXCEL........................................................................ 131
SETEXCELOPTIONS ................................................................................................................ 131
Popular....................................................................................................................................... 131
Proofing...................................................................................................................................... 132
Save............................................................................................................................................ 133
Resources................................................................................................................................... 133
ADVANCEDOPTIONS.................................................................................................................. 134
CustomiseQuickAccessToolbar................................................................................................ 135
EXCEL2007SPECIFICATIONSANDLIMITS ............................................................ 137
Excel2007Introduction
1
INTRODUCTION
Excel2007isapowerfulspreadsheetapplicationthatallowsuserstoproducetablescontainingcalculations
and graphs. These can range from simple formulae through to complex functions and mathematical
models.
HowToUseThisGuide
This manual should be used as a point of reference following attendance of the introductory level Excel
2007trainingcourse.Itcoversallthetopicstaughtandaimstoactasasupportaidforanytaskscarriedout
bytheuserafterthecourse.
Themanualisdividedintosections,eachsectioncoveringanaspectoftheintroductorycourse.Thetable
of contents lists the page numbers of each section and the table of figures indicates the pages containing
tablesanddiagrams.
Objectives
Sections begin with a list of objectives each with its own check box so that you can mark off those topics
thatyouarefamiliarwithfollowingthetraining.
Instructions
Those who have already used a spreadsheet before may not need to read explanations on what each
commanddoes,butwouldratherskipstraighttotheinstructionstofindouthowtodoit.Lookoutforthe
arrowiconwhichprecedesalistofinstructions.
Keyboard
Keysarereferredtothroughoutthemanualinthefollowingway:
[RETURN]Denotesthereturnorenterkey,[DELETE]denotestheDeletekeyandsoon.
Whereacommandrequirestwokeystobepressed,themanualdisplaysthisasfollows:
[CTRL][P]thismeanspresstheletterpwhileholdingdowntheControlkey.
Commands
Whenacommandisreferredtointhemanual,thefollowingdistinctionshavebeenmade:
When Ribbon commands are referred to, the manual will refer you to the Ribbon E.g. Choose HOME
fromtheRibbonsandthenBforbold.
When dialog box options are referred to, the following style has been used for the text In the PAGE
RANGEsectionofthePRINTdialog,clicktheCURRENTPAGEoption
DialogboxbuttonsarealsoinboldtextClickOKtoclosethePRINTdialogandlaunchtheprint.
2
Notes
Within each section, any items that need further explanation or extra attention devoted to them are
denotedbyshading.Forexample:
Excelwillnotletyoucloseafilethatyouhavenotalreadysavedchangestowithoutprompting
youtosave.
3
SECTION1THEBASICS
Bytheendofthissectionyouwillbeableto:
UnderstandandusecommonWindowselements
LaunchExcel
Understandtheconceptofaspreadsheet
RecogniseExcelscreenelements
WorkwithToolbars
UseMenus
GetHelp
WINDOWSCONCEPTS
ExcelisanapplicationthatrunsundertheWindowsgraphicaluserinterface.Whenlaunched,Excelsitsin
its own window the box that surrounds the application elements. The window can be moved, sized,
closed, minimised and maximised using the features common to the Windows environment these are
listedbelow:
WINDOWBORDERTheboxthatsurroundstheExcelscreenwhenitisnotmaximisediscalledthewindow
border.Whenthemouseisovertheborder,thepointerchangesfromasingletoadoubleheadedarrow
clickinganddraggingwiththisshapeallowsthewindowtoberesized.
TITLE BAR The coloured bar that appears at the top of the Excel window. The title bar tells you which
applicationyouareusingandiftheworkbookyouareinismaximised,itwillalsocontainthenameofthe
workbook. If the Excel window is not maximised, by positioning the mouse over the title bar and clicking
anddragging,youcanmovetheExcelwindowtoanewlocationonthescreen.
MAXIMISEBUTTON Whenworkinginaworkbook,theExcelscreencontainstwowindows,anapplication
windowandaworkbookwindow.Youcanmaximisebothwindowstocapitaliseonthespaceyouhaveon
screen.IfyouwouldlikethewindowthatyourExcelapplicationisintofillupthewholescreen,click the
outermostmaximisebutton.Youmayfindthattheworkbookyouareincanstillbebiggerclicktheinner
maximisebuttontofilltheremainingspacewithintheExcelapplicationwindow.
MINIMISE BUTTON This button is very useful if you need to temporarily switch from Excel into another
applicationwithoutclosingExceldowncompletely.ClicktheminimisebuttontoshrinkExceltoaniconon
thetaskbar;youwillthenbeabletoviewothericonsandapplicationsyoumaywishtoaccess.Whenyou
are finished and ready to continue, click the Excel icon from the task bar to resume. The innermost
minimisebuttonwillminimisethecurrentworkbookwindow.
RESTOREBUTTON Thisbuttononlyappearswhenawindowismaximised.Amaximisedwindowhasno
borderandyoucannotseewhatisbehindit.Ifyouwanttoputthewindowbackinsideitsbordersothat
youcanmoveandsizeit,clicktherestorebutton.
CLOSE BUTTON This button is used to close a window. If you click the close button for a workbook
windowyouclosethedocument.ThelastbuttonwillclosetheExcelapplication.
DIALOGBOXLAUNCHERthisbuttonlaunchesdialogboxesspecifictothepartoftheribbonyouseethem
the category will be named such as FONT, CLIPBOARD, etc
4
Menus
Menus are no longer used in Excel they have been replaced by Ribbons and will be referred to as such
throughoutthemanual
Ribbons
Ribbons are tabs that showdifferentcommands with respect to whatyou wish todo. The HOME ribbon
showsbasicformattingoptions.
The INSERT ribbon allows the insertion of any object. Just click on the named ribbon to see list of
commandsthatyoucanperformbyclickingontheappropriateicon.
By holding your mouse over an icon, a helpful hint will appear to show you what that command will do.
Clickingwillapplythatcommand
5
AnyIconontheribbonwithadownarrowoffersotheroptionsandsometimesadialogbox.
E.G.choosingacolumnchartwillofferanumberofvarietiesofcolumnchartstoinsert.Clickingrightatthe
bottomwhereitoffersallcharttypeswillbringupadialogboxtoinsertanycharttype
DialogBox
To open a dialog box use dialog box launcher when the dialog box is open, make a choice from the
variousoptionsandclickOKatthebottomofthedialogbox.Ifyouwishtochangeyourmindandclosethe
dialog box without making a choice then click on CANCEL. The dialog box will close without any choice
beingapplied.Ifyouwouldlikehelpwhilethedialogboxisopenthenclickonthe?inthetoprighthand
cornerthiswillbringupahelpwindowthatwilldisplaytherelevanttopics.
6
Look at a group type on the ribbon such as FONT and in the bottom right hand corner of that group you
mayseeasmallboxwithanarrow,clickingthisisanothermethodtocallupadialogbox,thistime,directly
fromtheribbon.ManydialogboxesmaybemorefamiliarifyouhaveusedEXCELbefore.
OfficeButton
The OFFICE BUTTON is the start of excel and has many important commands and option. Such as excel
settings,opening,saving,printingandclosingfiles.Thiswillbeexploredfurtherlaterinthemanual.
Toolbars
ThereareonlytwotoolbarswithinthenewversionofOffice2007thereistheQUICKACCESSTOOLBAR
seenherenexttotheOFFICEBUTTON,andthereistheMINITOOLBAR
QuickAccessToolbar
By default there are only three buttons on the QUICK ACCESS TOOLBAR but these can be edited and
otherregularlyusedbuttonscanbeplacedthere.UsingthedropdownmenunesttotheQUICKACCESS
TOOLBARwillallowthecustomisationofthistoolbaraddingyourmostoftenusedcommands.
MiniToolbar
Whenevertextisselectedwithinexcelasmallformattingtoolbarwillappearabovethehighlightedtextit
will disappear if the mouse cursor is moved away from the toolbar and will reappear when the mouse
cursorismovedoverthehighlightedtextagain.
Office
Button
Quick
Access
Toolbar
Customising
menufor
toolbar
Mini
Toolbar
7
NameBox
The NAME BOX is the small white box to the left of the FORMULA BAR. It has a number of useful
featuressuchasnavigation,thecreationandselectionofnamedcellsandranges.Enteringacellreference
andpressingreturnwillnavigateyoutothespecificcellentered.Usingthedropdownarrowtotherightof
itwillallowyoutoselectanyspecifiednamesintheworkbook.Whencreatingfunctionstheboxwillhavea
differentappearanceandwillallowyoutochoosethemostpopularfunctionsusedinthatworkbook.
FormulaBar
The FORMULA BAR is thewhite bar to the right of the NAME BOXand is used for entering and editing
data,creatingandeditingfunctionsandformulae.Theconstructionofformulaeandfunctionscanbeseen
inthisbarevenwhenthecellcontainingtheformulaisshowingacalculatedvalue.(Unlesscellisformatted
toHIDDENandthesheetprotected).Thefxbuttonontheleftofthebarisatooltocreatefunctionsand
formulae.
Worksheets
You use worksheets to list and analyse data. You can enter and edit data on several worksheets
simultaneously and perform calculations based on data from multiple worksheets. When you create a
chart, you can place the chart on the worksheet with its related data or on a separate chart sheet. The
namesoftheworksheetsappearontabsatthebottomoftheworkbookwindow.Thenameoftheactive
sheetisbold.
StatusBar
The Status bar, across the bottom of the screen, displays different information at different times. To the
leftisanindicator,whichwilldisplayReady,Editetc.dependingonthemodeinwhichtheuseriscurrently
working.Ifmenusarebeingaccessed,thisareawillusuallygivedetailsonthecurrentlyhighlightedmenu
option.Ifyouareinthemiddleofataskcopyingdataforexamplethisareawilloftendisplaymessages
andpromptsinstructingyouonwhattodonext.
TotherightoftheStatusbar,keyboardstatusindicatorsrevealwhethertheNumLocketc.areswitchedon.
Name
Box
Formula
bar
8
TaskPane
A task pane is a window that collects commonly used actions in one place.
Thetaskpaneenablesyoutoquicklycreateormodifyafile,performasearch,
orviewtheclipboard.
ItisaWebstyleareathatyoucaneither,dockalongtherightorleftedgeof
the window or float anywhere on the screen. It displays information,
commands and controls for choosing options. Like links on a Web page, the
commands on a task pane are highlighted in blue text, they are underlined
whenyoumovethemousepointeroverthem,andyourunthemwithasingle
click.
A task pane is displayed automatically when you perform certain tasks, for
examplewhenyouchooseINSERT,CLIPARTRibbonstoinsertapicture
SmartTags
Smart Tags, first introduced in Microsoft Office XP, make it easier for you to complete some of the more
commontasksandprovideyouwithcontroloverautomaticfeatures.
YoudonothavetocompleteanyadditionalstepstomaketheSmartTagsappearordisappearinExcel.The
Paste Options, AutoFill Options, Trace Error and Insert smart tags appear automatically to allow you to
quickly choose actions and remain in place until you begin another action. For example, when you
completeapasteoperation,thePasteOptionsbuttonremainsinplacealongsideyourtextuntilyoubegin
typingnewtext.
ThisfeaturealertsyouviaasmartTagofapossibleerrorinacell.Youcanselectacommandtoresolvethe
error,ignoreit,oraccessfurtherErrorCheckingoptions.
Theexampleaboverightshowstheuseofasmarttagwhereaformulahasbeenwrittenintoacellwitha
possible error i.e. =Sum (A1:A2) mayneedto read =Sum(A1:A3). Ifyou hover over the tag, the message,
theformulainthiscellreferstoarangethathasadditionalnumbersadjacenttoit,appearsthentheoptions
dropdown.
9
GETTINGHELP
Exceloffersseveralquickwaystogethelpwhenperformingparticulartasks.Youcanselectfromalistof
topics provided by Help, or you can even type a help request in plain English, and Excel will supply the
answerusingtheAnswerWizard.
MICROSOFTEXCELHELP
Toaccesshelp:
i. Click?OnthetitlebarORpressF1.TheHelpwindowwillopen:
ii. Thisisverysimilartoawebpage
iii. Youmayentersearchcriteriaandpress[RETURN](likeasearchwhenontheinternet)
iv. Thewindowwilldisplaythetopicsthatmatchyoursearch.Clickonatopicinorderforittobedisplayed
Findaspecifictopic
i. Thecontentspageallowsyoutoselectfromalistoftopicheadings.Likesearchresultsontheinternet
theseareHYPERLINKStohelpfiles.
ii. Youmayneedtobeonlinetoaccesssomeofthehelplinks.Thesearchwillbemoreextensiveifyouare
onlineasitwillsearchonlinehelpfilesfromMicrosoft.
Figure1Searchresults
11
SECTION2MOVEAROUNDANDENTERINFORMATION
MOVING
MovingAroundWorkbook
Withsuchalargeworkingareaavailable,youneedtobeawareofsomeofthetechniquesusedformoving
aroundtheworkbook.Itispossibletomoveusingeitherthekeyboardorthemouse.
Mouse
i. Themouseisgoodifyouwanttomovesmalldistances.Clickthewhiteplusonanycellthatyouwantto
moveto.Thecellyouclickedonbecomestheselectedcell.
Depending on the position of the mouse in relation to the active cell, Excel displays different
pointershapes.Theshapethatmustbedisplayingwhenmovingtoacellorselectingcellsis
Keyboard
i. Youcanselectacellbymovingaroundwithyourcursorkeys.(Arrowkeysonyourkeyboard).
ii. Havingselectedacell,bydoubleclickingthecell itbecomestheactivecell withaflashingcursor.You
canalsomakeacellactivebyclickingintheFORMULABARorbypressingtheF2key
Pleasenotethatwhileanycellisactivevariouscommandswillnotbeavailableuntilthecellisno
longeractive.YoumayclosethecellbypressingRETURNorcancellingwhateverwasenteredby
pressingESC.
Scrolling
Theverticalandhorizontalscrollbarsdonotmovetheactivecellbuttheydoallowyoutoseeareasofthe
worksheetthatarenot currentlyvisible.Havingscrolledtoanareaoftheworksheet,ifyouthenneedto
movetheactivecellintothatregion,clickthemouseontoacellofyourchoice.
Tousethescrollbars:
i. Clickonthescrollarrowsup/downorleft/right.
ii. Dragthescrollboxuntiltherelevantcellbecomesvisible.
The size of a scroll box indicates the proportional amount of the used area of the sheet that is
visibleinthewindow.Thepositionofascrollboxindicatestherelativelocationofthevisiblearea
withintheworksheet.
12
USEFULKEYSFORMOVING
Thetablebelowlistssomeusefultipsforscrolling:
Toscroll Dothis
Onerowupordown Clickthearrowsintheverticalscrollbar.
Onecolumnleftorright Clickthearrowsinthehorizontalscrollbar.
Onewindowupordown Click above or below the scroll box in the vertical
scrollbar.
Onewindowleftorright Click to the left or right of the scroll box in the
horizontalscrollbar.
Whendraggingthescrollboxascrolltipwilldisplay,showingtheroworcolumnyouwillmoveto
whenyoureleasethemouse.
Keyboard
When you need to move further, it is better to use the keyboard. The table below lists useful movement
keys.
ToMove DoThis
OneCellUp,Down,LeftorRight [][][][]
UpOneScreen [PAGEUP]
DownOneScreen [PAGEDOWN]
LeftOneScreen [ALT][PAGEUP]
RightOneScreen [ALT][PAGEDOWN]
ToEdgeofWorksheet
(orcurrentblockofdata)
[CTRL][RELEVANTARROWKEY]
ToaParticularCell [F5]thentypethereferenceforthecellrequired
andpressReturn
TocolumnAinthecurrentrow [HOME]
TocellA1 [CTRL][HOME]
13
WorkbookSheets
Tomovebetweensheets
Eachnewworkbookcontainsworksheets,namedSheet1toSheet3.Thesheetnameappearsonatabat
thebottomoftheworkbookwindow.
Mouse
i. Youmayclickonanysheettabtogotothatsheet
Keyboard
i. Press[CTRL][PAGEDOWN]tomovetothenextsheet,or[CTRL][PAGEUP]tomovetotheprevious
sheet.
Ifthesheetrequiredisnotinview,usethetabscrollingbuttonstodisplaythesheet.
Thelasttabistocreateanewworksheet,becarefuloranynewsheetsmayneedtobedeleted
MovingAroundSheet
Tomovetoaspecificcell:
GoTo
Youcanuse[F5]totellExceltomovetoaspecificcell.[F5]istheMicrosoftOfficeGoTokey.Whenyou
press[F5]inExceladialogboxisdisplayedwhereyoucantypeinacellreference.
Keyboard
i. Press[F5]onthekeyboard.Thefollowingdialogboxwillappear.
ii. TypethecellreferencethatyouwanttomovetointheREFERENCEbox
andpress[RETURN].
iii. You can use [F5] to move to a cell in a different sheet. E.G. To go to
Sheet7 cell A1 you can press [F5] and then type Sheet7!A1. (The
exclamation mark tells excel that the text immediately before it, is a
sheetname.Thesheetnamemustexistintheworkbook)
iv. Excel keeps a log of the cells youhave visited using the 'Go to' key, and
lists them in the 'GO TO' list area of the dialog. You can go back to a
previously visited cell by pressing [F5] and doubleclicking on the cell
referenceyouwantfromthelist.
v. NamedrangesarealsolistedintheGOTOlistiftheyhavebeensetup.
Sheettabs
SheetTab
scrolling
buttons
New
worksheet
tab
14
DATAENTRY
EnterTextAndNumbers
Therearevariousaspectstonoteandbeawareof,bothintermsofenteringdata,andalsotodowiththe
nature of the data being entered. You can enter data into a cell by positioning the cursor in the cell and
typingtheinformation.Themaximumnumberofcharactersthatacellcancontainis32,000.
Excelrecognisestextandnumericentriesandinitiallydisplaysthemwithdifferentalignmentsleftfortext
andrightfornumbers.Youcanoverridethesewithotherformatsifrequired.
Toenterinformation:
Mouse
i. Movetothecellwhereyouwanttheentryandtypeaword(forexampleNAMEincellA1).Thetextwill
appearintheFormulabaraswellasinthecurrentcell.Thecursorwillbevisibleasaflashinginsertion
pointintheformulabar.
ii. Clickonthegreentickmarkontheformulabartoconfirmtheentry.
OR
Keyboard
i. Press[RETURN]toconfirmtheentry.
Until you confirm an entry, Excel remains in "Enter" mode, and the cell is active (see Status bar).
Excelwillreturntothe"Ready"mode,andthetextwillappearinthecell.
Whenyoupress[RETURN]toconfirmanentry,Excelwillbydefaultmovetheselectedcelldownto
the cell below. You can disable this setting or choose to move the selected cell in a different
directionusingtheEXCELOPTIONSdialogbox(OFFICEBUTTON).SeetheCustomisationsection
formoreinformation.
CancellingAndEditingDataEntries
Youmayfindthatyouhavetypedanentryintothewrongcell.Providedyouhavenotconfirmedtheentry
bypressing[RETURN]orclickingthegreentickfromtheformulabar,youcanabandonit.
Toabandonorcancelanentry:
Mouse
i. ClicktheredcrossfromtheFormulaBar.
OR
Keyboard
i. Press[ESC]tocancelentry
When you have confirmed an entry, while the cell is still selected, the current cell reference will be
displayed in the Name box and the cell contents are displayed in the Formula bar. Text information, as
opposedtonumericinformation,willinitiallyappearleftalignedwithinthecell.Ifyouentertextwhichis
longer than the column width, the display on the worksheet will seem to overlap into the next cell to the
right(ifthatcellisempty).
15
Toeditanunconfirmedentry
Occasionally,youmaymakeatypingerrorpriortoconfirminganentry.Youcannotusethearrowkeysto
movebackwardyouMUSTusetheformulabaratthatpointusingthearrowkeysmerelyconfirmstheentry
andmovesthefocusoftheselectedcell.
Toeditaconfirmedentry
i. Doubleclickonthecellcontainingthedatatobeedited
OR
i. Press[f2]key
OR
i. Editdirectlyinformulabar
Usinganyofthesemethodsabovewillallowchangethecelltoanactivecellandallowyoutousethecursor
keys [][]to move around the data you wish to edit. Use [BACKSPACE] to delete characters behind
the cursor or [DELETE] to delete characters in front of the cursor within the data or you may add
informationtotheentrybeforeconfirmingit.
EnterDates
It is possible to enter dates into Excel and have them accepted and displayed as such provided you use a
recognisedformat.Excel2003willallowentryofdatesfrom1900onward.
Recognisedformatsfordates
Useaforwardslash(/)astheday/month/yearseparator:01/01/01
Useadash(hyphen)asthedaymonthyearseparator:1101
Do not use full stops as a date separator as excel will read this as text and the value will not be
enteredasatruedate
Dates entered in excel appear as dates but are actuallynumbers formatted to appear as dates this allows
calculationwiththemsoitisimportanttoenterthemcorrectly.AdateonceenteredcorrectlywillALWAYS
have a four digit year in the formula bar however that date may appear in the cell. Dates start at the
number1whichrepresentsthedate111900.Datesbeingnumbersaligntotheright.Anydateentered
beforethatdatewillnotberecognisedasatruedatetoexcelbutwillbeseenastextandthereforealignto
theleftaswithalltext.
Ifyouomittheyearfromadate,Excelwillassumethecurrentyear.Youwillnotseetheyearinthecellbut
ifyoulookatthecellcontentsontheFormulabar,youwillseethatExcelhasaddedit.
Withsomerecogniseddatestyles,Excelwillautomaticallyformatthedatetodisplayinacertainway.You
canchoosehowyourdatesaredisplayedbyformattingthemyourself(seethesectiononformatsformore
information).
Some entriesare recognised by Excel and areformatted automatically. Dates areone such entry
(asdescribedabove),percentagesareanother.Whenyoudeletedatafromsuchcellsandreplace
it with other entries, you may find that you get surprising results. This is because although you
cleared the data from the cells, the formats still remain and are causing the new data that you
typedtodisplayinacertainway.Formoreinformationonclearingcelldata,seetheclearingcells
laterinthissection.
16
Autocomplete
Whenyoutypethefirstfewlettersofanentryintoacell,Excelcancompletetheentryautomaticallyusing
anoptionknownasAutoComplete.Itdoesthisbybuildingalistbasedontheentriesalreadyenteredina
column.IfExcelsuggestsaninappropriateentry,youcanpickadifferententryfromthelist.
TouseAutoComplete:
Keyboard
i. Positionyourselfoverthenextblankcell in
acolumn.
ii. Begin typing the entry Excel will try to
match what you type with other items
already entered in the current column and
will automatically complete the entry for
you.
iii. Press[RETURN]toacceptExcelsproposedentry.
OR
Continue typing to replace Excels proposed entry with your own entry. Press [RETURN] to confirm
completion.
PickFromList
YoucangetAutoCompletetodisplayalistofpossibleentriesbuiltupfrompreviouslyenteredcolumndata
andselecttheoneyouwantwithouttypinganything.
TopickfromanAutoCompletelist:
Mouse
i. Clicktherightmousebuttonintherequiredcell.
ii. ChoosePickfromList.
iii. Choosetheentryrequired.
OR
Keyboard
I. Use keys to move to required cell then use [ALT] [] to show list and then cursor keys to move
throughlist[RETURN]confirmsselection
ExcelcanonlyAutoCompletecolumnentriesiftherearenogapsinyourdata.Ifyouleaveagap,
thenextcellthatyoutypein,willnotAutoComplete,neitherwillyoubeabletopickfromalist.
YoucanstopExcelfromAutoCompletingcolumnentriesbyswitchingthesettingoff.
TodisableAutoComplete
OFFICEBUTTON,ADVANCED,unticktheUSEAUTOCOMPLETEcheckbox.
17
EDITING
There are various ways in which you can change or remove data you have entered in cells on the
worksheet.
TypingReplacesSelection
This option is a feature that is standard throughout the Microsoft Office suite. It ensures that if you type
when an item is selected, your typing replaces the selected item. This is extremely useful in a number of
instances. When you want to change a short cell entry, it might be quicker to make use of this option to
overwritetheentrywiththenewone.
Tooverwriteacellentry:
Keyboard
i. Movetothecellyouwanttochange.
ii. Typeinthenewentry(theformeronewilldisappearassoonasyoustarttyping).
iii. Press[RETURN]toconfirmthechangedentry.
UseTheMouseToEdit
Perhaps one character has been omitted, or two characters have been transposed, and only a slight
adjustmentneedstobemade.Ifthisisthecase,youcanaddorchangecharactersusingeditmode.You
caneditdirectlyinthecellorontheFormulabar.
Toeditincell:
i. DoubleclickthecelltochangethiswillaccessEditmode(thepromptontheStatusbarwillsayEdit).
ii. Use the arrow keys to move the cursor to the edit position within the entry and the [DELETE] and
[BACKSPACE]keystoremovecharactersifnecessary.
iii. Press[RETURN]toconfirmthechanges.
ToeditintheFormulabar:
i. Movetothecelltochange.
ii. ClickintheFormulabarwherethecellcontentsappear.ThiswilldropyoustraightintoEditMode(see
Statusbar)andacursorappearsintheFormulabar.
iii. Use the arrow keys to move the cursor to the edit position within the entry and the [DELETE] and
iv. Press[RETURN]toconfirmthechanges.
18
UsingTheKeyboard
Youcanaccesseditmodeusingafunctionkey.
Toeditacell:
i. Selectthecelltobeedited.
ii. Tapthe[F2]functionkey.ExcelwillgointoEditmode.Acursorwillappearattheendoftheactivecell.
iii. Use the arrow keys to move the cursor to the edit position within the entry and the [DELETE] and
SelectInformation
Whenyouwanttoissueacommandthatwillaffectseveralcells,youshouldselectthosecellsfirst.
Whenyouselectablockofcells,Excelshowsyouwhichcellistheactivecellwithinthatselectionbyleaving
itwhite,whiletherestofthecellsarehighlightedblack.Thereareavarietyofwaysyou
canselectdifferentitemsontheworksheetandthesearedescribedbelow.
Toselectcellswiththemouse
When you select with the mouse, you need to make sure that the selection pointer is
displayed. This is the white plus that appears when the mouse is positioned over the
middleofacell.
Toselect Dothis
Asinglecell Clickthecell,orpressthearrowkeystomovetothecell.
Arangeofcells Clickthefirstcelloftherange,andthendragtothelastcell.
Allcellsonaworksheet ClicktheSelectAllbutton.
Nonadjacentcellsorcellranges Select the first cell or range of cells, and then hold down [CTRL] and
selecttheothercellsorranges.
Alargerangeofcells Clickthefirstcellintherange,andthenholddown[SHIFT]andclick
thelastcellintherange.Youcanscrolltomakethelastcellvisible.
Anentirerow Clicktherownumber.
Anentirecolumn Clickthecolumnletter.
Adjacentrowsorcolumns Drag across the row or column headings. Or select the first row or
column;thenholddown[SHIFT]andselectthelastroworcolumn.
Nonadjacentrowsorcolumns Selectthefirstroworcolumn,andthenholddown[CTRL]andselect
theotherrowsorcolumns.
Moreorfewercellsthantheactive
selection
Hold down [SHIFT] and click the last cell you want to include in the
newselection
19
Selectcellswiththekeyboard
Sometimes, selecting with the keyboard gives you more control over the amount of data you select. The
tablebelowliststhemoreusefulkeysforselecting:
Toselect Dothis
The active cell plus one Cell up, down,
leftorright
[SHIFT][],[SHIFT][],[SHIFT][],[SHIFT][]
ToEdgeofWorksheet
(Orcurrentblockofdata)
[SHIFT][CTRL][RELEVANTARROWKEY]
Thecurrentregion [CTRL][*] (Use the asterisk from the number
pad)
WholeColumn [CTRL][SPACEBAR]
WholeWorksheet [CTRL][A]
Mouse
i. You can cancel a selection by moving somewhere else. Click the white plus on any cell outside the
selection.
I. Byusingoneofthearroworcursorkeys[]or[]or[]or[].
SelectMultipleSheets
There are some situations where you need to select more than one worksheet. The active sheet in a
workbookcanbedeterminedbyitswhitetabwhereitsnameappearsinbold.
Toselectadjacentworksheets:
Mouse
i. Clickthetabofthefirstworksheetthatyouwanttoincludeinyourselection.
ii. Hold down the [SHIFT] key and click on the tab of the last worksheet that you want included in your
selection.Allthesheetsbetweenthefirstandthelastwillbeselected.Theselectedsheettabswillturn
whiteandthewordGroupwillappearonthetitlebar.
SelectNonAdjacentSheets
Toselectnonadjacentworksheets:
Mouse
i. Clicktheonthefirstworksheetstabthatyouwanttoincludeinyourselection.
ii. Hold down the [CTRL] key and click each other worksheets tab that you want included in your
selection.Theselectedsheettabswillturnwhiteandtheword[group]willappearonthetitlebar.
You can cancel sheet selection by clicking on a sheet tab that is not included in the current
selection. For more information on working with multiple worksheets, see the relevant section
laterinthismanual.
20
CLEARCONTENTS,FORMATSANDCOMMENTS
If you want to remove an entry completely from a cell, you need to clear the cell. There are a variety of
waysyoucandothisandthemethodyouchoosedependsonwhatyouwanttoremovefromthecell.You
canremovedatafromcellsusingtheribbonsorthekeyboard.Thiscommandwouldonlyremovecelldata
(numbers, text, dates, formulae). If you have formatted the cells, clearing their contents would leave the
formatsintactsothatnewdatayoutypeintheclearedcellswouldkeeptheolddatasformats.
Toclearcontents:
Mouse
i. Selectthecellorcellsyouwanttoclear.
ii. Rightclickonthecell/selection.
iii. ChooseClearcontentsfromtheshortcutmenu.
OR
Keyboard
i. Move to the cell or select the cells whose contents you
wanttoclear.
ii. Tapthe[DELETE]key.
iii. If you need to be able to choose what gets removed when
you clear a cell, you should use the Clear command under
theEditmenu.
Toclearformats
Mouse
i. Makeselection
ii. GototheHOMERibbon
iii. ClickonTHEERASERtotherightoftheribbon
iv. ClickonCLEARFORMATStoclearformatsORCONTENTSto
clearthedatainthecell(sameasrightmouseclick)
v. AllFORMATSwillberemovedfromselection
Toclearcomments
Mouse
i. Repeatsteps13asabovethenClickonCLEARCOMMENTS
Donotclearcellsbysimplytypingaspaceinthemasthiscouldgivefalseresultswithsomeofthe
advancedExcelfeatures.Alwaysclearcellsproperly.
21
THEFILLHANDLE
ThefillhandleisaveryusefultoolinExcel.Itallowsyoutocopyandcleardatabutalsotofillinseriesof
data (dates, weekdays etc.). Those aspects of the fill handle are dealt with later in this manual. The fill
handleappearsinthebottomrighthandcorneroftheactivecellorselection.Whenyourmouseisoverthe
fillhandle,thewhitepluspointerchangestoablackplus.
Youcanusethefillhandletoclearthedatafromacell.
Toclearcellcontentswiththefillhandle:
Mouse
i. Selectthecellswhosecontentsyouwanttoclear.
ii. Positionyourmouseoverthefillhandletodisplaytheblackplus.
iii. Dragthefillhandlebackovertheselectedcells.Releasethemousewhen
allcellshavebeenincluded.
Youcanusethefillhandletoclearmorethanjustcontents.Byholdingdownthe[CTRL]key,the
fillhandlecanbeusedtoclearbothcontentsandformatsfromcells.
USEFULINFORMATION
Scrolling
Toscrolllongdistancesholddownthe[SHIFT]keywhiledraggingthescrollbox
Whenyouusethescrollingkeys(suchas[PAGEUP]and[PAGEDOWN])withSCROLLLOCKturnedoff,
your selection moves the distance you scroll. If you want to preserve your selection while you scroll
throughtheworksheet,turnonSCROLLLOCKfirst.
DataEntry
Youcanenterthecurrentdateintoacellbypressing[CTRL][;].
Ifyouwanttobreakalinewithinacell,press[ALT][RETURN].

Fill Handle
Mouse pointer when
positioned over fill handle
22
SelectCellsToLimitDataEntry
Whenyouwanttolimitthecellsthatdatashouldbetypedin,youcandothisbyselectingthem.Whenyou
typeinaselection,theentryappearsintheactivecell(thecellthatremainswhite).Youcanthenmovethe
activecelldownorrightwithintheselectiontocontinue.WhenExcelhitstheedgeoftheselectedblock,
pressing[RETURN]or[TAB]wouldmoveyoutothenextcolumnorrowwithintheselection.
Tosetlimitsfordataentry:(selectarange)
Mouse
i. Selectthecellswheretheentriesshouldbemade.
ii. Typethefirstentry.Theentrywillappearintheactivecell.
iii. Press[RETURN]tomovetheactivecelldown.
OR
iv. Press[TAB]tomovetheactivecellright.
You can continue using [RETURN] or [TAB] to move the active cell to the next cell within the
selection where you want data. If you need to go back up or left, use [SHIFT][RETURN] or
[SHIFT][TAB].
Donotusearrowkeystomovewithintheselectionastheywilldeselecttheblock.
SelectCellsForMultipleEntry
When the same data needs to beentered into lotsofcells, youcan do it by selecting them first,typing in
thedataandthenconfirmingtheentrywithaspecialkeycombination.
Tomakemultipleentries:
Mouse
i. Select the cells where you want the entries to appear (use the [CTRL] key if there are several non
adjacentblockstofillin).
ii. Typetheentryitwillinitiallyappearintheactivecell.
iii. Press[CTRL][RETURN].
23
SECTION3FORMULAEANDFUNCTIONS
FORMULAE
Inaspreadsheetapplication,ataverybasiclevel,valuesoftenneedtobeadded,subtracted,multipliedand
divided.Toallowforthefactthatindividualvaluesmightchange,spreadsheetformulaegenerallyrefernot
toactualvalues,buttothecellswherethosevaluesarebeingheld.IfvalueshavebeenenteredintoA1and
A2,thenA1A2willreturnananswerwhichwillautomaticallyrecalculateifthevalueofA1shouldchange.It
isthisautomaticrecalculationwhichmakesspreadsheetsinvaluable.
Excelrecognisesformulaebecausetheyareprecededbyanequalssign(=).
Whenenteringbasicformulae,themathematicaloperatorsdefiningtheoperationtobecarriedoutareas
follows:
Addition
Subtraction
Multiplication *
Division /
Exponentiation ^
Youwillfindallofthesemathematicaloperatorsrangedacrossthetopanddowntherighthandsideofthe
numerickeypad.
TypingFormulae
You enter formulae by typing them in the cell where you want the formulas result to appear. When you
confirm entry of a formula, Excel will display the result on the worksheet, but the underlying calculation
appearsontheFormulabar.
Toenteraformula:
Keyboard
i. Movetothecellwhereyouwanttoentertheformula.
ii. Typeanequalssign(=).
iii. Typetheformula(e.g.d2*e2).
iv. Press[RETURN]toconfirmtheentry.
v. Excelautomaticallyrecalculatesformulae.Ifyouchangeoneofthecellsreferencedinyourformula,as
soonasyoupress[RETURN]toconfirmthechangedvalue,yourformularesultwillupdate.
24
EnteringFormulaeByPointing
It is possible to enter formulae without actually typing the equals sign (=) or the cell references. Instead,
you can make use of a pointing technique to indicate which cells are to be included. As with typing
formulae,itisimportanttostartoffinthecellwheretheansweristobedisplayed.
Pointingcanbequickerandmoreefficientthantypingcellreferencesasitreducesthechancesoferrors.
ToenteraformulausingkeyboardANDmouse:
i. Positionthecursorinthecellwhereyouwanttheformula.
ii. Typeanequalssign(=).
iii. Clickthefirstcellwhosereferenceshouldbeincludedinyourformula.Amovingdottedline,knownin
Excelasamarquee, willappeararoundthatcell andthecell referencewillappearintheformulabar
immediatelyaftertheequalssign.
OR
iv. Use an arrow key to move there. A moving dotted line, known in Excel as a marquee, will appear
aroundthatcellandthecellreferencewillappearintheformulabarimmediatelyaftertheequalssign.
v. Typeinthemathematicalsymbolyouwanttouseinyourcalculation,thenclickon(ormoveto)thenext
celltobeincludedintheformula.
vi. Continuebuildingtheformulainthisway.
vii. Press[RETURN]tocompletetheformula.
Marquee
25
ErrorsInFormulae
Sometimesyoumaygetsurprisingresultsfromaformula.Thisismostoftenbecauseyouhavereferenced
thewrongcell,butitcouldalsobethatyouhavemultipliedwhereyoushouldhaveaddedandsoon.You
cancorrectformulaeusingtheeditingtechniquesdescribedearlierinthismanual.
Toeditaformula:
Mouse
i. Doubleclick on the cell containing the formula. The cell will switch from displaying the result of the
formulatotheformulaitself.
ii. Click the mouse over the part of the formula to change to anchor the cursor there. Type any new
charactersorusethe[BACKSPACE]and[DELETE]keystoremovecharacters.
iii. Press[RETURN]toconfirmthechanges.
OR
i. Movetothecellcontainingtheerroneousformula.
ii. ClickontheFormulabarwhichwillshowyoutheformulawhereyouwanttomakethechange.
iii. Typeanynewcharactersorusethe[BACKSPACE]and[DELETE]keystoremovecharacters.
OR
Keyboard
i. Press[F2]toaccesseditmode.
ii. Use the arrow keys to move the cursor to the edit position. Type any new characters or use the
[BACKSPACE]and[DELETE]keystoremovecharacters.
iii. Press[RETURN]toconfirmthechanges
FillingFormulae
Having entered an initial formula in the first cell of a column or row, you often find that you want to
generateresultsfortheothercellsinthatcolumnorrow.Intheexamplebelow,youwouldprobablywant
yourformulatoworkouttotalsforalltheorders.
26
There are a variety of ways that you canget Excel to copy a formula so that it generates results for other
cellsinacolumnorrow.
TheFillHandleAndFormulae
Thefillhandlehasalreadybeendescribedearlierinthismanual.Itcanbeusedtoclearcellsbuthasother
usesaswell,oneofwhichisfillingformulae.
Tousethefillhandletocopyformulae:
Mouse
i. Movetothecellthathastheformulathatyouwanttofill.
ii. Positionyourmousepointeroverthefillhandle.Itwillchangetoablackplus.
iii. Drag the black plus down, up, left or right over the cells where you want your
copiedformulatogenerateresults.Youwillseeanoutlinearoundthosecells.
iv. Releasethemousewhentheoutlineincludesallthecellswhereyouwantresults.
v. ASmartTagwillbeproduced.Theoptionsitoffersarenotneededatthemoment.
Youcanalsodoubleclickthefillhandletofilldownasfarastheentriesintheadjacentcolumns
OR
i. Instead of using the left mouse button to
fill down, try using the right mouse
button. When released after dragging a
menu will appear offering numerous
optionsastohowthedatashouldbefilled
Fill Handle
Mouse pointer when
positioned over fill handle
27
FillFormulaeUsingKeystrokes
Youcanfillacolumnorarowofformulaeusingthekeyboard.
Tofillusingkeystrokes:
Keyboard
i. Selectthecellcontainingtheformulatofillandthecellswhereyouwanttocopyit.
ii. Press[CTRL][D]tofilldown.
OR
iii. Press[CTRL][R]tofillright.
Therearenokeystrokestofilluporleft.Instead,repeatstep1aboveandthenclickEditfromthe
menubar,chooseFillandselectthedirectionforthefillfromtheresultingsubmenu.
BODMASWithFormulae
BoDMAS is a mathematical acronym that simply reminds us of the order of operations that mathematics
usestostepthroughmorecomplicatedformulae.(Brackets,Division,Multiplication,Addition,Subtraction).
Excel follows these rules to a point please take note of the following table to see the order of preference
thatexceluseswhenworkingoutcalculations
Tochangetheorderofevaluation,encloseinbracketsthepartoftheformulatobecalculatedfirst.
1st Negation(asin1)
2nd % Percent
3rd ^ Exponentiation
4th *and/ Multiplicationanddivision
5th and Additionandsubtraction
6th & Connectstwostringsoftext(concatenation)
7th =
<>
<=
>=
<>
Comparison
UsingBODMAS
E.G. The following formula produces 11 because Excel calculates multiplication before addition. The
formulamultiplies2by3andthenadds5totheresult.
Type=52*3press[RETURN]Result=11
In contrast, if you use parentheses to change the syntax, Excel adds 5 and 2 together and then multiplies
theresultby3toproduce21.
Type=(52)*3press[RETURN]result=21
28
FUNCTIONS
SumFunction
Having mastered how to set up your own custom formulae, you will be able to carry out any calculations
you wish. However, some calculations are complicated or involve referring to lots of cells making entry
tediousandtimeconsuming.Forexample,youcouldconstructaformulatogenerateatotalatthebottom
ofacolumn(ortheendofarow),likethis:
=D2D3D4D5
Theaboveformulawouldwork,butiftherewere400cellstototalandnotjust4,youwouldgetboredwith
enteringtheindividualcellreferencesandwouldrunoutofspace(formulaearelimitedto1024characters
only).
When formulae become unwieldy or complex, Excel comes to the rescue with its own builtin formulae
knownasfunctions.
Functionsalwaysfollowthesamesyntax:
The name of the selected function tells Excel what you want to do and the arguments generally tell Excel
wherethedataisthatyouwanttocalculate.
Excel has a huge number of functions, not all of them are relevant to everyone. The functions are
categorisedaccordingtowhattheydo.Inthismanual,weoutlinesomeofthefunctionsthatcanbeusedat
agenerallevel.
Autosum
usingAutosum
Mouse
i. Moveselectedcelltobottomofcolumnorendofrow
offigures.
ii. Click on the FORMULAS Ribbon, then click on
AUTOSUM.FromthemenuselecttheSUMfunction
=SUM(D2:D5)
Equals sign
(Functions are
formulae)
Opening and
closing brackets
Function
arguments
Function
name
29
iii. A marquee will appear around the suggested range to sum and a prebuilt function will appear in
selectedcell.
iv. If suggested range is correct then press [RETURN]. If not redefine range by selected the figures you
wishtoincludeinthefunctionandpress[RETURN].
TheShortcutKeyForTheSumFunctionIs[ALT][=]
OtherCommonFunctions
The Sum function is very useful, but the AutoSum icon can also be used to for some other common
functions: Average (of the selected figures), Count (the number of selected figures), Max (the largest
selectedfigure)andMin(thesmallestselectedfigure).
Touseothercommonfunctions:
Mouse
i. Select the cell immediately below a column
offigures(ortotheright ofarowoffigures)
tobetotalled.
ii. Click on the dropdown arrow next to the
AutoSum icon and select the function that
youwanttousefromthelist.
iii. The selected function will automatically
appear in the Formula bar and Excel will
make a guess at which cells you want to use
(youwillsee amarqueearoundthecells and
their references will be the function
arguments).
iv. Press[RETURN]toacceptthecellsthatExcelproposes.
FunctionLibrary
On the formulas ribbon you will find the function library which is dedicated to functions AUTOSUM
functionsarejustafewofthemostregularlyusedfunctions.
The functions are broken down in to categories and grouped accordingly to make it easy to access the
specificfunctionyou desireto use. In manyplaces youwill see the MOREFUNCTIONScommand which
allowsaccesstothewholerangeoffunctionsavailabletoexcel.ThisbringsustotheINSERTFUNCTION
utility.
30
InsertFunction
If after looking through all categories you do not find, or find it difficult to locate a specific
functionthenwecanusetheINSERTFUNCTIONfacility.Whichcontainsallfunctionsavailable
inexcel
Toinsertfunction
Mouse
i. Clickthecellwhereyouwantaresult
ii. Go to the FORMULAS ribbon and click on the
INSERTFUNCTIONicononthefarleft
iii. TheINSERTFUNCTIONdialogboxappears
EITHER
i. Type a description of the function you wish to use in
thetopmostboxandclickongoORselectacategory
fromthedropdownbox
ii. Results will appear in the bottom box then select a
specificfunctionwithasingleclickofthemouse
iii. A description will appear underneath the white box
andthesyntaxofhowitisconstructed
iv. If further explanation is required on a specific
function then click on the blue hyperlink in the
bottomleftcornertogetmoreinformation.
V. When the function you want is selected (in this case
COUNTA)clickOK.
vi. A dialog box appears (below right) with a suggested
range for the function. Excel will place the function
on the worksheet in the selected cell. You can see
the selected function being built on the formula bar. If this is incorrect reselect the range and press
[RETURN].
OR
vii. ClicktheRangeselectorbutton.This
will collapse the dialog box shown
above.
viii. Drag across the cells to replace
Excels pre selected guess with your
owncellreferences.Clickthebutton
marked on the picture below to
returntothedialog.
31
FunctionBox
TherearesomefunctionsthatareaccessedmorethanothersandforthatreasonExcelgivesyouaslightly
quicker method for entering them than the Paste function dialog. The Function box, groups the most
commonlyusedfunctionsforquickandeasyaccess.
ToenterafunctionusingtheFunctionbox:
Mouse
i. Typetheequalssign(=)ontheformulabar(ordirectly
into your cell). Excel displays the function box to the
leftoftheFormulabar.
ii. Click the dropdown list arrow to the right of the
functionboxtodisplayalistoffunctionnames.
iii. Select the function you require by clicking its name
fromthelist.
OR
i. Ifyourfunctionisnotlisted,clicktheMoreFunctions...
option to access the Paste function dialog (see above
forinstructions).
TypeFunctions
Whenyougetmorefamiliarwithfunctionsandstarttorememberhowtheyareconstructed,youcantype
themratherthanselectingthemusingthepreviouslydescribedmethods.
Totypeafunction:
Keyboard
i. Movetothecellwhereyouwantthefunction.
ii. Typeanequalssign(=)followedimmediatelybythefunctionnameandanopenbracket.
iii. Atooltipappearstoindicatetheargumentsthefunctionneeds.
iv. Select(ortype)thecellsyouwantthefunctiontoactuponusingthemouseorarrowkeys.
v. Press[RETURN]toconfirmtheentry.
As long as your formula only contains one function, you do not need to type the closing bracket.
Pressing[RETURN]makesExcelclosethebracketautomatically.
FunctionArgumentToolTips
Excel 2007 displays information about
function arguments as you build a new
formula.Thetooltipsalsoprovideaquick
path to HELP. You click any function or
argumentnamewithinthetooltip.
32
CELLREFERENCES
Infunctions,youoftenneedtorefertoarangeofcells.ThewayExceldisplayscellreferencesinfunctions
dependsonwhetherthecellsyouwantthefunctiontoactuponaretogetherinablockorinseveralnon
adjacentcellsorblocks.
Thetablebelowexplainshowyoucanusedifferentoperatorstoreferencecells:
Operator Description Example
Reference operator:
(colon)
Rangeoperator,whichproducesonereference
toallthecellsbetweentworeferences,including
thetworeferences
B5:B15
,(comma) Unionoperator,whichcombinesmultiple
referencesintoonereference
SUM(B5:B15,D5:D15)
(singlespace) Intersectionoperator,whichproducesone
referencetocellscommontotworeferencesIn
thisexample,cellB7iscommontobothranges
SUM(B5:B15A7:D7)
CountingAndTotallingCellsConditionally
Occasionallyyoumayneedtocreateatotalthatonlyincludescertaincells,orcountonlycertaincellsina
columnorrow.
Theexampleaboveshowsalistoforders.Therearetwoheadingsinboldatthebottomwhereyouneedto
generatea)thetotalamountofmoneyspentbyVikingSuppliesandb)thetotalnumberofordersplacedby
Bloggs&Co.
The only way you could do this is by using functions that have conditions built into them. A condition is
simplyatestthatyoucanaskExceltocarryouttheresultofwhichwilldeterminetheresultofthefunction.
33
UseSumif()
You can use this function to say to Excel, Only total the numbers in the Total column where the entry in
theCustomercolumnisVikingSupplies.ThesyntaxoftheSUMIF()functionisdetailedbelow:
=SUMIF(range,criteria,sum_range)
Rangeistherangeofcellsyouwanttotest.
Criteria is the criteria in the form of a number, expression, or text that defines which cells will be added.
Forexample,criteriacanbeexpressedas32,"32",">32","apples".
Sumrangethesearetheactualcellstosum.Thecellsinsumrangearesummedonlyiftheircorresponding
cellsinrangematchthecriteria.Ifsumrangeisomitted,thecellsinrangearesummed.
=SUMIF(B2:B11,VikingSupplies,F2:F11)
With the example above, the SUMIF function that you would use to generate the Viking Supplies Total
wouldlookasabove.
Using the INSERT FUNCTION tool
the dialog would look like this and
show any errors in entering the
valuesorranges
34
UseCountif
TheCOUNTIFfunctionallowsyoutocountthosecellsthatmeetacertaincondition.
Thefunctionsyntaxisasfollows:
=COUNTIF(range,criteria)
Rangeistherangeofcellsfromwhichyouwanttocountcells.
Criteriaisthecriteriaintheformofanumber,expression,ortextthatdefineswhichcellswillbecounted.
Forexample,criteriacanbeexpressedas32,"32",">32","apples".
With our example (shown above), the COUNTIF function that you could use to determine the number of
ordersplacedbyBloggs&Co.wouldlooklikethis:
=COUNTIF(B2:B11,Bloggs&Co.)
35
ABSOLUTEANDRELATIVEREFERENCES
RelativeReferences
When you fill formulae, you tell Excel to base the formulae it creates on the one you have entered by
startingfromthecellthatcontainsit.
In the example shown right, the formula being copied says =D2*E2.
However, once copied, if you click on any of the copies, Excel will have
updated the references to keep the row numbers current (D3*E3, D4*E4
andsoon).
ThisisbecauseExcel,bydefault,usesrelativereferencing.Whenyouenter
a formula, you enter specific cell references. Behind the scenes, Excel
translatesthosereferencesintopositionsrelativetotheresultcell.So,in
ourexampleshownleft,Excelwouldtaketheformula:
=D2*E2
Translateitasfollows:
=[twocellstotheleft]*[onecelltotheleft].
Itthereforedoesnot matterwhichrowyoucopytheformulainto,Excelwillalwaysuse[twocells tothe
left]multipliedby[onecelltotheleft]togeneratetheresult.
Most of the time, this is what you would want, but there are occasions where you need to stop Excel
updatingcellreferenceswhenyoucopyformulae.
AbsoluteReferences
Theexample belowshowsa formulabeingcreatedtoworkout theamountofdiscounteachorderwould
receive.TheordertotalsareincolumnFandthediscountrateisinB13.Theinitialformulahastherefore
beensetupas:
=F2*B13
Theformulawillgeneratearesultforthefirstorder.However,whencopied,youwillgetzerosagainstthe
discount amounts for the other orders. This is due to the relative referencing that Excel applies to all
formulaebydefault.
36
Havingcopiedtheaboveformula,ifyouclickedonanyformulaintheDiscountamountcolumnbelowthe
first one, you would see that Excel has updated the references (=F3*B14, F4*B15). This is where the
problemliesyouwantExceltochangethefirstreferenceasyourformulaneedstorefertothedifferent
ordertotals,butthediscountrateshouldremainconstant.Youneedtomakethatreferenceabsolute.
Tomakeareferenceabsolute:
Keyboard
i. Movetothecellwhereyouhavetypedtheformulaandpress[F2]toaccessEditmode.
ii. Movethecursorwiththearrowkeyssothatitisnexttothereferencewewanttofix.
iii. Press[F4].Dollarsignswillappearagainstthecolumnletterandtherownumber.
iv. Press[RETURN]toconfirmthechange.
v. Inourexample,amendingtheformulatoread:
=F2*$B$13
vi. ThiswouldpreventExcelfromchangingtheB13referencewhentheformulaiscopied.
FillHandle
Youcangetthefillhandletofillformulasdowntothesamelevelastheentriesinthepreviouscolumnby
doubleclickingonit.
AbsoluteReferences
Pressing [F4] repeatedly over a reference allows you to toggle between making both the row and column
absolute($A$1),justthecolumnabsolute($A1),justtherow(A$1),ornothingabsolute(A1).
37
SECTION4FILEOPERATIONS
YoucansaveanyinformationenteredinExcelsothatyoumaycallitbackatalaterstageeithertoadd,edit
orprintthecontents.Itsagoodideatosaveworkfrequentlyasthiswillminimisetheriskofworkbeing
lostintheeventofapowercutorsystemfault.
SaveFiles
ExcelgivesanynewdocumentyoucreateatemporarynamethewordBookfollowedbyanumber.The
numberincreasesbyoneforeachnewworkbookyoucreateinanyoneworksession.
PartsoftheSAVEASdialogbox
PREVIOUSFOLDERAsyoumovethroughthefolderstructureintheFileslist,thisbuttonallowsyoutogo
backtothepreviousfolderthatyouviewed.
UPONELEVELClickthisbuttontolookinthefolderthatisuponelevelinthecurrentfolderstructure.
DELETEClickthisbuttontodeletetheselectedfileorfolder.
CREATENEWFOLDERClickthisbuttontocreateanewfolderwithinthecurrentfolder.
VIEWSClickthearrownexttothisbuttontodisplayfileandfolderviewoptions.
FILENAMETypeorselectafilenameforthefilethatyouaresaving.
SAVE AS TYPE In the list, click the file format in which you want to save the file. Most 2007 Microsoft
Officesystemprogramscansavefilesinmorethanoneformat,soyoumayneedtoselecttheformatthat
youwant.
MYPLACESClickashortcutonthe FAVORITELINKSbartosavethefiletothelocationrepresentedby
theshortcut.
TOOLS Click TOOLS to display a list of tasks that you can perform. The tools that are available vary
dependingontheprogramthatyouareusing.
38
SAVEAfteryoudeterminethelocation,filename,andformatofthefilethatyouaresaving,clickSAVEto
savethefile.
CANCELTogobacktothefilewithoutsavingit,clickCANCEL.
YourFAVORITELINKSbar mightbedifferentfromwhatisshownbecauseyoucanadd,remove,
orrearrangetheshortcuts.
Tosaveafile:
Mouse
i. ClicktheSAVEbutton.OntheQUICKACCESStoolbar.Ifyouhavenotsavedtheworkbookpreviously,
theSAVEASdialogboxwillappearaskingyouforadocumentnameandlocation.
ii. The first list box marked SAVE IN allows you to determine the drive and folder that you want to save
thedocumentin.Theareabelowthe SAVEINlistallowsyoutoseewhichfilesarestoredinthearea
currentlydisplayed.
Tochangethelocation:
Mouse
i. Click the dropdown list arrow to the right of the SAVE IN list box and choose the desired drive or
folder.
Ifyouchooseadrive,youwillseealistoffolderswithinthatdriveinsidethedialogbox.Ifthelist
isverylong,Excelprovidesyouwithahorizontalscrollbartoaccessfoldersthatarenotcurrently
visible.Onceyoucanseeyourfolder,youcandoubleclicktoopenit.
ii. Atthebottomofthedialogboxaretwolistboxes,oneforthefilenameandoneforthedocumenttype.
Excelautomaticallyassignsthefirstfewwordsyoutypedastheworkbookname.
FileTypesAndFileNames
Excelingeneralhasalwayssavedfileswiththreeletterfiletypessuchasbook1.xlsoraccounts.xltthelast
threelettersalwaysbeingthetypeoffilethatitissavedas.In2007,however,thishasnowchangedand
thedefaultfiletypeforallexcelfilesisnowbook1.xlsxafourcharacterfiletype.Thisisbecausethenature
ofthecontentsofthefilehaschangedradicallyandisinnowaycomparabletoearlierversions.
Namingafile:
Mouse
i. ClickintheFILENAMEboxanddragyourmouseoverthecurrentfilenamethiswillhighlightit.
ii. Typethenewname.
iii. ChoosefromtheSAVEASTYPEboxwhichversionofexcelyouwishtosavethisfileas.(Ifsomebody
usingapreviousversionneedstoaccessthisfilethisisessential)
iv. Finally, when the location, name and filetype have been entered, save the workbook by clicking the
buttonmarkedSAVE.Thisclosesthedialogbox.BackintheExcelscreenyouwillnoticethatthename
youallocatedtoyourworkbookappearsontheTITLEBARatthetopofthescreen
39
v. IFyousavedthisfileasanearlierversionyouwillseeCOMPATIBILITYMODEnexttothefilenamein
theTITLEBAR
Workbook names can be up to 255 characters. File names cannot include any of the following
characters: forward slash (/), backslash (\), greater than sign (>), less than sign (<), asterisk (*),
period(.),questionmark(?),quotationmark("),pipesymbol(|),colon(:),orsemicolon(;).Youdo
notneedtotypethedocumentextension(.xlsx)asExcelautomaticallyaddsthistoallfilesyou
save.
SavingChangesToFiles
OnceyouhaveallocatedanametoafileusingtheSAVEASdialog,clickingtheSAVEbuttonsimplysaves
anynewchangestothenameyouoriginallygave.Itisworthsavingfilesthatyouareworkingoneveryten
minutesorso.WhenyouclicktheSavebutton,thestatusbardisplaysamessagetosaythatitissavingand
abluemeterwhichcountsuptoshowhowlongthesavewilltake.
Keyboard
i. Youcansavethecurrentworkbookbyusingthekeystroke[CTRL][S].Iftheworkbookhasneverbeen
savedbefore,the SAVEASdialogwillappear,otherwise, [CTRL][S]savesanynewchangestothefile
namethatyouhavealreadyallocated.
SavingAsADifferentTypeOrDifferentName
If a file you work with needs to be saved as something else or it needs saving under a different name or
maybeanotherversionthenwecannotusetheSAVEbuttonasthiswouldjustsavethechangestothisfile
wemustcalluptheSAVEASdialogagainandsavethefileassomethingelse.
Tosaveasdifferentfile
Mouse
I. ClickontheOFFICEBUTTONmovemousecursortoSAVEAS
ii. TherearevariousoptionstochoosefromwithexplanationsbutthetopchoicewillbringtheSAVEAS
dialogboxtothescreenagain
40
iii. Makethenecessarychangesandclickonsave
CloseFiles
Whenyoufinishworkingonafile,youcancloseitdownusingthefollowingmethods:
Toclosethecurrentfile:
Mouse
i. ClickonOFFICEBUTTONandchooseCLOSEnearthebottomofmenu.
OR
ii. Clickonceonthecross(situatedontherighthandsideofthescreen)
You will see two of the above buttons onscreen one will close the current file and
theotherwillclosetheExcelapplication.Toclosethecurrentfile,usetheinnermostclosebutton.
iii. If you have changed a file since the last time you saved it, Excel will not let you close that file without
prompting you first to save the changes. A dialog box will appear with the option to save the change
youhavemade
41
OpenFiles
Toopenafile:
Mouse
i. Click on OFFICE BUTTON and choose a recently
used file which appears on the right handside of
menu
OR
II. ClickonOFFICEBUTTONandchooseOPEN.
iii. TheOPENdialogboxwillappear
iv. If the file you want is not listed in the window,
click the LOOK IN dropdown list box to change
tothelocationofthedesiredworkbook.
v. To open the file either: Click once on the file
nametoselectitandclicktheOPENbutton.
OR
i. AfterlocatingthefileDoubleclickthefilename.
Keyboard
i. You can also open workbooks using the key combination [CTRL][O]. This will invoke the File Open
dialogfollowthestepsoutlinedabovetoselectandopenthefilethatyouwant.
NewFiles
Tocreateanewfile:
Mouse
ClickonOFFICEBUTTONandclickonNEWThefollowingdialogboxwillappear
42
ii. Ontheleft arecategoriesoftemplates.Ifyouareonlinetherearemanymorechoicesareavailableas
youcansee.
iii. Choosing a category such as BLANK OR RECENT will allow you to create a NEW workbook from any
featuredinthemiddlepaneonlyablankworkbookisavailableatthemoment.
iv. Apreviewofanyworkbooktypeisshownontheright.
V. WhenyouhavethecorrecttypeofworkbookselectedevenifitisonlyblankclickonCREATE.
OR
Keyboard
i. [CTRL][N]willcreateanewblankfile.
43
Section5
MOVINGANDCOPYINGDATA
Having entered information in a worksheet, you may decide that you need to
reposition it or use cell entries in another worksheet or file that you have created.
The good thing about Excel is that once you have entered something once, you can
moveorcopyitanywheretootherExcelfilesandeventofilesthatbelongtoother
applications.
All Microsoft products use the same terminology when describing moving and
copying items cut, copy and paste. These terms stem from the times when
typesetters would lay out templates by physically cutting an item from its current
location,andgluingorpastingitintothenewlocation.
MovingItems
Tomoveitems:
Mouse
i. Selectthecellsthatyouwanttomove.
ii. Click the CUT button on the HOME Ribbon. The
selectedcellswilldisplayamarqueearoundthem
andExcelwillshowapromptontheStatusbarto
tellyouwhattodonext.
iii. Movetothecellwhereyouwanttoplacethecells
you cut. If you have cut a block of cells, the cell
youselectbeforeyoupasteiswhereyouwantthe
topleftcellinthecutblocktomoveto.
iv. ClickthePastebuttonfromtheHOMEribbon
OR
v. Press[RETURN].
OR
Keyboard
i. Selectthecellsyouwanttomove.
ii. Press[CTRL][X]tocutthecellsoutamarqueewillappeararoundthecells,andyouwillseeaprompt
onthestatusbar.
iii. Movetothecellwhereyouwantthecutcellstojumpto.Ifyouhavecutablockofcells,thecellyou
selectbeforeyoupasteiswhereyouwantthetopleftcellinthecutblocktomoveto.
iv. Press[CTRL][V]topastethecellsintotheirnewlocation.
44
CopyingItems
Tocopyitems:
Mouse
i. Selectthecellsthatyouwanttocopy.
ii. Click the COPY button on the HOME
Ribbon. The selected cells will display a
marquee around them and Excel will show a
promptontheStatusbartotellyouwhatto
donext.
iii. Movetothecellwhereyouwanttoplacethe
cellsyoucut.Ifyouhavecutablockofcells,
thecellyouselectbeforeyoupasteiswhere
you want the top left cell in the cut block to
moveto.
iv. Click the Paste button from the HOME
ribbonthecopiedcellswillappear
OR
v. Press[RETURN].Thecopiedcellswillappear.
OR
Keyboard
i. Selectthecellsyouwanttocopy.
ii. Press[CTRL][C]tomakeacopy.Exceldisplaysamarqueearoundthecopiedcellsandapromptonthe
Statusbar.
iii. Movetothecellwhereyouwantthecopytogo.Ifyouhavecopiedablockofcells,thecellyouselect
beforeyoupasteiswhereyouwantthetopleftcellinthecopiedblocktobepositioned.
iv. Press[CTRL][V]topastethecopybackin.
OR
v. Press[RETURN].
Clipboard
Clicking on the DIALOG BOX LAUNCHER the clipboard will open as a
taskpaneonthelefthandsideofthescreen
Theclipboardholdsthelast24itemsthathavebeencutorcopiedfromany
of the Microsoft applications and allows you to paste the same item many
timesinmanyplacesincludingotherapplications.
45
Theclipboardisgenerictoallapplicationsandneedsmerelytobedisplayedasitishere.Theclipboardcan
beclearedatanytimeorsingleItemsdeleted
DragAndDrop
Youcanmoveandcopycellsbyselectinganddraggingthemwiththemouse.Whenyoudothis,youmust
ensurethatyouhavethecorrectmousepointershapedisplayingbeforedragginganddropping.
When you select a cell or a group of cells, Excel outlines them with a heavy
border. When the mouse is moved slowly over this border, it will display a
white arrow which points up and to the left and a four arrowed cross in
blackthisisyourdraganddroppointerandallowsyoutomoveandcopycells
withthemouse.
ToMove:
Mouse
i. Selectthecellsyouwanttomoveorcopy.
ii. Pointtotheborderoftheselection.
iii. Withthedraganddroppointerdisplaying,dragtheselectionto
theupperleftcellofthepastearea.Youllseeafuzzybox,the
same size as the selected block that will follow your mouse
whenyoureleasethemousetheselectedcellswilljumptotheir
newlocation.
Whenyoumovecellstoanareathatalreadyhasdata,MicrosoftExcelwillaskyoutoconfirmthat
youwishtoreplacetheexistingcellcontentswiththedatayouaremoving.
ToCopy:
Mouse
i. Ifyouwanttocopytheselection,repeatstepsoneandtwoabove
but before clicking on to it hold down the [CTRL] key on the
keyboard,thenbeginclickinganddragging.Youwillseeaplussign
appear next to the mouse pointer to signal the fact that you are
copyingratherthanmoving.
ii. With the fuzzy box positioned where you want thecopy, let go of
themousefirstandthenreleasethe[CTRL]key.
46
ShortcutMenus
YoucanusecommandsfromExcelsshortcutmenustomoveandcopyitems.Theshortcutmenusappear
whenyouclicktherightmousebuttonoveracellorselection.
Tomovecells:
Mouse
i. Selectthecellsyouwanttomove.
ii. Withthemousepositionedanywherewithinthehighlightedarea,click
therightmousebutton.
iii. Fromtheresultingshortcutmenu,chooseCUT.Amarqueewillappear
aroundtheselectedcellsandtheStatusbarwilldisplayaprompt.
iv. Clicktherightmousebuttonoverthecellwhereyouwantthecutcells
tojumpto.Ifyouhavecutablockofcells,thecellyouclickbeforeyou
pasteiswhereyouwantthetopleftcellinthecutblocktomoveto.
v. ChoosePASTEfromtheshortcutmenu.Thecutcellswilljumptotheir
newlocation.
OR
vi. Press[RETURN].Thecutcellswilljumptotheirnewlocation.
Tocopycells:
Mouse
ii. Withthemousepositionedanywherewithinthehighlightedarea,click
therightmousebutton.
iii. From the resulting shortcut menu, choose COPY. A marquee will
appear around the selected cells and the Status bar will display a
prompt.
iv. Clicktherightmousebuttonoverthecellwhereyouwantthecutcells
tojumpto.Ifyouhavecutablockofcells,thecellyouclickbeforeyou
pasteiswhereyouwantthetopleftcellinthecutblocktomoveto.
v. ChoosePASTEfromtheshortcutmenu.Thecutcellswilljumptotheir
newlocation.
OR
vi. Press[RETURN].Thecutcellswilljumptotheirnewlocation.
Ifyouwanttoinsertthecutorcopiedcellsbetweentworowsorcolumnsofexistingdata,youcan
usetheInsertcut/copiedcellsoptionthatalsoappearsontheshortcutmenu.
47
MovingAndCopyingBetweenFiles
You canuse anyof the methodsdescribed above (even drag anddrop) to move and copy items from one
workbooktoanother.Whendoingthis,itisusefultobeabletoarrangethescreensothatyoucanseethe
source file (the file containing the items that you want to move or copy) and the destination file (the
documentwhereyouwanttoputthem)atthesametime.
Toviewopenfiles:
Mouse
i. OpenbothworkbooksusingthetechniquesdescribedinSECTION4,FileOperations.
ii. ClickVIEWribbon,ChooseARRANGEALLontheribbon.Adialogboxwillopentoallowyoutochoose
how the files will be arranged. Choose horizontal and the two workbooks will be tiled on screen one
abovetheother,eachinitsownwindow.
iii. Useyourpreferredtechnique(asdescribedabove)tomoveorcopyitemsfromonefiletotheother.
OR
iv. Ifyouclick the SWITCHWINDOWSicon,thiswilllistthefilesthatarecurrentlyopentoallowyouto
switchfromonefiletoanother.Copyingfromonefileandthenswitchingtopasteintoanotherfile.
InsertPaste
As already mentioned, Excel will overwrite existing data with cells that you are moving or copying. There
areoccasionswhereyouwanttoswapthepositionsofcellswithoutoverwritingwhatyoualreadyhave.
Intheexampleabove,ifyouwantedtomovetheselectedcellsuptworowssothatbothVikingSupplies
orderswerenexttoeachother,youwouldhavetouseInsertpastetodoit,otherwisetheexistingdata(the
Bloggs&Co.order)wouldbeoverwritten.
Toinsertthecellsbetweenexistingcells:
Mouse
i. Selectthecellsyouwanttomoveorcopy.
ii. Pointtotheborderoftheselection.
iii. Hold down [SHIFT] (if moving) or [SHIFT][CTRL] (if copying) as you drag. Youll see a fuzzy line that
youcanpositionhorizontally(betweenrows)orvertically(betweencolumns).Releasethemouse,then
thekeyboard.Yourcellswilljumptotheirnewlocation.
48
MovingAndCopyingBetweenWorksheets
Whenyoudragcellstoareasnotcurrentlyvisibly,Excelwillscrollthedisplaydownoracrossallowingyou
to move or copy the cells to those areas. Sometimes, you may want to drag an item to a different
worksheetwithintheworkbook.
Tomoveandcopytoanotherworksheet:
Mouse
i. Selectthecellstomoveorcopyandpositionthemouseovertheselectionborder.
ii. Holddownthe[ALT]keyasyoudragthecells([ALT][CTRL]ifyouarecopying).
iii. Drag down over the sheet tab that you want to put the cells on and Excel will jump to that sheet.
Continuedragginguntilyouareinthelocationontheselectedsheetthatyouwantthecellsin.Release
themousethenthekeyboard.
PasteSpecial
The Paste Special option gives you the ability to choose what should be pasted into the destination cells.
Forexample,youmaywanttopastedatawithoutitsformats,oryoumightwanttoconvertaformulatoa
staticvaluePastespecialgivesyouthechoice.YoucanalsousePASTESPECIALtoadd/subtract/divideor
multiplythecopiedcellswiththedestinationcelldata.
TousePasteSpecial:
Mouse
ii. RightclickanywherewithinthehighlightedblockandchooseCopyfromtheshortcutmenu.
iii. Clicktherightmousebuttonoverthecellwhereyouwantthecopieddatatoappear.Ifyouhavecopied
ablockofcells,thecellyouclickbeforeyoupasteiswhereyouwantthetopleftcellinthecopiedblock
tomoveto.
iv. ChoosePasteSpecial.Thefollowingdialogboxwill
appear:
v. SelectanoptioninthePASTEsectionofthedialog
tochoosewhatwillbepastedintothedestination
cells
vi. Select an option from the OPERATION section of
the dialog to choose the mathematical operation
youwanttoperformonthecopieddata.
vii. Check the SKIP BLANKS box to suppress empty
cellsbeingpasted.
viii. Check the TRANSPOSE box to change the
arrangement of the copied cells from column to
rowandviceversa.
49
ix. ClickOKtoclosethedialogandpastethedata.
51
SECTION6FORMATTING
Having produced a spreadsheet, it may be formatted to achieve a more professional and more easily
readablelayoutofdataforbothscreendisplayandprintout.Thereareseveraldifferentwaysofformatting
data in Excel 2007 to produce extremely impressive effects, and many of the tools in the FORMATTING
groupsontheHOMEribbonareusedforthemostpopularformattingtasks.Thissectionlooksatseveral
differentapproachestoimprovingthelayoutofaspreadsheet.
FormattingGroupsOnHomeRibbon
TheFormattinggroupsaretogetherontheHOMEribbonthebuttonsthatcreateformatsmostfrequently
used to enhance worksheet appearance. Not all the formats that you can apply in Excel are contained in
the Formatting group icons some can only be accessed via the dialog box which is accessed by the dialog
launchbuttonfoundatthebottomrightofaformattinggroupwhichisdiscussedlaterinthissection.
Font
Bydefault,Excel2007usesCalibriasitsbasefontandallnewworksheetswillusethisfontfordatathatyou
enter. However, you can choose different font faces for cells on the worksheet using the Formatting
toolbar.
Tochangethefont:
Mouse
i. Selectthecellswhereyouwanttochangethefont.
ii. ClickthedropdownlistarrowtotherightoftheFontboxinthe
FormattinggroupontheHOMEribbon.
iii. Thefontsarelistedalphabetically.Usetheverticalscrollbaron
therightofthelisttomovethelistitemsupanddown.
iv. Select the desired font by clicking on it. The font face for the
selectedcellswillchangetoreflectyourchoice.
OR
Keyboard
i. Selectthecellstochange.
ii. Press [CTRL][SHIFT][F] to highlight the current font on the
formattingtoolbar.
iii. Use [ALT] [] to drop down the list of available fonts, use the up and down arrows to move the
highlightbarupanddownthelistand[RETURN]toapplythechosenfonttotheselectedcells.
52
PointSize
Thiscontrolsthesizeoftheprintedcharacters.
Tochangethepointsize:
Mouse
i. Selectthecellswiththedatatochange.
ii. Click on the dropdown list arrow to the right of the currently
displayedpointsize.
iii. Pick a new number from the list the selected cell data will
changesizeaccordingly.
OR
Keyboard
i. Selectthetexttochange.
ii. Press[CTRL][SHIFT][P]tohighlightthecurrentpointsizeontheformattingtoolbar.
iii. Eithertypethepointsizethatyouwanttouse(yourtypingwillreplacethecurrentlyselectednumber)
oruse[ALT][]todisplaythelistofpointsizesandmovethehighlightbartotheselectedsizeusingthe
upanddownarrowkeys.
iv. Press[RETURN]toapplythecurrentlyhighlightedsizetotheselectedcells.
OR
Mouse
After selecting cells you may use your mouse to increase or decrease the size of your font in the selected
cellsbyclickingontheincreaseorreducepointsizebuttonsinthefontgroup.Thiswillchangethesizeof
yourfontonepointatatime
AlthoughExceldisplaysfrom8to72pointsinthelist,youcantypeyourownnumbersinandpress
[RETURN]toapplytheformat)
Bold,ItalicAndUnderline
Bold, italic and underline can be applied to the selection using buttons on the formatting toolbar or
keyboardshortcuts.
Applybold,italicorunderline:
Mouse
ii. Clickoneitherthe B,Ior Ubuttonsonthetoolbar.Thebuttonwillswitchonandtheselectedtext
willdisplaytheappliedformat.
iii. Clickingontheunderlinedropdownarrowwillgiveyoutheoptionofhavingdoubleunderlineinsteadof
theregularsingleone.YoumaystilltogglethisoffbyclickingtheUagain
53
OR
Keyboard
ii. Press [CTRL][B] to apply bold formatting, [CTRL][I] to apply italic formatting or [CTRL][U] to apply
singleunderlineformattingtotheselectedcelldata.
RemoveBold,ItalicandUnderline:
Mouse
i. Selectthecellswiththeformat.
ii. ClicktheBold,Italicorunderlinebuttontoturntheformatoff.
OR
Keyboard
i. Selectthecellswiththeformat.
ii. Press[CTRL][B],[CTRL][I]or[CTRL][U]toswitchtheformatoff.
FontColour
Thiswillchangethecolourofonscreeninformation.Itwillalsoprinttheinformationinthechosencolour
ifyouareconnectedtoacolourprinter.
Tochangefontcolour:
Mouse
i. Selectthecellswhosefontcolouryouwanttochange.
ii. Click the dropdown list arrow displayed on the right
handsideofthebuttonandchoosethedesiredcolour.
iii. Themes (see later) show complimentary colours and
shadesonthethemethatyoumayhavechosenforyour
worksheet(thoseinfigurearedefault)
iv. Therearealsostandardcolourstochoosefrom
v. If you still cannot find what you want from the default
palette there are more colours to choose from. Click
morecolourstofindanycolouryoudesire.
Toresetfontcolour:
Mouse
i. Selectthecellsyouwanttoresettothedefaultcolour.
ii. ClickthedropdownlistarrowdisplayedontherighthandsideoftheFontcolourbutton.
iii. TheAUTOMATICoptionwillresettextbacktothedefaultcolour(normallyblack).
54
BackgroundFillColour
Ifyouwanttoshadethebackgroundofcells,usetheFillcolourbutton.
Tochangefillcolour:
Mouse
i. Selectthecellswhosebackgroundcolouryouwanttochange.
ii. ClickthedropdownlistarrowdisplayedontherighthandsideoftheFill
colourbutton.
iii. TheNOFILLoptionwillremoveanyappliedfillcolours.
iv. The fill colour palette has the same range of colours and colour options
thatinthetextcolourdropdownlist
Borders
Whenyouprintaworksheet,Excelallowsyoutochoosewhether
youwantallthecellgridlinestoprintornot.Often,youwantto
print some but not all of the lines this is when you need to
apply borders. You can then tell Excel not to print the gridlines
butyourborderswillbeprinted.
Toapplyborders:
Mouse
i. Selecttheareayouwanttoborder.
ii. Click the dropdown list arrow to the right of the Borders
buttonontheFormattingtoolbar.
iii. Fromthepalette,clickontherequiredborderoption.
Ifthepalettedoesnothavetheborderingoptionthatyouwant
to apply, use the Format cells dialog (discussed later in this
section)toapplytheborders.
Toremoveborders:
Mouse
i. Selecttheareawiththebordersyouwanttoremove.
ii. Click the dropdown list arrow to the right of the Borders
buttonontheFormattingtoolbar.
iii. Fromthepalette,clickonthefirstborderoption.
55
Alignment
You can select from three different cell alignment options in
Excel by clicking the relevant button (described below). The
buttons determine how data lines up between the left and
rightedgesoftheselectedcell(s).
Tochangealignment:
Mouse
i. Selectthecell(s)whosealignmentyouwanttochange.
ii. Clickonthebuttonforthealignmentyourequire(seebelow).
iii. Clickthisbuttontoleftaligncelldata.Leftalignmentensuresthattheleftedgeofanentryisflushwith
theleftedgeofthecell.Leftalignmentisthedefaultalignmentfortextentriesincells.
iv. Clickthisbuttontocentrecelldata.Thiswillmakeeachcellentryintheselectionpositionitselfinthe
middleofthecell.
v. Click this button to rightalign cell data. Right alignment ensures that the right edge an entry is flush
withtherightedgeofthecell.Rightalignmentisthedefaultfornumericcellentries.
MergeCells
If you want to type a heading across the top of a table of data, it can be quite difficult to line it up in the
centre.Ifthecolumnsinyourtablearedifferentwidths,orthetitleisacertainlength,thechancesofyou
gettingitexactlycentralalongthetopofthetablearepracticallynil.LuckilyExcelhasasolution.Youcan
mergethecellsacrosswhichyouwanttheheading,centringitatthesametime.
Tomergecells:
Mouse
i. Selectthecellsyouwanttomerge.
ii. ClicktheMERGEANDCENTREbuttonfromtheFormattingtoolbar.
56
ToUnmergecells
Mouse
i. Selectthecellsyouwanttounmerge
ii. Click the Merge and Centre button again and this will unmerge the cells
selected
iii. Asyoucanseefromthefigurerightifyouclickthedropdownarrowtothe
rightofthemergecellbuttonyouhaveoptionstomergecellswithdifferent
alignments.
Indents
Indentsallowyoutocontrolwhereacellentrybeginsinsideacell.
Toindentcelldata:
Mouse
i. Selectthecell(s)whereyouwantanindent.
ii. Clicktheincreaseindentbuttontoindenttheselectedcelldatabyastandardamountfromtheleft.You
canclickthisbuttonagaintoincreasetheamountofindentandsoon.
iii. Ifyouneedtotaketheindentback,clickthedecreaseindentbuttontodothis.
NumberFormats
Initially,numbersinExceluseaGeneralformat.Youmayfindthattheresultsofformulaeruntodifferent
numbers of decimal places, or you might want to display numbers as monetary values with a currency
symbolandtwodecimalplaces.Thereisnoneedforyoutoenterthenumbersinthewayyouwantthem
displayeditisfarbettertouseExcelsnumberformattingbuttons.
INCREASEANDDECREASEDECIMALPLACES
You can add and remove decimal places from numeric data using the Increase Decimal and Decrease
Decimalbuttons.Whereyoudecrease,Excelwillroundnumbersupordowntothenearestunit.However
manyplacesthatyoumayincreaseordecreasethevaluetoexcelwillstillusetheenteredvaluetocalculate
notthevaluethatappearsinthecellasthisisonlyanappearancenotatruevalue(checkformulabar)
Toincreasedecimals:
Mouse
i. Selectthecellswiththenumbersyouwanttochange.
ii. ClicktheINCREASEDECIMALbuttonfromtheALIGNMENTgroupontheHOMEribbon
iii. Keep clicking the INCREASE DECIMAL button until your numbers display the correct number of
decimalplaces.
57
Todecreasedecimals:
Mouse
i. Selectthecellswiththenumbersyouwanttochange.
ii. ClicktheDECREASEDECIMALbuttonfromtheALIGNMENTgroupontheHOMEribbon
iii. Keep clicking the Decrease Decimal button until your numbers display the correct number of decimal
places.
COMMASTYLE
Comma style sets all the selected numbers to 2 decimal places and puts commas between different
thousandmultiples.
E.G.100000wouldbecome100,000.00whencommastyleisappliedtoit.
Toapplycommastyle:
Mouse
i. Selectthecellswiththenumericdatayouwanttoformat.
ii. ClicktheCommaStylebuttonfromtheNumbergroupontheHOMEribbon
CURRENCY
iii. Applyingthisstylewilladdasignandtwodecimalplaces(pence)totheselectednumbers.
Toapplycurrencystyle:
Mouse
ii. Click the Currency button from the Number group on the
HOMEribbon.
iii. Usingthedropdownarrowtotherightofthecurrencybutton
gives access to the most likely used currency formats in use
you can choose from different currency symbols using the
FORMATCELLSdialogdiscussedlaterinthissection
PERCENTSTYLE
Whereyouhave typeddecimalsontheworksheet,youmaywanttoexpressthosevaluesaspercentages.
YoucandothiswiththePercentStyleformat.
E.G.0.5wouldbecome50%whenyouapplyPercentStyle.
ToapplyPercentStyle:
Mouse
58
ii. ClickthePercentStylebuttonfromtheFormattingtoolbar.
Thenumberformats(apartfromIncreaseandDecreaseDecimal)aremutuallyexclusive.Applying
Comma Style to cells that already have Currency formats would lose the currency symbol. If you
need to return to the default General style for numbers, you can use the Format Cells dialog
discussedlaterinthissection.
If you ever see ###### in cells that normally display numbers, it is because the format you have
applied is too wide for the column. To show the numbers, either change to a format that fits or
widenthecolumn(seelaterinthissectionfordetailsonchangingcolumnwidths).
AdvancedFormats
When you want to apply formats that Excel does not give you buttons for on the Formatting toolbar, you
need to use the Format Cells dialog. This dialog contains all the formatting options (including those
accessibleviatheFormattingtoolbar)thatyoucanusewithintheExcelapplication.
FormatCellsDialog
TheFormatCellsdialogisdividedintotabs,eachtabdealingwithaformatcategory.
ToaccesstheFormatCellsdialog:
Mouse
iii. Selectthecellswhoseformatsyouwanttochange.
iv. Click the DIALOG BOX LAUNCHER. From either the FONT, ALIGNMENT or NUMBER group onthe
HOMEribbon
OR
Keyboard
i. Press[CTRL][1]
ii. Thedialogboxasseentopofnextpagewillappear.DependingonwhichDIALOGBOXLAUNCHERyou
clickedwilldependonwhichtabwillappearfirstofthesixinthedialogbox
iii. Once the dialog is onscreen, you can move between the format categories by clicking on the labelled
tabsandchangesettingsoneach.EachtabhasaPreviewwindowtoshowyouwhattheeffectsofyour
changeswilllooklikeshouldyouchoosetoapplythem.Whenalltheformatshavebeenset,clickthe
OKbuttontoclosethedialogandapplythenewformats.
59
FONTTAB
Most of the formats you find on the Font tab of the Format cells dialog can be applied directly from the
Formatting Toolbar and need no further discussion. However, there are some extra Effects that can be
appliedshouldyouneedtodoso.
Toapplyeffects:
Mouse
i. Selectthecellsyouwanttoformat.
ii. Click the DIALOG BOX LAUNCHER. From either the FONT, ALIGNMENT or NUMBER group onthe
HOMEribbon
iii. ClicktheFONTtab.
iv. Check the STRIKETHROUGH, SUPERSCRIPT or SUBSCRIPT boxes (the PREVIEW window will show
youwhattheformattingwilllooklikeonsampledata).
v. ClickOKtoclosethedialogandapplythechanges.
TheSuperscriptandSubscriptoptionsaremutuallyexclusive.
60
ALIGNMENTTAB
The settings on this tab give you lots of options for alignments which are not available on the Formatting
toolbar.
HORIZONTALALIGNMENT
Most of the formats for horizontal alignment are available on the Formatting toolbar, however there are
someextras:
Justify where you have several lines of data ina cell, you can ensure that the left and right edges of the
dataarestraight.
Fillusethistorepeattheselectedcellentrieswithintheircellssothattheentirecellfromlefttorightis
full.
Tochangehorizontalalignment:
Mouse
ii. Click the DIALOG BOX LAUNCHER. From either the FONT,
ALIGNMENTorNUMBERgroupontheHOMEribbon
iii. ClicktheALIGNMENTtab.
iv. ClickthedropdownlistarrowtotherightoftheHorizontallistbox.
v. Choosethealignmentbyclickingontherequiredoptionfromthelist.
vi. ChooseOKtoclosethedialogandapplythechanges.
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VERTICALALIGNMENT
Usetheoptionsinthislisttochoosehowdatalinesupbetweenthetopandbottomedgesofcells.
Tochangeverticalalignment:
Mouse
HOMEribbon
iv. ClickthedropdownlistarrowtotherightoftheVERTICALlistbox.
v. Choosethealignmentbyclickingontherequiredoptionfromthelist.
vi. ChooseOKtoclosethedialogandapplythechanges.
TEXTCONTROL
The text control options allow you to determine how the size of the data in the selected cells will affect
columnsandrows.
Wrap text Where you have an entry thatis too wide for the column, you can get Excel to wrap within a
cell.Whereasinglelinebecomesmultiplelines,Excelwillautomaticallyadjusttherowheight.
BEFORE AFTER
ShrinktofitReducestheapparentsizeoffontcharacterssothatalldatainaselectedcellfitswithinthe
column.Thecharactersizeisadjustedautomaticallyifyouchangethecolumnwidth.Theappliedfontsizeis
notchangedonprintouts.
BEFORE AFTER
MergecellsMakestheselectedcellsintoonecell.
Where there are entries in all the selected cells, when you merge them together, Excel will warn
youthatitwillonlykeeptheentryinthetopleftcellinyourselection.
Tochangetextcontrolsettings:
Mouse
HOMEribbon
iv. ChecktherelevantoptionsundertheTEXTCONTROLheadingtoswitchontheeffect.
v. ClickOKtoclosethedialogandapplythenewformats.
Viking Sup
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ORIENTATION
YoucandisplayandprintdatainExcelorientedanywayyouchoose.
BEFORE AFTER
Shownabovearesomeexamplesofdifferentorientations.
Tochangeorientation:
Mouse
ii. Click the DIALOG BOX LAUNCHER. From either the FONT,
ALIGNMENTorNUMBERgroupontheHOMEribbon
iv. IntheORIENTATIONsection,tokeepcharactershorizontalbutarrange
themoneunderneaththeother,clickthepicturethatcorresponds.
OR
v. Drag the red dot marker up or down to give a degree value of plus or
minus90fromthebaseposition(horizontal).
vi. ClickOKtoapplythenewformatsandclosethedialog.
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PATTERNSTAB
YoucanusesettingsonthePatternstabtonotonlyaddbackgroundfillcolourstocells,butapplypatterns
tothemaswell.
Toapplypatternstocells:
Mouse
HOMEribbon
iii. ClickthePATTERNStab.
iv. ClickthedropdownlistarrowontherightofthePATTERNSboxtodisplayapaletteofcoloursforthe
pattern.
v. Choosethepatternthatyouwant(i.e.lines,dotsetc).Ifyouwanttochangewhatcolourthelines/dots
etc.thatmakeupyourpatternwillbe,accessthepaletteonceagainandclickacolour.
vi. Thecolourpaletteontheleftwillgivethecellabackgroundcolour
vii. Click the fill effects button to choose more advanced patterns andcolouring. The fill effects dialogwill
belaunched(Thiswillbediscussedlater.Itisadialogboxthatisusedforfillingcoloursandpatternsof
manytypesofobjects.)
viii. Choose the more background colours the more colours button a separate dialog box will be launched
withanextensivechoiceofcolours
64
ix. TheSAMPLEpanewilldisplaywhatthechosenformatswilllooklikeshouldyouchoosetoapplythem.
ChooseOKtoclosethedialogandapplyyourformats.
BORDERSTAB
Youcanchangeborderlinestyles,coloursanddirectionsusingtheBorderstab.
Toapplycustomborders:
Mouse
HOMEribbon
iii. ClicktheBORDERtab.
iv. ChoosethelinestylebyclickingontheappropriatelinefromtheSTYLEpalette.
v. ChoosethelinecolourbyclickingonthedropdownarrowtotherightoftheCOLOURboxtoaccessa
colourpalette.Clickthecolouryouwantyourbordertobe.
vi. IntheBORDERsection,setwhichedgesofyourselectionneedborderingbyclickingthebuttonwhich
showstherelevantedge.
OR
vii. If there are multiple edges that need borders, click the preview diagram (where the word Text sits)
along the edges that you want the borders. Clicking the word Text in the preview diagram will give
diagonalborders.Oneclickwilladdaborder,anotherwillremoveit.
OR
viii. Usethepresetbuttonstoapplyabordersseetheeffectsinthepreview
ix. ClicktheOKbuttontoclosethedialogandapplyyourchanges.
65
NUMBERSTAB
TheNumberstabgivesyoutheabilitytodisplaydatathatExcelstoresnumericallyinlotsofdifferentways.
TheFormattingtoolbargivesyoubuttonsforapplyingonlyveryfewofthevastselectionofnumberformats
thatExcelcontains.Theoptionsthatyouseeonthetabvarydependingonwhichcategoryofformatyou
select. Generally speaking, Excel will display a sample based on the contents of the active cell and the
default option within the category you selected. You can then pick from a list of format codes until the
sampleisdisplayedthewayyouwantit.
Toapplynumberformats:
Mouse
HOMEribbon
iii. ClicktheNUMBERtab.
iv. ClickthecategoryofformattingyournumericdatashouldusefromtheCATEGORYlist.
v. SelecttherelevantoptionsthatappearuntiltheSAMPLEdatalooksthewayyouwantyournumbersto
look.
vi. ClickOKtoclosethedialogandapplytheformat.
Category
Sampleof
format
(preview)
Choose
settings for
formathere
Thecustom
category
allows
creationof
personalised
formatsusing
codes.
66
CustomNumberFormats
ThereareoccasionswhenyouwantnumericdatatodisplayinawaythatExceldoesnothaveaformatfor.
Whenthishappens,youcancreateacustomformat.
Tocreateacustomnumberformat:
Mouse
HOMEribbon
iii. Click the NUMBER tab. Then choose the Custom category (the last option on the Category list). The
dialogboxwillchangetoshowyoualistofTypeformatcodes.
iv. ScrolldowntheTypelistuntilyoufindacodesimilartotheoneyouwanttoformatyourdatawith.
v. Forexample,ifyouwantedtochangeadatecurrentlydisplayingas01/01/2000todisplayasJanuary,
select the format code mmmyy to give you a base to alter it would initially display your date as
Jan2000,butyoucanchangeittowhatyouwant.
vi. Click in the Type box and amend the code to give the display you want (watch the sample as you do
this).Fortheexamplementionedabove,youwouldtypemmmm.Whenyouhavethecorrectcode,
clickOKtoclosethedialogandapplythecustomnumberformat.
Custom formats, once created, only exist in the file that they were set up in. If you want to use
theminanotherworkbook,youcancopytheformatacross.YoucancopyformatsonlyusingPaste
Special(seeSection5formoreinformation).
67
PROTECTIONTAB
You can use the settings on this tab to control which cells are accessible when you protect a worksheet.
ThistopicisdealtwithinthesectionWorkingwithmultiplesheetslaterinthismanual.
FORMATTINGCOLUMNSANDROWS
Excel has some formats that apply themselves to whole columns and rows. Changing widths andheights,
hiding,insertinganddeletingrowsandcolumnsarealloperationsthatyoumightwanttocarryout.
ColumnWidth
You can alter the width of asingle column, or by selecting the columns whose widthyou want to change,
youcanmakeallcolumnsintheselectionthesamewidth.Withasinglecolumn,Excelchangesthewidthof
thecolumntotheleftofyourmousepointer.
Tochangecolumnwidth:
Mouse
i. Move the mouse over the intersection between the
columnlettersontherighthandsideofthecolumnyou
want to change. The mouse pointer will display the
shapethatyouneedforchangingcolumnwidth.
ii. Clickanddragtotherightorlefttowidenornarrowthecolumnaguidewilldrawitselfdownintothe
worksheettopreviewwherethecolumnedgewilljumpto,andExcelwilldisplaytheactualwidthofthe
columninpointsinatipboxthatappears.
iii. Releasethemousewhenthedesiredwidthhasbeenreached.
Tochangewidthofmultiplecolumns:
Mouse
i. Select the columns whose width you want to change by clicking and dragging over the column letters
withtheselectionpointer(whiteplus).
ii. Position the mouse over one of the intersections between the column letters in your selection. The
pointerwilldisplaytheshapeneededforalteringcolumnwidths.
iii. Clickanddragtotherightorlefttowidenornarrowthecolumnaguidewilldrawitselfdownintothe
worksheettopreviewwherethecolumnedgewilljumpto,andExcelwilldisplaytheactualwidthofthe
columninpointsinatipboxthatappears.
iv. Releasethemousewhenthedesiredwidthisreached.Allthecolumnsintheselectionwilljumptothe
samewidthastheoneyouchanged.
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AUTOFIT
Ifyourenotsurewhattheoptimumwidthforacolumnwouldbe,youcangetExceltoAutoFititforyou.
AutoFitlooksatallthedatainacolumnandfitsthecolumnwidtharoundthewidestentryyoumayfind
thecolumngetswiderornarrowerwhenyouAutoFit.
ToAutoFitacolumn:
Mouse
i. Movethemouseovertheintersectionbetweenthecolumnlettersontherighthandsideofthecolumn
youwanttochange.Themousepointerwilldisplaytheshapethatyouneedforchangingcolumnwidth.
ii. Doubleclicktheintersection.
ToAutoFitmultiplecolumns:
Mouse
i. Select the columns you want to AutoFit by clicking and dragging over the column letters with the
selectionpointer(whiteplus).
ii. Position the mouse over one of the intersections between the column letters in your selection. The
pointerwilldisplaytheshapeneededforalteringcolumnwidths.
iii. DoubleclicktoAutoFitallselectedcolumns.
DEFAULTWIDTH
IfyouneedtochangeExcelsdefaultwidth,youcanchooseanoptionfromthemenutodosoandtoseta
newdefaultforthewholesheet
Tochangethedefaultcolumnwidth:
Mouse
i. Clickinanycolumn.
ii. Choose Format from the cells group on the home ribbon, and click on default
Width.
iii. Adialogboxappears.EnterasizeandclickOK
iv. Allcolumnsonthatsheetwillchangetothenewsize
Any column that has previously had its width changed will
beunaffectedbythis.Becauseotherformatscanaffectthe
widths your columns need to be, it is often a good idea to
leave changing column widths until last, this will avoid you
repeatedly having to change the widths as you apply other
formats.Ifthecolumnofacellistoonarrowtodisplaythe
numbers,Exceldisplaysthecellwith####.Ifyouhoverover
the cell a tool tip will appear displaying the information
withinthecell.
69
RowHeight
Excelautomaticallychangesrowheightwhenyoualterthefontandpointsizeofthecellentrieswithinit.
However,youcanaltertheheightofasinglerowmanually,orbyselectingtherowswhoseheightyouwant
to change, you can make all rows in the selection the same height. With a single row, Excel changes the
heightoftherowaboveyourmousepointer.
Tochangerowheight:
Mouse
i. Move the mouse over the intersection between the row numbers
belowtherowyouwanttochange.Themousepointerwilldisplaythe
shapethatyouneedforchangingrowheight.
ii. Clickanddragupordowntoincreaseordecreaserowheightaguide
will draw itself across into the worksheet to preview where the row
edgewilljumpto,andExcelwilldisplaytheactualheightoftherowin
pointsinatipboxthatappears.
iii. Releasethemousewhenthedesiredheighthasbeenreached.
Tochangeheightofmultiplerows:
Mouse
i. Select the rows whose height you want to change by clicking and
dragging over the row numbers with the selection pointer (white
plus).
ii. Position the mouse over one of the intersections between the row
numbers in your selection. The pointer will display the shape
neededforalteringrowheights.
iii. Click and drag up or down to increase or decrease row height a guide will draw itself across into the
worksheet to preview where the row edge will jump to, and Excel will display the actual height of the
rowsinpointsinatipboxthatappears.
iv. Release the mouse when the desired height is reached. All the rows in the selection will jump to the
sameheightastheoneyouchanged.
AUTOFIT
If youre not sure what the optimum height for a row would be, you can get Excel to AutoFit it for you.
AutoFitlooksatallthedatainarowandfitstherowheightaroundthetallestentryyoumayfindtherow
getstallerorshorterwhenyouAutoFit.
ToAutoFitarow:
Mouse
i. Move the mouse over the intersection between the row numbers below the row you want to change.
Themousepointerwilldisplaytheshapethatyouneedforchangingcolumnwidth.
ii. Doubleclicktheintersection.
70
ToAutoFitmultiplerows:
Mouse
i. Select the rows you want to AutoFit by clicking and dragging over the row numbers with the selection
pointer(whiteplus).
ii. Position the mouse over one of the intersections between the row numbers in your selection. The
pointerwilldisplaytheshapeneededforalteringrowheights.
iii. DoubleclicktoAutoFitallselectedrows.
HideColumns,RowsAndSheets
Youcanchoosenot todisplaycertainrows andcolumnsonyourscreen.Hidingthemalsopreventsthem
fromprinting.
Tohidecolumns:
Mouse
i. Select the column you want to hide by clicking on
the column letter, or if you want to hide multiple
columns,highlightthem.
ii. Click the right mouse button anywhere over the
selectiontodisplaytheshortcutmenu.
iii. ChooseHide.
OR
i. Click on FORMAT command in the cell group on
theHOMEribbon
ii. MovemousecursorofHIDE&UNHIDE
iii. Clickonhidecolumns
OR
Keyboard
i. Repeatstep1above.
ii. Press[CTRL][0]
71
Tohiderows:
Mouse
i. Select the row you want to hide by clicking on the row number, or if you want to hide multiple rows,
highlightthem.
ii. ClicktheRIGHTMOUSEbuttonanywhereovertheselectiontodisplaytheshortcutmenu.
iii. ChooseHIDE.
OR
i. Selectrowstobehidden
ii. ClickonFORMATcommandintheCELLgroupontheHOMEribbon
iii. MovemousecursortoHIDE&UNHIDE
IV. ClickonHIDEROWS
OR
Keyboard
II. Press[CTRL][0]
Tohidesheets
Mouse
i. Selectsheetorsheetstobehidden
ii. ClickonFORMATcommandintheCELLgroupontheHOMEribbon
iii. MovemousecursortoHIDE&UNHIDE
IV. ClickonHIDESHEET
OR
i. Selectsheetstobehidden
ii. Rightclickonaselectedsheettab
III. ClickHIDE
72
Tounhidecolumnsandrowsorsheets:
Mouse
i. Select the columns or rows either side of the hidden ones by dragging over the column letters or row
numberswiththeselectionpointer.
ii. Positionthemouseovertheroworcolumnintersectionbetweentheselectedrowsorcolumns
iii. Doubleclick.
OR
Keyboard
ii. Press[CTRL][SHIFT][].
OR
Mouse
i. ClickonFORMATcommandinthecellgroupontheHOMEribbon
ii. MovemousecursortoHIDE&UNHIDE
iii. Clickonunhidesheet,columnorrow
INSERTANDDELETECELLS,ROWS,COLUMNSORSHEETS
Youcanaddnewcellsintoaworksheetifyouneedtomakespacetoaddnewentriesin.Excelalsogives
you tools for adding entire rows and columns. If you add cells, Excel will ask you how the existing cells
shouldberearrangedtoaccommodatethenewones.
AddCells
Toinsertacell:
Mouse
i. Selectthecellbelowortotherightofwhereyouwantthenewone.
ii. Clicktherightmousebuttontoaccesstheshortcutmenu.
iii. ChooseInsert.Thefollowingdialogboxwillappear:
iv. Choose SHIFT CELLS RIGHT to insert a new cell to the left of the
selectedone,orSHIFTCELLSDOWNtoinsertanewcellabovethe
selectedone.
Or
Keyboard
Shiftcellsright
Shiftcellsdown
Before
73
ii. Press[CTRL][SHIFT][+]
Toinsertmultiplecells:
Mouse
i. Select the amount of cells corresponding to the number you want to insert
belowortotherightofwhereyouwantthenewones.
iii. ChooseInserttoaccessthedialog.
iv. Choose SHIFT CELLS RIGHT to insert new cells to the left of the selected
one,orSHIFTCELLSDOWNtoinsertnewcellsabovetheselectedone.
OR
Keyboard
ii. Press[CTRL][SHIFT][+].
Toinsertentirerows:
Mouse
i. Select the row below where you want the new one by clicking its row number, or if you are inserting
multiplerows,highlightthem.
ii. Clicktherightmousebuttonanywhereovertheselectiontoaccesstheshortcutmenu.
iii. Choose Insert. Excel adds the number of selected rows above the
firstrowinyourselection.
OR
Keyboard
i. Repeatstep1above.ThenPress[CTRL][SHIFT][+].
Toinsertentirecolumns:
Mouse
i. Select the column to the right of where you want the new one by
clicking its column letter, or if you are inserting multiple columns,
highlightthem.
iii. Choose INSERT. Excel adds the number of selected columns to the left of the first column in your
selection.
OR
Keyboard
Before
Shiftcellsright
Down
74
ii. Press[CTRL][SHIFT][+].
DeleteCells
InExcel2007wecandeletestraightfromtheHOMEribbonbyclicking
on the delete button to show us a menu to delete any part of the
workbook,sheet,row,columnorcell
Todeletecells:
Mouse
i. Selectthecellsyouwanttodelete.
iii. ChooseDELETE.Thefollowingdialogboxwillappear:
iv. ChooseSHIFTCELLSLEFTtoclosethegapleftbythedeletedcells
withcellentriestotheleft.
OR
v. ChooseSHIFTCELLSUPto closethegapleftbythedeletedcells
withcellentriesabove.
OR
Keyboard
i. Selectthecellstodelete.
ii. Press[CTRL][].
iii. ChooseSHIFTCELLSLEFTtoclosethegapleftbythedeletedcellswithcellentriestotheleft.
OR
iv. ChooseSHIFTCELLSUPtoclosethegapleftbythedeletedcellswithcellentriesabove.
Todeleteentirerowsorcolumns:
Mouse
i. Selecttheroworcolumnyouwanttodeletebyclickingitsrownumberorcolumnletteror,ifyouare
deletingmultiplecolumnsorrows,highlightthem.
iii. ChooseDELETE.
OR
Keyboard
II. Press[CTRL][]
75
FORMATPAINTER
TheFormatPainterisatoolthatyoucanusetocopyallformatsfromoneareaoftheworksheettoanother.
This is particularly useful when you have spent time formatting one group of cells and you decide that
anothergroupofcellsshouldhavethesameformatsratherthanreapplyingtheformatsagainmanually,
onebyone,youcanpaintthemontothenewcellswiththeFormatPainter.
Topaintformats:
Mouse
Selectthecellthathastheformattingyouwanttouse.
Click the FORMAT PAINTER button from the HOME ribbon in the CLIPBOARD group. Your mouse
pointerwillchangetodisplayapaintbrushnexttotheselectionpointer(whiteplus).
Select all the cells you want to apply the formats to by dragging over them. As soon as you release the
mouse,theformatswillappear.
Ifyouwanttokeepcellcontentsbutremovealltheformattingfromthosecells,clickontheeraser
onthehomeribbonandclearformats
ShortcutKeysForFormatting
Excelhassomeshortcutkeysthatyoucanuseforformattingdata.Thetablebelowliststhoseyoucanuse:
To Press
DisplaytheCellscommand(Formatmenu) [CTRL][1]
ApplytheGeneralnumberformat [CTRL][SHIFT][~]
Apply the Currency format with two decimal places
(negativenumbersappearinparentheses)
[CTRL][SHIFT][$]
ApplythePercentageformatwithnodecimalplaces [CTRL][SHIFT][%]
ApplytheExponentialnumberformatwithtwodecimal
places
[CTRL][SHIFT][^]
ApplytheDateformatwiththeday,month,andyear [CTRL][SHIFT][#]
Apply the Time format with the hour and minute, and
indicateA.M.orP.M.
[CTRL][SHIFT][@]
Apply the Number format with two decimal places,
1000separator,andfornegativevalues
[CTRL][SHIFT][!]
Applytheoutlineborder [CTRL][SHIFT][&]
Removeallborders [CTRL][SHIFT][_]
Applyorremoveboldformatting [CTRL][B]
Applyorremoveitalicformatting [CTRL][I]
Applyorremoveanunderline [CTRL][U]
Applyorremovestrikethroughformatting [CTRL][5]
Hiderows [CTRL][9]
Unhiderows [CTRL][SHIFT][9]
Hidecolumns [CTRL][0]
Unhidecolumns [CTRL][SHIFT][+]
77
SECTION7NAMES
Whenenteringformulaeorreferringtoanyareainaworkbook,itisusualtorefertoarange.Forexample,
B6isarangereference;B6:B10isalsoarangereference.Oneproblemwiththissortofreferenceisthatitis
not very meaningful and therefore easily forgettable. If you want to refer to a range several times in
formulaeorfunctions,youmayfinditnecessarytowrite itdown,orselectit,whichoftenmeanswasting
timescrollingaroundtheworkbook.Instead,Exceloffersthechancetonamerangesinaworkbook,andto
use these names to select cells, refer to them in formulae or use them in Database, Chart or Macro
commands.
RulesWhenNamingCells
Namesareuniquewithinaworkbookandthenamesthatyouchoosetousemustadheretocertainrules.
The first character of a name must be a letter or an underscore character. Remaining characters in the
namecanbeletters,numbers,fullstops,andunderscorecharacters.
Namescannotbethesameasacellreference,suchasZ$100orR1C1.
Spacesarenotallowed.Underscorecharactersandfullstopsmaybeusedaswordseparatorsforexample,
First.QuarterorSales_Tax.
Anamecancontainupto255characters.
Names can contain uppercase and lowercase letters. Microsoft Excel does not distinguish between
uppercase and lowercase characters in names. For example, if you have created the name Sales and then
createanothernamecalledSALESinthesameworkbook,thesecondnamewillreplacethefirstone.
Names can refer to external cells or ranges (in other workbooks) and can even be used when those
workbooksarenotopen,althoughwhenthereferencesarecheckedbyexcelonupdateerrorswilloccurif
theyarenotvalid.
NAMEBOX
The Name box is situated on the lefthand side of the
Formula bar. You can use the Name box to set up
namesandmovetothem.
DEFINENAME
There are three ways to create names or define them
the management of names will be found on the
FORMULASRIBBONintheDEFINEDNAMESgroup.
78
Todefineaname
Method1(Define)
Mouse
i. Selectthecellorcellsyouwishtoname
ii. ClicktheDEFINENAMEfromtheDEFINEDNAMESgroup
ontheFORMULASribbon.Adialogislaunched
iii. In the NEW NAME dialog box, in the NAME box, type the
namethatyouwanttouseforyourreference.Namescanbe
upto255charactersinlength.
iv. Inthenamebox,enterthedefinednamethatyouwanttocreate.
v. Tospecifythescopeofthename,intheSCOPEdropdownlistbox,selectWORKBOOK,orthename
ofaworksheetintheworkbook.
vi. Youmayenteradescriptivecommentupto255characters.Thisisoptional(seenote)
vii. IfyouhadselectedcellsorrangesprevioustoopeningtheNEWNAMEdialogthenthecellsorranges
selectedwillbedisplayedintheREFERSTObox
Ifyouhadnotpreviouslyselectedcellsorranges:ThenIntheREFERSTObox
viii. EnteraCELLREFERENCE.Thecurrentselectionisenteredbydefault.Toenterothercellreferencesas
anargument,clickCOLLAPSEDIALOG(whichtemporarilyhidesthedialogbox),selectthecellsonthe
worksheet,andthenpressEXPANDDIALOG.
ix. CONSTANTTypean=(equalsign),followedbytheconstantvalue.
x. FORMULATypean=(equalsign)followedbytheformula.Tofinishandreturntotheworksheet,click
OK.
IfyousavetheworkbooktoMicrosoftOfficeSharePointServer2007ExcelServices,andyouspecify
oneormoreparameters,thecommentisusedasatooltipinthePARAMETERStoolpane.
TomaketheNewNamedialogboxwiderorlonger,clickanddragthegriphandleatthebottom.
Method2(Direct)
Mouse
i. Select the cell, range of cells, or nonadjacent selections (nonadjacent selection: A selection of two or
morecellsorrangesthatdon'ttoucheachother.Whenplottingnonadjacentselectionsinachart,make
surethatthecombinedselectionsformarectangularshape.)thatyouwanttoname.
ii. Click in the NAME BOX at the left end of the formula bar(formula bar: A bar at the top of the Excel
windowthatyouusetoenteroreditvaluesorformulasincellsorcharts.Displaystheconstantvalueor
formulastoredintheactivecell.).
79
iii. Type the name that you want to use to refer to your selection. Names can be up to 255 characters in
lengthandpressRETURN.
Youcannotnameacellwhileyouarechangingthecontentsofthecell.
Method3(BySelection)
MOUSE
i. Youcanconvertexistingrowandcolumnlabelstonames.
ii. Selecttherangethatyouwanttoname,includingtheroworcolumnlabels.
iii. OntheFORMULAStab,intheDEFINEDNAMESgroup,clickCREATEFROMSELECTION.
iv. Inthe CREATENAMESFROMSELECTIONdialogbox,designatethelocationthatcontainsthelabels
byselectingtheTOPROW,LEFTCOLUMN,BOTTOMROWorRIGHTCOLUMNcheckbox.
V. PressENTER.
SelectingNames(Navigation)
Nameshavegreatusesasanavigationtoolwithinadocument
andareveryeasytouse.Youmayhaveusedlargeportionsof
your spreadsheet to store data and with over 1,000,000 rows
and 0ver 16,000 columns it would be tedious or near
impossibletomovearoundtoknownareaswithoutnames.
Toselectnamesandnavigate
Mouse
i. Clickondropdownarrowtorightofnameboxandclickonthenameyouwouldliketonavigateto
ii. Youwillnowbeatthatlocationwiththenamedcellsselected
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ManageNamesByUsingTheNameManager.
Use the NAME MANAGER Dialog box to work with all of the defined names and table names in the
workbook. For example, you may want to find names with errors, confirm the value and reference of a
name, view or edit descriptive comments, or determine the scope. You can also sort and filter the list of
names,andeasilyadd,change,ordeletenamesfromonelocation.
Tousenamemanager
Mouse
i. To open the NAME MANAGER Dialog box, on the FORMULA tab, in the DEFINED NAMES group,
clickNAMEMANAGER.
VIEWNAMES
TheNAMEMANAGERDialogboxdisplaysthefollowinginformationabouteachnameinalistbox:
ICONandNAMEdefinednameisindicatedbyadefinednameicon.
ATABLENAMEisindicatedbyatablenameicon.
IfyousavetheworkbooktoMicrosoftOfficeSharePointServer2007ExcelServices,andyouspecify
oneormoreparameters,thecommentisusedasatooltipintheParameterstoolpane.
YoucannotusetheNameManagerDialogboxwhileyouarechangingthecontentsofthecell.
The Name Manager Dialog box does not display names defined in Visual Basic for Applications
(VBA),orhiddennames(thevisiblepropertyofthenameissetto"False").
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RESIZECOLUMNS
To automatically size the column to fit the largest value in that column, doubleclick the right side of the
columnheader.
SORTNAMES
Tosortthelistofnamesinascendingordescendingorder,alternatelyclickthecolumnheader.
FILTERNAMES
Use the commands in the FILTER dropdown list to quickly display a subset of names. Selecting each
commandtogglesthefilteroperationonoroff,whichmakesiteasytocombineorremovedifferentfilter
operationstogettheresultsthatyouwant.
Tofilterthelistofnames,dooneormoreofthefollowing:
Select: To:
NamesScopedToWorksheet Displayonlythosenamesthatarelocaltoaworksheet.
NamesScopedToWorkbook Displayonlythosenamesthatareglobaltoaworkbook.
NameswithErrors Displayonlythosenameswithvaluesthatcontainerrors(suchas#REF,#VALUE,
#NAME,andsoon.)
NameswithoutErrors Displayonlythosenameswithvaluesthatdonotcontainerrors.
DefinedNames DisplayonlynamesdefinedbyyouorbyExcel,suchasaprintarea.
TableNames Displayonlytablenames.
ToChangeaname
Mouse
i. OntheFORMULAStab,intheDEFINEDNAMESgroup,clickNAMEMANAGER.
ii. IntheNAMEMANAGERDialogbox,clickthenamethatyouwanttochange,andthenclickEdit.You
canalsodoubleclickthename.
iii. TheEDITNAMEdialogboxisdisplayed.
iv. TypethenewnameforthereferenceintheNAMEbox.
v. ChangethereferenceintheREFERSTObox,andclickOK.
vi. In the NAME MANAGER Dialog box, in the REFERS TO box, change the cell, formula or constant
representedbythename.
vii. Tocancelunwantedoraccidentalchanges,clickCANCEL,orpressESC.
viii. Tosavechanges,clickCOMMIT,orpressRETURN.
If you change a defined name or table name, all uses of that name in the workbook are also
changed. The CLOSE button only closes the NAME MANAGER Dialog box. It is not required to
commitchangesthathavealreadybeenmade.
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Deleteoneormorenames
i. OntheFORMULAStab,intheDEFINEDNAMESgroup,clickNAMEMANAGER.
ii. IntheNAMEMANAGERDialogbox,clickthenamethatyouwanttochange.
iii. Toselectaname,clickit.
iv. Toselectmorethanonenameinacontiguousgroup,clickanddragthenames,orpress[SHIFT][CLICK]
foreachnameinthegroup.
v. To select more than one name in a noncontiguous group, press [CTRL][CLICK] for each name in the
group.
vi. ClickDELETE.YoucanalsopressDELETE.
vii. ClickOKtoconfirmthedeletion.
TheClosebuttononlyclosestheNameManagerDialogbox.Itisnotrequiredtocommitchanges
thathavealreadybeenmade.
NamesInFunctions
Namesinfunctionscanbeveryusefulbecauseitsavesyouhavingtogoandselectlargeamountsofcellsor
rangeswhenconstructingafunctionyoucanjustrefertothenameandeventhenrememberingthename
isnotnecessaryitcanbeselectedandusedeasilywithinyourfunctionorformula.
Tousenamesinfunctions
i. Gotocellyouwishtocreateformulainandtypeinthefunctionyouwishtostartwith
ii. E.G.=SUM(
iii. OntheFORMULAStab,intheDEFINEDNAMESgroup,clickUSEINFORMULA.
iv. Selectwhichnamedrangeyouwishtouseandclickonit.
OR
v. Press[F3],choosethenameyourequireandclickOK
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vi. Thefunctionwillnowcontainthenamedrangeandwillcalculateusingtherangeorrangesitrefersto
vii. PressENTER.OrclickonthegreentickontheleftoftheFORMULABAR.
You may wish to use other methods to create your function or formulae only one method is
mentionedherebutitisthesamemethodforusingthenamedranges
PasteListOfNames
You can use the Paste Names dialog to give you an index of all the names in your
workbook. Excel will place this on the workbook wherever the active cell is
positioned.
Topastealistofnames:
Mouse
i. OntheFORMULAStab,intheDEFINEDNAMESgroup,clickUSEINFORMULA.
ii. ClickonPASTENAMESadialogboxislaunched
iii. SelectanindividualnameandclickonOKforanindividualpaste.
OR
iv. ClickonPASTENAMEStohaveallnamespastedintoworksheetwith
theircellreferences
Keyboard
i. Selectablankcellwhereyouwantthelistofnamestobegin.
ii. Press[F3]toaccessthePasteNamesdialog.
iii. Press[TAB]tojumptotheCancelbutton,then[TAB]againtoselectthePasteListbutton.Thelistwill
appearontheworksheet.
When you choose a start cell for your pasted list, make sure there is not any data immediately
belowasitwillgetclearedwhenyoupastethelist.
IntersectingNames
Whereyouhavenamedbothcolumnsofcellsandrowsofcellsinatable,allthevalueswillbelongtotwo
ranges.Youcanusebothnamesinaformulatoretrievethevaluewheretheyintersect.
Todisplayavaluefromintersectingrangenames:
Keyboard
i. Selectthecellwhereyouwanttodisplaythevalue.
84
ii. Typeanequalssign(=)tobegintheformulathenpress[F3]toaccessthePASTENAMESdialog,select
thefirstnameandpress[RETURN].
iii. Typeaspace.Press[F3]againandselectthesecondname.Press[RETURN].Press[RETURN]againto
completetheformula.
E.G.: To retrieve the red books target figure from the data shown in the diagram above, your
formulawouldread:=RED_BOOKSTARGET
85
SECTION8WORKINGWITHMULTIPLESHEETS
MULTIPLEWORKSHEETS
Whenyoucreateanewworkbook,Excelgivesyoumultiplepageswithinthatworkbookcalledworksheets.
Thenumberofworksheetsyougetdefaultsto3,butyoucanchangethat(seethesectiononcustomisation
for more information). The worksheets are useful when you want to store information under common
columnheadingsbutneedtosplititup,(forexamplebymonth,weekorbydepartment).
When the same data needs to be entered on several worksheets, you can use Group mode which forces
data that you type on one worksheet appear on all selected sheets. When Group mode is active, any
formattingthatyouapplytotheactiveworksheetalsogetsappliedtotheselectedsheets.
MovingBetweenTheWorkbookSheets
Eachnewworkbookcontainsworksheets,namedsheets1tosheet3.Thesheetnameappearsonatabat
thebottomoftheworkbookwindow.
Tomovebetweenworksheets:
Mouse
i. Clickontheappropriatetab
Ifthesheetrequiredisnotinview,usethetabscrollingbuttonstodisplaythesheet.
OR
Keyboard
i. Press[CTRL][PAGEDOWN]tomovetothenextsheet,or[CTRL][PAGEUP]tomovetotheprevious
sheet.
WorksheetNames
ExcelassignsthenamesSheet1,Sheet2andsoontoworksheetsinaworkbookbutyoucanoverwrite
themwithmoremeaningfulnamestodescribethedatatheycontain.
Torenameaworksheet:
Mouse
i. Doubleclickthesheettabthatyouwanttorenamethecurrentnamewillbecomehighlighted.
ii. Typethenameyouwant.
iii. Press[RETURN].
Worksheetnamescanbeamaximumof31characters.
Tab
scrolling
Create
new
sheet
86
MoveAndCopyWorksheets
Havingnamedyoursheets,youmayneedtoswitchthemaboutsotheyarearrangedinadifferentorder.
Tomovea
sheet:
Mouse
i. Clickanddragthesheettableftorright.Youllseeapagewhichfollowsyourmousepointerasyoudrag
andablackmarkerarrowtoshowwherethesheetwilljumptoifyoureleasethemouse.
ii. Releasethemousewhenthesheetisinthecorrectposition.
Tocopya
worksheet:
Mouse
i. Holddownthe[CTRL]keythenclickanddragthesheettab.
ii. Whentheblackarrowmarkerindicatesthepositionthatyouwantthecopy,releasethemousethenthe
[CTRL]key.
Because no 2 worksheets can have the same name, when you copy a sheet as described above,
Excelwillsuffixthecopysnamewith(2).
InsertAndDeleteWorksheets
Youcanaddandremoveworksheetstoandfromaworkbookasrequired.
Toaddaworksheet:
Mouse
i. Clickonthelasttabofthesheetsthisisacreatenewworksheettab
ii. Excelwillnameitinitiallywiththenextsequentialnumberavailable.
OR
Keyboard
i. Press[SHIFT][F11]
ii. AnewsheetwillappearthetabwillbetotheleftofwhicheversheetyouarecurrentlyonandExcelwill
nameitinitiallywiththenextsequentialnumberavailable.
Todeleteaworksheet:
Mouse
i. Clicktherightmousebuttonovertheworksheetthatyouwanttodelete.
87
ii. Choose DELETE from the shortcut menu. If there has been ANY work on the sheet to be deleted the
followingdialogboxwillappear:
iii. ClickOKtoconfirmthedeletion.
88
ACTIVATEGROUPMODE
Whenever you select more than one worksheet, Excel considers those sheets to be grouped and switches
group mode on accordingly. Whengroupmode is active, thegroupedworksheet tabs turn white and the
word [group] appears on the title bar. Any data that you enter and any formatting that you apply will
appearonallworksheetsinthegroupinthesamepositionsoneachthisisparticularlyusefulifyouneed
tocreateaSummarysheetthatwillreferencetheotherworksheetsthreedimensionally.
GroupAdjacentSheets
Whentheworksheetsthatyouwanttogrouparenexttoeachother,youcanusethe[SHIFT]keytoblock
selectthem.
Togroupadjacentworksheets:
Mouse
i. Clicktheonthefirstworksheetstabthatyouwanttoincludeinyourgroup.
ii. Holddownthe[SHIFT]keyandclickonthelastworksheetstabthatyouwantincludedinyourgroup.
Allthesheetsbetweenthefirstandthelastwillbeselected.Theselectedsheettabswillturnwhiteand
theword[GROUP]willappearonthetitlebar.
GroupNonAdjacentSheets
When the sheets you want are not next to each other in the workbook, you can use the [CTRL] key to
groupthem.
Togroupnonadjacentworksheets:
Mouse
i. Clicktheonthefirstworksheetstabthatyouwanttoincludeinyourgroup.
ii. Holddownthe [CTRL]keyandclick eachotherworksheetstabthatyouwantincludedinyourgroup.
Theselectedsheettabswillturnwhiteandtheword[GROUP]willappearonthetitlebar.
When worksheets are grouped, use normal data entry and formatting commands to populate
them(seeprevioussectionsformoreinformation).
DeactivateGroupMode
When you have finished entering and formatting data simultaneously, you can deactivate group mode.
Therearetwowaystodothis:
Todeactivategroupmode:
Mouse
i. Clickonasheettabthatisnotcurrentlygrouped(nonwhite).
OR
i. ClicktherightmousebuttonoveranysheettabandchooseUngroupSheetsfromtheshortcutmenu.
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FILLDATAACROSSWORKSHEETS
You can copy data to the same position on multiple sheets using the Fill
command. This is particularly useful if you need to decide what gets copied
(everything,orjusttheformats).Italsosavestimeforthoseoccasionswhere
youaccidentallydeactivatedgroupmode,typedyourentriesandthenrealised
thattheyareonlyononepage!
Tofillacrossworksheets:
Mouse
i. Selectthecellsyouwanttocopytotheotherworksheet(s).
ii. Selecttheworksheetsyouwantthecopytoappearonbyclicking
thesheettabs(use[SHIFT]toblockselector[CTRL]topicknon
adjacentpages).
iii. On the FORMULAS tab, in the EDITING group, click the down
arrowtotherightoftheFILLicon.
iv. Chooseacrossworksheets
v. ChoosetheappropriateoptionandclickOK.
Whenyouhavefinishedfillingthedata,remembertodeactivategroupmode!
3DFormulae
When you have data on multiple worksheets, you often want a summary page that will collect data from
cells across all the sheets and calculate it in a certain way. You can do this with a 3D formula. 3D
formulae are no different from the formulae already discussed in an earlier section of this manual,
however,thewayyourefertocellsondifferentworksheetshasnotyetbeenexploredthatiswhatwewill
lookatinthissection.
90
ExternalReferences
Whenyourefertoacellthatisinanotherworksheet,Excelusesthefollowingsyntax:
SINGLECELL
WORKSHEETNAME![CELLREFERENCE]
Inthediagramonpreviouspage,cellD35ontheSummarysheetwouldbereferencedasfollows:
SUMMARY!D35
CELLSONADJACENTWORKSHEETS
1STWORKSHEETNAME:LASTWORKSHEETNAME![CELLREFERENCE]
Inthediagramonpreviouspage,cellE32acrossallstaffwouldbereferenced:
CONNERS:PULASKI!E32
CELLSONNONADJACENTWORKSHEETS
1STWORKSHEETNAME![CELLREFERENCE],2NDWORKSHEETNAME![CELLREFERENCE]
Inthediagram,cellD35onConnorsandFullerssheetswouldbereferenced:
CONNERS!D35,FULLER!D35
Luckily,becauseyoucangetExceltoputthereferencesinautomaticallybypointingatthecells,youdonot
havetomemorisethesyntax!
Commas separate up the references when selecting ranges or cells in this manner from different
sheets
Tocreatea3Dformula:
Mouse
i. Selectthecellwhereyouwanttheresult.
ii. Begintheformulabytypinganequalssign(=),orselectafunctionthatyouwanttouse.
iii. Whenyouneedtoentercellreferencesinyourformula,movetotheworksheetthatcontainsthefirst
cellyouwantbyclickingtherelevantsheettab.
iv. Clickonthecellwhosevalueyouwantinyourformula.
91
v. Ifyouonlyneedtorefertoonecell,press[RETURN]tocompletetheformula.
OR
vi. Ifyouneedtoselectthesamecellonadjacentsheets,holddownthe[SHIFT]keyandclickonthelast
sheettabintheblockofadjacentsheets.Press[RETURN]tocompletetheformula.
OR
vii. If you need to select the different cells on different sheets, TYPE A COMMA and click the next sheet
tabandcellyouneedtoreference,insertanothercommaandclickthenextsheettabandcellyouneed
to reference and so on until all references have been entered. Press [RETURN] to complete the
formula.
92
PROTECTWORKSHEETDATA
If you type in a cell that already has an entry,
you overwrite that entry as soon as you press
[RETURN]. Excel does have an Undo facility,
but if you need to delegate data entry to
someone who is not too familiar with Excel,
they could quite feasibly end up overwriting
yourcarefullyconstructedformulae.Topreventthathappening,youcanprotectworksheetsinworkbooks.
Protected sheets can allow access to some cells but not others. Those that are unavailable cannot be
edited,formattedorcleared.
UnlockCells
Bydefault,allcellsinaworksheetarelocked.Thisdoesnothaveanyeffectondataentryandeditinguntil
you switch on the worksheet protection at which point all locked cells are made unavailable. This means
thatifyouwanttohaveaccesstocertaincells,butnotothers,youneedtounlockthosecellsfirst.
Inthediagrambelow,youwouldneedtounlocktheselectedcellssothatwhenyouprotecttheworksheet,
thosecellsareaccessible.
93
Tounlockcells:
Mouse
i. Selectthecellsyouwanttobeaccessiblewhenyouprotect
the worksheet you can select cells on multiple sheets
usinggroupmodeifnecessary.
ii. Click the DIALOG BOX LAUNCHER. From either the
FONT, ALIGNMENT or NUMBER group on the HOME
ribbon
iii. ClickthePROTECTIONtab.AndunchecktheLOCKEDbox.
iv. ClickOKtoclosethedialogandsavethesetting.
OR
i. Select the cells you want to be accessible when you protect the worksheet you can select cells on
multiplesheetsusinggroupmodeifnecessary.
ii. ClicktheFORMATbuttonintheCELLSgroupontheHOMEribbon.(Seepictureonpreviouspage)
iii. TheLOCKCELLbuttonisalreadyselected(allcellsarelockedbydefault).ClicktheLOCKCELLbutton
tounlocktheselectedcells.
WorksheetProtection
Toprotectaworksheet:
Mouse
i. Ensurethatthesheetyouwanttoprotectistheactivesheet.
ii. Click the FORMAT button in the CELLS group on the HOME ribbon.
(Seepictureonpreviouspage).Clickon PROTECTSHEET.Adialogbox
islaunched
iii. Selectfromthecheckboxeswhatyouwishpeoplebeallowedtodo(best
left asdefault)TickingtheFORMATCELLSoptionwouldthenallowall
users to change the formatting of cells (locked or unlocked) while still preventing them from changing
theactualcontentsofthelockedcells.
iv. Type a password to prevent unauthorized users from removing sheet protection. A password is case
sensitive, can be up to 255 characters long, and can contain any combination of letters, numbers, and
symbols.
v. ClickOKtoclosethedialogandswitchonsheetprotection.
RECORDALLPASSWORDSSOMEWHEREASDATACANBELOSTIFYOUCANNOTREMEMBER
THEMWithworksheetprotectionactive,onlytheunlockedcellsareavailabletoworkwith.Ifyou
try and type in a locked cell, the following warning appears:
94
UnprotectSheets
Ifyoudoneedaccesstothelockedcells,youcanswitchworksheetprotectionoff,providedyouknowthe
correctpassword.
Toswitchoffsheetprotection:
Mouse
i. Selecttheprotectedsheet.
ii. ClicktheFORMATbuttonintheCELLSgroupontheHOMEribbon.ClickonUNPROTECTSHEET.
iii. IfyouhadapasswordthenadialogboxwillappearTypethepasswordandclickOK.Thesheetisnow
unprotected.
Excelonlyletsyouprotectandunprotectsheetsoneatatime,thatistosay,youcannotgroupall
thesheetsyouwanttoprotectorunprotectanddoitinonego.
ViewWorksheetsSideBySide
You can display several worksheets in a workbook tiled in various ways on screen. These options can be
foundontheVIEWribbonandtheWINDOWgroup.
Todisplayworksheetssidebyside:
Mouse
i. Go to the VIEW ribbon and click on the SIDE BY SIDE button a
dialogislaunched
ii. Chooseafileyouwishtocomparewithandseesidebyside
iii. ClickOK
iv. Repeattheabovestepsuntilyouhaveawindowforeachworksheet.
v. On the VIEW ribbon, click Arrange all. The Arrange Windows dialog
boxwillappear:
vi. Choosethearrangementyouwantyourworksheetwindowstofollow.
Check the box WINDOWS OF ACTIVE WORKBOOK (this prevents
windowsfromotheropenfilesbeingincludedinthearrangement).
vii. ClickOKtoclosethedialogandarrangethewindows.
If your initial window is maximised, you do not see any change to the screen when you issue the
NewWindowcommand,youmaynotknowhowmanywindowsyouhave.Whenyouaccessthe
Windowmenu,thebottomsectionliststhenumberofwindowscurrentlyopen.
95
Pictureaboveshowstiledwindows
When the windows are opened with the method mentioned previously, the button for synchronous
scrolling will allow simultaneous scrolling for all windows. If this feature does not help it can be switched
off.
HideWindows
Whole windows can be hidden. Although you may need them open for calculations, macros, referred
tables,etcyoumaynotwishtoseethem.
Tohideawindow
Mouse
i. Selectthewindowyouwishtohide
ii. GototheVIEWribbonandclicktheHIDEbuttonintheWINDOWgroup.Thewindowisnowhidden
Tounhideawindow
Mouse
i. GototheVIEWribbonandclicktheUNHIDEbutton.IntheWINDOWgroupadialogislaunched
ii. ChoosewindowtounhideandclickOK.Thewindowreappears.
96
WatchWindow
A watch window can be used to easily track results of multiple cells when you are working on a different
sheet or workbook. This saves you from having to switch back and forth or scroll between sheets to keep
trackofimportantdata.
Tosetawatch
Mouse
i. SelectacelltowhichyouwanttoaddaWatch
ii. GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup
iii. ClickonADDWATCH
iv. Selectcellyouwishtomonitor
v. ClickonADD
vi. Youmaynowswitchwindowsorscrollandthewatchwindowwillmonitorthatcellforchangesinresult
asyouenterormanipulatefigureselsewhere.
Todeleteawatch
Mouse
i. GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup
ii. Selectwatchtodelete
iii. ClickonDELETEWATCHonwatchwindow
97
ChangeColourOfWorksheetTab
Tochangethecolourofaworksheettab:
i. Selecttheworksheetwhosetabyouwanttorecolour.
II. ClicktheFORMATbuttonintheCELLSgroup,HOMEribbonandmoveyourcursordownthemenuto
TABCOLOUR.
iii. SelectthecolourandclickOK
OR
i. RightclickonthetabandchoosetheTABCOLOURoption.
ii. SelectthecolourandclickOK
99
SECTION9PRINTING
Whenyouwantahardcopyofworksheetdata,Excelgivesyoumanytoolsforchoosinghowthatprintout
will look. Swapping the page orientation between portrait and landscape, scaling the size of the printout
and choosing whether to print worksheet gridlines are but a few of the options that can be set. Excel
automatically assigns headers and footers to your worksheet data, but you can change or enhance these
veryeasily.
PRINTPREVIEW
Before sending anything to print, it is
always a good idea to preview what
you will see on the page. The Print
Preview window will show how your
dataisgoingtoprint.
Togotoprintpreview
Mouse
i. Click the worksheet that you want
topreviewbeforeyouprintit.
ii. Click the MICROSOFT OFFICE BUTTON , click the arrow next to PRINT and then click PRINT
PREVIEW.
OR
Keyboard
i. Press[CTRL][F2].OnthePRINTPREVIEWtab,dooneormoreofthefollowing:
ii. To preview the next and previous page, in the PREVIEW group, click NEXT PAGE and PREVIOUS
PAGE.
iii. Toviewpagemargins,inthePREVIEWgroup,selecttheSHOWMARGINScheckbox.
iv. ThisdisplaysthemarginsinthePRINTPREVIEWview.Tomakechangestothemargins,youcandrag
themarginstotheheightandwidththatyouwant.Youcanalsochangethecolumnwidthsbydragging
handlesattopofprintpreviewpage.
To make page setup changes, on the Print Preview tab, in the Print group, click Page Setup, and
then select the options that you want on the Page, Margins, Header/Footer, or Sheet tab of the
PageSetupdialogbox.
100
PAGESETUP
When you want to alter headers and footers, orientation and so on, you use the Page Setup dialog box.
Therearefourtabswithinthisdialog,eachgivesettingsforoneaspectofyourprintout.Youcanaccessthe
PageSetupdialogfromeithertheworksheetorthePrintPreviewwindow,howeverifyouaccessitfromthe
latter,someoftheSHEETtabsettingsareunavailable.
PAGESETUPGROUPONTHEPAGELAYOUTRIBBON
Toaccessthepagesetupdialog:
Mouse
i. ClicktheDIALOGBOXLAUNCHER.FromPAGESETUPgrouponthePAGELAYOUT
ribbon
OR
i. IfyouareinthePrintPreviewwindow,clickthePAGESETUPbutton
PAGETAB
The PAGE tab allows you to set page orientation, scaling, paper size, print quality and a start number for
pagenumbering.
101
ORIENTATION
Usethissettingtoswapbetweenportraitandlandscapeprintouts.
Tochangepageorientation:
Mouse
i. AccessthePAGESETUPdialogandclickthePAGEtab.
ii. ThedefaultorientationisPORTRAIT.ClickLANDSCAPEtoswitchtoprintingonalandscapepage.
iii. Click OK to close the dialog and save the setting next time you access PRINT PREVIEW, the new
settingswillbedisplayed.
OR
i. Go to PAGE SETUP group on the LAYOUT ribbon and select ORIENTATION. Choose
portraitorlandscape
SCALING
You can manually scale the size of your printout by
choosing a percentage amount you want to increase or
decreaseitby.TheAdjusttooptionreducesorenlarges
theprintedworksheet.TheFittooptionwillonlyreduce
(not enlarge) the worksheet or selection when you print
sothatitfitsonthespecifiednumberofpages.
Toreduceorenlargeyourprintout:
Mouse
i. AccessthePageSetupdialogandclickthePAGEtab.
ii. Select the ADJUST TO check box, and then enter a percentagenumberin the % normal size box. You
canreducetheworksheetto10percentofnormalsizeorenlargeitto400percentofnormalsize.
iii. ClickOKtoclosethedialogandsavethesettingnexttimeyouaccessPrintPreview,thenewsettings
willbedisplayed.
Tofityourprintouttoanumberofpages:
Mouse
ii. Select the FIT TO check box and then enter a number in the PAGE(S) WIDE BY box. If you want to
limitthenumberofpagestall,enteranumberintheTALLbox.
iii. ClickOKtoclosethedialogandsavethesettingnexttimeyouaccessPrintPreview,thenewsettings
willbedisplayed.
102
PAPERSIZE
Youcanpickthesizeofthepaperyouwanttoprintonbychoosingfromalistofpredefinedsizes.
Tochoosepapersize:
Mouse
ii. ClickthedropdownlistarrowtotherightofthePAPERSIZEboxandclick
thepapersizeyouwant.
iii. ClickOKtoclosethedialogandsavethesettingnexttimeyouaccessPrint
Preview,thenewsettingswillbedisplayed.
OR
i. GotothePAGESETUPgroupontheLAYOUTribbonandclickontheSIZE
buttontoseemanypredefinedsizestosetyourpapersizeto.Ifthesizeyou
wish is not available in the list. Then click on MORE PAPER SIZES at the
bottom.ThislaunchsthePAGESETUPdialogbox
PRINTQUALITY
Youcanenhancethequalityoftheprintoutifyouneedapristinecopy.
Tochangeprintquality:
Mouse
ii. Click the dropdown list arrow to the right of the
PRINTQUALITYboxandclicktheresolutionyou
wantfortheprintqualityoftheactiveworkbook.
iii. ClickOKtoclosethedialogandsavethesetting
next time you access Print Preview, the new
Resolution is the number of dots per linear inch (dpi) that appear on the printed page. Higher
resolutionproducesbetterqualityprintinginprintersthatsupporthigherresolutionprinting.
SETFIRSTPAGENUMBER
Ifyourprintoutistoformpartofalargerdocument,youmayneedtochangestartnumberforpages.
Tochangefirstpagenumber:
Mouse
ii. Drag across the word Auto in the FIRST PAGE NUMBER box to select it. Type thenumberyou want
thepagenumberingtobeginat.
103
III. ClickOKtoclosethedialogandsavethesettingnexttimeyouaccessPrintPreview,thenewsettings
willbedisplayed.
MarginsTab
The Margins tab lets you set top, bottom, left and right margins and centre your data horizontally and
vertically on the page. You can also determine how far from the bottom and top edges of the page your
headersandfootersprint.
Tochangemargins:
Mouse
i. Access the Page Setup dialog and click the MARGINS tab.
(above)
ii. Use the up and down arrows in the TOP, BOTTOM, LEFT and
RIGHT boxes to increase and decrease margin measurements.
Thepagesampleinthemiddleofthedialogwillupdatetoshow
howyoursettingswilllookshouldyouchoosetoapplythem.
iii. Click OK to close the dialog and save the settings next time
youaccessPrintPreview,thenewsettingswillbedisplayed.
OR
i. Go to the LAYOUT ribbon and the PAGE SETUP GROUP and
click on margins a selection of quick margin changes will be
availableincludingthelastcustomsettingsforapage
ii. Clickonasetofmarginsandtheywillbeset.
104
Tochangeheaderandfooterposition:
Mouse
i. AccessthePAGESETUPdialogandclicktheMARGINStab.
ii. Use the up and down arrows in the HEADER and FOOTER boxes to increase and
decreasethespacebetweentheheaderandfooterandthetopandbottomedgesofthe
page.
iii. Click OK to close the dialog and save the settings next time you access PRINT PREVIEW, the new
CENTREONPAGE
Use these check boxes to centre the data you are printing horizontally (between left and right margins)
and/orvertically(betweentopandbottommargins).
Tocentrehorizontallyandvertically:
Mouse
i. AccessthePAGESETUPdialogandclicktheMARGINStab.
ii. Clickthe HORIZONTALLYcheckboxtocentrebetweenleftandrightmargins.Clickthe VERTICALLY
checkboxtocentrebetweentopandbottommargins.
iii. Click OK to close the dialog and save the settings next time you access PRINT PREVIEW, the new
105
Header/FooterTab
Unless you specify otherwise, Excel uses the sheet name as the header for your printout and the page
numberasthefooter.Youcanchoosefromapredefinedlistofoptionsforyourheaderandfooter,orfor
total flexibility, you can build up the header and footer with codes that will generate dates, times, file
namesetc.
HEADER
Excels default header is the sheet name. The HEADER box gives a list of options for you to use as your
header.Excelspacesitemsoutintheheaderat thetopleft,middleandtoprightofthepage.Where an
optionhascommasseparatingitemsExcelwillinterpretthecommaasthespacingsymbol.
Tochangetheheader:
Mouse
i. Access the Page Setup dialog
and click the
HEADER/FOOTERtab.
OR
i. ClickthedropdownlistarrowtotherightoftheHEADERboxtoviewalistofpredefinedheadersand
clicktheoneyouwant.Thesampleareawillshowyouwhatyourchoicewilllooklike.
ii. ClickOKtoclosethedialogandsavethesettingsnexttimeyouaccessPrintPreview,thenewsettings
willbedisplayed.
Sample
header
and
106
FOOTER
Excelsdefaultfooteristhepagenumber.TheFOOTERbox,givesyouthesameoptionsastheheaderbox,
butthepositionofthechosenitemwillbeatthebottomofthepage.Excelspacesitemsoutinthefooter
atthetopleft,middleandtoprightofthepage.WhereanoptionhascommasseparatingitemsExcelwill
interpretthecommaasthespacingsymbol.
Tochangethefooter:
i. Click the DIALOG BOX LAUNCHER. From PAGE SETUP group on the PAGE LAYOUT ribbon, select
theHEADER/FOOTERtab,
ii. ClickthedropdownlistarrowtotherightoftheFOOTERboxtoviewalistofpredefinedfootersand
clicktheoneyouwant.
iii. ClickOKtoclosethedialogandsavethesettingsnexttimeyouaccessPrintPreview,thenewsettings
willbedisplayed.
NewMethodsForHeadersAndFootersIn2007
InMicrosoftOfficeExcel,youcanquicklyaddorchangeheadersor
footerstoprovideusefulinformationinyourworksheetprintouts.
You can add predefined header and footer information or insert
elements such as page numbers, the date and time, and the file
name.
To define where in the printout the headers or footers should
appearandhowtheyshouldbescaledandaligned,youcanchoose
headerandfooteroptions.
For worksheets, you can work with headers and footers in Page
Layout view. For other sheet types, such as chart sheets(chart
sheet: A sheet in a workbook that contains only a chart. A chart
sheet is beneficial when you want to view a chart or a PivotChart
reportseparatelyfromworksheetdataoraPivotTablereport.),orforembeddedcharts(embeddedchart:A
chartthatisplacedonaworksheetratherthanonaseparatechartsheet.Embeddedchartsarebeneficial
whenyouwanttovieworprintachartoraPivotChartreportwithitssourcedataorotherinformationina
worksheet.),youcanworkwithheadersandfootersinthePAGESETUPdialogbox.
InsertSpecificElementsInAHeaderOrFooter
Forworksheets,youcanworkwithheadersandfootersinPageLayoutview.Forothersheettypes,suchas
chart sheets, or for embedded charts, you can work with headers and footers in the PAGE SETUP dialog
box.
AddorchangetheheaderorfootertextforaworksheetinPageLayoutview
Mouse
i. Click the worksheet to which you want to add headers or footers, or that contains
headersorfootersthatyouwanttochange.
ii. OntheINSERTtab,intheTEXTgroup,clickHEADER&FOOTER.
107
iii. ExceldisplaystheworksheetinPageLayoutview.YoucanalsoclickPageLayoutViewonthestatusbar
todisplaythisview.
iv. To add a HEADER or FOOTER, click the LEFT,
CENTER, or RIGHT HEADER OR FOOTER text
boxatthetoporatthebottomoftheworksheet
page.Andeither:
v. Typethetextthatyouwant.
vi. Insert a header or footer element if you from the HEADER AND FOOTER ELEMENTS group on the
DESIGNribbon.
vii. TochangeaHEADERorFOOTER,clicktheHEADERorFOOTERtextboxatthetoporatthebottom
of the worksheet page that contains header or footer text, and then select the text that you want to
change.
viii. TostartanewlineinaHEADERORFOOTERtextbox,pressRETURN.
ix. TodeleteaportionofaHEADERORFOOTER,selecttheportionthatyouwanttodeleteintheheader
orfootertextbox,andthenpressDELETEorBACKSPACE.Youcanalsoclickinthetextandthenpress
BACKSPACEtodeletetheprecedingcharacters.
x. To return to NORMAL view, click on the worksheet and then click on on the NORMAL
VIEW button on the VIEW tab, in the WORKBOOK VIEWS group. You can
alsoclickNORMALonthestatusbar.
Toincludeasingleampersand(&)withinthetextofaheaderorfooter,usetwoampersands.
E.G.,toinclude"Subcontractors&Services"inaheader,typeSubcontractors&&Services.
xi. ToclosetheHEADERSORFOOTERS,clickanywhereintheworksheet,orpressESC.
HeaderOrFooterForAChart
Addorchangetheheaderorfootertextforachart
Mouse
i. Clickthechartsheetorembeddedcharttowhichyouwanttoaddheadersorfooters,or
thatcontainsheadersorfootersthatyouwanttochange.
ii. On the INSERT tab, in the TEXT group, click HEADER & FOOTER. Excel displays the
PageSetupdialogbox.
iii. ClickCUSTOMHEADERorCUSTOMFOOTER.
iv. ClickintheLEFTSECTION,CENTERSECTION,orRIGHTSECTIONbox,andthenclickthebuttonsto
inserttheheaderorfooterinformationthatyouwantinthatsection.
v. To add or change the header or footer text, type additional text or edit the existing text in the LEFT
SECTION,CENTERSECTION,orRIGHTSECTIONbox.
vi. Tostartanewlineinasectionbox,pressRETURN.
108
vii. Todeleteaportionofaheaderorfooter,selecttheportionthatyouwanttodeleteinthesectionbox,
and then press DELETE or BACKSPACE. You can also click in the text and then press BACKSPACE to
deletetheprecedingcharacters.
Tobaseacustomheaderorfooteronanexistingheaderorfooter,clicktheheaderorfooterinthe
HeaderorFooterbox.
AddAPredefinedHeaderOrFooter
chartsheetsorforembeddedcharts,youcanworkwiththeheadersandfootersinthePAGESETUPdialog
box.
AddapredefinedheaderorfootertoaworksheetinPageLayoutview
Mouse
i. Clicktheworksheettowhichyouwanttoaddapredefinedheaderorfooter.
iii. Excel displays the worksheet in PAGE LAYOUT view. You can also click PAGE LAYOUT VIEW on the
STATUSBARtodisplaythisview.
iv. Click the left, center, or right header or footer text box at the top or at the bottom of the worksheet
page.
v. ClickinganytextboxselectstheheaderorfooteranddisplaystheHEADERANDFOOTERTOOLS,on
theDESIGNtab.
vi. Onthe DESIGN tab, inthe HEADER & FOOTER group, click HEADER or FOOTER,and then clickthe
predefinedheaderorfooterthatyouwant.
vii. ToreturntoNORMALview,ontheViewtab,intheWorkbookViewsgroup,clickNormal.Youcanalso
clickNormalonthestatusbar.
Addapredefinedheaderorfootertoachart
i. Click the chart sheet or embedded chart to which you want to add a predefined
headerorfooter.
iii. ClickthepredefinedheaderorfooterintheHEADERorFOOTERgroup.
iv. ExceldisplaysthePAGESETUPdialogbox.
109
ChooseTheHeaderAndFooterOptions
chart sheets or for embedded charts you can work with headers and footers in the PAGE SETUP dialog
box.
Choosetheheaderandfooteroptionsforaworksheet
Mouse
i. Clicktheworksheetforwhichyouwanttochooseheaderandfooteroptions.
iii. ExceldisplaystheworksheetinPageLayoutview.YoucanalsoclickPageLayoutViewonthestatusbar
todisplaythisview.
iv. Click the LEFT, CENTER, or RIGHT header or footer text box at the top or at the bottom of the
worksheetpage.
v. Clicking any text box selects the HEADER OR FOOTER and displays the Header and Footer Tools,
addingtheDesigntab.
vi. OntheDESIGNtab,intheOPTIONSgroup,SELECTONEORMOREOFTHEFOLLOWING:
vii. Toinsertadifferentheaderorfooterforoddpagesonanoddpageandforevenpagesonanevenpage,
selecttheDIFFERENTODD&EVENPAGEScheckbox.
viii. To remove headers and footers from the first printed page, selectthe DIFFERENT FIRST PAGE check
box.
ix. To use the same font size and scaling as the worksheet, select the SCALE WITH DOCUMENT check
box.Tomakethefontsizeandscalingoftheheadersorfootersindependentoftheworksheetscaling
foraconsistentdisplayonmultiplepages,clearthischeckbox.
x. Tomakesurethattheheadermarginorfootermarginisalignedwiththeleftandrightmarginsofthe
worksheet,selecttheALIGNWITHPAGEMARGINScheckbox.Tosettheleftandrightmarginsofthe
headers and footers to a specific value that is independent of the left and right margins of the
worksheet,clearthischeckbox.
xi. ToreturntoNORMALview,ontheVIEWtab,intheWORKBOOKVIEWSgroup,clickNORMAL.You
canalsoclickNORMALonthestatusbar.
Choosetheheaderandfooteroptionsforachart
Mouse
i. Clickthechartsheetorembeddedcharttowhichyouwanttoaddapredefinedheader
orfooter.
iii. ExceldisplaysthePageSetupdialogbox.
110
iv. Toinsertadifferentheaderorfooterforoddpagesonanoddpageandforevenpagesonanevenpage,
selecttheDIFFERENTODD&EVENPAGEScheckbox.
v. To remove headers andfooters from the first printedpage, select the DIFFERENT FIRST PAGE check
box.
vi. To use the same font size and scaling as the worksheet, select the SCALE WITH DOCUMENT check
box.Tomakethefontsizeandscalingoftheheadersorfootersindependentoftheworksheetscaling
foraconsistentdisplayonmultiplepages,clearthischeckbox.
vii. Tomakesurethattheheadermarginorfootermarginisalignedwiththeleftandrightmarginsofthe
worksheet,selecttheALIGNWITHPAGEMARGINScheckbox.Tosettheleftandrightmarginsofthe
headers and footers to a specific value that is independent of the left and right margins of the
worksheet,clearthischeckbox.
CUSTOMHEADERANDFOOTER
If none of the predefined headers and footers are what you want, you can customise them using the
CUSTOM HEADER and CUSTOM FOOTER buttons. When you click either of these buttons, Excel gives
youadialogboxrepresentingeitherthetop(CUSTOMHEADER)orbottom(CUSTOMFOOTER)edgeof
yourpage.
Youcantypetextintotheleft,centreandrightsections,butifyouwantinformationtochangedynamically
accordingtoalterationsyoumaketofilenames,sheetnamesoryouwanttoalwaysdisplaythecurrentdate
and time in the header (useful for seeing when a worksheet was printed),the dialog has buttons that
generatecodes.ThecodesinstructExceltoincludeinformationwhereyouhavepositionedthemandwill
updateiftheinformationthattheygeneratechanges.Thediagrambelowdetailswhateachofthebuttons
do.
OTHERHEADERANDFOOTERSETTINGS
To insert a different header or footer for odd pages on an odd page and for
even pages on an even page, select the DIFFERENT ODD & EVEN PAGES
Insert
Pictur
Forma
t
Pi t
Format
header text
Insertpage
number
Insert total
number of
pages
Insert
current date
Insert
current time
Insert
current
filename
Insert sheet
name
Inserts the
name of the
active
worksheet
sheet
111
checkbox.
Toremoveheadersandfootersfromthefirstprintedpage,selecttheDIFFERENTFIRSTPAGEcheckbox.
Tousethesamefontsizeandscalingastheworksheet,selecttheSCALEWITHDOCUMENTcheckbox.To
make the font size and scaling of the headers or footers independent of the worksheet scaling for a
consistentdisplayonmultiplepages,clearthischeckbox.
To make sure that the header margin or footer margin is aligned with the left and right margins of the
worksheet, select the ALIGN WITH PAGE MARGINS check box. To set the left and right margins of the
headersandfooterstoaspecificvaluethatisindependentoftheleftandrightmarginsoftheworksheet,
clearthischeckbox.
SheetTab
TheSheettabhasmanysettingsthatyoucanusetoselectwhatappearsontheprintedsheet.Youcanalso
usethistabtosetaprintarea,(usefulifyoudonotwantthewholeworksheettoprint)andprinttitles.
SomesettingsontheSheettabareonlyavailablewhenyouaccessthePageSetupdialogfromthe
LAYOUTribbon.IfyouareaccessingitfromthePrintPreviewwindow,youwillnothaveaccessto
thePrintAreaandPrintTitlessettings.
PRINTAREA
Usethistosettherangeofcellsthatyouwanttoprint.IfyoudonotsetaPrintArea,Excelwillprintallthe
dataontheactiveworksheet.
TosetaPrint
Area:
Mouse
theSHEETtab,
112
OR
i. ClickonPRINTAREAFromPAGESETUPgrouponthePAGELAYOUTribbon
andselectSETPRINTAREA.
ii. Click the button on the right of the PRINT AREA box to collapse the PAGE
SETUPdialogsothatyoucanseetheworksheet(seebelow):
iii. Select the cells you want to print and click the EXPAND button to go back to
thePAGESETUPdialog(seebelow):
iv. Theselectedcellswillappearlistedin
thePRINTAREAdialog.ClickOKto
closethedialogandsavethesettings
nexttimeyouaccessPRINTPREVIEW,thenewsettingswillbedisplayed.
YoucanusetheSetPrintAreaoptiontosettheselectedcellstotheprintareaasanalternativeto
usingthePageSetupdialog.
ToclearthePrintArea:
Mouse
theSHEETtab,ClickinthePRINTAREA,Deletethevalues.
OR
i. ClickonPRINTAREAFromPAGESETUPgrouponthePAGELAYOUTribbon
andselectCLEARPRINTAREA.
YoucanusetheSetPrintAreaoptiontosettheselectedcellstotheprintareaas
analternativetousingthePageSetupdialog.
Click here to expand the
113
Columntitles
Rowtitles
PrintTitles
When your printouts run toseveral pages you may havecolumn and row headings that you would like to
printoneachnewpage.Thediagrambelowshowsafourpageprintoutwherethemonthshavebeenset
uptoprintatthetopofeachpageandtheyearsattheleftofeachpage.Excelallowsyoutospecifyany
numberofrowsandcolumnstorepeatwhenyouhaveamultipageprintout.
Tosetprinttitles:
Mouse
i. AccessthePAGESETUPdialogandclicktheSHEETtab.
OR
i. GotothePAGESETUPgrouponthePAGELAYOUTribbon,andselectthePRINTTITLESbutton.This
willopenthePAGESETUPdialogboxattheSHEETtab
ii. ClickthebuttonontherightoftheROWSTOREPEATATTOPboxtocollapsethePageSetupdialog
sothatyoucanseetheworksheet(seediagrams)Selecttherowsyouwantbydraggingoverthemwith
theselectionpointer.
iii. Click the Expand button to return to the
PageSetupdialog.Therowsyouselected
will be referenced in the ROWS TO
REPEATATTOPbox.
iv. Repeat steps (selecting columns not
rows) as above for the COLUMNS TO
REPEATATLEFTboxifrequired.
v. ClickOKtoclosethedialogandsavethe
settings next time you access Print
Preview, the new settings will be
displayed.
114
PRINT
The settings here allow you to choose whether to print gridlines, row and column headings and so on. If
you choose not to print gridlines, Excel will print any borders you formatted your cells with the diagrams
belowillustratesomeoftheeffectsofactivatingcertainsettings.
Worksheetwith
shading
BlackandWhite
Wouldprintlikethis.
Gridlines
Worksheetwithborders
andshading
Wouldprintlikethis.
Rowheadings
Worksheetwithrowand
columnheadings.
115
TochangeSheettabPrintsettings:
Mouse
i. AccessthePageSetupdialogandclicktheSheettab.
ii. ChecktheboxesunderthePRINTheadinguntilyouhavethecombinationofsettingsthatyourequire.
willbedisplayed.
PAGEORDER
Whenyouhavemultiplepagestoprint,eachwithaprintedpage
number, you can control the order that the data prints on the
pagesusingthePageOrdersettings.
Thediagrambelowshowshowpageswillhavedifferentnumbersaccordingtowhichsettingyouchoose.
Tochangepageorder:
Mouse
i. AccessthePageSetupdialogandclicktheSHEETtab.
ii. ClicktheoptionbuttoninthePAGEORDERsectionfortheorderyouwantthepagesnumbered.
willbedisplayed.
ThePageSetupdialogsavesprintsettingsfortheactivesheetonly.Ifyouwantseveralsheetsto
havethesameprintsettings,selectthembeforeyouaccessthePageSetupdialog.
Overthendown. Downthenover
116
PageBreaks
If you do not get page breaks to fall where you want them with the scaling options, you can insert them
manually.Excelletsyouputinbothhorizontalandverticalpagebreaks.
Toinsertahorizontalpagebreak:
Mouse
i. SelectthecellincolumnAbelowwhereyouwantthepagebreak.
ii. Choose breaks from the PAGE SETUP group on the LAYOUT ribbon
then click INSERT PAGE BREAK. A dotted line will appear above the
activecellthisrepresentsthepagebreak.
Toinsertaverticalpagebreak:
Mouse
i. Selectthecellinrow1totherightofwhereyouwantthepagebreak.
ii. ChoosebreaksfromthePAGESETUPgroupontheLAYOUTribbonthenclickINSERTPAGEBREAK.
Adottedlinewillappeartotheleftoftheactivecellthisrepresentsthepagebreak.
Ifyouinsertapagebreakwhenyouarenotineitherthefirstcolumnorrow,Excelwillinsertboth
ahorizontalandverticalpagebreakaboveandtotheleftoftheactivecellposition.
Toremoveapagebreak:
Mouse
i. Selectthecellimmediatelybelowand/ortotherightofthepagebreak.
ii. Choose breaks from the PAGE SETUP group on the LAYOUT ribbon then click REMOVE PAGE
BREAK.Thepagebreakwillberemoved
iii. IfRESETALLPAGEBREAKSisselectedthenALLpagebreakswillberemoved
IftheFitTooptionisactiveinthepagesetupdialog,youcannotsetmanualpagebreaks.
117
PrintData
Excel will print all data on the selected worksheet (unless you tell it otherwise by setting a Print Area). If
you want to print more than one worksheet, select the sheets you want first, before you click the Print
button.
Toprinttheactiveworksheet:
Mouse
i. Clicktheworksheetthatyouwanttoprint.
ii. Click the MICROSOFT OFFICE BUTTON, click the
arrownexttoPRINTandthenclickQUICKPRINTthis
will send everything on the sheet directly to the
printer.
OR
ii. Click the MICROSOFT OFFICE BUTTON, click the
arrow next to PRINT, and then click PRINT this will
Launchadialogboxwithsettingsforprinting
OR
Keyboard
i. Press [CTRL][P]. The Print dialog will appear; press
[RETURN] to confirm the settings and launch the
print.Excelwilldisplayadialogtellingyouwhatisprinting.
Toprintaspecificworksheetpageorrangeofpages:
Mouse
ii. ClicktheMICROSOFTOFFICEBUTTON,clickthearrownexttoPRINT,andthenclickPRINTthiswill
OR
Keyboard
i. Press[CTRL][P].
ii. Thefollowingdialogboxwillappear:
iii. InthePRINTRANGEsectionofthedialog,clickthe
PAGES option button. A cursor will appear in the
FROMboxtotheright.
118
iv. TypeinthepagenumberthatyouwanttostartatintheFROMboxandtheendpagenumberintheTO
box.ClicktheOKbuttontolaunchtheprint.
Toprinttheentireworkbook:
Mouse
i. ClicktheMICROSOFTOFFICEBUTTON,clickthearrownexttoPRINT,andthenclickPRINTthiswill
OR
Keyboard
i. Press[CTRL][P].
ii. ClicktheENTIREWORKBOOKoptionbuttoninthePRINTWHATsectionofthedialog.
iii. ClickOKtolaunchtheprint.
Toprinttheselection:
Mouse
i. Selectthecellsyouwanttoprint.
ii. ClicktheMICROSOFTOFFICEBUTTON,clickthearrownexttoPRINT,andthenclickPRINTthiswill
iii. ClicktheSELECTIONoptionbuttoninthePRINTWHATsectionofthedialog.
iv. ClickOKtolaunchtheprint.
Copies
By default, Excel will print one copy of the item you have sent to print. You can print multiple copies by
changing the Print dialog settings. When you print multiple copies of a document, Excel lets you choose
whether the copies are collated (Excel prints each whole document before it starts on the next copy) or
uncollated(Excelprintshowevermanycopiesyouhaverequestedofeachpage).
Toprintmultiplecopies:
Mouse
i. ClicktheMICROSOFTOFFICEBUTTON,clickthearrownexttoPRINT,andthenclickPRINTthiswill
ii. IntheCOPIESsectionofthedialog,usetheupanddownarrowstothe
rightoftheNUMBEROF COPIEStextboxtosetthenumberofcopies
yourequire.
iii. Set the COLLATE check box by clicking in it to change the current
setting.
iv. ClickOKtolaunchtheprint.
119
SECTION10MANIPULATINGLARGEWORKSHEETS
SplitScreen
The visible worksheet area is relatively small. If the data you are working
with spans a large number of columns and rows, you may find it difficult to
move and copy information between areas, or even to view data in non
adjacentcolumnsorrowsonthesamescreen.Splittingthescreengivesyou
theabilitytoscrollthedataonesideofthesplitindependentlyoftheother
sidesoyoucouldbeviewingcellsZ100AH116ononesideofyourscreen,
andcellsA1G16ontheother.
Tosplitthescreenhorizontally:
Mouse
i. Positionthemousealongthetopedgeoftheupwardpointingarrowatthetopoftheverticalscrollbar
yourpointershoulddisplayasshowninthediagramabove.
ii. Dragdownyouwillseeafuzzylinethatfollowsyourmousedown.Releasethemousewhenthelineis
atthepositionyouwanttosplitthescreen.
Tosplitthescreenvertically:
Mouse
i. Positionthemousealongthetopedgeoftheupwardpointingarrowattherightofthehorizontalscroll
baryourpointershoulddisplayasshowninthediagramonthepreviouspage.
ii. Dragleftyouwillseeafuzzylinethatfollowsyourmouseacross.Releasethemousewhenthelineis
atthepositionyouwanttosplitthescreen.
iii. Whenthescreenissplit,yougetscrollbarsineachhorizontalorverticalsectionofyourwindowwhich
youcanusetomovethedisplayforjustthatsection.
Toapplybothsplitsatsametime
Mouse
i. GototheWINDOWgroupontheVIEWribbonandclickontheSPLITbutton
ii. Bothhorizontalandverticalsplitswillbeappliedatthesametime.Thesecanbeadjustedbypositioning
themouseoveroneanddragginginthedesireddirection
Toremoveasplit:
Mouse
i. Positionthemouseoverthesplit.
ii. Dragasplitbackupuntilitisflushwiththecolumnorrowlettersornumbersandreleasethemouse,
ORDoubleclickonthesplit
OR
i. GototheWINDOWgroupontheVIEWribbonandclickontheSPLITbutton
120
FreezePanes
Whenyouwantcertainrowsorcolumnstoremainstaticonscreenwhileyouscrolldownoracrossdataon
aworksheet,youcanusefreezepanes.
Tofreezepanes:
Mouse
i. Select the cell below and to the right of the cells
youwanttofreeze.
ii. Go to the WINDOW group on the VIEW ribbon
andclickontheFREEZEPANESbutton
iii. Makeaselection
Ifyouonlywantthefreezeforrows,selectthecellin
columnAbelowtherowsyouwanttofreeze.Ifyou
only want the freeze for columns, select the cell in
row1totherightofthecolumnsyouwanttofreeze.
Tounfreezepanes:
Mouse
i. Go to the WINDOW group on the VIEW ribbon
andclickontheFREEZEPANESbutton
ii. SelectUnfreezepanes
Freeze
Lines
121
Zoom
YoucanadjustthescaleoftheonscreendisplaywiththeZoomcommand.Excelallowsyoutospecifyany
percentagebetween1and100forviewingonscreendata.Ifthereisaparticularrangethatyouneedto
makevisibleononescreenwithoutscrolling,youcanusetheFitselectionoption.
Tozoomscreendisplay:
Mouse
i. InthebottomrighthandcornerofthescreenclickonthePLUSorMINUSbuttonstozoominoroutof
yourspreadsheet
OR
i. ClickonthePERCENTAGEbuttononthebottomrighthandcornerof
yourscreenandadialogboxwillopen.
EITHER
i. ChooseaPERCENTAGEfromthedialogbox
ii. ClickOKtoapplythezoomandclosethedialog.
OR
i. Highlight the PERCENTAGE figure currently displaying in the
CUSTOMZoomtextboxandtypethefigureyouwanttouse.
ii. ClickOKtoapplythezoomandclosethedialog.
123
SECTION11SORTING&SUBTOTALLINGDATA
LISTS
Excels tabular layout makesit an ideal tool to use for managing lists ofdata. Thereare manycommands
that you can use to manipulate list data, which are described in this section, however, before discussing
those,itisworthreviewingthebestwaytolayoutalistinExcel.
Do
MAKETHEFIRSTROWOFYOURLISTTHECOLUMNHEADINGSTHATDESCRIBETHEDATA.
DoNot
USE AMBIGUOUS WORDS AS COLUMN HEADINGS (E.G. SUM, SUBTOTAL) AS EXCEL MAY
CONFUSETHEMWITHFUNCTIONSORNAMESTHATYOUHAVEDEFINED.
USEPUNCTUATIONINCOLUMNHEADINGS.
LEAVEAGAPBETWEENTHECOLUMNHEADINGSANDTHEFIRSTROWOFDATA.
LEAVEBLANKROWSBETWEENLISTDATA.
SORTINGLISTDATA
Whereyouhavelistswithlotsofcolumnsandrows,youmayneedtosortbymorethanonecolumn.For
examplethelistofordersbelowhasbeensortedbycustomer,withinthecustomergrouping,youmaywant
tosortbyProductandthenbySalesperson.
QuickSort
Touseaquicksort
Mouse
i. Clickinthecolumnyouwishtosortby
II. DONOTHIGHLIGHTANYDATA
iii. GototheDATAribbonandtheSORT&FILTERgroup.
iv. ClickontheQUICKSORTbuttonsascending ordescending
v. Datashouldnowbesorted
Sorttoolsonthe
DATAribbon
124

MultiLevelSort
TosortusingtheSortdialog:
Mouse
i. Clickinthemiddleofthelistyouwanttosort.
ii. GototheDATAribbonandtheSORT&FILTERgroup.AndclickontheSORTbutton
iii. Excel recognises the column headings from your list and allows you to pick them from dropdown list
boxesinthedialog.
iv. Choosethecolumnyouwishtosortbyfromthedropdownbox
inthecolumnsection
v. If you have various formats on your cells you can sort on more
than just the value click on drop down arrow to see further
options
vi. SetASCENDINGorDESCENDINGorderforthesortbyclickingtherelevantoption.
vii. ClickonADDLEVEL,levelwillbeaddedtothemainarea
viii. Repeatpreviousproceduretoaddmorelevelsofsort
ix. If you wish to change the order of sort. Select the
level you wish to change and click on the
movementarrowstomovelevelupordown
x. Toremovealevelselectitandclickonthedeletelevelbuttonitwillberemoved
xi. ClickOKtoperformthesort.
125
SUBTOTALS
Excelcanautomaticallyaddsubtotalstoalistofdata.Yoursubtotalscansumnumericdataorfindhighest
andlowestvaluesandaverages.Youcanalsocountthenumberofrowsinagroup.
OrganisingTheListForSubtotals
When you issue the subtotals command, Excel will need to know where to add the subtotals in. In the
examplebelow,ifyouwantedtoseesubtotalsfortherevenuegeneratedperproduct,youwouldfirstneed
tosortthelistintoProductorder.Similarly,ifyouwantedtoseehowmucheachsalespersonhadsold;you
wouldsortthelistbySalespersonbeforeaddingthesubtotalsin.
Toaddsubtotalstoalist:
Mouse
i. Onceyouhavesortedthelist,chooseSUBTOTALSfromtheOUTLINE
groupontheDATAribbon.Thefollowingdialogboxwillappear:
ii. Click the dropdown list arrow to the right of the 'at each change in'
box to display your column headings. Pick the heading according to
whichcolumnyouhaveusedtogroupthedata.
iii. Click the dropdown list arrow to the right of the Use function box to
display a list of functions you can use to summarise data in your list.
Clickthefunctionthatyouwant.
iv. Use the scroll arrows in the Add subtotal to list to set which columns
youwanttoaddthesubtotalsto.Checktheboxnexttothecolumnto
subtotal.Youcanaddsubtotalstomorethanonecolumn.
v. Setoptionsforthenewsubtotalsusingthecheckboxesatthebottomofthedialog.
vi. Ifyouwanteachsubtotalledgrouponaseparatepage,checkPageBreakbetweengroups.
vii. SummarybelowdetailaddssubtotalsandanoveralltotalBELOWthegroupsofdataratherthanabove.
126
viii. Replacecurrentsubtotalsensuresthatthenewsubtotalsoverwriteanyexistingones.
ix. ClickOKtoapplythesubtotals.
Example:
Toinsertthesubtotalsshownabove:
i. SortthelistbyPRODUCT.ChooseDATAribbon,SUBTOTALS.
ii. AteachchangeinPRODUCT,UsefunctionSUM,AddsubtotaltoTOTAL
SummarisingASubtotalledList
Onceyouhaveaddedsubtotalstoalist,Excelgivesyoutoolsforcollapsingthelistsothatyouonlyseethe
grandtotalorsubtotals.Theoutlinesymbolsthatappeartotheleftoftherownumbersallowyoutohide
and show detail rows as needed.
127
Tohidedetailforagroup:
Mouse
i. Click the minus symbol that appears to the left of the row number where the grand/subtotal sits. All
bracketedrowswillbehidden.
Youcanseewherethehiddenrowsarebecausetheoutlinesymboldisplaysaplussign.
Toshowdetailforagroup:
Mouse
i. Clicktheplussymbolthatappearstotheleftoftherownumberwherethegrandtotal/subtotalsits.All
hiddenrowswillreappear.
Outline
symbol
128
ShowAndHideByLevel
Whenyouaddsubtotalstoalist,Excelgivesyouanoveralltotalandsubtotalspergroupsofsorteddata.In
theoutline,Excelnumberstheselevels1forthegrandtotal,2forthesubtotalsand3forthedetail.
Thenumbersappearabovetheoutlinesymbolsandcanbeusedtocollapseandexpandtherowsbylevel.
Toshowonlyanoveralltotal:
Mouse
i. Clickthebuttonmarked1abovetheoutlinesymbols.Toshowonlytotals:
Mouse
i. Clickthebuttonmarked2abovetheoutlinesymbols.
Toshowall:
Mouse
i. Clickthebuttonmarked3abovetheoutlinesymbols.
129
RemoveSubtotals
Ifyouwanttoremovesubtotalsfromalist,youcanusetheRemovesubtotalscommand.
Toremovesubtotals:
Mouse
i. Clickinthelistwiththesubtotals
ii. ChoosesubtotalsfromtheDataribbon.Fromtheresultingdialogbox,clicktheREMOVEALLbutton.
Anytotalsandoutlineswilldisappear.
131
SECTION12CUSTOMISINGEXCEL
SETEXCELOPTIONS
OPTIONSARESETVERYDIFFERENTLYINEXCEL2007
ClicktheMICROSOFTOFFICEBUTTON,ClicktheEXCELOPTIONSbuttontoopenthedialogboxabove
Popular
Thissheet allowsyoutoturnofftheminitoolbarthatappearswheneveryourightclick onacell orrange
plusotherbasicoptions
Youmayputinadifferentusernamewhichbydefaultisthelogonforwindows
Clickingthelanguagesettingsbuttonallowsthesettingofthedefaultlanguagenotjustforexcelbutforall
theofficeprogrammes
Youmaychangethedeaultnumberofsheetsfromthreetowhateveryouwishthelimitationsofexcelwill
beinthenextchapter
Editingcustomlistsforvarioususagessuchasdragfill,seriesandsortingcanbedonefromthissheet
Youmayevenchangethecolourschemeforexcelwindows(notdialogboxes)
132
FormulasSheet
Thissheetallowsthesettingofoptionsthatchangesthewayexcelwillcalculateyoursheetsandworkbook
Proofing
ItishereontheProofingsheetthat
the spellcheck and grammar
optionsaresetforexcel.
It also has the options for the
autoformatting and autocorrection
ofenteredtext
133
Save
SAVE is an important sheet since excel 2007 saves in a completely different file format this sheet gives
global optionson what FILETYPE to save the file as and where to save files by default.This sheet also has
the AUTORECOVER options for where and how your files will be AUTOSAVED should windows crash.
Thissavesyourworkregularlyandautomaticallyandshouldrecoverworkshouldtheworsthappen.
Resources
Thissheetisusefultogetupdatesforoffice(youdoneedtobeonline)andtoruntheofficediagnosticsif
you encounter errors with the way office works (you will need your original installation disc)
134
ADVANCEDOPTIONS
Thesearealltheoptionsontheadvancedsheetthere
are to many to go into but should be useful for
reference
135
CustomiseQuickAccessToolbar
Thisisthelocationwhereyouareabletocustomisethequickaccesstoolbar(abovetheOFFICEBUTTON)
andaddyourmostoftenusedbuttonstoit.
Tocustomisequickaccesstoolbar
i. Fromthedropdownarrowonthetopleftontheboxyoumaychoosewhichgroupofcommandsyou
maywishtosee.
ii. Selectthebuttonsontheleftandclickontheaddbuttoninthemiddletomovethemtothetoolbar.
iii. Ifyoumakeamistakethenselectthebuttonontherightandclickremove.
iv. Onceallthebuttonsyouwantareontherighthandsideclickoktofinaliseyourchoicesandapplythem.
v. Youmayclickonrestatanytimetoreturntothedefaultquickaccesstoolbar
136
137
EXCEL2007SPECIFICATIONSANDLIMITS
Worksheetandworkbookspecificationsandlimits
Feature Maximumlimit
Openworkbooks Limitedbyavailablememoryandsystem
resources
Worksheetsize 1,048,576rowsby16,384columns
Columnwidth 255characters
Rowheight 409points
Pagebreaks 1,026horizontalandvertical
Totalnumberofcharactersthatacellcancontain 32,767characters
Charactersinaheaderorfooter 255
Sheetsinaworkbook Limitedbyavailablememory(defaultis3
sheets)
Coloursinaworkbook 16millioncolours(32bitwithfullaccess
to24bitcolourspectrum)
Namedviews(view:Asetofdisplayandprintsettingsthatyoucannameand
applytoaworkbook.Youcancreatemorethanoneviewofthesame
workbookwithoutsavingseparatecopiesoftheworkbook.)inaworkbook
Limitedbyavailablememory
Uniquecellformats/cellstyles 64,000
Fillstyles 32
Lineweightandstyles 16
Uniquefonttypes 1,024globalfontsavailableforuse;512
perworkbook
Numberformatsinaworkbook Between200and250,dependingonthe
languageversionofExcelthatyouhave
installed
Namesinaworkbook Limitedbyavailablememory
Windowsinaworkbook Limitedbyavailablememory
Panesinawindow 4
Linkedsheets Limitedbyavailablememory
Scenarios(scenario:Anamedsetofinputvaluesthatyoucansubstituteina
worksheetmodel.)
Limitedbyavailablememory;asummary
reportshowsonlythefirst251scenarios
Changingcellsinascenario 32
AdjustablecellsinSolver 200
Customfunctions Limitedbyavailablememory
Zoomrange 10percentto400percent
Reports Limitedbyavailablememory
Sortreferences 64inasinglesort;unlimitedwhenusing
sequentialsorts
Undolevels 100
Fieldsinadataform 32
Workbookparameters 255parametersperworkbook
Filterdropdownlists 10,000
Calculationspecificationsandlimits
Numberprecision 15digits
Largestnumberallowedtobetypedintoacell 9.99999999999999E307
Largestallowedpositivenumber 1.79769313486231E308
Smallestallowednegativenumber 2.2251E308
Smallestallowedpositivenumber 2.229E308
138
Largestallowednegativenumber 1E307
Lengthofformulacontents 8,192characters
Internallengthofformula 16,384bytes
Iterations 32,767
Worksheetarrays Limitedbyavailablememory
Selectedranges 2,048
Argumentsinafunction 255
Nestedlevelsoffunctions 64
Userdefinedfunctioncategories 255
Numberofavailableworksheetfunctions 341
Sizeoftheoperandstack 1,024
Crossworksheetdependency 64,000worksheetsthatcanrefertoother
sheets
Crossworksheetarrayformuladependency Limitedbyavailablememory
Areadependency Limitedbyavailablememory
Areadependencyperworksheet Limitedbyavailablememory
Dependencyonasinglecell 4billionformulasthatcandependona
singlecell
Linkedcellcontentlengthfromclosedworkbooks 32,767
Earliestdateallowedforcalculation January1,1900(January1,1904,if1904
datesystemisused)
Latestdateallowedforcalculation December31,9999
Largestamountoftimethatcanbeentered 9999:59:59
Chartingspecificationsandlimits
Chartslinkedtoaworksheet Limitedbyavailablememory
Worksheetsreferredtobyachart 255
Dataseries(Relateddatapointsthatareplottedinachart.Eachdataseriesina
charthasauniquecolourorpatternandisrepresentedinthechartlegend.
Youcanplotoneormoredataseriesinachart.Piechartshaveonlyonedata
series.)inonechart
255
Datapoints(Individualvaluesthatareplottedinachart.Relateddatapoints
makeupadataseries.Datapointsarerepresentedbybars,columns,lines,
slices,dots,andothershapes.Theseshapesarecalleddatamarkers.)inadata
seriesfor2Dcharts
32,000
Datapointsinadataseriesfor3Dcharts 4,000
Datapointsforalldataseriesinonechart 256,000
PivotTableandPivotChartreportspecificationsandlimits
PivotTablereports(Aninteractive,crosstabulatedExcelreportthatsummarizes
andanalyzesdata,suchasdatabaserecords,fromvarioussources,including
onesthatareexternaltoExcel.)onasheet
Uniqueitemsperfield 1,048,576
Row(Afieldthat'sassignedaroworientationinaPivotTablereport.Items
associatedwitharowfieldaredisplayedasrowlabels.)orcolumnfields(Afield
that'sassignedacolumnorientationinaPivotTablereport.Itemsassociated
withacolumnfieldaredisplayedascolumnlabels.)inaPivotTablereport
ReportfiltersinaPivotTablereport 256(maybelimitedbyavailable
memory)
ValuefieldsinaPivotTablereport 256
Calculateditem(AnitemwithinaPivotTablefieldorPivotChartfieldthatusesa Limitedbyavailablememory
139
formulayoucreate.Calculateditemscanperformcalculationsbyusingthe
contentsofotheritemswithinthesamefieldofthePivotTablereportor
PivotChartreport.)formulasinaPivotTablereport
ReportfiltersinaPivotChartreport(Achartthatprovidesinteractiveanalysisof
data,likeaPivotTablereport.Youcanchangeviewsofdata,seedifferentlevels
ofdetailorreorganizethechartlayoutbydraggingfieldsandbyshowingor
hidingitemsinfields.)
256(maybelimitedbyavailable
memory)
ValuefieldsinaPivotChartreport 256
CalculateditemformulasinaPivotChartreport Limitedbyavailablememory
LengthoftheMDXnameforaPivotTableitem 32,767
LengthforarelationalPivotTablestring 32,767
Sharedworkbookspecificationsandlimits
Userswhocanopenandshareasharedworkbook(sharedworkbook:A
workbooksetuptoallowmultipleusersonanetworktoviewandmake
changesatthesametime.Eachuserwhosavestheworkbookseesthechanges
madebyotherusers.)atthesametime
256
Personalviews(view:Asetofdisplayandprintsettingsthatyoucannameand
applytoaworkbook.Youcancreatemorethanoneviewofthesame
workbookwithoutsavingseparatecopiesoftheworkbook.)inashared
workbook
Daysthatchangehistory(Inasharedworkbook,informationthatismaintained
aboutchangesmadeinpasteditingsessions.Theinformationincludesthe
nameofthepersonwhomadeeachchange,whenthechangewasmade,and
whatdatawaschanged.)ismaintained
32,767(defaultis30days)
Workbooksthatcanbemergedatonetime Limitedbyavailablememory
Cellsthatcanbehighlightedinasharedworkbook 32,767
Coloursusedtoidentifychangesmadebydifferentuserswhenchange
highlightingisturnedon
32(eachuserisidentifiedbyaseparate
colour;changesmadebythecurrent
userarehighlightedwithnavyblue)

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