How To Work in Excel

Excel 2007 Fill Down
Command
An Excel Keyboard Shortcut
Use the Fill Down Command with a Keyboard Shortcut
This Excel tip shows you how to apply the Fill Down command in an Excel spreadsheet using a
keyboard shortcut.
The key combination that applies the Fill Down command is:
 Ctrl + D
Example of How to Applying the Fill Down command using a Keyboard Shortcut
Note: For help with this example, see the image to the right.
1. Add a number, such as 395.54 to cell D1 in Excel.
2. Add formatting, such as changing the font color and background color of cell D1.
3. Drag select cells D1 to D7 to highlight them.
4. Press and hold down the Ctrl key on the keyboard.
5. Press and release the " D " key on the keyboard without releasing the Ctrl key.
Excel Undo
Undo changes in Excel Using a Keyboard Shortcut
This Excel tip shows you how to "undo" changes made to an Excel spreadsheet using a keyboard
shortcut.
Note: It's important to remember that when you use Undo, it "undoes" your actions in the exact
reverse order that you applied them.
Related article: Excel 2007's Undo Feature.
The key combination used to "undo" changes:
 Ctrl + " Z "
Example of How to Undo Changes using a Keyboard Shortcut
1. Type some data into a cell, such as A1 in the spreadsheet and press the Enter key on the
keyboard.
2. Click on that cell to make it the active cell.
3. Click on Home tab of the ribbon.
4. Apply the following formatting options to your data:

o change the font color,
o widen the column,
o underline,
o change the font type to Arial Black,
o center align the data
6. Press and release the letter " Z " on the keyboard.

7. The data in the cell should change back to left alignment as the last change (center
alignment) is undone.
8. Press and hold down the Ctrl key on the keyboard again.
9. Press and release the letter " Z " on the keyboard twice without releasing the Ctrl key.
10. Not only will the underline be removed but the font will no longer be Arial Black.
11. This happens because, as mentioned above, the undo feature "undoes" your actions in the
exact reverse order that you applied them.
ALT - TAB Fast Switching in Windows

The ALT - TAB Fast Switching Window
ALT - TAB Fast Switching, known as Windows Flip in the Vista and Windows 7 operating
systems is a quick way to move between open documents - such as two separate Excel files - in
Windows.
Using the keyboard to accomplish a task on a computer is usually much more efficient than using
a mouse or other pointing device, and ALT - TAB Fast Switching is one of the most used of
these keyboard shortcuts.
Using ALT - TAB Fast Switching
1. Open at least two files in Windows. These can be two Excel files or an Excel File and a
Microsoft Word file for example.
2. Press and hold down the Alt key on the keyboard.
3. Press and release the Tab key on the keyboard without letting go of the Alt key.
4. The ALT - TAB Fast Switching window should appear in the middle of your computer
screen.
5. This window should contain an icon for each document currently open on your computer.
6. The first icon on the left will be for the current document - the one visible on the screen.
7. The second icon from the left should be highlighted by a box.
8. Below the icons should be the name of the document highlighted by the box.
9. Release the Alt key and windows switches you to the highlighted document.
10. To move to other documents shown in the ALT - TAB Fast Switching window, continue
to hold down the Alt while tapping the Tab key. Each tap should move the highlight box
left to right from one document to the next.
11. Release the Alt key when the desired document is highlighted.
12. Once the ALT - TAB Fast Switching window is open, you can reverse the direction of
the highlight box - moving it from right to left - by holding down the Shift key as well as
the Alt key and then tapping the Tab key.
Selecting Non-Adjacent Cells in Excel

Selecting Non-adjacent Cells in Excel 2007
By selecting multiple cells in Excel you can delete data, apply formatting such as borders or
shading, or apply other options to large areas of a worksheet all at one time.
While using the drag select method with the mouse to quickly highlight a block of adjacent cells
is probably the most common way of selecting more than one cell, there are times when the cells
you want to highlight are not located beside each other.
When this occurs, it is possible to select non-adjacent cells. Although this can be done solely
with the keyboard, it is more easily done by using the keyboard and the mouse.
Selecting Non-Adjacent Cells in Excel
1. Click on the first cell you want to select with the mouse pointer to make it the active cell.
3. Click on the rest of the cells you want to select Without releasing the Ctrl key.
4. Once all the desired cells are selected, release the Ctrl key.
5. Do Not click anywhere else with the mouse pointer once you release the Ctrl key or you will
clear the highlight from the selected cells.
6. If you release the Ctrl key too soon and wish to highlight more cells, simply press and hold down
the Ctrl key again and then click on the additional cell(s).
Adding the Current Date in Excel

Keyboard Shortcut - Enter the Current Date
Adding the Current Date using a Keyboard Shortcut
1. Click on the cell where you want the date to go.
3. Press and release the semi colon key ( ; ) on the keyboard without releasing the Ctrl key.
4. Release the Ctrl key.
5. The current date should be added to the worksheet in cell E2.
6. Press and release the ENTER key on the keyboard to complete the entry of the date into the cell.
Note: This keyboard shortcut does not use a function such as the TODAY( ) function to add the
date to the spreadsheet.
Excel 2007 TODAY Function

Add Today's Date to an Excel Spreadsheet
The TODAY function, one of Excel's date and time functions, is used to add today's date to a
spreadsheet.
The syntax for the TODAY function is:
=TODAY( )
Note: The TODAY function takes no arguments.
Example Using Excel's TODAY Function:
Note: For help with this example, see the image above.
1. Click on cell D1 - the location where the results will be displayed.
2. Click on the Formulas tab.

3. Choose Date & Time from the ribbon to open the function drop down list.
4. Click on TODAY in the list to bring up the function's dialog box.
5. Click OK.
6. Today's date should appear in cell D1.
7. When you click on cell D1 the complete function =TODAY( ) appears in the formula bar
above the worksheet.
How to Add in Excel

Adding Numbers in Excel
To add two or more numbers in Excel you need to create a formula. Two important points to
remember about Excel formulas:
 formulas in Excel always begin with the equal sign ( = )

 the equal sign always goes in the cell where you want the answer to go
Use Cell References in Formulas
Even though you can use numbers directly in a formula, it is much better to use the references or
addresses of the cells containing the numbers you want to add. If you use the cell references
rather than the actual data, later, if you need to change the data in either cell, the results of the
formula will update automatically without you having to rewrite the formula.
Setting Up the Addition Formula
As an example, lets create a formula in cell C1 that will add the contents of cell B1 from cell A1.
Our formula:
=A1 + B1
Our data:
 place the number 20 in cell A1

 place the number 10 in cell B1
Formula Steps
To add 10 to 20 and have the answer appear in cell C1:

1. Type an equal sign in cell C1.
2. Click on cell A1 with the mouse pointer.
3. Type the plus sign ( ) in cell C1.
4. Click on cell B1 with the mouse pointer.
5. Press the ENTER key on the keyboard.
6. The answer 30 should be present in cell C1.
7. Even though you see the answer in cell C1, if you click on that cell you will see our
formula in the formula bar above the work area.
To expand your formula to include additional operations - such as subtraction, multiplication, or

more additions- just continue to add the correct mathematical operator followed by the cell
reference containing your data.
Note: Before you mix different mathematical operations, be sure you understand the order of
operations that Excel follows when evaluating a formula.
How to Subtract in Excel
How to Subtract in Excel
Subtracting Numbers in Excel
Related article: Subtract Dates in Excel.
To subtract two or more numbers in Excel you need to create a formula.
Two important points to remember about Excel formulas:
1. Formulas in Excel always begin with the equal sign ( = ).
2. The equal sign is always typed into the cell where you want the answer to appear.
Even though you can use numbers directly in a formula, it is much better to use the cell
references of the numbers you want to subtract.
If you use the cell references rather than the actual data, later, if you need to change the data in
either cell, the results of the formula will update automatically without you having to rewrite the
formula.
Setting Up the Subtraction Formula
As an example, let's create a formula in cell E3 that will subtract the contents of cell E2 from cell
E1.
Note: For help with these instructions, see the image above.
Our formula:
= E1 - E2
Our data:
 type the number 20 in cell E1 and press the ENTER key on the keyboard.
 type the number 10 in cell E2 and press the ENTER key on the keyboard.
Formula Steps
To subtract 10 from 20 and have the answer appear in cell E3:
1. Click on cell E3 with the mouse pointer to make it the active cell
2. Type the equal sign ( = ) in cell E3 to begin the formula.
3. Click on cell E1 with the mouse pointer to add that cell reference to the formula after the equal
sign.
4. Type a minus sign ( - ) in cell after the cell reference E1.
5. Click on cell E2 with the mouse pointer to add that cell reference to the formula after the minus
sign.
7. The answer 10 should be present in cell E3.
8. Even though you see the answer in cell E3, if you click on that cell you will see our formula in the
formula bar above the work area.
9. To test the value of using cell references in a formula, change the number in cell E2 from 10 to 5
and press the ENTER key on the keyboard.
10. The answer in cell E3 should automatically update to 15 to reflect the change in data in cell E2.
To expand your formula to include additional operations - such as addition, multiplication, or

more subtractions - just continue to add the correct mathematical operator followed by the cell
reference containing your data.
How to Multiply in Excel
Multiplying Numbers in Excel
Multiplying Numbers in Excel

To multiply two or more numbers in Excel you need to create a formula. Important points to
remember about Excel formulas:

 the multiplication sign in Excel is the asterisk ( * )
Even though you can use numbers directly in a formula, it is much better to use the references or
addresses of the cells containing the numbers you want to add.
By using cell references rather than the actual data in your formula, later, if you need to change
your data, the results of the formula will update automatically without you having to rewrite the
formula.
Setting Up the Multiplication Formula
As an example, lets create a formula in cell C1 that will multiply the contents of cell B1 from
cell A1.
Our formula: = D1 * D2
Our data:
 type the number 20 in cell D1

 type the number 10 in cell D2
Formula Steps
To multiply 10 to 20 and have the answer appear in cell E1:
1. Type an equal sign in cell E1.

2. Click on cell D1 with the mouse pointer.
3. Type an asterisk sign ( * ) in cell E1.
7. Even though you see the answer in cell E1, if you click on that cell you will see our
To expand your formula to include additional operations - such as subtraction or addition - just
continue to add the correct mathematical operator followed by the cell reference containing your
data.
How to Divide in Excel

By Ted French, About.com Guide
Excel Division
To divide two numbers in Excel you need to create a formula. Important points to remember
about Excel formulas:

 the division symbol is the forward slash ( / )
Even though you can use numbers directly in your division formula, it is much better to use the
references or addresses of the cells containing your data. If you use the cell references rather than
the actual data, later, if you need to change the data in either cell, the results of the formula will
update automatically without you having to rewrite the formula.
Setting Up the Division Formula
As an example, lets create a formula in cell E1 that will divide the contents of cell C1 by cell D1.
Our formula:
=C1 / D1
Our data:
 place the number 20 in cell C1

 place the number 10 in cell D1
Division Formula Steps
To divide 20 by 10 and have the answer appear in cell E1:
1. Type an equal sign in cell E1.

2. Click on cell C1 with the mouse pointer.
3. Type the division sign ( / ) in cell E1.
7. Even though you see the answer in cell E1, if you click on that cell you will see our
To expand your formula to include additional operations - such as subtraction or addition - just
continue to add the correct mathematical operator followed by the cell reference containing your
data.
Excel 2007 Formulas Step by Step Tutorial

Excel 2007 Step by Step Formula Tutorial
Basic Excel 2007 Formula Tutorial
Basic Excel 2007 Formula Tutorial: Step 1 of 3

The following example creates a basic formula. The steps used to create this basic formula are
the same ones to follow when writing more complex formulas. The formula will add the numbers
3 + 2. The final formula will look like this:
= E1 + E2
Step 1: Entering the data
Note: For help with this tutorial refer to the image above.
1. Type a 3 in cell E1 and press the ENTER key on the keyboard.
2. Type a 2 in cell E2 and press the ENTER key on the keyboard.
asic Excel 2007 Formula Tutorial: Step 2 of 3
© Ted French
When creating formulas in Microsoft Excel, you ALWAYS start by typing the equal sign. You
type it in the cell where you want the answer to appear.
Note: For help with this example refer to the image above.
1. Click on cell E3 (outlined in black in the image) with your mouse pointer.
2. Type the equal sign ( = ) in cell E3.
asic Excel 2007 Formula Tutorial: Step 3 of 3
Following the equal sign, we add in the cell references of the cells containing our data.
By using the cell references of our data in the formula, the formula will automatically update the
answer if the data in cells E1 and E2 changes.
The best way of adding cell references is by using the Excel feature called pointing. Pointing
allows you to click with your mouse on the cell containing your data to add its cell reference to
the formula.
After the equal sign added in step 2
1. Click on cell E1 with the mouse pointer to enter the cell reference into the formula.
2. Type a plus ( + ) sign.
3. Click on cell E2 with the mouse pointer to enter the cell reference into the formula.
5. The answer 5 should appear in cell E3.
6. Click on cell E3. The formula = E1 + E2 is shown in the formula bar above the worksheet.
Mathematical Operators in Excel Formulas

The mathematical operator keys on the number pad are used to create Excel Formulas.
Mathematical Operators
Creating formulas in Microsoft Excel is not difficult. Just combine the cell references of your
data with the correct mathematical operator.
The mathematical operators used in Excel formulas are similar to the ones used in math class.
 Subtraction - minus sign ( - )

 Addition - plus sign ( + )
 Division - forward slash ( / )
 Multiplication - asterisk ( * )
 Exponentiation - caret ( ^ )
 Excel Order of Operations

 Basic Excel 2007 Formula Tutorial
 © Ted French
 Excel Order of Operations
 If more than one operator is used in a formula, there is a specific order that Excel will
follow to perform these mathematical operations. This order of operations can be
changed by adding brackets to the equation. An easy way to remember the order of
operations is to use the acronym:
 BEDMAS
 The Order of Operations is:
 Brackets
Exponents
Division
Multiplication
Addition
Subtraction
 How the Order of Operations Works
 Any operation(s) contained in brackets will be carried out first followed by any
exponents.
 After that, Excel considers division or multiplication operations to be of equal
importance, and carries out these operations in the order they occur left to right in the
equation.
 The same goes for the next two operations – addition and subtraction. They are
considered equal in the order of operations. Which ever one appears first in an equation,
either addition or subtraction, is the operation carried out first.
Excel 2007 NOW Function

Add Today's Date and/or Time to an Excel Spreadsheet
Excel 2007 NOW Function
The NOW function, one of Excel's date and time functions, is used to add the current time and
date to a spreadsheet.
The syntax for the NOW function is:
= NOW ( )
Note: The NOW function takes no arguments.
Example Using Excel's NOW Function:
1. Click on cell D1 - the location where the results will be displayed.
3. Choose Date & Time from the ribbon to open the function drop down list.
4. Click on NOW in the list to bring up the function's dialog box.

5.
6. Click OK.
7. The current time and date should appear in cell D1.
8. When you click on cell D1 the complete function = NOW ( ) appears in the formula bar
SUM and AutoSUM Step by Step Tutorial

Functions Tutorial - Overview
Using Excel's SUM Function and AutoSUM Feature
Using Excel's SUM and Auto SUM Functions

In this tutorial we will add up several columns and rows of data in our spreadsheet using the
SUM function and the Auto SUM button on the standard toolbar in Excel.
basic Calculations in Excel Spreadsheets

Basic Excel 2007 Spreadsheet Tutorial
Excel 2007 Step by Step Tutorial
Entering Data into Excel 2007
Excel 2007 Spreadsheet Tutorial

Entering Data into Excel 2007
Note: For help on these steps, refer to the image above.
Entering data into a spreadsheet is always a three step process. These steps are:
1. Click on the cell where you want the data to go.
2. Type your data into the cell.
3. Press the ENTER key on the keyboard or click on another cell with the mouse.
For this tutorial
To follow this tutorial, enter the data listed below into a blank spreadsheet using the following
steps:
1. Open a blank Excel spreadsheet file.
2. Select the cell indicated by the cell reference provided.
3. Type the corresponding data into the selected cell.
4. Press the Enter key on the keyboard or click on the next cell in the list with the mouse.
Cell Data
A2 - Deduction Calculations for Employees
A8 - Last Name
A9 - Smith B.
A10 - Wilson C.
A11 - Thompson J.
A12 - James D.
B4 - Date:
B6 - Deduction Rate:
B8 - Gross Salary
B9 - 45789
B10 - 41245
B11 - 39876
B12 - 43211
C6 - .06
C8 - Deduction
D8 - Net Salary
Widening Columns in Excel 2007
Excel 2007 Step by Step Spreadsheet Tutorial
Widening Columns in Excel 2007
After entering the data you will probably find that several words, such as Deductions, are too
wide for a cell. To correct this so that the entire word is visible:
1. Place the mouse pointer on the line between columns C and D in the column header.
2. The pointer will change to a double - headed arrow.

3. Click with the left mouse button and drag the double - headed arrow to the right to widen
column C.
4. Widen other columns to show data as needed.
Adding the Date and a Range Name
Using a Date Function in Excel 20007
Adding the Date in Excel 2007
It is normal to add the date to a spreadsheet. Built into Excel 2007 are a number of DATE
functions that can be used to do this. In this tutorial we will use the TODAY function.
1. Click on cell C4.
3. Click on the Date & Time option on the ribbon to open the list of date functions.
4. Click on the Today function.
5. Click OK on the Functions Arguments dialog box.
6. Today's date should be added to the spreadsheet
Adding a Range Name in Excel 2007
1. Select cell C6 in the spreadsheet.
2. Click on the Name Box.
3. Type "rate" (no quotes) in the Name Box.

4. Cell C6 now has the name of "rate". We will use the name to simplify creating formulas in the
next step.
Adding Formulas in Excel 2007
The Fill Handle in Excel 2007
Writing the employee deductions formula
1. Click on cell C9.
2. Type in the formula = B9 * rate and press the Enter key on the keyboard.
Writing the net salary formula
1. Click on cell D9.
2. Type in the formula = B9 - C9 and press the Enter key on the keyboard.
 Additional formula information:

Excel 2007 Formulas Step by Step Tutorial
Copying the formulas in cells C9 and D9 to other cells
1. Click on cell C9 again.
2. Move the mouse pointer over the fill handle (a small black dot) in the bottom right corner of the
active cell.
3. When the pointer changes to a black "plus sign", click and hold down the left mouse button and
drag the fill handle down to cell C12.
4. Click on cell D9.

5. Repeat steps 2 and 3 and drag the fill handle down to cell D12.
Excel 2007 Formatting - Applying Styles
Applying Formatting in Excel 2007
Excel 2007 Formatting - applying styles
1. Drag select cells A2 to D2.
2. Click on the Home tab.
3. Click on the Cell Styles option on the ribbon to open the cell styles option menu.
4. Choose the blue Accent1 option in the bottom left part of the menu box to change the
background color of cells A2 - D2 to dark blue and the text in these cells to white.
5. Drag select cells A8 to D8.
6. Repeat steps 2 - 4 above.
Excel 2007 Formatting - Changing Data Alignment

Alignment Formatting in Excel 2007
Excel 2007 Formatting - Changing Data Alignment
1. Drag select cells A2 - D2.
3. Click on the Merge and Center option in the Alignment section of the ribbon to center the title.
4. Drag select cells B4 - B6.
5. Click on the Align text right option on the ribbon to right align the data in these cells.
6. Drag select cells A9 - A12.
7. Click on the Align text right option on the ribbon to right align the data in these cells.
8. Drag select cells A8 - D8.
9. Click on the Center option on the ribbon to center the data in these cells.
10. Drag select cells B9 - D12.
11. Click on the Center option on the ribbon to center the data in these cells.
Excel 2007 Formatting - Number Formatting
Font Formatting in Excel 2007
Excel 2007 Formatting - number formatting

Number formatting refers to the addition of currency symbols, decimal markers, percent signs,
and other symbols that help to identify the type of data present in a cell and to make it easier to
read.
In this step we add percent signs and currency symbols to our data.
Adding the percent symbol
1. Select cell C6.
3. Click on the Percent style option on the ribbon.
4. The data in cell C6 should now read as 6%.
Adding the currency symbol
1. Drag select cells B9 - D12.
2. Click on the General option on the ribbon to open the Number Format drop down list.
3. Select Currency from the list.
4. The data in cells B9 - D12 should now show the dollar symbol ( $ ) and two decimal places.
Excel 2007 Formatting - Changing Font Color
Number Formatting in Excel 2007
Excel 2007 Formatting - Changing font color
1. Drag select cells B4 - C6 on the spreadsheet.

3. Click on the Font color option on the ribbon to open the font color drop down list.
4. Choose Dark Blue, Text 2 to change the color of the data in these cells to dark blue.
5. Drag select cells A9 - D12 on the spreadsheet.
6. Repeat steps 3 and 4 above.
7. At this point, if you have followed all the steps of this tutorial correctly, your spreadsheet should
resemble the spreadsheet pictured in Step 1 of this tutorial.
Parts of the Excel 2007 Screen

Excel 2007
Apply Percent Formatting
Applying percent formatting using a keyboard shortcut
This Excel tip covers applying Percent formatting to selected cells in an Excel spreadsheet using
a keyboard shortcut.
The key combination that can be used to apply currency formatting to data is:
 Ctrl + Shift + 5
Example of How to Apply Percent Formatting using a Keyboard Shortcut
1. Add the following data to cells A1 to B2: .98, -.34, 1.23, .03
2. Drag select cells A1 to B2 to highlight them.
3. Press and hold down the Ctrl and Shift keys on the keyboard.
4. Press and release the number five key ( 5 ) on the keyboard without releasing the Ctrl
and Shift keys.
5. In cells A1 to B2 the data should be converted to a percent with the percent sign ( % )
added to the data.
Hide Columns in Excel

Hiding Columns in Excel Using a Keyboard Shortcut
Example of How to Hide Columns using a Keyboard Shortcut
1. Enter the following data into cells D1 to F1: January, February, March.
2. Click on cell E1 with the mouse to highlight it.
4. Press and release the zero " 0 " key without releasing the Ctrl key.
5. Column E should now be hidden from view - along with the data (February) it contains in
cell E1.
Note: The data in E1 has not been deleted. It can still be referenced in such things as formulas
and charts even though it has been hidden.
Unhide Columns in Excel

Example of How to Unhide Columns using a Keyboard Shortcut

1. Before you can unhide columns, it is necessary to hide columns in Excel.
2. Once you have hidden one or more columns, drag select the columns on either side of the
hidden column(s).
3. Press and hold down the Ctrl and the Shift keys on the keyboard.
4. Press and release the zero key ( 0 ) on the keyboard without releasing the Ctrl and Shift
keys.
5. The hidden column(s) will reappear in the spreadsheet.
Formatting the Date
Applying the Date Format Using a Keyboard Shortcut
\Formatting the Date using a Keyboard Shortcut
1. Add the desired date to a cell in an Excel spreadsheet.
2. Click on the cell to make it the active cell.
3. Press and hold down the Ctrl and Shift keys on the keyboard.
4. Press and release the number sign key ( # ) on the keyboard without releasing the Ctrl
and Shift keys.
5. The date in the active cell will be formatted in the day, month, year format.
Add Borders in Excel
Add Borders to Cells Using a Keyboard Shortcut
This Excel tip covers how to add a border to selected cells in an Excel spreadsheet using a
keyboard shortcut.
Related article: Adding/Formatting Borders in Excel 2007.
Example of How to Add Borders using a Keyboard Shortcut
1. Enter the numbers 1 to 9 into cells D2 to F9.
2. Drag select cells D2 to F9 to highlight them.
3. Press and hold down the Ctrl and the Shift keys on the keyboard.
4. Press and release the number seven key ( 7 ) on the keyboard without releasing the Ctrl
and Shift keys.
5. Cells D2 to F9 should be surrounded by a black border.
Excel 2007 Pie Chart / Pie Graph Tutorial

Create a Pie Chart / Pie Graph in Excel 2007
Related article: Excel 2003 Pie Chart Tutorial.
One change to creating a pie chart or pie graph in Excel 2007 is that the Chart Wizard is no
longer available.
It has been replaced by chart options listed under the Insert ribbon.
This tutorial walks you through creating and formatting a pie chart using many of the common
features available in Excel 2007.
Entering the Chart Data
Excel 2007 Pie Chart
Enter the Chart Data
The first step in creating a pie chart is to enter the data into the worksheet.
When entering the data, keep these rules in mind:
1. Don't leave blank rows or columns when entering your data.
2. Enter your data in columns.

o Note: When laying out your spreadsheet, list the names describing the data in one
column and, to the right of that, the data itself.
3. A pie chart is a percentage chart, so only one series of data will be used in the chart. If there is
more than one column of data, try to list the data to be used in the chart next to the column
containing the list of names in order to simplify creating the chart.
Select the Pie Chart Data
Two Options for Selecting the Chart Data
Using the mouse
1. Drag select with the mouse button to highlight the cells containing the data to be included in the
pie chart.
Using the keyboard
1. Click on the top left of the pie charts's data.

2. Hold down the SHIFT key on the keyboard.
3. Use the arrow keys on the keyboard to select the data to be included in the pie chart.
Note: Be sure to select any column and row titles that you want included in the chart.
For this tutorial
1. Highlight the block of cells from A2 to B5, which includes the row headings.
Selecting a Pie Chart Type

Selecting a Pie Chart Type
Note: For help with these instructions, see the image example above.
1. Click on the Insert ribbon tab.
2. Click on a chart category to open the drop down list of available chart types.
(Hovering your mouse pointer over a chart type will bring up a description of the chart type).
3. Click on a chart type to select it.
For this tutorial
1. Choose Insert > Pie > Pie in 3-d.
2. A basic pie chart is created and placed on your worksheet. The following pages cover formatting
this chart to match the pie chart shown in Step 1 of this tutorial.

The Basic Pie Chart
© Ted French
Formatting the Pie Chart - 1
When you click on a chart, three tabs - the Design, Layout, and Format tabs are added to the
ribbon under the title of Chart Tools.
Choosing a style for the Pie chart
1. Click on the pie chart.
2. Click on the Design tab.
3. Choose Style 6 of the Chart Styles
. Return to the format options list
Exploding a piece of the pie chart

Note: Exploding a piece of pie out from the rest of the chart is done to emphasize that section.
1. Click once on the pie chart to highlight it.
2. Click once on the Peanut Butter slice of the pie chart to select just that piece of the chart.
3. Click and drag the Peanut Butter slice out from the pie chart to explode it.
When you click on a chart, three tabs - the Design, Layout, and Format tabs are added to the
ribbon under the title of Chart Tools.
Choosing a style for the Pie chart
1. Click on the pie chart.
2. Click on the Design tab.
3. Choose Style 6 of the Chart Styles
Exploding a piece of the pie chart
Note: Exploding a piece of pie out from the rest of the chart is done to emphasize that section.
1. Click once on the pie chart to highlight it.
2. Click once on the Peanut Butter slice of the pie chart to select just that piece of the chart.
3. Click and drag the Peanut Butter slice out from the pie chart to explode it.
Adding a title to the chart
1. Click on the Layout tab.
2. Click on Chart Title under the Labels section.
3. Select the third option - Above Chart.
4. Type in the title "The Cookie Shop 2003 Revenue from Sales"
Remove the legend
1. Choose Layout > Legend > None.
Return to the format options list
Adding data labels to the chart
1. Choose Layout > Data Labels > Best Fit to add data labels.
2. Choose Layout > Data Labels > More Data Label Options to bring up the Format Data Labels
dialog box.
3. Remove the check marks from Value and Show Leader Lines under Label Options in the right
hand window.
4. Check off Category Name and Percentage under Label Options in the right hand window.
© Ted French
Adding a title to the chart
1. Click on the Layout tab.
2. Click on Chart Title under the Labels section.
3. Select the third option - Above Chart.
4. Type in the title "The Cookie Shop 2003 Revenue from Sales"
Remove the legend
1. Choose Layout > Legend > None.
Adding data labels to the chart
1. Choose Layout > Data Labels > Best Fit to add data labels.
2. Choose Layout > Data Labels > More Data Label Options to bring up the Format Data Labels
dialog box.
3. Remove the check marks from Value and Show Leader Lines under Label Options in the right
hand window.
4. Check off Category Name and Percentage under Label Options in the right hand window.
© Ted French
Adding a drop shadow to the title
1. Drag select the chart title.
2. Click on the Format ribbon tab.
3. Choose Text Effects > Shadow > Offset Right.
Coloring the chart background
1. Click on the chart background.
3. Choose Shape Fill > Gradient > Theme Colors > Purple, Accent 4, Lighter 80%.
4. Click on the Shape Fill > Gradient > From Center option.

© Ted French
Adding a drop shadow to the title
1. Drag select the chart title.
3. Choose Text Effects > Shadow > Offset Right.
Coloring the chart background
3. Choose Shape Fill > Gradient > Theme Colors > Purple, Accent 4, Lighter 80%.
4. Click on the Shape Fill > Gradient > From Center option.
Beveling the chart edge

3. Choose Shape Effects > Bevel > Divot.
Formatting the Column Chart - 3
Excel 2007 Column Chart
© Ted French
Coloring the chart floor
1. Click on the chart background to select it.
2. Click on the Layout ribbon tab.
3. Choose Chart Elements > Floor to select the floor area of the chart.
4. Click on Format Selection to bring up the Format Floor dialog box.
5. Choose Fill > Solid Fill to add a blue color to the floor.
6. Click Close.
Hiding the vertical axis
1. Choose Chart Elements > Vertical (Value) Axis to select the chart's vertical axis.
2. Click on Format Selection to bring up the Format Axis dialog box.

3. Choose Line Color > No Line.
4. Click Close.
Applying 3-d rotation to the chart
1. Choose Chart Elements > Chart Area to select the chart.
2. Click on Format Selection to bring up the Format Chart Area dialog box.
3. Choose 3-D Rotation in the left hand window.
4. In the right hand window, set the rotation to:

o X - 50
o Y - 20
Your chart should, at this point, match the column chart shown in Step 1 of this tutorial.
Excel 2007 Column Chart
© Ted French
Coloring the chart floor
1. Click on the chart background to select it.

2. Click on the Layout ribbon tab.
3. Choose Chart Elements > Floor to select the floor area of the chart.
4. Click on Format Selection to bring up the Format Floor dialog box.
5. Choose Fill > Solid Fill to add a blue color to the floor.
6. Click Close.
Hiding the vertical axis
1. Choose Chart Elements > Vertical (Value) Axis to select the chart's vertical axis.
2. Click on Format Selection to bring up the Format Axis dialog box.
3. Choose Line Color > No Line.
4. Click Close.
Applying 3-d rotation to the chart
1. Choose Chart Elements > Chart Area to select the chart.
2. Click on Format Selection to bring up the Format Chart Area dialog box.
3. Choose 3-D Rotation in the left hand window.
4. In the right hand window, set the rotation to:

o X - 50
o Y - 20
Your chart should, at this point, match the column chart shown in Step 1 of this tutorial.
Excel 2007 Standard Deviation (STDEV)

Function
Calculate Standard Deviation in Excel
Excel's Standard Deviation Function
The standard deviation is a statistical tool that tells you roughly how far, on average, each
number in your list of data varies from the average value of the list itself.
Since standard deviation and average are so closely linked, the step by step example for this
tutorial includes how to find the average value as well as the standard deviation for a list of
numbers.
Related article: Excel 2007 AVERAGE Function
The syntax for the Standard Deviation function is:
= STDEV ( Number1, Number2, ... Number255)
Number1, Number2, ... Number255 can be numbers or cell references to a list of data. Up to 255
arguments can be entered.
Example Using Excel's STANDARD DEVIATION and AVERAGE Functions:
Note: For help with this example, see the image above.
1. Enter the following data into cells E1 to E6: 11, 12, 13, 14, 15, 16.
2. In cell D7 enter the heading Average: and in cell D8 Std Dev:
Calculating the Average Value
1. Click on cell C7 - the location where the AVERAGE function will be entered.
3. Choose More Functions > Statistical from the ribbon to open the function drop down list.
4. Click on AVERAGE in the list to bring up the function's dialog box.
5. Drag select cells E1 to E6 in the spreadsheet to enter the range into the dialog box.
6. Click OK.
7. The answer 13.5, which is the average value for the data in cells E1 to E6, should appear in cell
E7.
Calculating the Standard Deviation
1. Click on cell E8 - the location where the STDEV function (standard deviation) will be entered.
3. Choose More Functions > Statistical from the ribbon to open the function drop down list.
4. Click on STDEV in the list to bring up the function's dialog box.
5. Drag select cells E1 to E6 in the spreadsheet to enter the range into the dialog box.
6. Click OK.
7. The answer 1.870828693 should appear in cell E7.
8. This number (approximately 1.87) represents the standard deviation of each number in the list
from the average value of 13.5.
9. When you click on cell E8 the complete function = STDEV ( E1:E6 ) appears in the formula bar
Data for the Excel 2007 Nested IF Function

Step by Step Tutorial
Nested IF Function in Excel
Note: - This article gives instructions for copying the sample data shown below into an Excel
worksheet. The data accompanies the Excel 2007 Nested IF Function Step by Step Tutorial.
1. Drag select the data in the table below to highlight all of it. Be sure to select the entire table -
including the empty cells in the bottom right corner.
2. Choose Edit > Copy from the menu in your web browser.
3. Open Excel 2007.
4. Click on cell D1 in the worksheet to make it the active cell.
6. Click on the down arrow below the Paste button on the ribbon to open the drop down menu.
7. Choose Paste Special from the menu to open the Paste Special dialog box.
8. Choose Paste as Text from the options in the dialog box.
9. Your may have to widen columns in order to see all of the data.
Each piece of data should be pasted into a separate cell in the worksheet. The data should fill the
range D1 to F6.
If your data does not end up in cells D1 to F6 it probably means you didn't use Paste Special
correctly. Use Excel's Undo feature to remove the data and then try steps 4 to 8 above again.
Tutorial Data for the Excel 2007 IF Function Step by Step Tutorial
Deduction Calculations For Employees
Deduction Rate
<$30,000: 6%
$30,000 to $49,999: 8%
>=$50,000: 10%
Name Salary Deduction
Smith B. $45,987
Wilson C. $23,412
Thompson J. $67,265
James R. $27,354
Ramirez A. $34,678
Excel HLOOKUP Tutorial List
Step by Step Tutorials for using HLOOKUP in Excel
Excel's HLOOKUP function, which stands for horizontal lookup, can help you find specific
information in large data tables such as an inventory list of parts or a large membership contact
list.
This tutorial list includes step by step examples of how to use HLOOKUP to return fields of data
from an Excel database.
How to Use HLOOKUP in Excel 2007
Excel HLOOKUP Function
This tutorial covers how to setup and use the Excel HLOOKUP function in Excel 2007 to
retrieve data from a database. The tutorial includes a step by step example including screen shots
of how to use HLOOKUP in Excel 2007.
Text version - Excel 2007 HLOOKUP Function
Excel HLOOKUP Function
This text only tutorial covers how to setup and use the Excel HLOOKUP function in Excel 2007
to retrieve data from a database. The tutorial includes a step by step example of how to use
HLOOKUP in Excel 2007.

How to Use the HLOOKUP Function
How to Use HLOOKUP in Excel
Entering the Tutorial Data
Enter the Tutorial Data
When entering the data into an Excel worksheet, there are some general rules to follow:
1. Whenever possible, don't leave blank rows or columns when entering your data.
o Leaving blank rows and columns in data tables can make it difficult to use a number of
Excel's functions - including HLOOKUP.
2. Enter your data in rows.

o When laying out your worksheet, list the names describing the data in the first row of
the table and, to the beneath that, the data itself.
o If there is more than one data series, list them one after the other in rows with the title
for each data series in the first cell at the left.
For this tutorial
1. Enter the data as seen in the image above into cells D4 to I5.
o The first row of data (row 4) contains the part names. The second row (row 5) the price
of each part.

Starting the HLOOKUP Function
Adding Headings for the HLOOKUP Function
Before starting the HLOOKUP function it is usually a good idea to add headings to the
worksheet to show what data is being retrieved by HLOOKUP. For this tutorial enter the
following headings into the cells indicated. The HLOOKUP function and the data it retrieves
from the database will be located in cells to the right of these headings.
D1 - Part Name
E1 - Price
Opening the HLOOKUP Dialog Box
Although it is possible to just type the HLOOKUP function into a cell in a worksheet, many
people find it easier to use the function's dialog box.
For this tutorial:
1. Click on cell E2 to make it the active cell. This is where we will start the HLOOKUP function.

3. Choose Lookup & Reference from the ribbon to open the function drop down list.
4. Click on HLOOKUP in the list to bring up the function's dialog box.
The data that we enter into the four blank rows in the dialog box will form the arguments of the
HLOOKUP function. These arguments tell the function what information we are after and where
it should search to find it.

The Lookup Value
© Ted French
The Lookup Value
The first argument is the Lookup_value. It tells HLOOKUP about which item in the database we
are seeking information. The Lookup_value is located in the first row of the selected range.
The information that HLOOKUP will return is always from the same column of the database as
the Lookup_value.
The Lookup_value can be a text string, a logical value (TRUE or FALSE only), a number, or a
cell reference to a value.
For this tutorial
Note: For help with these instructions, click on the image above.
1. Click on the Lookup_value line in the dialog box
2. Click on cell D2 to add this cell reference to the Lookup_value line. This is the cell where we will
type the part name about which we are seeking information.

See More About:
 excel hlookup
 excel lookup and reference functions
5 of 9
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The Table Array
© Ted French
The Table Array
The Table_array argument is the range of data that the HLOOKUP function searches to find your
information. Note that this range does not need to include all rows or even the first row of a
database.
The Table_array must contain at least two rows of data though, with the first row containing the
Lookup_value (see previous step).
If you enter cell references for this argument it is a good idea to use absolute cell references.
Absolute cell references are denoted in Excel by the dollar sign ( $ ). An example would be
$E$4.
If you don’t use absolute references and you copy the HLOOKUP function to other cells, there is
a chance you will get an error messages in the cells to which the function is copied.
For this tutorial
1. Click on the Table_array line in the dialog box.
2. Drag select cells E4 to I5 in the spreadsheet to add this range to the Table_array line. This is the
range of data that HLOOKUP will search.
3. Press the F4 key on the keyboard to make the range absolute ($E$4 : $I$5).

The Row Index Number
© Ted French
The Row Index Number
The row index number argument ( Row_index_num ) indicates which row of the Table_array
contains the data you are after.
For example:
 if you enter a 1 into the row index number, HLOOKUP returns a value from the first column in
table_array;
 if the row index number is 2, it returns a value from the second row in table_array.
For this tutorial
1. Click on the Row_index_num line in the dialog box
2. Type a 2 in this line to indicate that we want HLOOKUP to return information from the second
row of the table array.

The Range Lookup
© Ted French
The Range Lookup Value
The Range_lookup argument is a logical value (TRUE or FALSE only) that indicates whether
you want HLOOKUP to find an exact or an approximate match to the Lookup_value.
 If TRUE or if this argument is omitted, HLOOKUP will use an approximate match if it cannot find
an exact match to the Lookup_value. If an exact match is not found, HLOOKUP returns the next
largest value that is less than the Lookup_value.
 If FALSE, HLOOKUP will only use an exact match to the Lookup_value. If there are two or more
values in the first column of Table_array that match the Lookup_value, the first value found is
used. If an exact match is not found, a #N/A error is returned.
For this tutorial
1. Click on the Range_lookup line in the dialog box
2. Type the word False in this line to indicate that we want HLOOKUP to return an exact match for
the data we are seeking.
3. Click OK to close dialog box.

4. If you have followed all the steps of this tutorial you should now have a complete HLOOKUP
function in cell E2.

Using HLOOKUP to Retrieve Data
© Ted French
Using HLOOKUP to Retrieve Data
Once the HLOOKUP function has been completed it can be used to retrieve information from
the database.
To do so, type the name of the item you wish to retrieve into the Lookup_value cell and press the
ENTER key on the keyboard.
HLOOKUP uses the Row Index Number to determine which item of data should be shown in
cell E2.
For this tutorial
1. Click on cell E1 in your spreadsheet.
2. Type Bolt into cell E1 and press the ENTER key on the keyboard.
3. The price of a bolt - $1.54 - should be displayed in cell E2.
4. Test the HLOOKUP function further by typing other parts names into cell E1 and comparing the
data returned in cell E2 with the prices listed in cells E5 to I5.
Excel HLOOKUP Error Messages
© Ted French
Excel HLOOKUP Error Messages
The following error messages are associated with HLOOKUP.
#N/A error :
 This error is displayed if the lookup value is not found in the first column of the table array.
 It will also be displayed if the range for the table array argument is inaccurate. If this argument
includes empty rows above the table array.
#REF!:
 This error is displayed if the row index number argument is greater than the number of rows in
table array. In the image above, the #REF! error occurs because the row index number is set to 3
while there are only two rows in the Table_array.
This completes the tutorial on creating and using the HLOOKUP function in Excel 2007.
Excel 2007 VLOOKUP Step by Step Tutorial

Excel 2007 VLOOKUP Function Tutorial
Excel 2007's VLOOKUP Function
© Ted French
Overview of Excel 2007 VLOOKUP Function
Related Tutorial: Text only version - Excel 2007 VLOOKUP Function
Excel's VLOOKUP function, which stands for vertical lookup, can help you find specific
information in large data tables such as an inventory list of parts or a large membership contact
list.
Following the steps in the tutorial topics below walk you through using the VLOOKUP function
to find specific information in a spreadsheet table.
Tutorial Topics
 Entering Tutorial Data
 Opening the VLOOKUP dialog box
 The Lookup Value

 The Table Array
 The Column Index Number
 The Range Lookup
 Using the VLOOKUP Function
 Excel VLOOKUP Error Messages
Entering the Tutorial Data
© Ted French
Enter the Tutorial Data
When entering the data into an Excel worksheet, there are some general rules to follow:
1. Whenever possible, don't leave blank rows or columns when entering your data.
o Leaving blank rows and columns in data tables can make it difficult to use a number of
Excel's functions - including VLOOKUP.
2. Enter your data in columns when possible.
o When laying out your worksheet, place a title describing the data at the top of the first
column of the table with the data below.
o If there is more than one data series, list them one after the other in columns (left to
right) with the title for each data series at the top.
For this tutorial
1. Enter the data as seen in the image above into cells D4 to E10.
o The first column of data (column D) contains the part names. The second column
(column E) the price of each part.
The VLOOKUP Dialog Box
© Ted French
The VLOOKUP Dialog Box
Although it is possible to just type the VLOOKUP function into the cell where you want it
located, many people find it easier to use the function's dialog box.
For this tutorial:
1. Click on cell D1 and type the title Part Name.

2. Click on cell E1 and type the title Price.
3. Click on cell E2 - the location where the results - in this case, the price of a cog - will be
displayed.
5. Choose Lookup & Reference from the ribbon to open the function drop down list.
6. Click on VLOOKUP in the list to bring up the function's dialog box.
The data that we enter into the four blank rows of the dialog box will form the arguments for the
VLOOKUP function. These arguments tell the function what information we are after and where
it should search to find it.
The Lookup Value
© Ted French
The Lookup Value
The lookup value is located in the first column of the table of data. After specifying a subject in
the first column, VLOOKUP will then allow you to search for specific information located in the
same row as the subject.
The lookup value can be a text string, a logical value (TRUE or FALSE only), a number, or a
cell reference to a value.
It is a good idea to use an absolute cell reference for the lookup value.
If you don’t use an absolute reference and you copy the VLOOKUP function to other cells, there
is a good chance you will get error messages in the cells the function is copied to.
For this tutorial
1. Click on the lookup_value line in the dialog box
2. Click on cell D2 to add this cell reference to the lookup_value line. This is the cell where we will
type the part name about which we are seeking information.
3. Press the F4 key on the keyboard to make the cell reference absolute.
The Table Array
© Ted French
The Table Array
The table array is the table of data that the function searches to find your information.
The table array must contain at least two columns of data. The first column contains the lookup
values (see previous step). These values can be text, numbers, or logical values.
On this line in the VLOOKUP dialog box enter the range of cells where the data is located.
It is a good idea to use an absolute cell reference for the table array.
If you don’t use an absolute reference and you copy the VLOOKUP function to other cells, there
is a good chance you will get error messages in the cells the function is copied to.
For this tutorial
1. Click on the table_array line in the dialog box.
2. Drag select cells D5 to E10 in the spreadsheet to add this range to the table_array line. This is
the range of data that VLOOKUP will search.
3. Press the F4 key on the keyboard to make the range absolute.
The Column Index Number
© Ted French
The Column Index Number
The column index number indicates which column of the table array contains the data you are
after.
For example:
 if you enter a 1 into the column index number, VLOOKUP returns a value from the first column
in table_array;
 if the column index number is 2, it returns a value from the second column in table_array.
For this tutorial
1. Click on the Col_index_num line in the dialog box
2. Type a 2 in this line to indicate that we want VLOOKUP to return information from the second
column of the table array.
The Range Lookup
© Ted French
The Range Lookup Value
The range lookup value is a logical value (TRUE or FALSE only) that indicates whether you
want VLOOKUP to find an exact or an approximate match to the lookup value.
 If TRUE or if this argument is omitted, VLOOKUP will use an approximate match if it cannot find
an exact match to the lookup_value. If an exact match is not found, VLOOKUP uses the next
largest lookup value.
 If FALSE, VLOOKUP will only use an exact match to the lookup_value. If there are two or more
values in the first column of table_array that match the lookup value, the first value found is
used. If an exact match is not found, an #N/A error is returned.
For this tutorial
1. Click on the Range_lookup line in the dialog box
2. Type the word False in this line to indicate that we want VLOOKUP to return an exact match for
the data we are seeking.
3. Click OK to close dialog box.
4. If you have followed all the steps of this tutorial you will have a complete VLOOKUP function in
cell E2.
Using the VLOOKUP Function
© Ted French
Using the VLOOKUP Function
To use VLOOKUP to find the cost of different parts listed in the table array, type the name of a
part into cell D2 and press the ENTER key on the keyboard.
The price will be displayed in cell E2.
For this tutorial
1. Click on cell D2 in your spreadsheet.
2. Type Cog into cell D2 and press the ENTER key on the keyboard.
3. The value $20.21 - the price of a cog - should be displayed in cell E2 since we asked VLOOKUP to
return the price of any part name entered into cell D2.
4. Type the name of other parts into cell D2 and their prices should be displayed in cell E2.
Excel VLOOKUP Error Messages
© Ted French
Excel VLOOKUP Error Messages
The following error messages are associated with VLOOKUP.

#N/A error :
 This error is displayed if the lookup value is not found in the first column of the table array.
 It will also be displayed if the range for the table array argument is inaccurate. If this argument
includes empty columns on the left of the table array.
#REF!:
 This error is displayed if the column index number argument is greater than the number of
columns in table array.
Excel 2007 Step by Step Database Tutorial

Excel 2007 Database Overview
Excel 2007 Database Tutorial
© Ted French
Excel 2007 Database Files
Related article: Excel 2003 Step by Step Database Tutorial.
At times, we need to keep track of information and a good place to this is in an Excel database
file. Whether it is a personal list of phone numbers, a contact list for members of an organization
or team, or a collection of coins, cards, or books, an Excel database file makes it easy to enter,
store, and find specific information.
Excel has built it tools to help you keep track of data and to find specific information when you
want it. As well, with its hundreds of columns and thousands of rows, an Excel spreadsheet can
hold an enormous amount of data.
The steps in this tutorial are:
1. Entering the Data - How data is stored
2. Entering Data Correctly - How to avoid common errors
3. Rows are Records - Organizing your data
4. Columns are Fields- Organizing your data (con't)
5. Creating the Table - Create the database
6. Using the Database Tools - Sorting and filtering data
7. Expanding the Database - Adding new records
8. Completing the Database Formatting - Formatting the title and cell color
Tables of data
© Ted French
Tables of data
The basic format for storing data in an Excel database is a table.
Once a table has been created, Excel's data tools can be used to search, sort, and filter records in
the database to find specific information.
To follow this tutorial:
 enter the data as it is shown in the image above.
Tip - To enter the Student ID's quickly:
1. Type the first two ID's - ST348-245 and ST348-246 into cells A5 and A6 respectively.
2. Drag select the two ID's to highlight them.
3. Click on the fill handle and drag it down to cell A13.
4. The rest of the Student ID's should be entered into cells A6 to A13 correctly.
Entering Data Correctly
© Ted French
Leave no Empty Rows or Cells

When enter the data, it is important to ensure that it is entered correctly. Other than row 2
between the spreadsheet title and the column headings, do not leave any other blank rows when
entering your data. Also, make sure that you don't leave any empty cells.
Data errors, caused by incorrect data entry, are the source of many problems related to data
management. If the data is entered correctly in the beginning, the program is more likely to give
you back the results you want.
Rows are Records
© Ted French
Rows are Records
Each individual row of data, in a database is known as a record. When entering records keep
these guidelines in mind:
 Leave no blank rows in the table being created. This includes NOT leaving a blank row between
the column headings and the first row of data.
 A record can contain data about only one specific item.
 A record must also contain ALL the data in the database about that item. There can't be
information about an item in more than one row.
Columns are Fields
© Ted French
Columns are Fields
While rows in an Excel database are referred to as records, the columns are known as fields.
Each column needs a heading to identify the data it contains. These headings are called field
names.
 Field names are used to ensure that the data for each record is entered in the same sequence.
 Make sure that all the data in a column is entered using the same format. If you start entering
numbers as digits (such as 10 or 20) keep it up. Don't change part way through and begin
entering numbers as words (such as ten or twenty). Be consistent.
 Do not leave blank columns in the table.
eating the Table
© Ted French
Create the table
Once the data has been entered, it can be converted into a table. To do so:
1. Drag select the cells A3 to E13 in the spreadsheet.
3. Click on the Format as Table option on the ribbon to open the drop down menu.
4. Choose the blue Table Style Medium 9 option to open the Format as Table dialog box.
5. While the dialog box is open, cells A3 to E13 on the worksheet should be surrounded by the
marching ants.
6. If the marching ants surround the correct range of cells, click Ok in the Format as Table dialog
box.
7. If the marching ants do not surround the correct range of cells, drag select the correct range in
the spreadsheet and then click Ok in the Format as Table dialog box.
8. The table should have the drop down arrows added beside each field name and the table rows
should be formatted in alternating light and dark blue.
Using the Database Tools

© Ted French
Using the Database Tools
Once you have created the database, you can use the tools located under the drop down arrows
beside each field name to sort or filter your data.
Sorting Data
1. Click on the drop down arrow next to the Last Name field name.
2. Click on the Sort A to Z option to sort the database alphabetically.
3. Once sorted, Graham J. should be the first record in the table and Wilson . R should be the last.
Filtering Data
1. Click on the drop down arrow next to the Program field name.
2. Click on the check box next to the Select All option to clear all check boxes.
3. Click on the check box next to the Business option to add a check mark to the box.
4. Click OK.
5. Only two students - G. Thompson and F. Smith should be visible since they are the only two
enrolled in the business program.
6. To show all records, click on the drop down arrow next to the Program field name.
7. Click on the Clear Filter from "Program" option.
Expanding the Database
© Ted French
Expanding the database
To add additional records to your database:
 Place your mouse pointer over the small dot in the bottom right hand corner of the table.
 The mouse pointer will change into a two - headed arrow.
 When this happens, click and hold down the right mouse button and drag the pointer down to
add a blank row to the bottom of the database.
 Add the following data to this new row:
Cell - Data
A14 - ST348-255
B14 - Christopher
C14 - A.
D14 - 22
E14 - Science
Return to Index page
Completing the Database Formatting
© Ted French
To complete the database formatting:
1. Drag select cells A1 to E1 in the spreadsheet.
3. Click on the Merge and Center option of the ribbon to center the title.
4. Click on the Fill Color (looks like a paint can) on the ribbon to open the fill color drop down list.
5. Choose Blue, Accent 1 from the list to change the color of the background in cells A1 - E1 to dark
blue.
6. Click on the Font Color icon on the Formatting Toolbar (it is a large letter " A ") to open the font
color drop down list.
7. Choose White from the list to change the color of the text in cells A1 - E1 to white.
8. Drag select cells A2 - E2 on the spreadsheet.
9. Click on the Fill Color on the ribbon to open the fill color drop down list.
10. Choose Blue, Accent 1, Lighter 80 from the list to change the color of the background in cells A2
- E2 to light blue.
11. Drag select cells A14 - E14 on the spreadsheet.
12. Click on the Center option on the ribbon to center align the text in cells A14 to E14.
13. At this point, if you have followed all the steps of this tutorial correctly, your spreadsheet should
resemble the spreadsheet pictured in Step 1 of this tutorial.
Excel 2007 Pivot Table Tutorial

Pivot Table Overview
© Ted French
Related article: Excel 2003 Pivot Table Tutorial (video).
An Excel pivot table is a versatile reporting tool that makes it easy to extract information from a
large table of data without the use of formulas.
A pivot table is extremely user friendly in that by moving, or pivoting, fields of data from one
location to another using drag and drop we can look at the same data in a number of different
ways.
This tutorial covers creating and using a pivot table to extract different information from one
data sample.
Enter the Pivot Table Data
Enter the Pivot Table Data
Note: For help with these instructions see the image example above.
The first step in creating a pivot table is to enter the data into the worksheet.
When doing so, keep the following points in mind:
 At least three columns of data are needed to create a pivot table.
 It is important to enter data correctly. Errors, caused by incorrect data entry, are the source of
many problems related to data management.
 Leave no blank rows or columns when entering the data. This includes NOT leaving a blank row
between the column headings and the first row of data.
For this tutorial:
Enter the data into cells A1 to D12 as seen in the image above. For those who do not feel like
typing, the data, instructions for copying it into Excel, are available at this link.
Create the Pivot Table

© Ted French
Create the Pivot Table
1. Drag select cells A2 to D12 to highlight them.
2. Click on the Insert tab of the ribbon.
3. Click on the down arrow at the bottom of Pivot Table button to open the drop down list.
4. Click on Pivot Table in the list to open the Create Pivot Table dialog box.
5. By pre-selecting the data range A2 to F12, the Table/Range line in the dialog box should be filled
in for us.
6. Choose Existing Worksheet for the location of the pivot table.
7. Click on the Location line in the dialog box.
8. Click on cell D16 in the worksheet to enter that cell reference into the location line.
9. Click OK.
A blank pivot table should appear on the worksheet with the top left corner of the pivot table in
cell D16.
The Pivot Table Field List panel should open on the right hand side of the Excel window.
At the top of the Pivot Table Field List panel are the field names ( column headings ) from our
data table. The data areas at the bottom of the panel are linked to the pivot table.
Adding Data to the Pivot Table
© Ted French
Adding Data to the Pivot Table
You have two choices when it comes to adding data to the Pivot Table:
 Drag the field names from the Pivot Table Field List panel and drop them on the Pivot Table in
the worksheet.
 Drag the field names to the bottom of the Pivot Table Field List panel and drop them in the data
areas.
The data areas in the Pivot Table Field List panel are linked to corresponding areas of the pivot
table. As you add the field names to the data areas, your data is added to the pivot table.
Depending on which fields are placed in which data area, different results can be obtained.
For this tutorial:
1. Drag the field names to these data areas:

o Total Sales to the Report Filter area
o Region to the Column Labels area
o Sales Rep to the Row Labels area
o Orders to the Values area
2. Once completed, the Pivot Table should have the data laid out in the same order as the example
in step 1 of this tutorial.
Filtering the Pivot Table Data

© Ted French
Filtering the Pivot Table Data
The Pivot Table has built in filtering tools that can be used to fine tune the results shown by the
Pivot Table.
Filtering data involves using specific criteria to limit what data is displayed by the Pivot Table.
For this tutorial:
1. Click on the down arrow next to the Region heading in the Pivot Table to open the filter's drop
down list.
2. Click on the check box next to the Select All option to remove the check mark from all the boxes
in this list.
3. Click on the check boxes next to the East and North options to add check marks to these boxes.
4. Click OK.
5. The Pivot Table should now show only the order totals for the sales reps that work in the East
and North regions.
Change the Pivot Table Data

© Ted French
Change the Pivot Table Data
To change the results shown by the Pivot Table:
1. Rearrange the pivot table by dragging the data fields from one data area to another in the Pivot
Table Field List panel.
2. Apply filtering to get the desired results.
For this tutorial:
1. Drag the field names to these data areas:

o Orders to the Report Filter area
o Sales Rep to the Column Labels area
o Region to the Row Labels area
o Total Sales to the Values area
2. Click on the down arrow next to the Region heading in the Pivot Table to open the filter's drop
down list.
3. Click twice on the check box next to the Select All option to first add and then remove the check
marks from all the boxes in this list.
4. Click on the check box next to the West option to add a check mark to this box.
5. Click OK.
6. The Pivot Table should now show the total sales for only those sales reps that work in the West
region.

How To Work in Excel

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Excel 2007 Fill Down

Use the Fill Down Command with a Keyboard Shortcut

1. Add a number, such as 395.54 to cell D1 in Excel.

3. Drag select cells D1 to D7 to highlight them.

4. Press and hold down the Ctrl key on the keyboard.

Related article: Excel 2007's Undo Feature.

The key combination used to "undo" changes:

 Ctrl + " Z "

Example of How to Undo Changes using a Keyboard Shortcut

2. Click on that cell to make it the active cell.

3. Click on Home tab of the ribbon.

4. Apply the following formatting options to your data:

5. Press and hold down the Ctrl key on the keyboard.

6. Press and release the letter " Z " on the keyboard.

ALT - TAB Fast Switching in Windows

The ALT - TAB Fast Switching Window

Using ALT - TAB Fast Switching

2. Press and hold down the Alt key on the keyboard.

7. The second icon from the left should be highlighted by a box.

Selecting Non-Adjacent Cells in Excel

Selecting Non-adjacent Cells in Excel 2007

2. Press and hold down the Ctrl key on the keyboard.

Adding the Current Date in Excel

Keyboard Shortcut - Enter the Current Date

Adding the Current Date using a Keyboard Shortcut

1. Click on the cell where you want the date to go.

2. Press and hold down the Ctrl key on the keyboard.

5. The current date should be added to the worksheet in cell E2.

Excel 2007 TODAY Function

The syntax for the TODAY function is:

Note: The TODAY function takes no arguments.

Example Using Excel's TODAY Function:

1. Click on cell D1 - the location where the results will be displayed.

2. Click on the Formulas tab.

4. Click on TODAY in the list to bring up the function's dialog box.

6. Today's date should appear in cell D1.

How to Add in Excel

 formulas in Excel always begin with the equal sign ( = )

Use Cell References in Formulas

Setting Up the Addition Formula

 place the number 20 in cell A1

To add 10 to 20 and have the answer appear in cell C1:

To expand your formula to include additional operations - such as subtraction, multiplication, or

How to Subtract in Excel

How to Subtract in Excel

Subtracting Numbers in Excel

Related article: Subtract Dates in Excel.

To subtract two or more numbers in Excel you need to create a formula.

Two important points to remember about Excel formulas:

1. Formulas in Excel always begin with the equal sign ( = ).

Setting Up the Subtraction Formula

To subtract 10 from 20 and have the answer appear in cell E3:

4. Type a minus sign ( - ) in cell after the cell reference E1.

7. The answer 10 should be present in cell E3.

To expand your formula to include additional operations - such as addition, multiplication, or

How to Multiply in Excel

Multiplying Numbers in Excel

Multiplying Numbers in Excel

 formulas in Excel always begin with the equal sign ( = )

Use Cell References in Formulas

Setting Up the Multiplication Formula

 type the number 20 in cell D1

To multiply 10 to 20 and have the answer appear in cell E1: