Excel 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
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
ofcontentsliststhepagenumbersofeachsectionandthetableoffiguresindicatesthepagescontaining
tablesanddiagrams.
Objectives
Sectionsbeginwithalistofobjectiveseachwithitsowncheckboxsothatyoucanmarkoffthosetopics
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.
Notes
Within each section, any items that need further explanation or extra attention devoted to them are
denotedbyshading.Forexample:
Excelwillnotletyoucloseafilethatyouhavenotalreadysavedchangestowithoutprompting
youtosave.
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.IftheExcelwindowisnotmaximised,bypositioningthemouseoverthetitlebarandclicking
anddragging,youcanmovetheExcelwindowtoanewlocationonthescreen.
MAXIMISEBUTTON Whenworkinginaworkbook,theExcelscreencontainstwowindows,anapplication
windowandaworkbookwindow.Youcanmaximisebothwindowstocapitaliseonthespaceyouhaveon
screen.IfyouwouldlikethewindowthatyourExcelapplicationisintofillupthewholescreen,clickthe
outermostmaximisebutton.Youmayfindthattheworkbookyouareincanstillbebiggerclicktheinner
maximisebuttontofilltheremainingspacewithintheExcelapplicationwindow.
MINIMISEBUTTON ThisbuttonisveryusefulifyouneedtotemporarilyswitchfromExcelintoanother
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
Menus
Menus are no longer used in Excel they have been replaced by Ribbons and will be referred to as such
throughoutthemanual
Ribbons
Ribbonsaretabsthatshowdifferentcommandswithrespecttowhatyouwishtodo.The HOMEribbon
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
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.
Lookatagrouptypeontheribbonsuchas FONT andinthebottomrighthandcornerofthatgroupyou

mayseeasmallboxwithanarrow,clickingthisisanothermethodtocallupadialogbox,thistime,directly
fromtheribbon.ManydialogboxesmaybemorefamiliarifyouhaveusedEXCELbefore.
OfficeButton
The OFFICEBUTTON isthestartofexcelandhasmanyimportantcommandsandoption.Suchasexcel
settings,opening,saving,printingandclosingfiles.Thiswillbeexploredfurtherlaterinthemanual.
Toolbars
ThereareonlytwotoolbarswithinthenewversionofOffice2007thereisthe QUICKACCESSTOOLBAR
seenherenexttotheOFFICEBUTTON,andthereistheMINITOOLBAR
Office
Button
Quick
Access
Toolbar
Customising
menufor
toolbar
QuickAccessToolbar
By default there are only three buttons on the QUICK ACCESS TOOLBAR but these can be edited and
otherregularlyusedbuttonscanbeplacedthere.Usingthedropdownmenunesttothe QUICKACCESS
TOOLBARwillallowthecustomisationofthistoolbaraddingyourmostoftenusedcommands.
MiniToolbar
Whenevertextisselectedwithinexcelasmallformattingtoolbarwillappearabovethehighlightedtextit
will disappear if the mouse cursor is moved away from the toolbar and will reappear when the mouse
cursorismovedoverthehighlightedtextagain.
Mini
Toolbar
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.
Name
Box
FormulaBar
The FORMULABARisthewhitebartotherightofthe NAMEBOXandisusedforenteringandediting
data,creatingandeditingfunctionsandformulae.Theconstructionofformulaeandfunctionscanbeseen
inthisbarevenwhenthecellcontainingtheformulaisshowingacalculatedvalue.(Unlesscellisformatted
toHIDDENandthesheetprotected).Thefx buttonontheleftofthebarisatooltocreatefunctionsand
formulae.
Formula
bar
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
TheStatusbar,acrossthebottomofthescreen,displaysdifferentinformationatdifferenttimes.Tothe
leftisanindicator,whichwilldisplayReady,Editetc.dependingonthemodeinwhichtheuseriscurrently
working.Ifmenusarebeingaccessed,thisareawillusuallygivedetailsonthecurrentlyhighlightedmenu
option.Ifyouareinthemiddleofataskcopyingdataforexamplethisareawilloftendisplaymessages
andpromptsinstructingyouonwhattodonext.
TotherightoftheStatusbar,keyboardstatusindicatorsrevealwhethertheNumLocketc.areswitchedon.
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,
commandsandcontrolsforchoosingoptions.LikelinksonaWebpage,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
SmartTags,firstintroducedinMicrosoftOfficeXP,makeiteasierforyoutocompletesomeofthemore
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
possibleerrori.e.=Sum(A1:A2)mayneedtoread=Sum(A1:A3).Ifyouhoveroverthetag,themessage,
theformulainthiscellreferstoarangethathasadditionalnumbersadjacenttoit,appearsthentheoptions
dropdown.
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
Figure1Searchresults
Findaspecifictopic
i.
Thecontentspageallowsyoutoselectfromalistoftopicheadings.Likesearchresultsontheinternet
theseareHYPERLINKStohelpfiles.
ii.
Youmayneedtobeonlinetoaccesssomeofthehelplinks.Thesearchwillbemoreextensiveifyouare
onlineasitwillsearchonlinehelpfilesfromMicrosoft.
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,bydoubleclickingthecellitbecomestheactivecellwithaflashingcursor.You
canalsomakeacellactivebyclickingintheFORMULABARorbypressingtheF2key
Pleasenotethatwhileanycellisactivevariouscommandswillnotbeavailableuntilthecellisno
longeractive.Youmayclosethecellbypressing RETURN orcancellingwhateverwasenteredby
pressingESC.
Scrolling
Theverticalandhorizontalscrollbarsdonotmovetheactivecellbuttheydoallowyoutoseeareasofthe
worksheetthatarenotcurrentlyvisible.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.
11
USEFULKEYSFORMOVING
Thetablebelowlistssomeusefultipsforscrolling:
Toscroll
Dothis
Onerowupordown
Onecolumnleftorright
Onewindowupordown
Clickthearrowsintheverticalscrollbar.
Clickthearrowsinthehorizontalscrollbar.
Click above or below the scroll box in the vertical
scrollbar.
Click to the left or right of the scroll box in the
horizontalscrollbar.
Onewindowleftorright
Whendraggingthescrollboxascrolltipwilldisplay,showingtheroworcolumnyouwillmoveto
whenyoureleasethemouse.
Keyboard
Whenyouneedtomovefurther,itisbettertousethekeyboard.Thetablebelowlistsusefulmovement
keys.
ToMove
DoThis
OneCellUp,Down,LeftorRight
UpOneScreen
DownOneScreen
LeftOneScreen
RightOneScreen
ToEdgeofWorksheet
(orcurrentblockofdata)
ToaParticularCell
[][][][]
[PAGEUP]
[PAGEDOWN]
[ALT][PAGEUP]
[ALT][PAGEDOWN]
[CTRL][RELEVANTARROWKEY]
TocolumnAinthecurrentrow
TocellA1
[F5] thentypethereferenceforthecellrequired
andpressReturn
[HOME]
[CTRL][HOME]
12
WorkbookSheets
Tomovebetweensheets
Eachnewworkbookcontainsworksheets,namedSheet1toSheet3.Thesheetnameappearsonatabat
thebottomoftheworkbookwindow.
Mouse
i.
Youmayclickonanysheettabtogotothatsheet
Keyboard
i.
Press [CTRL][PAGEDOWN]tomovetothenextsheet,or [CTRL][PAGEUP]tomovetotheprevious

sheet.
Ifthesheetrequiredisnotinview,usethetabscrollingbuttonstodisplaythesheet.
Thelasttabistocreateanewworksheet,becarefuloranynewsheetsmayneedtobedeleted
New
worksheet
tab
SheetTab
scrolling
buttons
Sheettabs
MovingAroundSheet
Tomovetoaspecificcell:
GoTo
Youcanuse [F5]totellExceltomovetoaspecificcell. [F5]istheMicrosoftOfficeGoTokey.Whenyou
press[F5]inExceladialogboxisdisplayedwhereyoucantypeinacellreference.
Keyboard
i.
Press[F5]onthekeyboard.Thefollowingdialogboxwillappear.
ii.
TypethecellreferencethatyouwanttomovetointheREFERENCEbox
andpress[RETURN].
iii.
Youcanuse [F5]tomovetoacellinadifferentsheet. E.G.Togoto

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.
Excelkeepsalogofthecellsyouhavevisitedusingthe'Goto'key,and
lists them in the 'GOTO' 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.
13
DATAENTRY
EnterTextAndNumbers
Therearevariousaspectstonoteandbeawareof,bothintermsofenteringdata,andalsotodowiththe
natureofthedatabeingentered.Youcanenterdataintoacellbypositioningthecursorinthecelland
typingtheinformation.Themaximumnumberofcharactersthatacellcancontainis32,000.
Excelrecognisestextandnumericentriesandinitiallydisplaysthemwithdifferentalignmentsleftfortext
andrightfornumbers.Youcanoverridethesewithotherformatsifrequired.
Toenterinformation:
Mouse
i.
Movetothecellwhereyouwanttheentryandtypeaword(forexampleNAMEincellA1).Thetextwill
appearintheFormulabaraswellasinthecurrentcell.Thecursorwillbevisibleasaflashinginsertion
pointintheformulabar.
ii.
Clickonthegreentickmarkontheformulabartoconfirmtheentry.
OR
Keyboard
Press[RETURN]toconfirmtheentry.
i.
Untilyouconfirmanentry,Excelremainsin"Enter"mode,andthecellisactive(seeStatusbar).
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
directionusingthe EXCELOPTIONSdialogbox(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
longerthanthecolumnwidth,thedisplayontheworksheetwillseemtooverlapintothenextcelltothe
right(ifthatcellisempty).
14
Toeditanunconfirmedentry
Occasionally,youmaymakeatypingerrorpriortoconfirminganentry.Youcannotusethearrowkeysto
movebackwardyouMUSTusetheformulabaratthatpointusingthearrowkeysmerelyconfirmstheentry
andmovesthefocusoftheselectedcell.
Toeditaconfirmedentry
i.
Doubleclickonthecellcontainingthedatatobeedited
OR
i.
Press[f2]key
OR
i.
Editdirectlyinformulabar
Usinganyofthesemethodsabovewillallowchangethecelltoanactivecellandallowyoutousethecursor
keys [][]tomovearoundthedatayouwishtoedit.Use [BACKSPACE]todeletecharactersbehind
the cursor or [DELETE] to delete characters in front of the cursor within the data or you may add
informationtotheentrybeforeconfirmingit.
EnterDates
ItispossibletoenterdatesintoExcelandhavethemacceptedanddisplayedassuchprovidedyouusea
recognisedformat.Excel2003willallowentryofdatesfrom1900onward.
Recognisedformatsfordates
Useaforwardslash(/)astheday/month/yearseparator:01/01/01
Useadash(hyphen)asthedaymonthyearseparator:1101
Donotusefullstopsasadateseparatorasexcelwillreadthisastextandthevaluewillnotbe
enteredasatruedate
Datesenteredinexcelappearasdatesbutareactuallynumbersformattedtoappearasdatesthisallows
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).
SomeentriesarerecognisedbyExcelandareformattedautomatically.Datesareonesuchentry
(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.
15
Autocomplete
Whenyoutypethefirstfewlettersofanentryintoacell,Excelcancompletetheentryautomaticallyusing
anoptionknownasAutoComplete.Itdoesthisbybuildingalistbasedontheentriesalreadyenteredina
column.IfExcelsuggestsaninappropriateentry,youcanpickadifferententryfromthelist.
TouseAutoComplete:
Keyboard
i.
Positionyourselfoverthenextblankcellin
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.
16
EDITING
There are various ways in which you can change or remove data you have entered in cells on the
worksheet.
TypingReplacesSelection
ThisoptionisafeaturethatisstandardthroughouttheMicrosoftOfficesuite.Itensuresthatifyoutype
whenanitemisselected,yourtypingreplacestheselecteditem.Thisisextremelyusefulinanumberof
instances.Whenyouwanttochangeashortcellentry,itmightbequickertomakeuseofthisoptionto
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.
iv.
17
UsingTheKeyboard
Youcanaccesseditmodeusingafunctionkey.
Toeditacell:
i.
Selectthecelltobeedited.
ii.
Tapthe[F2]functionkey.ExcelwillgointoEditmode.Acursorwillappearattheendoftheactivecell.
iii.
iv.
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
Selectthefirstcellorrangeofcells,andthenholddown[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 Hold down [SHIFT] and click the last cellyou want to include inthe
selection
newselection
18
Selectcellswiththekeyboard
Sometimes,selectingwiththekeyboardgivesyoumorecontrolovertheamountofdatayouselect.The
tablebelowliststhemoreusefulkeysforselecting:
Toselect
Dothis
The active cell plus one Cell up, down, [SHIFT][],[SHIFT][],[SHIFT][],[SHIFT][]

leftorright
ToEdgeofWorksheet
[SHIFT][CTRL][RELEVANTARROWKEY]
(Orcurrentblockofdata)
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.
Holddownthe [SHIFT]keyandclickonthetabofthelastworksheetthatyouwantincludedinyour
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.
19
CLEARCONTENTS,FORMATSANDCOMMENTS
Ifyouwanttoremoveanentrycompletelyfromacell,youneedtoclearthecell.Thereareavarietyof
waysyoucandothisandthemethodyouchoosedependsonwhatyouwanttoremovefromthecell.You
canremovedatafromcellsusingtheribbonsorthekeyboard.Thiscommandwouldonlyremovecelldata
(numbers,text,dates,formulae).Ifyouhaveformattedthecells,clearingtheircontentswouldleavethe
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.
Ifyouneedtobeabletochoosewhatgetsremovedwhen
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.
20
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.
Fill Handle
Mouse pointer when

positioned over fill handle
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])with SCROLLLOCKturnedoff,
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].
21
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
Whenthesamedataneedstobeenteredintolotsofcells,youcandoitbyselectingthemfirst,typingin
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].
22
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
Youenterformulaebytypingtheminthecellwhereyouwanttheformulasresulttoappear.Whenyou
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.
v.
Excelautomaticallyrecalculatesformulae.Ifyouchangeoneofthecellsreferencedinyourformula,as
soonasyoupress[RETURN]toconfirmthechangedvalue,yourformularesultwillupdate.
23
EnteringFormulaeByPointing
Itispossibletoenterformulaewithoutactuallytypingtheequalssign(=)orthecellreferences.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,willappeararoundthatcellandthecellreferencewillappearintheformulabar
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
24
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.
OR
i.
Movetothecellcontainingtheerroneousformula.
ii.
ClickontheFormulabarwhichwillshowyoutheformulawhereyouwanttomakethechange.
iii.
Typeanynewcharactersorusethe[BACKSPACE]and[DELETE]keystoremovecharacters.
iv.
OR
Keyboard
i.
ii.
Press[F2]toaccesseditmode.
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.
25
ThereareavarietyofwaysthatyoucangetExceltocopyaformulasothatitgeneratesresultsforother
cellsinacolumnorrow.
TheFillHandleAndFormulae
Thefillhandlehasalreadybeendescribedearlierinthismanual.Itcanbeusedtoclearcellsbuthasother
usesaswell,oneofwhichisfillingformulae.
Fill Handle
Mouse pointer when

positioned over fill handle
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.
Insteadofusingtheleftmousebuttonto
fill down, try using the right mouse
button. When released after dragging a
menu will appear offering numerous
optionsastohowthedatashouldbefilled
26
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 amathematicalacronym thatsimply reminds us of the order of operations that mathematics
usestostepthroughmorecomplicatedformulae.(Brackets,Division,Multiplication,Addition,Subtraction).
Excelfollowstheserulestoapointpleasetakenoteofthefollowingtabletoseetheorderofpreference
thatexceluseswhenworkingoutcalculations
Tochangetheorderofevaluation,encloseinbracketsthepartoftheformulatobecalculatedfirst.
1st
2nd
3rd
4th
5th
6th
7th
%
^
*and/
and
&
=
<>
<=
>=
<>
Negation(asin1)
Percent
Exponentiation
Multiplicationanddivision
Additionandsubtraction
Connectstwostringsoftext(concatenation)
Comparison
UsingBODMAS
E.G. The following formula produces 11 because Excel calculates multiplication before addition. The
formulamultiplies2by3andthenadds5totheresult.
Type=52*3press[RETURN]Result=11
Incontrast,ifyouuseparenthesestochangethesyntax,Exceladds5and2togetherandthenmultiplies
theresultby3toproduce21.
Type=(52)*3press[RETURN]result=21
27
FUNCTIONS
SumFunction
Havingmasteredhowtosetupyourowncustomformulae,youwillbeabletocarryoutanycalculations
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:
Opening and
closing brackets
Equals sign
(Functions are
formulae)
=SUM(D2:D5)
Function
arguments
Function
name
ThenameoftheselectedfunctiontellsExcelwhatyouwanttodoandtheargumentsgenerallytellExcel
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
28
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 figuresyou
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(ortotherightofarowoffigures)
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
makeaguessatwhichcellsyouwanttouse
(youwillseeamarqueearoundthecellsand
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
specificfunctionyoudesiretouse.Inmanyplacesyouwillseethe MOREFUNCTIONScommandwhich
allowsaccesstothewholerangeoffunctionsavailabletoexcel.Thisbringsustothe INSERTFUNCTION
utility.
29
InsertFunction
If after looking through all categories you do not find, or find it difficult to locate a specific
functionthenwecanusethe INSERTFUNCTIONfacility.Whichcontainsallfunctionsavailable
inexcel
Toinsertfunction
Mouse
i.
Clickthecellwhereyouwantaresult
ii.
Go to the FORMULAS ribbon and click on the

INSERTFUNCTIONicononthefarleft
iii.
TheINSERTFUNCTIONdialogboxappears
EITHER
i.
Typeadescriptionofthefunctionyouwishtousein
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.
Whenthefunctionyouwantisselected(inthiscase
COUNTA)clickOK.
vi.
A dialog box appears (below right) with a suggested

range for thefunction. 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.
30
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.
Aslongasyourformulaonlycontainsonefunction,youdonotneedtotypetheclosingbracket.
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.
31
CELLREFERENCES
Infunctions,youoftenneedtorefertoarangeofcells.ThewayExceldisplayscellreferencesinfunctions
dependsonwhetherthecellsyouwantthefunctiontoactuponaretogetherinablockorinseveralnon
adjacentcellsorblocks.
Thetablebelowexplainshowyoucanusedifferentoperatorstoreferencecells:
Operator
Description
Example
Reference
(colon)
operator: Rangeoperator,whichproducesonereference
toallthecellsbetweentworeferences,including
thetworeferences
,(comma)
Unionoperator,whichcombinesmultiple
referencesintoonereference
(singlespace)
Intersectionoperator,whichproducesone
referencetocellscommontotworeferencesIn
thisexample,cellB7iscommontobothranges
B5:B15
SUM(B5:B15,D5:D15)
SUM(B5:B15A7:D7)
CountingAndTotallingCellsConditionally
Occasionallyyoumayneedtocreateatotalthatonlyincludescertaincells,orcountonlycertaincellsina
columnorrow.
Theexampleaboveshowsalistoforders.Therearetwoheadingsinboldatthebottomwhereyouneedto
generatea)thetotalamountofmoneyspentbyVikingSuppliesandb)thetotalnumberofordersplacedby
Bloggs&Co.
Theonlywayyoucoulddothisisbyusingfunctionsthathaveconditionsbuiltintothem.Aconditionis
simplyatestthatyoucanaskExceltocarryouttheresultofwhichwilldeterminetheresultofthefunction.
32
UseSumif()
YoucanusethisfunctiontosaytoExcel,OnlytotalthenumbersintheTotalcolumnwheretheentryin
theCustomercolumnisVikingSupplies.ThesyntaxoftheSUMIF()functionisdetailedbelow:
=SUMIF(range,criteria,sum_range)
Rangeistherangeofcellsyouwanttotest.
Criteriaisthecriteriaintheformofanumber,expression,ortextthatdefineswhichcellswillbeadded.
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 INSERTFUNCTION tool
the dialog would look like this and
show any errors in entering the
valuesorranges
33
UseCountif
TheCOUNTIFfunctionallowsyoutocountthosecellsthatmeetacertaincondition.
Thefunctionsyntaxisasfollows:
=COUNTIF(range,criteria)
Rangeistherangeofcellsfromwhichyouwanttocountcells.
Criteriaisthecriteriaintheformofanumber,expression,ortextthatdefineswhichcellswillbecounted.
Forexample,criteriacanbeexpressedas32,"32",">32","apples".
With our example (shownabove), the COUNTIF function that you could use to determine the number of
ordersplacedbyBloggs&Co.wouldlooklikethis:
=COUNTIF(B2:B11,Bloggs&Co.)
34
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].
Itthereforedoesnotmatterwhichrowyoucopytheformulainto,Excelwillalwaysuse[twocellstothe
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
Theexamplebelowshowsaformulabeingcreatedtoworkouttheamountofdiscounteachorderwould
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.
35
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$13
vi.
ThiswouldpreventExcelfromchangingtheB13referencewhentheformulaiscopied.
FillHandle
Youcangetthefillhandletofillformulasdowntothesamelevelastheentriesinthepreviouscolumnby
doubleclickingonit.
AbsoluteReferences
Pressing[F4]repeatedlyoverareferenceallowsyoutotogglebetweenmakingboththerowandcolumn
absolute($A$1),justthecolumnabsolute($A1),justtherow(A$1),ornothingabsolute(A1).
36
SECTION4FILEOPERATIONS
YoucansaveanyinformationenteredinExcelsothatyoumaycallitbackatalaterstageeithertoadd,edit
orprintthecontents.Itsagoodideatosaveworkfrequentlyasthiswillminimisetheriskofworkbeing
lostintheeventofapowercutorsystemfault.
SaveFiles
ExcelgivesanynewdocumentyoucreateatemporarynamethewordBookfollowedbyanumber.The
numberincreasesbyoneforeachnewworkbookyoucreateinanyoneworksession.
PartsoftheSAVEASdialogbox
PREVIOUSFOLDERAsyoumovethroughthefolderstructureintheFileslist,thisbuttonallowsyoutogo
backtothepreviousfolderthatyouviewed.
UPONELEVELClickthisbuttontolookinthefolderthatisuponelevelinthecurrentfolderstructure.
DELETEClickthisbuttontodeletetheselectedfileorfolder.
CREATENEWFOLDERClickthisbuttontocreateanewfolderwithinthecurrentfolder.
VIEWSClickthearrownexttothisbuttontodisplayfileandfolderviewoptions.
FILENAMETypeorselectafilenameforthefilethatyouaresaving.
SAVEASTYPEInthelist,clickthefileformatinwhichyouwanttosavethefile.Most2007Microsoft
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.
37
SAVEAfteryoudeterminethelocation,filename,andformatofthefilethatyouaresaving,clickSAVEto
savethefile.
CANCELTogobacktothefilewithoutsavingit,clickCANCEL.
Your FAVORITELINKS barmightbedifferentfromwhatisshownbecauseyoucanadd,remove,

orrearrangetheshortcuts.
Tosaveafile:
Mouse
i.
ClicktheSAVEbutton.OntheQUICKACCESStoolbar.Ifyouhavenotsavedtheworkbookpreviously,
theSAVEASdialogboxwillappearaskingyouforadocumentnameandlocation.
ii.
Thefirstlistboxmarked SAVEIN allowsyoutodeterminethedriveandfolderthatyouwanttosave

thedocumentin.Theareabelowthe SAVEIN listallowsyoutoseewhichfilesarestoredinthearea
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.
Choosefromthe SAVEASTYPEboxwhichversionofexcelyouwishtosavethisfileas.(Ifsomebody
usingapreviousversionneedstoaccessthisfilethisisessential)
iv.
Finally, when the location, name and filetype have been entered, save the workbook by clicking the
buttonmarkedSAVE.Thisclosesthedialogbox.BackintheExcelscreenyouwillnoticethatthename
youallocatedtoyourworkbookappearsontheTITLEBARatthetopofthescreen
38
v.
IFyousavedthisfileasanearlierversionyouwillsee COMPATIBILITYMODEnexttothefilenamein
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
Onceyouhaveallocatedanametoafileusingthe SAVEAS dialog,clickingthe SAVEbuttonsimplysaves
anynewchangestothenameyouoriginallygave.Itisworthsavingfilesthatyouareworkingoneveryten
minutesorso.WhenyouclicktheSavebutton,thestatusbardisplaysamessagetosaythatitissavingand
abluemeterwhichcountsuptoshowhowlongthesavewilltake.
Keyboard
i.
Youcansavethecurrentworkbookbyusingthekeystroke [CTRL][S].Iftheworkbookhasneverbeen
savedbefore,the SAVEASdialogwillappear,otherwise, [CTRL][S]savesanynewchangestothefile
namethatyouhavealreadyallocated.
SavingAsADifferentTypeOrDifferentName
Ifafileyouworkwithneedstobesavedassomethingelseoritneedssavingunderadifferentnameor
maybeanotherversionthenwecannotusetheSAVEbuttonasthiswouldjustsavethechangestothisfile
wemustcalluptheSAVEASdialogagainandsavethefileassomethingelse.
Tosaveasdifferentfile
Mouse
I.
ClickontheOFFICEBUTTONmovemousecursortoSAVEAS
ii.
Therearevariousoptionstochoosefromwithexplanationsbutthetopchoicewillbringthe SAVEAS
dialogboxtothescreenagain
39
iii.
Makethenecessarychangesandclickonsave
CloseFiles
Whenyoufinishworkingonafile,youcancloseitdownusingthefollowingmethods:
Toclosethecurrentfile:
Mouse
ClickonOFFICEBUTTONandchooseCLOSEnearthebottomofmenu.
i.
OR
ii.
Clickonceonthecross(situatedontherighthandsideofthescreen)
Youwillseetwooftheabovebuttonsonscreenonewillclosethecurrentfileand
theotherwillclosetheExcelapplication.Toclosethecurrentfile,usetheinnermostclosebutton.
iii.
Ifyouhavechangedafilesincethelasttimeyousavedit,Excelwillnotletyouclosethatfilewithout
promptingyoufirsttosavethechanges.Adialogboxwillappearwiththeoptiontosavethechange
youhavemade
40
OpenFiles
Toopenafile:
Mouse
i.
Clickon OFFICEBUTTON andchoosearecently

usedfilewhichappearsontherighthandsideof
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
41
ii.
Ontheleftarecategoriesoftemplates.Ifyouareonlinetherearemanymorechoicesareavailableas
youcansee.
iii.
Choosingacategorysuchas BLANKORRECENTwillallowyoutocreatea NEWworkbookfromany

featuredinthemiddlepaneonlyablankworkbookisavailableatthemoment.
iv.
Apreviewofanyworkbooktypeisshownontheright.
V.
WhenyouhavethecorrecttypeofworkbookselectedevenifitisonlyblankclickonCREATE.
OR
Keyboard
i.
[CTRL][N]willcreateanewblankfile.
42
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.
ThegoodthingaboutExcelisthatonceyouhaveenteredsomethingonce,youcan
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.
Clickthe CUTbuttononthe HOMERibbon.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.
43
CopyingItems
Tocopyitems:
Mouse
i.
Selectthecellsthatyouwanttocopy.
ii.
Click the COPY button on the HOME

Ribbon. The selected cells will display a
marqueearoundthemandExcelwillshowa
promptontheStatusbartotellyouwhatto
donext.
iii.
Movetothecellwhereyouwanttoplacethe
cellsyoucut.Ifyouhavecutablockofcells,
thecellyouselectbeforeyoupasteiswhere
youwantthetopleftcellinthecutblockto
moveto.
iv.
Click the Paste button from the HOME

ribbonthecopiedcellswillappear
OR
Press[RETURN].Thecopiedcellswillappear.
v.
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.
44
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.
Withthefuzzyboxpositionedwhereyouwantthecopy,letgoof
themousefirstandthenreleasethe[CTRL]key.
45
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
Press[RETURN].Thecutcellswilljumptotheirnewlocation.
vi.
Tocopycells:
Mouse
i.
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.
46
MovingAndCopyingBetweenFiles
Youcanuseanyofthemethodsdescribedabove(evendraganddrop)tomoveandcopyitemsfromone
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.
Ifyouclickthe SWITCHWINDOWSicon,thiswilllistthefilesthatarecurrentlyopentoallowyouto
switchfromonefiletoanother.Copyingfromonefileandthenswitchingtopasteintoanotherfile.
InsertPaste
Asalreadymentioned,Excelwilloverwriteexistingdatawithcellsthatyouaremovingorcopying.There
areoccasionswhereyouwanttoswapthepositionsofcellswithoutoverwritingwhatyoualreadyhave.
Intheexampleabove,ifyouwantedtomovetheselectedcellsuptworowssothatbothVikingSupplies
orderswerenexttoeachother,youwouldhavetouseInsertpastetodoit,otherwisetheexistingdata(the
Bloggs&Co.order)wouldbeoverwritten.
Toinsertthecellsbetweenexistingcells:
Mouse
i.
Selectthecellsyouwanttomoveorcopy.
ii.
Pointtotheborderoftheselection.
iii.
Holddown [SHIFT](ifmoving)or [SHIFT][CTRL] (ifcopying)asyoudrag.Youllseeafuzzylinethat

youcanpositionhorizontally(betweenrows)orvertically(betweencolumns).Releasethemouse,then
thekeyboard.Yourcellswilljumptotheirnewlocation.
47
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
ThePasteSpecialoptiongivesyoutheabilitytochoosewhatshouldbepastedintothedestinationcells.
Forexample,youmaywanttopastedatawithoutitsformats,oryoumightwanttoconvertaformulatoa
staticvaluePastespecialgivesyouthechoice.YoucanalsousePASTESPECIALtoadd/subtract/divideor
multiplythecopiedcellswiththedestinationcelldata.
TousePasteSpecial:
Mouse
i.
ii.
RightclickanywherewithinthehighlightedblockandchooseCopyfromtheshortcutmenu.
iii.
Clicktherightmousebuttonoverthecellwhereyouwantthecopieddatatoappear.Ifyouhavecopied
ablockofcells,thecellyouclickbeforeyoupasteiswhereyouwantthetopleftcellinthecopiedblock
tomoveto.
iv.
ChoosePasteSpecial.Thefollowingdialogboxwill
appear:
v.
SelectanoptioninthePASTEsectionofthedialog
tochoosewhatwillbepastedintothedestination
cells
vi.
Selectanoptionfromthe OPERATIONsectionof
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.
48
ix.
ClickOKtoclosethedialogandpastethedata.
49
SECTION6FORMATTING
Having produced a spreadsheet, it may be formatted to achieve a more professional and more easily
readablelayoutofdataforbothscreendisplayandprintout.Thereareseveraldifferentwaysofformatting
datainExcel2007toproduceextremelyimpressiveeffects,andmanyofthetoolsinthe FORMATTING
groupsonthe HOMEribbonareusedforthemostpopularformattingtasks.Thissectionlooksatseveral
differentapproachestoimprovingthelayoutofaspreadsheet.
FormattingGroupsOnHomeRibbon
TheFormattinggroupsaretogetheronthe HOMEribbonthebuttonsthatcreateformatsmostfrequently
usedtoenhanceworksheetappearance.NotalltheformatsthatyoucanapplyinExcelarecontainedin
theFormattinggroupiconssomecanonlybeaccessedviathedialogboxwhichisaccessedbythedialog
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.
51
PointSize
Thiscontrolsthesizeoftheprintedcharacters.
Tochangethepointsize:
Mouse
i.
Selectthecellswiththedatatochange.
ii.
Clickonthedropdownlistarrowtotherightofthecurrently
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
Afterselectingcellsyoumayuseyourmousetoincreaseordecreasethesizeofyourfontintheselected
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
i.
ii.
Clickoneitherthe B,Ior Ubuttonsonthetoolbar.Thebuttonwillswitchonandtheselectedtext

willdisplaytheappliedformat.
iii.
Clickingontheunderlinedropdownarrowwillgiveyoutheoptionofhavingdoubleunderlineinsteadof
theregularsingleone.YoumaystilltogglethisoffbyclickingtheUagain
52
OR
Keyboard
i.
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).
53
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. Youcanthen tell Excel not to print thegridlines
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.
54
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 thisbutton to rightaligncell data. Right alignment ensures that the right edge anentry is flush
withtherightedgeofthecell.Rightalignmentisthedefaultfornumericcellentries.
MergeCells
Ifyouwanttotypeaheadingacrossthetopofatableofdata,itcanbequitedifficulttolineitupinthe
centre.Ifthecolumnsinyourtablearedifferentwidths,orthetitleisacertainlength,thechancesofyou
gettingitexactlycentralalongthetopofthetablearepracticallynil.LuckilyExcelhasasolution.Youcan
mergethecellsacrosswhichyouwanttheheading,centringitatthesametime.
Tomergecells:
Mouse
i.
Selectthecellsyouwanttomerge.
ii.
ClicktheMERGEANDCENTREbuttonfromtheFormattingtoolbar.
55
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.
56
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
i.
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
Whereyouhavetypeddecimalsontheworksheet,youmaywanttoexpressthosevaluesaspercentages.
YoucandothiswiththePercentStyleformat.
E.G.0.5wouldbecome50%whenyouapplyPercentStyle.
ToapplyPercentStyle:
Mouse
i.
57
ii.
ClickthePercentStylebuttonfromtheFormattingtoolbar.
Thenumberformats(apartfromIncreaseandDecreaseDecimal)aremutuallyexclusive.Applying
CommaStyletocellsthatalreadyhaveCurrencyformatswouldlosethecurrencysymbol.Ifyou
need to return to the default General style for numbers, you can use the Format Cells dialog
discussedlaterinthissection.
If you eversee ###### in cells that normally display numbers, it is because the format you have
appliedistoowideforthecolumn.Toshowthenumbers,eitherchangetoaformatthatfitsor
widenthecolumn(seelaterinthissectionfordetailsonchangingcolumnwidths).
AdvancedFormats
WhenyouwanttoapplyformatsthatExceldoesnotgiveyoubuttonsforontheFormattingtoolbar,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.
Clickthe DIALOGBOXLAUNCHER.Fromeitherthe FONT,ALIGNMENT orNUMBERgrouponthe

HOMEribbon
OR
Keyboard
i.
Press[CTRL][1]
ii.
Thedialogboxasseentopofnextpagewillappear.DependingonwhichDIALOGBOXLAUNCHERyou
clickedwilldependonwhichtabwillappearfirstofthesixinthedialogbox
iii.
Oncethedialogisonscreen,youcanmovebetweentheformatcategoriesbyclickingonthelabelled
tabsandchangesettingsoneach.EachtabhasaPreviewwindowtoshowyouwhattheeffectsofyour
changeswilllooklikeshouldyouchoosetoapplythem.Whenalltheformatshavebeenset,clickthe
OKbuttontoclosethedialogandapplythenewformats.
58
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.

HOMEribbon
iii.
ClicktheFONTtab.
iv.
Checkthe STRIKETHROUGH, SUPERSCRIPT or SUBSCRIPT boxes (the PREVIEW window will show
youwhattheformattingwilllooklikeonsampledata).
v.
ClickOKtoclosethedialogandapplythechanges.
TheSuperscriptandSubscriptoptionsaremutuallyexclusive.
59
ALIGNMENTTAB
ThesettingsonthistabgiveyoulotsofoptionsforalignmentswhicharenotavailableontheFormatting
toolbar.
HORIZONTALALIGNMENT
Most ofthe formats for horizontal alignment are available on the Formatting toolbar, however there are
someextras:
Justifywhereyouhaveseverallinesofdatainacell,youcanensurethattheleftandrightedgesofthe
dataarestraight.
Fillusethistorepeattheselectedcellentrieswithintheircellssothattheentirecellfromlefttorightis
full.
Tochangehorizontalalignment:
Mouse
i.
ii.
Click the DIALOG BOX LAUNCHER. From either the FONT,

ALIGNMENTorNUMBERgroupontheHOMEribbon
iii.
ClicktheALIGNMENTtab.
iv.
ClickthedropdownlistarrowtotherightoftheHorizontallistbox.
v.
Choosethealignmentbyclickingontherequiredoptionfromthelist.
vi.
ChooseOKtoclosethedialogandapplythechanges.
60
VERTICALALIGNMENT
Usetheoptionsinthislisttochoosehowdatalinesupbetweenthetopandbottomedgesofcells.
Tochangeverticalalignment:
Mouse
i.
ii.

HOMEribbon
iii.
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.
WraptextWhereyouhaveanentrythatistoowideforthecolumn,youcangetExceltowrapwithina
cell.Whereasinglelinebecomesmultiplelines,Excelwillautomaticallyadjusttherowheight.
BEFORE
Viking Sup
AFTER
Viking
Supplies
ShrinktofitReducestheapparentsizeoffontcharacterssothatalldatainaselectedcellfitswithinthe
column.Thecharactersizeisadjustedautomaticallyifyouchangethecolumnwidth.Theappliedfontsizeis
notchangedonprintouts.
BEFORE
Viking Sup
AFTER
Viking Supplies
MergecellsMakestheselectedcellsintoonecell.
Wherethereareentriesinalltheselectedcells,whenyoumergethemtogether,Excelwillwarn
youthatitwillonlykeeptheentryinthetopleftcellinyourselection.
Tochangetextcontrolsettings:
Mouse
i.
ii.

HOMEribbon
iii.
iv.
ChecktherelevantoptionsundertheTEXTCONTROLheadingtoswitchontheeffect.
v.
ClickOKtoclosethedialogandapplythenewformats.
61
ORIENTATION
YoucandisplayandprintdatainExcelorientedanywayyouchoose.
BEFORE
Customer
AFTER
C
u
s
t
o
om
st
Cu
er
e
r
Shownabovearesomeexamplesofdifferentorientations.
Tochangeorientation:
Mouse
i.
ii.
Click the DIALOG BOX LAUNCHER. From either the FONT,

ALIGNMENTorNUMBERgroupontheHOMEribbon
iii.
iv.
Inthe ORIENTATIONsection,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.
62
PATTERNSTAB
YoucanusesettingsonthePatternstabtonotonlyaddbackgroundfillcolourstocells,butapplypatterns
tothemaswell.
Toapplypatternstocells:
Mouse
i.
ii.

HOMEribbon
iii.
ClickthePATTERNStab.
iv.
Clickthedropdownlistarrowontherightofthe PATTERNSboxtodisplayapaletteofcoloursforthe
pattern.
v.
Choosethepatternthatyouwant(i.e.lines,dotsetc).Ifyouwanttochangewhatcolourthelines/dots
etc.thatmakeupyourpatternwillbe,accessthepaletteonceagainandclickacolour.
vi.
Thecolourpaletteontheleftwillgivethecellabackgroundcolour
vii.
Clickthefilleffectsbuttontochoosemoreadvancedpatternsandcolouring.Thefilleffectsdialogwill
belaunched(Thiswillbediscussedlater.Itisadialogboxthatisusedforfillingcoloursandpatternsof
manytypesofobjects.)
viii.
Choosethemorebackgroundcoloursthemorecoloursbuttonaseparatedialogboxwillbelaunched
withanextensivechoiceofcolours
63
The SAMPLEpanewilldisplaywhatthechosenformatswilllooklikeshouldyouchoosetoapplythem.
ChooseOKtoclosethedialogandapplyyourformats.
ix.
BORDERSTAB
Youcanchangeborderlinestyles,coloursanddirectionsusingtheBorderstab.
Toapplycustomborders:
Mouse
i.
ii.

HOMEribbon
iii.
ClicktheBORDERtab.
iv.
ChoosethelinestylebyclickingontheappropriatelinefromtheSTYLEpalette.
v.
Choosethelinecolourbyclickingonthedropdownarrowtotherightofthe COLOURboxtoaccessa
colourpalette.Clickthecolouryouwantyourbordertobe.
vi.
Inthe BORDERsection,setwhichedgesofyourselectionneedborderingbyclickingthebuttonwhich
showstherelevantedge.
OR
vii.
If there are multiple edges that needborders, clickthepreview diagram (where theword Text sits)
alongtheedgesthatyouwanttheborders.ClickingthewordTextinthepreviewdiagramwillgive
diagonalborders.Oneclickwilladdaborder,anotherwillremoveit.
OR
viii.
ix.
Usethepresetbuttonstoapplyabordersseetheeffectsinthepreview
ClicktheOKbuttontoclosethedialogandapplyyourchanges.
64
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.
Sampleof
format
(preview)
Category
Thecustom
category
allows
creationof
personalised
formatsusing
codes.
Choose
settings for
formathere
Toapplynumberformats:
Mouse
i.
ii.

HOMEribbon
iii.
ClicktheNUMBERtab.
iv.
ClickthecategoryofformattingyournumericdatashouldusefromtheCATEGORYlist.
v.
SelecttherelevantoptionsthatappearuntiltheSAMPLEdatalooksthewayyouwantyournumbersto
look.
vi.
ClickOKtoclosethedialogandapplytheformat.
65
CustomNumberFormats
ThereareoccasionswhenyouwantnumericdatatodisplayinawaythatExceldoesnothaveaformatfor.
Whenthishappens,youcancreateacustomformat.
Tocreateacustomnumberformat:
Mouse
i.
ii.

HOMEribbon
iii.
Clickthe NUMBERtab.ThenchoosetheCustomcategory(thelastoptionontheCategorylist). 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.
Customformats,oncecreated,onlyexistinthefilethattheyweresetupin.Ifyouwanttouse
theminanotherworkbook,youcancopytheformatacross.YoucancopyformatsonlyusingPaste
Special(seeSection5formoreinformation).
66
PROTECTIONTAB
You can use the settings on this tab to control which cells are accessible when you protect a worksheet.
ThistopicisdealtwithinthesectionWorkingwithmultiplesheetslaterinthismanual.
FORMATTINGCOLUMNSANDROWS
Excelhassomeformatsthatapplythemselvestowholecolumnsandrows.Changingwidthsandheights,
hiding,insertinganddeletingrowsandcolumnsarealloperationsthatyoumightwanttocarryout.
ColumnWidth
Youcanalterthewidthofasinglecolumn,orbyselectingthecolumnswhosewidthyouwanttochange,
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.
Selectthecolumnswhosewidthyouwanttochangebyclickinganddraggingoverthecolumnletters
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.
67
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.
68
RowHeight
Excelautomaticallychangesrowheightwhenyoualterthefontandpointsizeofthecellentrieswithinit.
However,youcanaltertheheightofasinglerowmanually,orbyselectingtherowswhoseheightyouwant
tochange,youcanmakeallrowsintheselectionthesameheight.Withasinglerow,Excelchangesthe
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.
Positionthemouseoveroneoftheintersectionsbetweentherow
numbers in your selection. The pointer will display the shape
neededforalteringrowheights.
iii.
Clickanddragupordowntoincreaseordecreaserowheightaguidewilldrawitselfacrossintothe
worksheettopreviewwheretherowedgewilljumpto,andExcelwilldisplaytheactualheightofthe
rowsinpointsinatipboxthatappears.
iv.
Releasethemousewhenthedesiredheightisreached.Alltherowsintheselectionwilljumptothe
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.
Movethemouseovertheintersectionbetweentherownumbersbelowtherowyouwanttochange.
Themousepointerwilldisplaytheshapethatyouneedforchangingcolumnwidth.
ii.
Doubleclicktheintersection.
69
ToAutoFitmultiplerows:
Mouse
i.
SelecttherowsyouwanttoAutoFitbyclickinganddraggingovertherownumberswiththeselection
pointer(whiteplus).
ii.
Position the mouse over one of the intersections between the row numbers in your selection. The
pointerwilldisplaytheshapeneededforalteringrowheights.
iii.
DoubleclicktoAutoFitallselectedrows.
HideColumns,RowsAndSheets
Youcanchoosenottodisplaycertainrowsandcolumnsonyourscreen.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]
70
Tohiderows:
Mouse
i.
Selecttherowyouwanttohidebyclickingontherownumber,orifyouwanttohidemultiplerows,
highlightthem.
ii.
ClicktheRIGHTMOUSEbuttonanywhereovertheselectiontodisplaytheshortcutmenu.
iii.
ChooseHIDE.
OR
i.
Selectrowstobehidden
ii.
ClickonFORMATcommandintheCELLgroupontheHOMEribbon
iii.
MovemousecursortoHIDE&UNHIDE
IV.
ClickonHIDEROWS
OR
Keyboard
i.
Repeatstep1above.
II.
Press[CTRL][0]
Tohidesheets
Mouse
i.
Selectsheetorsheetstobehidden
ii.
ClickonFORMATcommandintheCELLgroupontheHOMEribbon
iii.
IV.
ClickonHIDESHEET
OR
i.
Selectsheetstobehidden
ii.
Rightclickonaselectedsheettab
III.
ClickHIDE
71
Tounhidecolumnsandrowsorsheets:
Mouse
i.
Selectthecolumnsorrowseithersideofthehiddenonesbydraggingoverthecolumnlettersorrow
numberswiththeselectionpointer.
ii.
Positionthemouseovertheroworcolumnintersectionbetweentheselectedrowsorcolumns
iii.
Doubleclick.
OR
Keyboard
i.
Repeatstep1above.
ii.
Press[CTRL][SHIFT][].
OR
Mouse
i.
ClickonFORMATcommandinthecellgroupontheHOMEribbon
ii.
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:
Before
Mouse
i.
Selectthecellbelowortotherightofwhereyouwantthenewone.
ii.
Clicktherightmousebuttontoaccesstheshortcutmenu.
iii.
ChooseInsert.Thefollowingdialogboxwillappear:
iv.
Choose SHIFT CELLS RIGHT to insert a new cell to the left of the
selectedone,or SHIFTCELLSDOWNtoinsertanewcellabovethe
selectedone.
Or
Shiftcellsright
Shiftcellsdown
Keyboard
i.
Repeatstep1above.
72
ii.
Press[CTRL][SHIFT][+]
Toinsertmultiplecells:
Before
Mouse
i.
Selecttheamountofcellscorrespondingtothenumberyouwanttoinsert
belowortotherightofwhereyouwantthenewones.
ii.
iii.
ChooseInserttoaccessthedialog.
iv.
Choose SHIFT CELLS RIGHT to insert new cells to the left of the selected
one,orSHIFTCELLSDOWNtoinsertnewcellsabovetheselectedone.
Shiftcellsright
OR
Down
Keyboard
i.
Repeatstep1above.
ii.
Press[CTRL][SHIFT][+].
Toinsertentirerows:
Mouse
i.
Selecttherowbelowwhereyouwantthenewonebyclickingitsrownumber,orifyouareinserting
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.
ii.
iii.
Choose INSERT. Excel adds the number of selected columns to the left of the first column in your
selection.
OR
Keyboard
i.
Repeatstep1above.
73
Press[CTRL][SHIFT][+].
ii.
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.
ii.
iii.
ChooseDELETE.Thefollowingdialogboxwillappear:
iv.
ChooseSHIFTCELLSLEFTtoclosethegapleftbythedeletedcells
withcellentriestotheleft.
OR
v.
Choose SHIFTCELLSUPtoclosethegapleftbythedeletedcells
withcellentriesabove.
OR
Keyboard
i.
Selectthecellstodelete.
ii.
Press[CTRL][].
iii.
ChooseSHIFTCELLSLEFTtoclosethegapleftbythedeletedcellswithcellentriestotheleft.
OR
iv.
ChooseSHIFTCELLSUPtoclosethegapleftbythedeletedcellswithcellentriesabove.
Todeleteentirerowsorcolumns:
Mouse
i.
Selecttheroworcolumnyouwanttodeletebyclickingitsrownumberorcolumnletteror,ifyouare
deletingmultiplecolumnsorrows,highlightthem.
ii.
iii.
ChooseDELETE.
OR
Keyboard
i.
Repeatstep1above.
II.
Press[CTRL][]
74
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)
ApplytheGeneralnumberformat
Apply the Currency format with two decimal places
(negativenumbersappearinparentheses)
ApplythePercentageformatwithnodecimalplaces
ApplytheExponentialnumberformatwithtwodecimal
places
ApplytheDateformatwiththeday,month,andyear
Apply the Time format with the hour and minute, and
indicateA.M.orP.M.
Apply the Number format with two decimal places,
1000separator,andfornegativevalues
Applytheoutlineborder
Removeallborders
Applyorremoveboldformatting
Applyorremoveitalicformatting
Applyorremoveanunderline
Applyorremovestrikethroughformatting
Hiderows
Unhiderows
Hidecolumns
Unhidecolumns
[CTRL][1]
[CTRL][SHIFT][~]
[CTRL][SHIFT][$]
75
[CTRL][SHIFT][%]
[CTRL][SHIFT][^]
[CTRL][SHIFT][#]
[CTRL][SHIFT][@]
[CTRL][SHIFT][!]
[CTRL][SHIFT][&]
[CTRL][SHIFT][_]
[CTRL][B]
[CTRL][I]
[CTRL][U]
[CTRL][5]
[CTRL][9]
[CTRL][SHIFT][9]
[CTRL][0]
[CTRL][SHIFT][+]
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,youmayfinditnecessarytowriteitdown,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
uppercaseandlowercasecharactersinnames.Forexample,ifyouhavecreatedthenameSalesandthen
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.
77
Todefineaname
Method1(Define)
Mouse
i.
Selectthecellorcellsyouwishtoname
ii.
Clickthe DEFINENAME fromtheDEFINEDNAMESgroup

ontheFORMULASribbon.Adialogislaunched
iii.
Inthe NEWNAMEdialogbox,inthe NAMEbox,typethe

namethatyouwanttouseforyourreference.Namescanbe
upto255charactersinlength.
iv.
Inthenamebox,enterthedefinednamethatyouwanttocreate.
v.
Tospecifythescopeofthename,inthe SCOPEdropdownlistbox,select WORKBOOK,orthename

ofaworksheetintheworkbook.
vi.
Youmayenteradescriptivecommentupto255characters.Thisisoptional(seenote)
vii.
Ifyouhadselectedcellsorrangesprevioustoopeningthe NEWNAME dialogthenthecellsorranges

selectedwillbedisplayedintheREFERSTObox
Ifyouhadnotpreviouslyselectedcellsorranges:ThenIntheREFERSTObox
viii.
EnteraCELLREFERENCE.Thecurrentselectionisenteredbydefault.Toenterothercellreferencesas
anargument,click COLLAPSEDIALOG (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 NAMEBOX at the left end of the formula bar(formula bar: A bar at thetop of theExcel
windowthatyouusetoenteroreditvaluesorformulasincellsorcharts.Displaystheconstantvalueor
formulastoredintheactivecell.).
78
iii.
Typethenamethatyouwanttousetorefertoyourselection.Namescanbeupto255charactersin
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
79
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 editdescriptive comments, or determinethe 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").
80
RESIZECOLUMNS
Toautomaticallysizethecolumntofitthelargestvalueinthatcolumn,doubleclicktherightsideofthe
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.
Inthe NAMEMANAGERDialogbox,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.
81
Deleteoneormorenames
i.
OntheFORMULAStab,intheDEFINEDNAMESgroup,clickNAMEMANAGER.
ii.
IntheNAMEMANAGERDialogbox,clickthenamethatyouwanttochange.
iii.
Toselectaname,clickit.
iv.
Toselectmorethanonenameinacontiguousgroup,clickanddragthenames,orpress[SHIFT][CLICK]
foreachnameinthegroup.
v.
Toselectmorethanonenameinanoncontiguousgroup,press [CTRL][CLICK]foreachnameinthe
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
82
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.
83
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
84
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 dataneedsto be enteredon several worksheets,youcanuse 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.
Create
new
sheet
Tab
scrolling
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.
85
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.
86
ii.
Choose DELETEfromtheshortcutmenu.IftherehasbeenANYworkonthesheettobedeletedthe
followingdialogboxwillappear:
iii.
ClickOKtoconfirmthedeletion.
87
ACTIVATEGROUPMODE
Wheneveryouselectmorethanoneworksheet,Excelconsidersthosesheetstobegroupedandswitches
groupmodeonaccordingly.Whengroupmodeisactive,thegroupedworksheettabsturnwhiteandthe
word [group] appears on the titlebar.Any datathatyou enter and any formatting thatyou 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]keyandclickeachotherworksheetstabthatyouwantincludedinyourgroup.
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.
88
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
Whenyouhavedataonmultipleworksheets,youoftenwantasummarypagethatwillcollectdatafrom
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.
89
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!
Commasseparateupthereferenceswhenselectingrangesorcellsinthismannerfromdifferent
sheets
Tocreatea3Dformula:
Mouse
i.
Selectthecellwhereyouwanttheresult.
ii.
Begintheformulabytypinganequalssign(=),orselectafunctionthatyouwanttouse.
iii.
Whenyouneedtoentercellreferencesinyourformula,movetotheworksheetthatcontainsthefirst
cellyouwantbyclickingtherelevantsheettab.
iv.
Clickonthecellwhosevalueyouwantinyourformula.
90
v.
Ifyouonlyneedtorefertoonecell,press[RETURN]tocompletetheformula.
OR
vi.
Ifyouneedtoselectthesamecellonadjacentsheets,holddownthe [SHIFT]keyandclickonthelast
sheettabintheblockofadjacentsheets.Press[RETURN]tocompletetheformula.
OR
vii.
Ifyouneedtoselectthedifferentcellsondifferentsheets, TYPEA COMMAandclickthenextsheet

tabandcellyouneedtoreference,insertanothercommaandclickthenextsheettabandcellyouneed
to reference and so on until all references have been entered. Press [RETURN] to complete the
formula.
91
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
youswitchontheworksheetprotectionatwhichpointalllockedcellsaremadeunavailable.Thismeans
thatifyouwanttohaveaccesstocertaincells,butnotothers,youneedtounlockthosecellsfirst.
Inthediagrambelow,youwouldneedtounlocktheselectedcellssothatwhenyouprotecttheworksheet,
thosecellsareaccessible.
92
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.
The LOCKCELLbuttonisalreadyselected(allcellsarelockedbydefault).Clickthe LOCKCELLbutton

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
leftasdefault)Tickingthe FORMATCELLSoptionwouldthenallowall
userstochangetheformattingofcells(lockedorunlocked)whilestillpreventingthemfromchanging
theactualcontentsofthelockedcells.
iv.
Type a password to prevent unauthorized users from removing sheet protection. A password is case
sensitive,canbeupto255characterslong,andcancontainanycombinationofletters,numbers,and
symbols.
v.
ClickOKtoclosethedialogandswitchonsheetprotection.
RECORDALLPASSWORDSSOMEWHEREASDATACANBELOSTIFYOUCANNOTREMEMBER
THEMWithworksheetprotectionactive,onlytheunlockedcellsareavailabletoworkwith.Ifyou
try
and
type
in
locked
cell,
93
the
following
warning
appears:
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 ArrangeWindows dialog

boxwillappear:
vi.
Choosethearrangementyouwantyourworksheetwindowstofollow.
Check the box WINDOWS OF ACTIVE WORKBOOK (this prevents
windowsfromotheropenfilesbeingincludedinthearrangement).
vii.
ClickOKtoclosethedialogandarrangethewindows.
Ifyourinitialwindowismaximised,youdonotseeanychangetothescreenwhenyouissuethe
NewWindowcommand,youmaynotknowhowmanywindowsyouhave.Whenyouaccessthe
Windowmenu,thebottomsectionliststhenumberofwindowscurrentlyopen.
94
Pictureaboveshowstiledwindows
When the windows are opened with the method mentioned previously, the button for synchronous
scrollingwillallowsimultaneousscrollingforallwindows.Ifthisfeaturedoesnothelpitcanbeswitched
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.
95
WatchWindow
Awatchwindowcanbeusedtoeasilytrackresultsofmultiplecellswhenyouareworkingonadifferent
sheetorworkbook.Thissavesyoufromhavingtoswitchbackandforthorscrollbetweensheetstokeep
trackofimportantdata.
Tosetawatch
Mouse
i.
SelectacelltowhichyouwanttoaddaWatch
ii.
GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup
iii.
ClickonADDWATCH
iv.
Selectcellyouwishtomonitor
v.
ClickonADD
vi.
Youmaynowswitchwindowsorscrollandthewatchwindowwillmonitorthatcellforchangesinresult
asyouenterormanipulatefigureselsewhere.
Todeleteawatch
Mouse
i.
GototheFORMULASribbonanclickonWATCHWINDOWintheFORMULAAUDITINGgroup
ii.
Selectwatchtodelete
iii.
ClickonDELETEWATCHonwatchwindow
96
ChangeColourOfWorksheetTab
Tochangethecolourofaworksheettab:
i.
Selecttheworksheetwhosetabyouwanttorecolour.
II.
Clickthe FORMATbuttoninthe CELLSgroup, HOME ribbonandmoveyourcursordownthemenuto
TABCOLOUR.
SelectthecolourandclickOK
iii.
OR
i.
RightclickonthetabandchoosetheTABCOLOURoption.
ii.
SelectthecolourandclickOK
97
SECTION9PRINTING
Whenyouwantahardcopyofworksheetdata,Excelgivesyoumanytoolsforchoosinghowthatprintout
willlook.Swappingthepageorientationbetweenportraitandlandscape,scalingthesizeoftheprintout
and choosing whether to print worksheet gridlines are but a few of the options that can be set. Excel
automaticallyassigns headers andfootersto your worksheet data, but you canchange 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.
ii.
Press[CTRL][F2].OnthePRINTPREVIEWtab,dooneormoreofthefollowing:
To preview the next and previous page, in the PREVIEW group, click NEXT PAGE and PREVIOUS
PAGE.
iii.
Toviewpagemargins,inthePREVIEWgroup,selecttheSHOWMARGINScheckbox.
iv.
Thisdisplaysthemarginsinthe PRINTPREVIEWview.Tomakechangestothemargins,youcandrag
themarginstotheheightandwidththatyouwant.Youcanalsochangethecolumnwidthsbydragging
handlesattopofprintpreviewpage.
Tomakepagesetupchanges,onthePrintPreviewtab,inthePrintgroup,clickPageSetup,and
then select the options that you want onthe Page, Margins, Header/Footer,or Sheet tab of the
PageSetupdialogbox.
99
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.
Clickthe DIALOGBOXLAUNCHER.From PAGESETUPgrouponthe PAGELAYOUT

ribbon
OR
i.
IfyouareinthePrintPreviewwindow,clickthePAGESETUPbutton
PAGETAB
The PAGEtaballowsyoutosetpageorientation,scaling,papersize,printqualityandastartnumberfor
pagenumbering.
100
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.
Goto PAGESETUPgrouponthe LAYOUTribbonandselect 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
(notenlarge)theworksheetorselectionwhenyouprint
sothatitfitsonthespecifiednumberofpages.
Toreduceorenlargeyourprintout:
Mouse
i.
AccessthePageSetupdialogandclickthePAGEtab.
ii.
Selectthe ADJUSTTOcheckbox,andthenenterapercentagenumberinthe%normalsizebox.You
canreducetheworksheetto10percentofnormalsizeorenlargeitto400percentofnormalsize.
iii.
Click OKtoclosethedialogandsavethesettingnexttimeyouaccessPrintPreview,thenewsettings
willbedisplayed.
Tofityourprintouttoanumberofpages:
Mouse
i.
ii.
Selectthe FITTOcheckboxandthenenteranumberinthe PAGE(S)WIDEBYbox.Ifyouwantto

limitthenumberofpagestall,enteranumberintheTALLbox.
iii.
Click OKtoclosethedialogandsavethesettingnexttimeyouaccessPrintPreview,thenewsettings
willbedisplayed.
101
PAPERSIZE
Youcanpickthesizeofthepaperyouwanttoprintonbychoosingfromalistofpredefinedsizes.
Tochoosepapersize:
Mouse
i.
ii.
Clickthedropdownlistarrowtotherightofthe PAPERSIZEboxandclick
thepapersizeyouwant.
iii.
ClickOKtoclosethedialogandsavethesettingnexttimeyouaccessPrint
Preview,thenewsettingswillbedisplayed.
OR
i.
Gotothe PAGESETUPgrouponthe LAYOUT ribbonandclickontheSIZE

buttontoseemanypredefinedsizestosetyourpapersizeto.Ifthesizeyou
wish is not available in the list. Then click on MORE PAPER SIZES at the
bottom.ThislaunchsthePAGESETUPdialogbox
PRINTQUALITY
Youcanenhancethequalityoftheprintoutifyouneedapristinecopy.
Tochangeprintquality:
Mouse
i.
ii.
Clickthedropdownlistarrowtotherightofthe
PRINTQUALITYboxandclicktheresolutionyou
wantfortheprintqualityoftheactiveworkbook.
iii.
Click OKtoclosethedialogandsavethesetting
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
i.
ii.
DragacrossthewordAutointhe FIRSTPAGENUMBERboxtoselectit.Typethenumberyouwant
thepagenumberingtobeginat.
102
III.
ClickOKtoclosethedialogandsavethesettingnexttimeyouaccessPrintPreview,thenewsettings
willbedisplayed.
MarginsTab
The Margins tab lets you set top, bottom, left and right margins and centre your data horizontally and
verticallyonthepage.Youcanalsodeterminehowfarfromthebottomandtopedgesofthepageyour
headersandfootersprint.
Tochangemargins:
Mouse
i.
Access the Page Setup dialog and click the MARGINS tab.
(above)
ii.
Usetheupanddownarrowsinthe TOP,BOTTOM,LEFTand
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.
103
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
104
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.
Sample
header
and
HEADER
Excelsdefaultheaderisthesheetname.The HEADERboxgivesalistofoptionsforyoutouseasyour
header.Excelspacesitemsoutintheheaderatthetopleft,middleandtoprightofthepage.Wherean
optionhascommasseparatingitemsExcelwillinterpretthecommaasthespacingsymbol.
Tochangetheheader:
Mouse
i.
Access the Page Setup dialog

and
click
the
HEADER/FOOTERtab.
OR
i.
Clickthedropdownlistarrowtotherightofthe HEADERboxtoviewalistofpredefinedheadersand
clicktheoneyouwant.Thesampleareawillshowyouwhatyourchoicewilllooklike.
ii.
ClickOKtoclosethedialogandsavethesettingsnexttimeyouaccessPrintPreview,thenewsettings
willbedisplayed.
105
FOOTER
Excelsdefaultfooteristhepagenumber.TheFOOTERbox,givesyouthesameoptionsastheheaderbox,
butthepositionofthechosenitemwillbeatthebottomofthepage.Excelspacesitemsoutinthefooter
atthetopleft,middleandtoprightofthepage.WhereanoptionhascommasseparatingitemsExcelwill
interpretthecommaasthespacingsymbol.
Tochangethefooter:
i.
Click the DIALOGBOXLAUNCHER. From PAGESETUP group on the PAGELAYOUT ribbon, select
theHEADER/FOOTERtab,
ii.
Clickthedropdownlistarrowtotherightofthe FOOTERboxtoviewalistofpredefinedfootersand
clicktheoneyouwant.
iii.
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
sheetisbeneficialwhenyouwanttoviewachartoraPivotChart
reportseparatelyfromworksheetdataoraPivotTablereport.),orforembeddedcharts(embeddedchart:A
chartthatisplacedonaworksheetratherthanonaseparatechartsheet.Embeddedchartsarebeneficial
whenyouwanttovieworprintachartoraPivotChartreportwithitssourcedataorotherinformationina
worksheet.),youcanworkwithheadersandfootersinthePAGESETUPdialogbox.
InsertSpecificElementsInAHeaderOrFooter
Forworksheets,youcanworkwithheadersandfootersinPageLayoutview.Forothersheettypes,suchas
chartsheets,orforembeddedcharts,youcanworkwithheadersandfootersinthe PAGESETUPdialog
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.
106
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.
Tochangea HEADERor FOOTER,clickthe HEADERor FOOTERtextboxatthetoporatthebottom

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,andthenpress DELETEorBACKSPACE.Youcanalsoclickinthetextandthenpress
BACKSPACEtodeletetheprecedingcharacters.
x.
To return to NORMAL view, click on the worksheet and then click on on the NORMAL
VIEW buttononthe VIEWtab,inthe WORKBOOKVIEWS group.Youcan
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.
Clickinthe LEFTSECTION,CENTERSECTION,or RIGHTSECTIONbox,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.
107
vii.
Todeleteaportionofaheaderorfooter,selecttheportionthatyouwanttodeleteinthesectionbox,
andthenpress DELETEor BACKSPACE.Youcanalsoclickinthetextandthenpress BACKSPACEto
deletetheprecedingcharacters.
Tobaseacustomheaderorfooteronanexistingheaderorfooter,clicktheheaderorfooterinthe
HeaderorFooterbox.
AddAPredefinedHeaderOrFooter
chartsheetsorforembeddedcharts,youcanworkwiththeheadersandfootersinthePAGESETUPdialog
box.
AddapredefinedheaderorfootertoaworksheetinPageLayoutview
Mouse
i.
Clicktheworksheettowhichyouwanttoaddapredefinedheaderorfooter.
ii.
iii.
Exceldisplaystheworksheetin PAGELAYOUTview.Youcanalsoclick PAGELAYOUTVIEWonthe

STATUSBARtodisplaythisview.
iv.
Clicktheleft,center,orrightheaderorfootertextboxatthetoporatthebottomoftheworksheet
page.
v.
Clickinganytextboxselectstheheaderorfooteranddisplaysthe HEADERANDFOOTERTOOLS,on
theDESIGNtab.
vi.
Onthe DESIGNtab,inthe HEADER&FOOTERgroup,click HEADERor FOOTER,andthenclickthe

predefinedheaderorfooterthatyouwant.
vii.
Toreturnto NORMALview,ontheViewtab,intheWorkbookViewsgroup,clickNormal.Youcanalso
clickNormalonthestatusbar.
Addapredefinedheaderorfootertoachart
i.
Click the chart sheet or embedded chart to which you want to add a predefined
headerorfooter.
ii.
iii.
ClickthepredefinedheaderorfooterintheHEADERorFOOTERgroup.
iv.
ExceldisplaysthePAGESETUPdialogbox.
108
ChooseTheHeaderAndFooterOptions
chart sheets or for embedded charts you can work with headers and footers in the PAGE SETUP dialog
box.
Choosetheheaderandfooteroptionsforaworksheet
Mouse
i.
Clicktheworksheetforwhichyouwanttochooseheaderandfooteroptions.
ii.
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.
Toremoveheadersandfootersfromthefirstprintedpage,selectthe DIFFERENTFIRSTPAGE 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.
Toreturnto NORMALview,ontheVIEWtab,inthe WORKBOOKVIEWSgroup,click NORMAL.You

canalsoclickNORMALonthestatusbar.
Choosetheheaderandfooteroptionsforachart
Mouse
i.
Clickthechartsheetorembeddedcharttowhichyouwanttoaddapredefinedheader
orfooter.
ii.
iii.
ExceldisplaysthePageSetupdialogbox.
109
iv.
Toinsertadifferentheaderorfooterforoddpagesonanoddpageandforevenpagesonanevenpage,
selecttheDIFFERENTODD&EVENPAGEScheckbox.
v.
Toremoveheadersandfootersfromthefirstprintedpage,selectthe DIFFERENTFIRSTPAGEcheck
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
CUSTOMHEADERand CUSTOMFOOTERbuttons.Whenyouclickeitherofthesebuttons,Excelgives
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.
Insert
Pictur
Forma
t
Pi t
Format
header text
Inserts the
name of the
active
worksheet
sheet
Insertpage
number
Insert total
number of
pages
Insert
current date
Insert
current time
Insert
current
filename
Insert sheet
name
OTHERHEADERANDFOOTERSETTINGS
Toinsertadifferentheaderorfooterforoddpagesonanoddpageandfor
even pages on an even page, select the DIFFERENT ODD & EVEN PAGES
110
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,selectthe ALIGNWITHPAGEMARGINScheckbox.Tosettheleftandrightmarginsofthe
headersandfooterstoaspecificvaluethatisindependentoftheleftandrightmarginsoftheworksheet,
clearthischeckbox.
SheetTab
TheSheettabhasmanysettingsthatyoucanusetoselectwhatappearsontheprintedsheet.Youcanalso
usethistabtosetaprintarea,(usefulifyoudonotwantthewholeworksheettoprint)andprinttitles.
SomesettingsontheSheettabareonlyavailablewhenyouaccessthePageSetupdialogfromthe
LAYOUTribbon.IfyouareaccessingitfromthePrintPreviewwindow,youwillnothaveaccessto
thePrintAreaandPrintTitlessettings.
PRINTAREA
Usethistosettherangeofcellsthatyouwanttoprint.IfyoudonotsetaPrintArea,Excelwillprintallthe
dataontheactiveworksheet.
TosetaPrint
Area:
Mouse
i.
Clickthe DIALOGBOXLAUNCHER.From PAGESETUPgrouponthe PAGELAYOUTribbon,select

theSHEETtab,
111
OR
i.
Clickon PRINTAREAFrom PAGESETUPgrouponthePAGELAYOUTribbon

andselectSETPRINTAREA.
ii.
Click the button on the right of the PRINT AREA box to collapse the PAGE
SETUPdialogsothatyoucanseetheworksheet(seebelow):
iii.
Selectthecellsyouwanttoprintandclickthe EXPANDbuttontogobackto
thePAGESETUPdialog(seebelow):
Click here to expand the
Theselectedcellswillappearlistedin
the PRINTAREAdialog.Click OKto
closethedialogandsavethesettings
nexttimeyouaccessPRINTPREVIEW,thenewsettingswillbedisplayed.
iv.
YoucanusetheSetPrintAreaoptiontosettheselectedcellstotheprintareaasanalternativeto
usingthePageSetupdialog.
ToclearthePrintArea:
Mouse
Clickthe DIALOGBOXLAUNCHER.From PAGESETUPgrouponthe PAGELAYOUTribbon,select
theSHEETtab,ClickinthePRINTAREA,Deletethevalues.
i.
OR
i.
Clickon PRINTAREAFrom PAGESETUPgrouponthe PAGELAYOUTribbon

andselectCLEARPRINTAREA.
YoucanusetheSetPrintAreaoptiontosettheselectedcellstotheprintareaas
analternativetousingthePageSetupdialog.
112
PrintTitles
Whenyourprintoutsruntoseveralpagesyoumayhavecolumnandrowheadingsthatyouwouldliketo
printoneachnewpage.Thediagrambelowshowsafourpageprintoutwherethemonthshavebeenset
uptoprintatthetopofeachpageandtheyearsattheleftofeachpage.Excelallowsyoutospecifyany
numberofrowsandcolumnstorepeatwhenyouhaveamultipageprintout.
Tosetprinttitles:
Mouse
i.
AccessthePAGESETUPdialogandclicktheSHEETtab.
OR
i.
GotothePAGESETUPgrouponthePAGELAYOUTribbon,andselectthePRINTTITLESbutton.This
willopenthePAGESETUPdialogboxattheSHEETtab
ii.
Clickthebuttonontherightofthe ROWSTOREPEATATTOPboxtocollapsethePageSetupdialog
sothatyoucanseetheworksheet(seediagrams)Selecttherowsyouwantbydraggingoverthemwith
theselectionpointer.
Columntitles
Click the Expand button to return to the
PageSetupdialog.Therowsyouselected
will be referenced in the ROWS TO
REPEATATTOPbox.
iii.
iv.
Repeat steps (selecting columns not

rows) as above for the COLUMNS TO
REPEATATLEFTboxifrequired.
v.
Click OKtoclosethedialogandsavethe
settings next time you access Print
Preview, the new settings will be
displayed.
Rowtitles
113
PRINT
Thesettingshereallowyoutochoosewhethertoprintgridlines,rowandcolumnheadingsandsoon.If
youchoosenottoprintgridlines,Excelwillprintanybordersyouformattedyourcellswiththediagrams
belowillustratesomeoftheeffectsofactivatingcertainsettings.
BlackandWhite
Worksheetwith
shading
Wouldprintlikethis.
Gridlines
Worksheetwithborders
andshading
Wouldprintlikethis.
Rowheadings
Worksheetwithrowand
columnheadings.
114
TochangeSheettabPrintsettings:
Mouse
i.
AccessthePageSetupdialogandclicktheSheettab.
ii.
ChecktheboxesunderthePRINTheadinguntilyouhavethecombinationofsettingsthatyourequire.
iii.
willbedisplayed.
PAGEORDER
Whenyouhavemultiplepagestoprint,eachwithaprintedpage
number, you can control the order that the data prints on the
pagesusingthePageOrdersettings.
Thediagrambelowshowshowpageswillhavedifferentnumbersaccordingtowhichsettingyouchoose.
Overthendown.
Downthenover
Tochangepageorder:
Mouse
i.
AccessthePageSetupdialogandclicktheSHEETtab.
ii.
ClicktheoptionbuttoninthePAGEORDERsectionfortheorderyouwantthepagesnumbered.
iii.
willbedisplayed.
ThePageSetupdialogsavesprintsettingsfortheactivesheetonly.Ifyouwantseveralsheetsto
havethesameprintsettings,selectthembeforeyouaccessthePageSetupdialog.
115
PageBreaks
Ifyoudonotgetpagebreakstofallwhereyouwantthemwiththescalingoptions,youcaninsertthem
manually.Excelletsyouputinbothhorizontalandverticalpagebreaks.
Toinsertahorizontalpagebreak:
Mouse
i.
SelectthecellincolumnAbelowwhereyouwantthepagebreak.
ii.
Choose breaks from the PAGE SETUP group on the LAYOUT ribbon
thenclick INSERTPAGEBREAK.Adottedlinewillappearabovethe
activecellthisrepresentsthepagebreak.
Toinsertaverticalpagebreak:
Mouse
i.
Selectthecellinrow1totherightofwhereyouwantthepagebreak.
ii.
Choosebreaksfromthe PAGESETUPgrouponthe LAYOUTribbonthenclick INSERTPAGEBREAK.

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.
116
PrintData
Excelwillprintalldataontheselectedworksheet(unlessyoutellitotherwisebysettingaPrintArea).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

arrownextto PRINTandthenclick QUICKPRINTthis
will send everything on the sheet directly to the
printer.
OR
i.
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
i.
ii.
Clickthe MICROSOFTOFFICEBUTTON,clickthearrownextto PRINT,andthenclick PRINTthiswill

OR
Keyboard
i.
Press[CTRL][P].
ii.
Thefollowingdialogboxwillappear:
iii.
InthePRINTRANGEsectionofthedialog,clickthe
PAGES option button. A cursor will appear in the
FROMboxtotheright.
117
iv.
TypeinthepagenumberthatyouwanttostartatintheFROMboxandtheendpagenumberintheTO
box.ClicktheOKbuttontolaunchtheprint.
Toprinttheentireworkbook:
Mouse
i.

OR
Keyboard
i.
Press[CTRL][P].
ii.
ClicktheENTIREWORKBOOKoptionbuttoninthePRINTWHATsectionofthedialog.
iii.
ClickOKtolaunchtheprint.
Toprinttheselection:
Mouse
i.
Selectthecellsyouwanttoprint.
ii.

iii.
ClicktheSELECTIONoptionbuttoninthePRINTWHATsectionofthedialog.
iv.
Copies
Bydefault,Excelwillprintonecopyoftheitemyouhavesenttoprint.Youcanprintmultiplecopiesby
changing thePrint dialog settings. Whenyouprint multiple copies ofa document, Excel lets youchoose
whether the copies are collated (Excel prints each whole document before it starts on the next copy) or
uncollated(Excelprintshowevermanycopiesyouhaverequestedofeachpage).
Toprintmultiplecopies:
Mouse
i.

ii.
Inthe COPIESsectionofthedialog,usetheupanddownarrowstothe
rightofthe NUMBEROF COPIEStextboxtosetthenumberofcopies
yourequire.
iii.
Set the COLLATE check box by clicking in it to change the current

setting.
iv.
118
SECTION10MANIPULATINGLARGEWORKSHEETS
SplitScreen
The visible worksheet area is relatively small. If the data you are working
withspansalargenumberofcolumnsandrows,youmayfinditdifficultto
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
119
FreezePanes
Whenyouwantcertainrowsorcolumnstoremainstaticonscreenwhileyouscrolldownoracrossdataon
aworksheet,youcanusefreezepanes.
Freeze
Lines
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
120
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.
121
SECTION11SORTING&SUBTOTALLINGDATA
LISTS
Excelstabularlayoutmakesitanidealtooltouseformanaginglistsofdata.Therearemanycommands
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
Sorttoolsonthe
DATAribbon
Mouse
i.
Clickinthecolumnyouwishtosortby
II.
DONOTHIGHLIGHTANYDATA
iii.
GototheDATAribbonandtheSORT&FILTERgroup.
iv.
ClickontheQUICKSORTbuttonsascending
v.
Datashouldnowbesorted
ordescending
123
MultiLevelSort
TosortusingtheSortdialog:
Mouse
i.
Clickinthemiddleofthelistyouwanttosort.
ii.
GototheDATAribbonandtheSORT&FILTERgroup.AndclickontheSORTbutton
iii.
Excelrecognisesthecolumnheadingsfromyourlistandallowsyoutopickthemfromdropdownlist
boxesinthedialog.
iv.
Choosethecolumnyouwishtosortbyfromthedropdownbox
inthecolumnsection
v.
Ifyouhavevariousformatsonyourcellsyoucansortonmore
than just the value click on drop down arrow to see further
options
vi.
SetASCENDINGorDESCENDINGorderforthesortbyclickingtherelevantoption.
vii.
ClickonADDLEVEL,levelwillbeaddedtothemainarea
viii.
Repeatpreviousproceduretoaddmorelevelsofsort
ix.
Ifyouwishtochangetheorderofsort.Selectthe
level you wish to change and click on the
movementarrowstomovelevelupordown
x.
Toremovealevelselectitandclickonthedeletelevelbuttonitwillberemoved
xi.
ClickOKtoperformthesort.
124
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.
ClickthedropdownlistarrowtotherightoftheUsefunctionboxto
display a list of functions you can use to summarise data in your list.
Clickthefunctionthatyouwant.
iv.
UsethescrollarrowsintheAddsubtotaltolisttosetwhichcolumns
youwanttoaddthesubtotalsto.Checktheboxnexttothecolumnto
subtotal.Youcanaddsubtotalstomorethanonecolumn.
v.
Setoptionsforthenewsubtotalsusingthecheckboxesatthebottomofthedialog.
vi.
Ifyouwanteachsubtotalledgrouponaseparatepage,checkPageBreakbetweengroups.
vii.
SummarybelowdetailaddssubtotalsandanoveralltotalBELOWthegroupsofdataratherthanabove.
125
viii.
ix.
Replacecurrentsubtotalsensuresthatthenewsubtotalsoverwriteanyexistingones.
ClickOKtoapplythesubtotals.
Example:
Toinsertthesubtotalsshownabove:
i.
SortthelistbyPRODUCT.ChooseDATAribbon,SUBTOTALS.
ii.
AteachchangeinPRODUCT,UsefunctionSUM,AddsubtotaltoTOTAL
SummarisingASubtotalledList
Onceyouhaveaddedsubtotalstoalist,Excelgivesyoutoolsforcollapsingthelistsothatyouonlyseethe
grandtotalorsubtotals.Theoutlinesymbolsthatappeartotheleftoftherownumbersallowyoutohide
and
show
detail
rows
as
needed.
126
Tohidedetailforagroup:
Mouse
i.
Clicktheminussymbolthatappearstotheleftoftherownumberwherethegrand/subtotalsits.All
bracketedrowswillbehidden.
Outline
symbol
Youcanseewherethehiddenrowsarebecausetheoutlinesymboldisplaysaplussign.
Toshowdetailforagroup:
Mouse
i.
Clicktheplussymbolthatappearstotheleftoftherownumberwherethegrandtotal/subtotalsits.All
hiddenrowswillreappear.
127
ShowAndHideByLevel
Whenyouaddsubtotalstoalist,Excelgivesyouanoveralltotalandsubtotalspergroupsofsorteddata.In
theoutline,Excelnumberstheselevels1forthegrandtotal,2forthesubtotalsand3forthedetail.
Thenumbersappearabovetheoutlinesymbolsandcanbeusedtocollapseandexpandtherowsbylevel.
Toshowonlyanoveralltotal:
Mouse
i.
Clickthebuttonmarked1abovetheoutlinesymbols.Toshowonlytotals:
Mouse
i.
Clickthebuttonmarked2abovetheoutlinesymbols.
Toshowall:
Mouse
i.
Clickthebuttonmarked3abovetheoutlinesymbols.
128
RemoveSubtotals
Ifyouwanttoremovesubtotalsfromalist,youcanusetheRemovesubtotalscommand.
Toremovesubtotals:
Mouse
i.
Clickinthelistwiththesubtotals
ii.
ChoosesubtotalsfromtheDataribbon.Fromtheresultingdialogbox,clickthe REMOVEALLbutton.
Anytotalsandoutlineswilldisappear.
129
SECTION12CUSTOMISINGEXCEL
SETEXCELOPTIONS
OPTIONSARESETVERYDIFFERENTLYINEXCEL2007
ClicktheMICROSOFTOFFICEBUTTON,ClicktheEXCELOPTIONSbuttontoopenthedialogboxabove
Popular
Thissheetallowsyoutoturnofftheminitoolbarthatappearswheneveryourightclickonacellorrange
plusotherbasicoptions
Youmayputinadifferentusernamewhichbydefaultisthelogonforwindows
Clickingthelanguagesettingsbuttonallowsthesettingofthedefaultlanguagenotjustforexcelbutforall
theofficeprogrammes
Youmaychangethedeaultnumberofsheetsfromthreetowhateveryouwishthelimitationsofexcelwill
beinthenextchapter
Editingcustomlistsforvarioususagessuchasdragfill,seriesandsortingcanbedonefromthissheet
Youmayevenchangethecolourschemeforexcelwindows(notdialogboxes)
131
FormulasSheet
Thissheetallowsthesettingofoptionsthatchangesthewayexcelwillcalculateyoursheetsandworkbook
Proofing
ItishereontheProofingsheetthat
the spellcheck and grammar
optionsaresetforexcel.
It also has the options for the
autoformatting and autocorrection
ofenteredtext
132
Save
SAVE is an important sheet since excel 2007 saves in a completely different file format this sheet gives
globaloptionsonwhat FILETYPEtosavethefileasandwheretosavefilesbydefault.Thissheetalsohas
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)
133
ADVANCEDOPTIONS
Thesearealltheoptionsontheadvancedsheetthere
are to many to go into but should be useful for
reference
134
CustomiseQuickAccessToolbar
Thisisthelocationwhereyouareabletocustomisethequickaccesstoolbar(abovetheOFFICEBUTTON)
andaddyourmostoftenusedbuttonstoit.
Tocustomisequickaccesstoolbar
i.
Fromthedropdownarrowonthetopleftontheboxyoumaychoosewhichgroupofcommandsyou
maywishtosee.
ii.
Selectthebuttonsontheleftandclickontheaddbuttoninthemiddletomovethemtothetoolbar.
iii.
Ifyoumakeamistakethenselectthebuttonontherightandclickremove.
iv.
Onceallthebuttonsyouwantareontherighthandsideclickoktofinaliseyourchoicesandapplythem.
v.
Youmayclickonrestatanytimetoreturntothedefaultquickaccesstoolbar
135
136
EXCEL2007SPECIFICATIONSANDLIMITS
Worksheetandworkbookspecificationsandlimits
Feature
Maximumlimit
Openworkbooks
Limitedbyavailablememoryandsystem
resources
1,048,576rowsby16,384columns
255characters
409points
1,026horizontalandvertical
32,767characters
255
Limitedbyavailablememory(defaultis3
sheets)
16millioncolours(32bitwithfullaccess
to24bitcolourspectrum)
Limitedbyavailablememory
Worksheetsize
Columnwidth
Rowheight
Pagebreaks
Totalnumberofcharactersthatacellcancontain
Charactersinaheaderorfooter
Sheetsinaworkbook
Coloursinaworkbook
Namedviews(view:Asetofdisplayandprintsettingsthatyoucannameand
applytoaworkbook.Youcancreatemorethanoneviewofthesame
workbookwithoutsavingseparatecopiesoftheworkbook.)inaworkbook
Uniquecellformats/cellstyles
Fillstyles
Lineweightandstyles
Uniquefonttypes
Numberformatsinaworkbook
Namesinaworkbook
Windowsinaworkbook
Panesinawindow
Linkedsheets
Scenarios(scenario:Anamedsetofinputvaluesthatyoucansubstituteina
worksheetmodel.)
Changingcellsinascenario
AdjustablecellsinSolver
Customfunctions
Zoomrange
Reports
Sortreferences
Undolevels
Fieldsinadataform
Workbookparameters
Filterdropdownlists
64,000
32
16
1,024globalfontsavailableforuse;512
perworkbook
Between200and250,dependingonthe
languageversionofExcelthatyouhave
installed
4
Limitedbyavailablememory;asummary
reportshowsonlythefirst251scenarios
32
200
10percentto400percent
64inasinglesort;unlimitedwhenusing
sequentialsorts
100
32
255parametersperworkbook
10,000
Calculationspecificationsandlimits
Feature
Maximumlimit
Numberprecision
Largestnumberallowedtobetypedintoacell
Largestallowedpositivenumber
Smallestallowednegativenumber
Smallestallowedpositivenumber
15digits
9.99999999999999E307
1.79769313486231E308
2.2251E308
2.229E308
137
Largestallowednegativenumber
Lengthofformulacontents
Internallengthofformula
Iterations
Worksheetarrays
Selectedranges
Argumentsinafunction
Nestedlevelsoffunctions
Userdefinedfunctioncategories
Numberofavailableworksheetfunctions
Sizeoftheoperandstack
Crossworksheetdependency
1E307
8,192characters
16,384bytes
32,767
2,048
255
64
255
341
1,024
64,000worksheetsthatcanrefertoother
sheets
4billionformulasthatcandependona
singlecell
32,767
January1,1900(January1,1904,if1904
datesystemisused)
December31,9999
9999:59:59
Crossworksheetarrayformuladependency
Areadependency
Areadependencyperworksheet
Dependencyonasinglecell
Linkedcellcontentlengthfromclosedworkbooks
Earliestdateallowedforcalculation
Latestdateallowedforcalculation
Largestamountoftimethatcanbeentered
Chartingspecificationsandlimits
Feature
Maximumlimit
Chartslinkedtoaworksheet
Worksheetsreferredtobyachart
Dataseries(Relateddatapointsthatareplottedinachart.Eachdataseriesina
charthasauniquecolourorpatternandisrepresentedinthechartlegend.
Youcanplotoneormoredataseriesinachart.Piechartshaveonlyonedata
series.)inonechart
Datapoints(Individualvaluesthatareplottedinachart.Relateddatapoints
makeupadataseries.Datapointsarerepresentedbybars,columns,lines,
slices,dots,andothershapes.Theseshapesarecalleddatamarkers.)inadata
seriesfor2Dcharts
Datapointsinadataseriesfor3Dcharts
Datapointsforalldataseriesinonechart
255
255
32,000
4,000
256,000
PivotTableandPivotChartreportspecificationsandlimits
Feature
Maximumlimit
PivotTablereports(Aninteractive,crosstabulatedExcelreportthatsummarizes
andanalyzesdata,suchasdatabaserecords,fromvarioussources,including
onesthatareexternaltoExcel.)onasheet
Uniqueitemsperfield
Row(Afieldthat'sassignedaroworientationinaPivotTablereport.Items
associatedwitharowfieldaredisplayedasrowlabels.)orcolumnfields(Afield
that'sassignedacolumnorientationinaPivotTablereport.Itemsassociated
withacolumnfieldaredisplayedascolumnlabels.)inaPivotTablereport
ReportfiltersinaPivotTablereport
ValuefieldsinaPivotTablereport
Calculateditem(AnitemwithinaPivotTablefieldorPivotChartfieldthatusesa
138
1,048,576
256(maybelimitedbyavailable
memory)
256
formulayoucreate.Calculateditemscanperformcalculationsbyusingthe
contentsofotheritemswithinthesamefieldofthePivotTablereportor
PivotChartreport.)formulasinaPivotTablereport
ReportfiltersinaPivotChartreport(Achartthatprovidesinteractiveanalysisof
data,likeaPivotTablereport.Youcanchangeviewsofdata,seedifferentlevels
ofdetailorreorganizethechartlayoutbydraggingfieldsandbyshowingor
hidingitemsinfields.)
ValuefieldsinaPivotChartreport
CalculateditemformulasinaPivotChartreport
LengthoftheMDXnameforaPivotTableitem
LengthforarelationalPivotTablestring
256(maybelimitedbyavailable
memory)
256
32,767
32,767
Sharedworkbookspecificationsandlimits
Feature
Maximumlimit
Userswhocanopenandshareasharedworkbook(sharedworkbook:A
workbooksetuptoallowmultipleusersonanetworktoviewandmake
changesatthesametime.Eachuserwhosavestheworkbookseesthechanges
madebyotherusers.)atthesametime
Personalviews(view:Asetofdisplayandprintsettingsthatyoucannameand
applytoaworkbook.Youcancreatemorethanoneviewofthesame
workbookwithoutsavingseparatecopiesoftheworkbook.)inashared
workbook
Daysthatchangehistory(Inasharedworkbook,informationthatismaintained
aboutchangesmadeinpasteditingsessions.Theinformationincludesthe
nameofthepersonwhomadeeachchange,whenthechangewasmade,and
whatdatawaschanged.)ismaintained
Workbooksthatcanbemergedatonetime
Cellsthatcanbehighlightedinasharedworkbook
Coloursusedtoidentifychangesmadebydifferentuserswhenchange
highlightingisturnedon
256
139
32,767(defaultis30days)
32,767
32(eachuserisidentifiedbyaseparate
colour;changesmadebythecurrent
userarehighlightedwithnavyblue)

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TheMouseTrainingCompany

Lookatagrouptypeontheribbonsuchas FONT andinthebottomrighthandcornerofthatgroupyou

Press [CTRL][PAGEDOWN]tomovetothenextsheet,or [CTRL][PAGEUP]tomovetotheprevious

Youcanuse [F5]tomovetoacellinadifferentsheet. E.G.Togoto

Begin typing the entry Excel will try to

The active cell plus one Cell up, down, [SHIFT][],[SHIFT][],[SHIFT][],[SHIFT][]

[CTRL][*] (Use the asterisk from the number

Move to the cell or select the cells whose contents you

Mouse pointer when

Mouse pointer when

Click on the FORMULAS Ribbon, then click on

Select the cell immediately below a column

Click on the dropdown arrow next to the

The selected function will automatically

Go to the FORMULAS ribbon and click on the

Results will appear in the bottom box then select a

A description will appear underneath the white box

If further explanation is required on a specific

A dialog box appears (below right) with a suggested

Drag across the cells to replace

Click the dropdown list arrow to the right of the

Select the function you require by clicking its name

Your FAVORITELINKS barmightbedifferentfromwhatisshownbecauseyoucanadd,remove,

Thefirstlistboxmarked SAVEIN allowsyoutodeterminethedriveandfolderthatyouwanttosave

Clickon OFFICEBUTTON andchoosearecently

If the file you want is not listed in the window,

To open the file either: Click once on the file

Choosingacategorysuchas BLANKORRECENTwillallowyoutocreatea NEWworkbookfromany

Clickthe CUTbuttononthe HOMERibbon.The

Click the COPY button on the HOME

Click the Paste button from the HOME

From the resulting shortcut menu, choose COPY. A marquee will

Holddown [SHIFT](ifmoving)or [SHIFT][CTRL] (ifcopying)asyoudrag.Youllseeafuzzylinethat

Check the SKIP BLANKS box to suppress empty

Check the TRANSPOSE box to change the

Press [CTRL][SHIFT][F] to highlight the current font on the

Clickoneitherthe B,Ior Ubuttonsonthetoolbar.Thebuttonwillswitchonandtheselectedtext

Click the dropdown list arrow displayed on the right

Themes (see later) show complimentary colours and

Click the dropdown list arrow to the right of the Borders

Click the dropdown list arrow to the right of the Borders

Clickthe DIALOGBOXLAUNCHER.Fromeitherthe FONT,ALIGNMENT orNUMBERgrouponthe

Clickthe DIALOGBOXLAUNCHER.Fromeitherthe FONT,ALIGNMENT orNUMBERgrouponthe

Click the DIALOG BOX LAUNCHER. From either the FONT,

Clickthe DIALOGBOXLAUNCHER.Fromeitherthe FONT,ALIGNMENT orNUMBERgrouponthe

Clickthe DIALOGBOXLAUNCHER.Fromeitherthe FONT,ALIGNMENT orNUMBERgrouponthe

Click the DIALOG BOX LAUNCHER. From either the FONT,

Clickthe DIALOGBOXLAUNCHER.Fromeitherthe FONT,ALIGNMENT orNUMBERgrouponthe

Clickthe DIALOGBOXLAUNCHER.Fromeitherthe FONT,ALIGNMENT orNUMBERgrouponthe

Clickthe DIALOGBOXLAUNCHER.Fromeitherthe FONT,ALIGNMENT orNUMBERgrouponthe

Clickthe DIALOGBOXLAUNCHER.Fromeitherthe FONT,ALIGNMENT orNUMBERgrouponthe

Clickthe NUMBERtab.ThenchoosetheCustomcategory(thelastoptionontheCategorylist). The

Move the mouse over the intersection between the

Select the column you want to hide by clicking on

Click the right mouse button anywhere over the

Click on FORMAT command in the cell group on

Clickthe DEFINENAME fromtheDEFINEDNAMESgroup

Inthe NEWNAMEdialogbox,inthe NAMEbox,typethe

Tospecifythescopeofthename,inthe SCOPEdropdownlistbox,select WORKBOOK,orthename

Ifyouhadselectedcellsorrangesprevioustoopeningthe NEWNAME dialogthenthecellsorranges

Press [TAB]tojumptotheCancelbutton,then [TAB]againtoselectthePasteListbutton.Thelistwill

Press [CTRL][PAGEDOWN]tomovetothenextsheet,or [CTRL][PAGEUP]tomovetotheprevious

On the FORMULAS tab, in the EDITING group, click the down

Ifyouneedtoselectthedifferentcellsondifferentsheets, TYPEA COMMAandclickthenextsheet