You are on page 1of 533

Microsoft Excel 2019 Step by Step

ByCurtisFrye

Microsoft Excel 2019 Step by Step ByCurtisFrye

MicrosoftExcel2019StepbyStep

PublishedwiththeauthorizationofMicrosoftCorporationby:

PearsonEducation,Inc.

Copyright©2019byPearsonEducation,Inc.

Allrightsreserved.Thispublicationisprotectedbycopyright,andpermissionmustbe

obtainedfromthepublisherpriortoanyprohibitedreproduction,storageinaretrieval

system,ortransmissioninanyformorbyanymeans,electronic,mechanical,

photocopying,recording,orlikewise.Forinformationregardingpermissions,request

forms,andtheappropriatecontactswithinthePearsonEducationGlobalRights&

PermissionsDepartment,pleasevisitwww.pearsoned.com/permissions/.Nopatent

liabilityisassumedwithrespecttotheuseoftheinformationcontainedherein.

Althougheveryprecautionhasbeentakeninthepreparationofthisbook,thepublisher

andauthorassumenoresponsibilityforerrorsoromissions.Norisanyliability

assumedfordamagesresultingfromtheuseoftheinformationcontainedherein.

ISBN­13:978­1­5093­0767­8

ISBN­10:1­5093­0767­2

LibraryofCongressControlNumber:2018959691

1 18

Trademarks

Microsoftandthetrademarkslistedathttp://www.microsoft.comonthe“Trademarks”

webpagearetrademarksoftheMicrosoftgroupofcompanies.Allothermarksare

propertyoftheirrespectiveowners.

WarningandDisclaimer

Everyefforthasbeenmadetomakethisbookascompleteandasaccurateaspossible,

butnowarrantyorfitnessisimplied.Theinformationprovidedisonan“asis”basis.

Theauthor,thepublisher,andMicrosoftCorporationshallhaveneitherliabilitynor

responsibilitytoanypersonorentitywithrespecttoanylossordamagesarisingfrom

theinformationcontainedinthisbookorfromtheuseoftheCDorprograms

accompanyingit.

SpecialSales

Forinformationaboutbuyingthistitleinbulkquantities,orforspecialsales

opportunities(whichmayincludeelectronicversions;customcoverdesigns;and

contentparticulartoyourbusiness,traininggoals,marketingfocus,orbranding

interests),pleasecontactourcorporatesalesdepartmentatcorpsales@pearsoned.com

or(800)382­3419.

Forgovernmentsalesinquiries,pleasecontactgovernmentsales@pearsoned.com.

ForquestionsaboutsalesoutsidetheU.S.,pleasecontactintlcs@pearson.com.

Editor­in­Chief

BrettBartow

ExecutiveEditor

LorettaYates

AssistantSponsoringEditor

CharviArora

DevelopmentEditor

SonglinQiu

ManagingEditor

SandraSchroeder

SeniorProjectEditor

TraceyCroom

CopyEditor

KateShoup

Indexer

ValerieHaynesPerry

Proofreader

DanFoster

TechnicalEditor

LauraAcklen

EditorialAssistant

CindyTeeters

CoverDesigner

TwistCreative,Seattle

Compositor

DanielleFoster

Introduction

Welcome!ThisStepbyStepbookhasbeendesignedsoyoucanreaditfromthe

beginningtolearnaboutMicrosoftExcel2019andthenbuildyourskillsasyoulearnto

performincreasinglyspecializedprocedures.Or,ifyouprefer,youcanjumpin

whereveryouneedguidanceforperformingtasks.Thehow­tostepsaredelivered

crisplyandconcisely—justthefacts.You’llalsofindinformativegraphicsthatsupport

theinstructionalcontent.

WHO THIS BOOK IS FOR

MicrosoftExcel2019StepbyStepisdesignedforuseasalearningandreference

resourcebyhomeandbusinessusersofMicrosoftOfficeappswhowanttouseExcelto

managetheirdata,createusefulanalysesandvisualizations,anddiscoverinsightsinto

theiroperations.Thecontentofthebookisdesignedtobeusefulforpeoplewhohave

previouslyusedearlierversionsofExcelaswellasforpeoplewhoarediscoveringExcel

forthefirsttime.

THE STEP BY STEP APPROACH

Thebook’scoverageisdividedintopartsrepresentinggeneralExcelskillsets.Eachpart

isdividedintochaptersrepresentingskillsetareas,andeachchapterisdividedinto

topicsthatgrouprelatedskills.Eachtopicincludesexpositoryinformationfollowedby

genericprocedures.Attheendofthechapter,you’llfindaseriesofpracticetasksyou

cancompleteonyourownbyusingtheskillstaughtinthechapter.Youcanusethe

practicefilesavailablefromthisbook’swebsitetoworkthroughthepracticetasks,or

youcanuseyourownfiles.

DOWNLOAD THE PRACTICE FILES

Beforeyoucancompletethepracticetasksinthisbook,youneedtodownloadthe book’spracticefilestoyourcomputerfrom

microsoftpressstore.com/Excel2019SBS/downloads.Followtheinstructionsonthe

webpage.

Important Excel2019isnotavailablefromthebook’swebsite.Youshouldinstallthatapp

Important

Excel2019isnotavailablefromthebook’swebsite.Youshouldinstallthatapp

beforeworkingthroughtheproceduresandpracticetasksinthisbook.

Youcanopenthesuppliedfilesforthepracticetasksandsavethefinishedversionsof

eachfile.Ifyoulaterwanttorepeatpracticetasks,youcandownloadtheoriginal

practicefilesagain.

SeeAlsoForinformationaboutopeningandsavingfiles,see“ Createworkbooks ”in Chapter 1 ,“ Setupaworkbook .”

Forinformationaboutopeningandsavingfiles,see“Createworkbooks”inChapter

1,“Setupaworkbook.”

Thefollowingtableliststhepracticefilesforthisbook.

Chapter Folder File 1:Setupaworkbook Excel2019SBS\Ch01 CreateWorkbooks.xlsx CustomizeRibbonTabs.xlsx MergeCells.xlsx
Chapter
Folder
File
1:Setupaworkbook Excel2019SBS\Ch01 CreateWorkbooks.xlsx
CustomizeRibbonTabs.xlsx
MergeCells.xlsx
ModifyWorkbooks.xlsx
ModifyWorksheets.xlsx
2:Workwithdata
andExceltables
Excel2019SBS\Ch02 CompleteFlashFill.xlsx
CreateExcelTables.xlsx
EnterData.xlsx
FindValues.xlsx
MoveData.xlsx
ResearchItems.xlsx

3:Perform

Excel2019SBS\Ch03 AuditFormulas.xlsx

calculationsondata

BuildFormulas.xlsx CreateArrayFormulas.xlsx CreateConditonalFormulas.xlsx CreateNames.xlsx SetIterativeOptions.xlsx

4:Changeworkbook Excel2019SBS\Ch04 AddImages.xlsx

appearance

ApplyStyles.xlsx

CreateConditionalFormats.xlsx

DefineStyles.xlsx

FormatCells.xlsx

FormatNumbers.xlsx

phone.jpg

texture.jpg

5:Manage

Excel2019SBS\Ch05 LimitData.xlsx SummarizeValues.xlsx ValidateData.xlsx

worksheetdata

6:Reorderand

Excel2019SBS\Ch06 LookupData.xlxs OrganizeData.xlsx SortCustomData.xlsx SortData.xlsx

summarizedata

7:Combinedata

Excel2019SBS\Ch07 ConsolidateData.xlsx CreateDataLinks.xlsx CreateTemplate.xlsx FebruaryCalls.xlsx FleetOperatingCosts.xlsx JanuaryCalls.xlsx

frommultiple

sources

8:Analyze

Excel2019SBS\Ch08 BuildSolverModel.xlsx

alternativedatasets

CreateScenarios.xlsx

DefineDataTables.xlsx

ManageMultipleScenarios.xlsx

PerformGoalSeekAnalysis.xlsx

PerformQuickAnalysis.xlsx

UseDescriptiveStatistics.xlsx

9:Createchartsand Excel2019SBS\Ch09 CreateCharts.xlsx

graphics

CreateNewCharts.xlsx

CreateShapes.xlsx

CreateSparklines.xlsx

CustomizeCharts.xlsx

IdentifyTrends.xlsx

MakeComboCharts.xlsx

MakeSmartArt.xls

10:Createdynamic

Excel2019SBS\Ch10 CreatePivotCharts.xlsx CreatePivotTables.xlsx EditPivotTables.xlsx FilterPivotTables.xlsx FormatPivotTables.xlsx ImportData.txt ImportPivotData.xlsx

worksheetsbyusing

PivotTablesand

PivotCharts

11:Printworksheets Excel2019SBS\Ch11 AddHeaders.xlsx

andcharts

ConsolidatedMessenger.png

PrepareWorksheets.xlsx

PrintCharts.xlsx

PrintParts.xlsx

PrintWorksheets.xlsx

12:Automate

Excel2019SBS\Ch12 AssignMacros.xlsm ExamineMacros.xlsm InsertFormControls.xlsm

repetitivetasksby

usingmacros

 

RecordMacros.xlsm

 

RunOnOpen.xlsm

13:Workwithother

Excel2019SBS\Ch13 CreateHyperlinks.xlsx EmbedWorkbook.xlsx LevelDescriptions.xlsx LinkCharts.xlsx LinkFiles.xlsx LinkWorkbooks.pptx ReceiveLinks.pptx

 

MicrosoftOffice

apps

14:Collaboratewith

Excel2019SBS\Ch14 AuthenticateWorkbooks.xlsx DistributeFiles.xlsx ExceptionTracking.xml FinalizeWorkbooks.xlsx ImportXMLData.xlsx ManageComments.xlsx ManageOneDrive.xlsx ProtectWorkbooks.xlsx SaveForWeb.xlsx

colleagues

15:Performbusiness Excel2019SBS\Ch15 AnalyzePowerPivotData.xlsx

intelligenceanalysis

DefineRelationships.xlsx

EnableAddIns.xlsx

ManagePowerQueryData.xlsx

ViewUsingTimelines.xlsx

16.Createforecasts

Excel2019SBS\Ch16 CreateForecastSheets.xlsx CreateKPIs.xlsx CreateMaps.xlsx DefineMeasures.xlsx

 

andvisualizations

 
 
 
   
 

EBOOK EDITION

Ifyou’rereadingtheebookeditionofthisbook,youcandothefollowing:

SearchthefulltextPrint Copyandpaste

PrintSearchthefulltext Copyandpaste

CopyandpasteSearchthefulltext Print

YoucanpurchaseanddownloadtheebookeditionfromtheMicrosoftPressStoreat

microsoftpressstore.com/Excel2019SBS/detail.

Adaptexercisesteps

ThisbookcontainsmanyimagesoftheExceluserinterfaceelements(such astheribbonandtheappwindow)thatyou’llworkwithwhileperforming tasksinExcelonaWindowscomputer.Unlesswe’redemonstratingan alternativeviewofcontent,thescreenshotsshowninthisbookwere

capturedonahorizontallyorienteddisplayatascreenresolutionof1920×

1080andamagnificationof100percent.Ifyoursettingsaredifferent,the

ribbononyourscreenmightnotlookthesameastheoneshowninthis

book.Asaresult,exerciseinstructionsthatinvolvetheribbonmightrequirea

littleadaptation.

Simpleproceduralinstructionsusethisformat:

1. OntheInserttab,intheIllustrationsgroup,clicktheChartbutton.

Ifthecommandisinalist,ourinstructionsusethisformat:

1. OntheHometab,intheEditinggroup,clicktheFindarrowandthen,in

theFindlist,clickGoTo.

Ifdifferencesbetweenyourdisplaysettingsandourscauseabuttonto

appeardifferentlyonyourscreenthanitdoesinthisbook,youcaneasily

adaptthestepstolocatethecommand.Firstclickthespecifiedtab,andthen

locatethespecifiedgroup.Ifagrouphasbeencollapsedintoagrouplistor

underagroupbutton,clickthelistorbuttontodisplaythegroup’s

commands.Ifyoucan’timmediatelyidentifythebuttonyouwant,pointto

likelycandidatestodisplaytheirnamesinScreenTips.

Multistepproceduralinstructionsusethisformat:

1. Toselecttheparagraphthatyouwanttoformatincolumns,triple­click

theparagraph.

2. OntheLayouttab,inthePageSetupgroup,clicktheColumnsbutton

todisplayamenuofcolumnlayoutoptions.

3. OntheColumnsmenu,clickThree.

Onsubsequentinstancesofinstructionsthatrequireyoutofollowthesame

process,theinstructionsmightbesimplifiedinthisformatbecausethe

workinglocationhasalreadybeenestablished:

1. Selecttheparagraphthatyouwanttoformatincolumns.

2. OntheColumnsmenu,clickThree.

Theinstructionsinthisbookassumethatyou’reinteractingwithon­screen

elementsonyourcomputerbyclicking(withamouse,touchpad,orother

hardwaredevice).Ifyou’reusingadifferentmethod—forexample,ifyour

computerhasatouchscreeninterfaceandyou’retappingthescreen(with

yourfingerorastylus)—substitutetheapplicabletappingactionwhenyou

interactwithauserinterfaceelement.

InstructionsinthisbookrefertoExceluserinterfaceelementsthatyouclick

ortaponthescreenasbuttons,andtophysicalbuttonsthatyoupressona

keyboardaskeys,toconformtothestandardterminologyusedin

documentationfortheseproducts.

Whentheinstructionstellyoutoenterinformation,youcandosobytyping

onaconnectedexternalkeyboard,tappinganon­screenkeyboard,oreven

speakingaloud,dependingonyourcomputersetupandyourpersonal

preferences.

GET SUPPORT AND GIVE FEEDBACK

Thistopicprovidesinformationaboutgettinghelpwiththisbookandcontactingusto

providefeedbackorreporterrors.

Errata and support

We’vemadeeveryefforttoensuretheaccuracyofthisbookanditscompanioncontent. Ifyoudiscoveranerror,pleasesubmitittousat

microsoftpressstore.com/Excel2019SBS/errata.

IfyouneedtocontacttheMicrosoftPressSupportteam,pleasesendanemailto

microsoftpresscs@pearson.com.

ForhelpwithMicrosoftsoftwareandhardware,gotohttp://support.microsoft.com.

Stay in touch

Let’skeeptheconversationgoing!We’reonTwitterattwitter.com/MicrosoftPress.

Part 1 Create and format workbooks

CHAPTER1

Setupaworkbook

CHAPTER2

WorkwithdataandExceltables

CHAPTER3

Performcalculationsondata

CHAPTER4

Changeworkbookappearance

1 Set up a workbook

Inthischapter

ExploretheeditionsofExcel2019

BecomefamiliarwithnewfeaturesinExcel2019

Createworkbooks

Modifyworkbooks

Modifyworkbooks

Modifyworksheets

Modifyworksheets

Mergeandunmergecells

CustomizetheExcel2019appwindow

Practicefiles

Forthischapter,usethepracticefilesfromtheExcel2019SBS\Ch01folder.Forpractice

filedownloadinstructions,seetheintroduction.

WhenyoucreateanewExcel2019workbook,theapppresentsablankworkbookthat

containsoneworksheet.Youcanaddordeleteworksheets,hideworksheetswithinthe

workbookwithoutdeletingthem,andchangetheorderofyourworksheetswithinthe

workbook.Youcanalsocopyaworksheettoanotherworkbookormovetheworksheet

withoutleavingacopyoftheworksheetinthefirstworkbook.Ifyouandyour

colleaguesworkwithalargenumberofdocuments,youcandefinepropertyvaluesto

makeyourworkbookseasiertofindwhenyouandyourcolleaguesattempttolocate

thembyusingtheWindowssearchbox.

AnotherwaytomakeExceleasiertouseisbycustomizingtheExcelappwindowtofit

yourworkstyle.Ifyoufindthatyouuseacommandfrequently,youcanaddittothe

QuickAccessToolbarsoit’snevermorethanoneclickaway.Ifyouuseasetof

commandsfrequently,youcancreateacustomribbontab,sotheyappearinoneplace.

Youcanalsohide,display,orchangetheorderofthetabsontheribbon.

Thischapterguidesyouthroughproceduresrelatedtocreatingandmodifying workbooks,creatingandmodifyingworksheets,mergingandunmergingcells,and

customizingtheExcel2019appwindow.First,however,itintroducesyoutothevarious

editionsofExcel2019,andnewfeaturesofthesoftware.

EXPLORE THE EDITIONS OF EXCEL 2019

TheMicrosoftOffice2019suiteincludesappsthatgiveyoutheabilitytocreateand

manageeverytypeoffileyouneedtoworkeffectivelyathome,work,orschool.The

appsincludeMicrosoftWord,Excel,Outlook,PowerPoint,Access,OneNote,and

Publisher.Youcanpurchasetheappsaspartofapackagethatincludesmultipleapps

orpurchasemostoftheappsindividually.

UsingtheOffice2019apps,youcanfindthetoolsyouneedquickly.Moreover,because

theyweredesignedasanintegratedpackage,you’llfindthattheskillsyoulearninone

apptransferreadilytotheothers.Thatflexibilityextendswellbeyondyourpersonal

computer.InadditiontothetraditionaldesktopeditionofExcel,youcanalsouseExcel

OnlineincombinationwithMicrosoftOneDrive(formerlycalledSkyDrive).

Excel 2019

Theclick­to­runversionofExcel2019isinstalleddirectlyonyourcomputer.The

desktopversionoftheappincludesallthecapabilitiesbuiltintoExcel2019.Youcan

purchaseExcel2019aspartofanOfficeappsuiteorasaseparateapp.

Tip

Tip

Office365isacloud­basedsubscriptionlicensingsolutionthatprovides

accesstoacontinuallyupdatedversionofExcel,whichaddsnewcapabilities

onaregularbasis.Excel2019receivessecurityupdatesbutnotfeature

updates.

Excel Online

Informationworkersrequiretheirdatatobeavailabletothematalltimes,notjust whenthey’reusingtheirpersonalcomputers.Toprovidemobileworkerswithaccessto theirdata,MicrosoftdevelopedOfficeOnline,whichincludesonlineversionsofExcel, Word,PowerPoint,Outlook,andOneNote.OfficeOnlineisavailableaspartofanOffice

365subscriptionorforfreeaspartoftheOneDrivecloudservice.

YoucanuseExcelOnlinetoeditfilesstoredinyourOneDriveaccountoronaMicrosoft

SharePointsite.ExcelOnlinedisplaysyourExcelfiles(version2010andlater)asthey

appearinthedesktopversionoftheappandincludesallthefunctionsyouuseto

summarizeyourdata.YoucanalsoviewandmanipulatePivotTables,addcharts,and

formatyourdatatocommunicateitsmeaningclearly.

YoucanalsouseExcelOnlinetoshareyourworkbooksonline,embedthemaspartof

anotherwebpage,andcreateweb­accessiblesurveysthatsaveuserresponsesdirectlyto

anExcelworkbookinyourOneDriveaccount.

AfteryouopenafilebyusingExcelOnline,youcanchoosetocontinueeditingthefile

inyourbrowseroropenthefileinthedesktopapp.Whenyouopenthefileinyour

desktopapp,anychangesyousavearewrittentotheversionofthefileonyour

OneDriveaccount.Thismeansthatyouwillalwayshaveaccesstothemostrecent

versionofyourfile,regardlessofwhereandhowyouaccessit.

Atthetimeofthiswriting,ExcelOnlineiscompatiblewiththemostrecentversionsof

MicrosoftEdge,InternetExplorer11andlater,MozillaFirefox,andGoogleChromefor

Windows.YoucanalsouseExcelOnlineonaMacifyouhavethemostrecentversion

ofSafariorChrome,aswellasonLinuxwithFirefoxorChrome,althoughsome

featuresmightnotbeavailable.MostOfficeOnlinefeaturesarealsosupportedin

MicrosoftEdgeforHoloLensandXboxOne.

YoucanuseExcelOnlineonAppledevicesrunningiOSversionsearlierthan10.0.For

iOS10.0orlater,it’srecommendedthatyouusetheOfficeforiPadorOfficeforiPhone

app.TherearenoofficiallysupportedAndroidbrowsersforOfficeOnline,butyoucan

usetheOfficeforAndroidappsinstead.

Excel Mobile Apps

OfficeforiPadandOfficeforiPhonerequireiOS10.0orlater.IfyouownanAndroid

device,OfficeforAndroidcanbeinstalledontabletsandphonesthatarerunning

AndroidKitKat4.4orlaterandthathaveanARM­basedorIntelx86processor.

BECOME FAMILIAR WITH NEW FEATURES IN EXCEL 2019

Excel2019includesallthemostusefulcapabilitiesincludedinpreviousversionsofthe

app.Ifyou’veusedanearlierversionofExcel,youprobablywanttoknowaboutthe

newfeaturesintroducedinExcel2019.Theseincludethefollowing:

Funnelchartsand2Dmaps,whichletusersvisualizedatamoreeffectively

Newworksheetfunctionsanddataconnectorsforimportingandsummarizingdata

ThecapabilitytopublishExceldatatoPowerBI,thedatavisualizationand

dashboardingappfromMicrosoft

EnhancementstoPowerPivotandPowerQuery,whichenableuserstoimport,

process,andsummarizemillionsofrowsofdata

CREATE WORKBOOKS

Anytimeyouwanttogatherandstoredatathatisn’tcloselyrelatedtoanyofyourother

existingdata,youshouldcreateanewworkbook.AworkbookisthebasicExcelfile,

comparabletoaMicrosoftWorddocumentorMicrosoftPowerPointpresentation.The

defaultnewworkbookinExcelhasoneworksheet,whichislikeapageinaWord

documentoraslideinaPowerPointpresentation.Youcanaddmoreworksheetsto

helporganizeyourdatamoreeffectively.WhenyoustartExcel,theappdisplaysthe

Startscreen.

CreatenewworkbooksfromtheStartscreen,whichispartoftheBackstageview.

CreatenewworkbooksfromtheStartscreen,whichispartoftheBackstageview.

TheStartscreenispartoftheBackstageview,(whichyoucandisplayfromanopen workbookbyclickingtheFiletabontheribbon)whereyoucanmanageyourExcel workbooksandaccountsettingsandperformoperationssuchasprinting.Youcanclick

oneofthebuilt­intemplatesavailableinExcel2019orcreateablankworkbook.You

canthenbegintoenterdataintotheworksheet’scellsoropenanexistingworkbook.

Afteryoustartenteringworkbookvalues,youcansaveyourwork.

Tip

Tip

Tosaveyourworkbookbyusingakeyboardshortcut,pressCtrl+S.Formore

informationaboutkeyboardshortcuts,see“Keyboardshortcuts”attheendof

thisbook.

Readersfrequentlyask,“HowoftenshouldIsavemyfiles?”Youmightsaveyour

changeseveryhalfhouroreveneveryfiveminutes,butthebesttimetosaveafileis

wheneveryoumakeachangethatyouwouldhatetohavetomakeagain.

Whenyousaveafile,youoverwritethepreviouscopyofthefile.Ifyouhavemade

changesthatyouwanttosave,butyoualsowanttokeepacopyofthefileasitwas

whenyousaveditpreviously,youcansaveyourfileunderanewnameorinanew

folder.

Tip

Tip

ToopentheSaveAsdialogboxbyusingakeyboardshortcut,pressF12.

YoualsocanusethecontrolsintheSaveAsdialogboxtospecifyadifferentformatfor thenewfileandadifferentlocationinwhichtosavethenewversionofthefile.For

example,ifyouworkwithacolleaguewhorequiresdatasavedintheExcel97–2003file

format,youcansaveafileinthatformatfromwithintheSaveAsdialogbox.

Ifyouwanttoworkwithafileyoucreatedpreviously,youcanopenitbydisplayingthe

OpenpageoftheBackstageview.

TipTodisplaytheOpenpageoftheBackstageviewbyusingakeyboard shortcut,pressCtrl+O.

TodisplaytheOpenpageoftheBackstageviewbyusingakeyboard

shortcut,pressCtrl+O.

Afteryoucreateafile,youcanaddinformationtomakethefileeasiertofind.Each

categoryofinformation,orproperty,storesspecificinformationaboutyourfile.In

Windows,youcansearchforfilesbasedontheauthorortitle,orbykeywords

associatedwiththefile.

AssignpropertiestohelpWindowslocateworkbooks. InadditiontosettingpropertyvaluesontheInfopageoftheBackstageview,youcan

AssignpropertiestohelpWindowslocateworkbooks.

InadditiontosettingpropertyvaluesontheInfopageoftheBackstageview,youcan

displaythePropertiesdialogboxtoselectoneoftheexistingcustomcategoriesor

createyourown.Youcanalsoedityourpropertiesordeleteanythatyounolongerwant

touse.

Whenyou’refinishedmodifyingaworkbook,youshouldsaveyourchangesandthen

closethefile.

Tip

Tip

Tocloseaworkbookbyusingakeyboardshortcut,pressCtrl+W.

Tocreateanewworkbook

1. Doanyofthefollowing:

1. IfExcelisnotrunning,startExcel.Then,ontheStartscreen,double­click Blankworkbook.

2.

IfExcelisalreadyrunning,clicktheFiletaboftheribbon,clickNewtodisplay

theNewpageoftheBackstageview,andthendouble­clickBlankworkbook.

3. IfExcelisalreadyrunning,pressCtrl+N.

Tosaveaworkbookunderanewnameorinanewlocation

1. ClicktheFiletab,andthenclickSaveAs.

2. OntheSaveAspageoftheBackstageview,navigatetothefolderwhereyouwant

tosavetheworkbook.

3. IntheSaveAsdialogbox,intheFilenamebox,enteranewnameforthe

workbook.

dialogbox,inthe Filename box,enteranewnameforthe workbook. SaveanewversionofyourfileusingtheSaveAsdialogbox. 4.

SaveanewversionofyourfileusingtheSaveAsdialogbox.

4.Tosavethefileinadifferentformat,intheSaveastypelist,clickanewfiletype.

Tip
Tip

TheSaveastypelistcontainsanextensivelistoffileformats,including

olderExcelformatsusedinExcel97–2003,macro­enabledworkbooks,

CommaSeparatedValue(CSV),andXMLSpreadsheet2003.Notall

Excel2019featuresareavailableinotherformats,sobesureyour

workbookonlyusescapabilitiesavailableinotherfileformatsifyouneed

tousethem.

5. Ifnecessary,usethenavigationcontrolstomovetoanewfolder.

6.ClickSave.

Or

1. PressF12.

2. IntheSaveAsdialogbox,intheFilenamebox,enteranewnameforthe

workbook.

3. Tosavethefileinadifferentformat,intheSaveastypelist,clickanewfiletype.

4.Ifnecessary,usethenavigationcontrolstomovetoanewfolder.

5. ClickSave.

Toopenanexistingworkbook

1. ClicktheFiletab,andthenclickOpen.

Or

PressCtrl+O.

2. OntheOpenpageoftheBackstageview,performanyoftheseactions:

1. ClickafileintheRecentlist.

2. Clickanotherlocationinthenavigationlistandselectthefile.

3. ClicktheBrowsebutton,andthenusetheOpendialogboxtofindthefileyou

wanttoopen,clickthefile,andclickOpen.

Todefinevaluesfordocumentproperties

1.

ClicktheFiletaband,ifnecessary,clickInfo.

2. OntheInfopageoftheBackstageview,inthePropertiesgroup,clicktheAdda

propertytextnexttoalabel.

3. Enteravalueorseriesofvalues(separatedbycommas)fortheproperty.

4.ClickablankspaceontheInfopagetofinishaddingproperties.

Tocreateacustomproperty

1. ClicktheFiletabandthen,ifnecessary,clickInfo.

2. InthePropertiesgroup,clickProperties,andthenclickAdvanced

Properties.

3. InthefilenamePropertiesdialogbox,clicktheCustomtab.

Definecustompropertiesforyourworkbooks. 4. Inthe Name list,clickanexistingpropertyname. Or Inthe Name

Definecustompropertiesforyourworkbooks.

4.IntheNamelist,clickanexistingpropertyname.

Or

IntheNamebox,enteranameforthenewproperty.

5. ClicktheTypecontrol’sarrow,andthenclickadatatype.

6.IntheValuebox,enteravaluefortheproperty.

7.ClickAdd.

8. Repeatsteps4–7toaddmoreproperties.Whenyouarefinished,clickOK.

Tocloseaworkbook

1. Doeitherofthefollowing:

1. DisplaytheBackstageview,andthenclickClose.

2. PressCtrl+W.

MODIFY WORKBOOKS

YoucanuseExcelworkbookstorecordinformationaboutspecificbusinessactivities.

Eachworksheetwithinthatworkbookshouldrepresentasubdivisionofthatactivity.

Todisplayaparticularworksheet,justclicktheworksheet’stab(alsocalledasheettab)

onthetabbar(justbelowthegridofcells).Youcanalsocreatenewworksheetswhen

youneedthem.

youneedthem.

Displayandcreateworksheetswithoutleavingthemainprogramwindow.

Whenyoucreateaworksheet,ExcelassignsitagenericnamesuchasSheet2,Sheet3,or

Sheet4.Afteryoudecidewhattypeofdatayouwanttostoreonaworksheet,youshould

changetheworksheet’snametosomethingmoredescriptive.Youcanalsomoveand

copyworksheetswithinandbetweenworkbooks.Movingaworksheetwithina

workbookchangesitsposition,whereasmovingaworksheettoanotherworkbook

removesitfromtheoriginalworkbook.Copyingaworksheetkeepstheoriginalinits

positionandcreatesasecondcopyinthenewlocation,whetherwithinthesame

workbookorinanotherworkbook.

 
 

Tip

 

SelectingtheCreateACopycheckboxintheMoveorCopydialogbox

leavesthecopiedworksheetinitsoriginalworkbook,whereasclearingthe

checkboxcausesExceltodeletetheworksheetfromitsoriginalworkbook.

Moveorcopyworksheetswithinandamongworkbooks. Tip YoucanalsocopyaworksheetwithinaworkbookbyholdingdowntheCtrl

Moveorcopyworksheetswithinandamongworkbooks.

Tip YoucanalsocopyaworksheetwithinaworkbookbyholdingdowntheCtrl
Tip
YoucanalsocopyaworksheetwithinaworkbookbyholdingdowntheCtrl
keywhiledraggingtheworksheet’stabtoanewpositionintheworkbook.

Aftertheworksheetisinthetargetworkbook,youcanchangetheworksheet’sposition

withintheworkbook,hideitstabonthetabbarwithoutdeletingtheworksheet,unhide

itstab,orchangethesheettab’scolor.

TipIfyoucopyaworksheettoanotherworkbookandthedestinationworkbook hasthesameOfficethemeappliedastheactiveworkbook,theworksheet

Ifyoucopyaworksheettoanotherworkbookandthedestinationworkbook hasthesameOfficethemeappliedastheactiveworkbook,theworksheet retainsitstabcolor.Ifthedestinationworkbookhasanotherthemeapplied, theworksheet’stabcolorchangestoreflectthattheme.Formoreinformation

aboutOfficethemes,seeChapter4,“Changeworkbookappearance.”

Ifyoudeterminethatyounolongerneedaparticularworksheet,suchasoneyou

Ifyoudeterminethatyounolongerneedaparticularworksheet,suchasoneyou

createdtostoresomefigurestemporarily,youcandeletetheworksheetquickly.

Todisplayaworksheet

1. Onthetabbarinthelower­leftcorneroftheappwindow,clickthetabofthe

worksheetyouwanttodisplay.

Tocreateanewworksheet

1. Nexttothetabbarinthelower­leftcorneroftheappwindow,clicktheNewSheet

button(theplussign).

Torenameaworksheet

1. Double­clickthetaboftheworksheetyouwanttorename.

2. Enteranewnamefortheworksheet.

3. PressEnter.

Tomoveaworksheetwithinaworkbook

1.

Right­clickthesheettaboftheworksheetyouwanttocopy,andthenclickMoveor

Copy.

2.

IntheMoveorCopydialogbox,usetheitemsintheBeforesheetareato

indicatewhereyouwantthenewworksheettoappear.

3.

ClickOK.

Or

1.

Onthetabbarinthelower­leftcorneroftheappwindow,dragthesheettabtothe

newpositionintheworksheetorder.

Tomoveaworksheettoanotherworkbook

1. Opentheworkbooktowhichyouwanttomoveaworksheetfromanother

workbook.

2.

Inthesourceworkbook,right­clickthesheettaboftheworksheetyouwantto

move,andthenclickMoveorCopy.

3. IntheMoveorCopydialogbox,clicktheTobookarrowandselecttheopen

workbooktowhichyouwanttomovetheworksheet.

4.IntheBeforesheetarea,indicatewhereyouwantthemovedworksheettoappear.

5. ClickOK.

Tocopyaworksheetwithinaworkbook

1. Right­clickthesheettaboftheworksheetyouwanttocopy,andthenclickMoveor

Copy.

2. IntheMoveorCopydialogbox,selecttheCreateacopycheckbox.

3. IntheBeforesheetarea,indicatewhereyouwantthenewworksheettoappear.

4.ClickOK.

Or

1. HolddowntheCtrlkeyanddragtheworksheet’stabtothedesiredpositioninthe

worksheetorder.

Tocopyaworksheettoanotherworkbook

1. Opentheworkbooktowhichyouwanttoaddacopyofaworksheetfromanother

workbook.

2. Inthesourceworkbook,right­clickthesheettaboftheworksheetyouwanttocopy,

andthenclickMoveorCopy.

3. IntheMoveorCopydialogbox,selecttheCreateacopycheckbox.

Copyworksheetstootherworkbookswithoutdeletingtheoriginalsheet. 4. Clickthe Tobook

Copyworksheetstootherworkbookswithoutdeletingtheoriginalsheet.

4.ClicktheTobookarrowandselecttheopenworkbookinwhichyouwanttocreate

acopyoftheworksheet.

5. IntheBeforesheetarea,indicatewhereyouwantthenewworksheettoappear.

6.ClickOK.

Tohideaworksheet

1. Right­clickthesheettaboftheworksheetyouwanttohide,andthenclickHide.

Tounhideaworksheet

1. Right­clickanyvisiblesheettab,andthenclickUnhide.

2. IntheUnhidedialogbox,clicktheworksheetyouwanttoredisplay.

3. ClickOK.

Tochangeasheettab’scolor

Changeasheettab’scolortomakeitstandout. 2. Clickacolorfromthecolorpalette. Or Click MoreColors ,usethetoolsinthe Colors

Changeasheettab’scolortomakeitstandout.

2. Clickacolorfromthecolorpalette.

Or

ClickMoreColors,usethetoolsintheColorsdialogboxtopickacolor,andthen

clickOK.

Todeleteaworksheet

1. Right­clickthesheettaboftheworksheetyouwanttodelete,andthenclickDelete.

2. IfExceldisplaysaconfirmationdialogbox,clickDelete.

Tip Exceldisplaysaconfirmationdialogboxwhenyouattempttodeletea worksheetthatcontainsdata.
Tip
Exceldisplaysaconfirmationdialogboxwhenyouattempttodeletea
worksheetthatcontainsdata.

MODIFY WORKSHEETS

Afteryouputupthesignpoststhatmakeyourdataeasytofind,youcantakeother

stepstomakethedatainyourworkbookseasiertoworkwith.Excelhelpsby

identifyingworksheetrowsbynumber,andcolumnsbyoneormoreletters.Eachrow

hasaheaderattheleftedgeoftheworksheetandeachcolumnhasaheaderatthetop

oftheworksheet.Youcanchangethewidthofacolumnortheheightofarowina

worksheetbydraggingthecolumnheader’srightedgeortherowheader’sbottomedge

tothepositionyouwant.Increasingacolumn’swidthorarow’sheightincreasesthe

spacebetweencellcontents,makingyourdataeasiertoreadandworkwith.

Tip

Tip

Youcanapplythesamechangetomorethanoneroworcolumnby

selectingtherowsorcolumnsyouwanttochangeandthendraggingthe

borderofoneoftheselectedrowsorcolumnstothelocationyouwant.

Whenyoureleasethemousebutton,alltheselectedrowsorcolumns

changetothenewheightorwidth.

Modifyingcolumnwidthandrowheightcanmakeaworkbook’scontentseasierto

workwith,butyoucanalsoinsertaroworcolumnbetweencellsthatcontaindatato

makeyourdataeasiertoread.Addingspacebetweentheedgeofaworksheetandcells

thatcontaindata,orperhapsbetweenalabelandthedatatowhichitrefers,makesthe

workbook’scontentslesscrowded.

Tip Insertingacolumnaddsacolumntotheleftoftheselectedcolumnor columns.Insertingarowaddsarowabovetheselectedroworrows.
Tip
Insertingacolumnaddsacolumntotheleftoftheselectedcolumnor
columns.Insertingarowaddsarowabovetheselectedroworrows.

Whenyouinsertarow,column,orcellinaworksheetthathashadformattingapplied,

theInsertOptionsbuttonappears.Clickingthisbuttondisplaysalistofchoicesyoucan

makeabouthowtheinsertedroworcolumnshouldbeformatted.Thefollowingtable

summarizestheseoptions.

makeabouthowtheinsertedroworcolumnshouldbeformatted.Thefollowingtable summarizestheseoptions. Chapter Chapter

Chapter

Chapter

FormatSame

Appliestheformattingoftherowabovetheinsertedrowto

 

AsAbove

thenewrow

FormatSame

Appliestheformattingoftherowbelowtheinsertedrowto

AsBelow

thenewrow

FormatSame

Appliestheformattingofthecolumntotheleftofthe

AsLeft

insertedcolumntothenewcolumn

FormatSame

Appliestheformattingofthecolumntotherightofthe

AsRight

insertedcolumntothenewcolumn

Clear

Appliesthedefaultformattothenewroworcolumn

Formatting

AsRight insertedcolumntothenewcolumn Clear Appliesthedefaultformattothenewroworcolumn Formatting    
 
   
 

Youcanalsodelete,hide,andunhidecolumnsandrows.Deletingacolumnorrow

removesitanditscontentsfromtheworksheetentirely,whereashidingacolumnor

rowremovesitfromthedisplaywithoutdeletingitscontents.

Important Ifyouhidethefirstroworcolumninaworksheetandthenwanttounhideit,you

Important

Ifyouhidethefirstroworcolumninaworksheetandthenwanttounhideit,you

mustclicktheSelectAllbuttonintheupper­leftcorneroftheworksheet(abovethe

firstrowheaderandtotheleftofthefirstcolumnheader)orpressCtrl+Atoselect

theentireworksheet.Then,ontheHometab,intheCellsgroup,clickFormat,point

toHide&Unhide,andclickeitherUnhideRowsorUnhideColumnstomakethe

hiddendatavisibleagain.

Justasyoucaninsertrowsorcolumns,youcaninsertindividualcellsintoaworksheet.

Afteryouinsertcells,youcanusetheInsertdialogboxtochoosewhethertoshiftthe

cellssurroundingtheinsertedcelldown(ifyourdataisarrangedasacolumn)ortothe

right(ifyourdataisarrangedasarow).

Tip TheInsertdialogboxalsoincludesoptionstoinsertanewroworcolumn;the

Tip

TheInsertdialogboxalsoincludesoptionstoinsertanewroworcolumn;the

Deletedialogboxhassimilaroptionsfordeletinganentireroworcolumn.

Ifyouwanttomovethedatainagroupofcellstoanotherlocationinyourworksheet,

selectthecellsyouwanttomoveandthenpointtotheselection’sborder.Whenthe

pointerchangestoafour­pointedarrow,youcandragtheselectedcellstothetarget

locationontheworksheet.Ifthedestinationcellscontaindata,Exceldisplaysadialog

boxaskingwhetheryouwanttooverwritethedestinationcells’contents.Youcan

choosetooverwritethedataorcancelthemove.

Tochangerowheight

1.

Selecttherowheadersfortherowsyouwanttoresize.

2.

Pointtothebottomborderofaselectedrowheader.

3.

Whenthepointerchangestoadouble­headedverticalarrow,dragtheborderuntil

therowistheheightyouwant.

Or

1.

Selecttherowheadersfortherowsyouwanttoresize.

2.

Right­clickanyoftheselectedrowheaders,andthenclickRowHeight.

2. Right­clickanyoftheselectedrowheaders,andthenclick RowHeight . TheRowHeightdialogboxdisplayingthedefaultrowheight.

TheRowHeightdialogboxdisplayingthedefaultrowheight.

3. IntheRowHeightdialogbox,enteranewheightfortheselectedrows.

Tip

Tip

Thedefaultrowheightis15points.

4.ClickOK.

Tochangecolumnwidth

1.

Selectthecolumnheadersforthecolumnsyouwanttoresize.

2.

Pointtotherightborderofaselectedcolumnheader.

3.

Whenthepointerchangestoadouble­headedhorizontalarrow,dragtheborder

untilthecolumnisthewidthyouwant.

Or

1.

Selectthecolumnheadersforthecolumnsyouwanttoresize.

2.

Right­clickanyoftheselectedcolumnheaders,andthenclickColumnWidth.

3.

IntheColumnWidthdialogbox,enteranewwidthfortheselectedcolumns.

Tip

Tip

Thedefaultcolumnwidthis8.09standardcharacters.

4.ClickOK.

Toinsertacolumn

1. Right­clickacolumnheader,andthenclickInsert.

Toinsertmultiplecolumns

1. Selectanumberofcolumnheadersequaltothenumberofcolumnsyouwantto

insert.

2. Right­clickanyselectedcolumnheader,andthenclickInsert.

Toinsertarow

1. Right­clickarowheader,andthenclickInsert.

Toinsertmultiplerows

1. Selectanumberofrowheadersequaltothenumberofrowsyouwanttoinsert.

2. Right­clickanyselectedrowheader,andthenclickInsert.

Todeleteoneormorecolumns

1. Selectthecolumnheadersofthecolumnsyouwanttodelete.

2. Right­clickanyselectedcolumnheader,andthenclickDelete.

Todeleteoneormorerows

1. Selecttherowheadersoftherowsyouwanttodelete.

2. Right­clickanyselectedrowheader,andthenclickDelete.

Tohideoneormorecolumns

1. Selectthecolumnheadersofthecolumnsyouwanttohide.

2. Right­clickanyselectedcolumnheader,andthenclickHide.

Tohideoneormorerows

1. Selecttherowheadersoftherowsyouwanttohide.

2. Right­clickanyselectedrowheader,andthenclickHide.

Tounhideoneormorecolumns

youwanttounhide.

2. Right­clickeitherselectedcolumnheader,andthenclickUnhide.

Or

1. PressCtrl+Atoselecttheentireworksheet.

2. Right­clickanywhereintheworksheet,andthenclickUnhide.

Tounhideoneormorerows

1.

Selecttherowheadersimmediatelyaboveandbelowtheroworrowsyouwantto

unhide.

2.

Right­clickanyselectedcolumnheader,andthenclickUnhide.

Or

1.

PressCtrl+Atoselecttheentireworksheet.

2.

Right­clickanywhereintheworksheet,andthenclickUnhide.

Toinsertoneormorecells

1. Selectacellrangethesamesizeastherangeyouwanttoinsert.

2. OntheHometaboftheribbon,intheCellsgroup,clickInsert.

Or

Right­clickacellintheselectedrange,andthenclickInsert.

3. Ifnecessary,usethecontrolsintheInsertdialogboxtotellExcelhowtoshiftthe

existingcells.

IndicatehowExcelshouldmoveexistingcellswhenyouinsertnewcellsintoa worksheet. 4. Click OK .

IndicatehowExcelshouldmoveexistingcellswhenyouinsertnewcellsintoa

worksheet.

4.ClickOK.

Tomoveoneormorecellswithinaworksheet

1. Selectthecellrangeyouwanttomove.

2. Pointtotheedgeoftheselectedrange.

3. Whenthepointerchangestoafour­headedarrow,dragthecellrangetoitsnew

position.

4.Ifnecessary,clickOKtoconfirmthatyouwanttodeletedatainthetargetcells.

MERGE AND UNMERGE CELLS

MostExcelworksheetscontaindataaboutaspecificsubject.Oneofthebestwaysto

communicatethecontentsofaworksheetistousealabel.

Labelsprovideimportantcontexttoworksheetdata. Forexample,consideraworksheetinwhichthelabeltext DistributionCenterHubs

Labelsprovideimportantcontexttoworksheetdata.

Forexample,consideraworksheetinwhichthelabeltextDistributionCenterHubs

appearstospanthreecells,B2:D2,butisinfactcontainedwithincellB2.Ifyouselect

cellB2,Excelhighlightsthecell’sborder,whichobscuresthetext.Youcansolvethis

problembymergingcellsB2:D2intoasinglecell.

problembymergingcellsB2:D2intoasinglecell. Aworksheetwiththelabelcontainedwithinamergedcell. Important

Aworksheetwiththelabelcontainedwithinamergedcell.

Whenyoumergetwoormorecells,Excelretainsjustthetextintherange’supper­

leftcell.Allothertextisdeleted.

Inadditiontomergingcells,youcanclickMerge&Centertocombinetheselectedcells

intoasinglecellandcenterthetextwithinthemergedcell.Youshouldconsiderusing

theMerge&Centeroptionforlabeltext,suchasabovealistofdatawherethetitle

spansmorethanonecolumn.Youcanalsomergethecellsinmultiplerowsatthesame

timebyusingMergeAcross.

timebyusingMergeAcross. MergecellsonmultiplerowsbyusingMergeAcross. Important

MergecellsonmultiplerowsbyusingMergeAcross.

Important Selectingtheheadercells,clickingtheHometab,clickingMerge&Center,andthen

Important

Selectingtheheadercells,clickingtheHometab,clickingMerge&Center,andthen

clickingeitherMerge&CenterorMergeCellswilldeleteanytextthatisnotinthe

upper­leftcelloftheselectedrange.

Ifyouwanttosplitmergedcellsintotheirindividualcells,youcanalwaysunmerge

them.

Tomergecells

1. Selectthecellsyouwanttomerge.

2. OntheHometab,intheAlignmentgroup,clicktheMerge&Centerarrow(not

thebutton),andthenclickMergeCells.

Tomergeandcentercells

1. Selectthecellsyouwanttomerge.

2. ClicktheMerge&Centerbutton.

TomergecellsinmultiplerowsbyusingMergeAcross

1. Selectthecellsyouwanttomerge.

2. ClicktheMerge&Centerarrow(notthebutton),andthenclickMergeAcross.

Tosplitmergedcellsintoindividualcells

1. Selectthecellsyouwanttounmerge.

2. ClicktheMerge&Centerarrow(notthebutton),andthenclickUnmergeCells.

CUSTOMIZE THE EXCEL 2019 APP WINDOW

HowyouuseExcel2019dependsonyourpersonalworkingstyleandthetypeofdata

collectionsyoumanage.TheExcelproductteamatMicrosoftinterviewscustomers,

observeshowdifferingorganizationsusetheapp,andsetsuptheuserinterfacesothat

manyuserswon’tneedtochangeittoworkeffectively.Ifyoudowanttochangethe

Excelappwindow,includingtheuserinterface,youcan.Youcanzoominonworksheet

data;changehowExceldisplaysyourworksheets;addfrequentlyusedcommandsto

theQuickAccessToolbar;hide,display,andreorderribbontabs;andcreatecustom

ribbontabstomakegroupsofcommandsyoucommonlyusereadilyaccessible.

Zoom in on a worksheet

OnewaytomakeExceleasiertoworkwithistochangetheapp’szoomlevel.Justas youcanzoominwithacameratoincreasethesizeofanobjectinthecamera’sviewer,

youcanusethezoomsettinginExcel2019tochangethesizeofobjectsintheapp

window.YoucanchangethezoomlevelfromtheribbonorbyusingtheZoomcontrol

inthelower­rightcorneroftheExcel2019window.TheminimumzoomlevelinExcel

2019is10percent;themaximumis400percent.

2019is10percent;themaximumis400percent. ChangeworksheetmagnificationusingtheZoomcontrol.

ChangeworksheetmagnificationusingtheZoomcontrol.

Tozoominonaworksheet

1. UsingtheZoomcontrolinthelower­rightcorneroftheappwindow,clickthe

ZoomInbutton(theplussign).

Tozoomoutonaworksheet

1. UsingtheZoomcontrolinthelower­rightcorneroftheappwindow,clickthe

ZoomOutbutton(theminussign).

Tosetthezoomlevelto100percent

1. OntheViewtaboftheribbon,intheZoomgroup,clickthe100%button.

Tosetaspecificzoomlevel

1. IntheZoomgroup,clicktheZoombutton.

button. Tosetaspecificzoomlevel 1. Inthe Zoom group,clickthe Zoom button. SetamagnificationlevelbyusingtheZoomdialogbox.

SetamagnificationlevelbyusingtheZoomdialogbox.

2.

IntheZoomdialogbox,enteravalueintheCustombox.

3. ClickOK.

Tozoominonspecificworksheethighlights

1. Selectthecellsyouwanttozoominon.

2. IntheZoomgroup,clicktheZoomtoSelectionbutton.

Arrange multiple workbook windows

AsyouworkwithExcel,youmightneedtohavemorethanoneworkbookopenata time.Forexample,youmightopenaworkbookthatcontainscustomercontact informationandcopyitintoanotherworkbooktobeusedasthesourcedataforamass

mailingyoucreateinWord2019.Whenyouhavemultipleworkbooksopen

simultaneously,youcanswitchbetweenthemorarrangeyourworkbooksonthe

desktopsothatmostoftheactiveworkbookisshownprominentlybuttheothersare

easilyaccessible.

easilyaccessible. ArrangemultipleExcelwindowstomakethemeasiertoaccess.

ArrangemultipleExcelwindowstomakethemeasiertoaccess.

ManyExcel2019workbookscontainformulasononeworksheetthatderivetheirvalue

fromdataonanotherworksheet,whichmeansyouneedtochangebetweentwo

worksheetseverytimeyouwanttoseehowmodifyingyourdatachangestheformula’s

result.Tofacilitatethis,youcandisplaytwocopiesofthesameworkbook

simultaneously,withtheworksheetthatcontainsthedataintheoriginalwindowand

theworksheetwiththeformulainanewwindow.Whenyouchangethedataineither

copyoftheworkbook,Excelupdatestheothercopy.

Iftheoriginalworkbook’snameisMergeCells,Excel2019displaysthenameMerge

Cells:1ontheoriginalworkbook’stitlebarandMergeCells:2onthesecondworkbook’s

titlebar.

MergeCells:2 onthesecondworkbook’s titlebar. Displaytwocopiesofthesameworkbooksidebyside.

Displaytwocopiesofthesameworkbooksidebyside.

Toswitchtoanotheropenworkbook

1. OntheViewtab,intheWindowgroup,clickSwitchWindows.

2. IntheSwitchWindowslist,clicktheworkbookyouwanttodisplay.

Todisplaytwocopiesofthesameworkbook

1. IntheWindowgroup,clickNewWindow.

TochangehowExceldisplaysmultipleopenworkbooks

1. IntheWindowgroup,clickArrangeAll.

2. IntheArrangeWindowsdialogbox,clickthewindowsarrangementyouwant.

4.ClickOK.

Add buttons to the Quick Access Toolbar

AsyoucontinuetoworkwithExcel2019,youmightdiscoverthatyouusecertain

commandsmuchmorefrequentlythanothers.Ifyourworkbooksdrawdatafrom

externalsources,forexample,youmightfindyourselfusingcertainribbonbuttons

moreoftenthantheapp’sdesignersmighthaveexpected.Youcanmakeanybutton

accessiblewithoneclickbyaddingthebuttontotheQuickAccessToolbar,locatedjust

abovetheribbonintheupper­leftcorneroftheExcelappwindow.You’llfindthetools

youneedtochangethebuttonsontheQuickAccessToolbarintheExcelOptionsdialog

box.

box. ControlwhichbuttonsappearontheQuickAccessToolbar.

ControlwhichbuttonsappearontheQuickAccessToolbar.

YoucanaddbuttonstotheQuickAccessToolbar,changetheirpositions,andremove

themwhenyounolongerneedthem.Later,ifyouwanttoreturntheQuickAccess

Toolbartoitsoriginalstate,youcanresetit.

YoucanalsochoosewhetheryourQuickAccessToolbarchangesaffectallyour

workbooksorjusttheactiveworkbook.Ifyou’dliketoexportyourQuickAccess

Toolbarcustomizationstoafilethatcanbeusedtoapplythosechangestoanother

Excel2019installation,youcandosoquickly.

ToaddabuttontotheQuickAccessToolbar

1. DisplaytheBackstageview,andthenclickOptions.

2. IntheExcelOptionsdialogbox,clickQuickAccessToolbar.

3. Ifnecessary,clicktheCustomizeQuickAccessToolbararrowandselect

whethertoapplythechangetoallworkbooksorjustthecurrentworkbook.

4.Ifnecessary,clicktheChoosecommandsfromarrowandclickthecategoryof

commandsfromwhichyouwanttochoose.

5. ClickthecommandyouwanttoaddtotheQuickAccessToolbar.

6.ClickAdd.

7.ClickOK.

TochangetheorderofbuttonsontheQuickAccessToolbar

1. OpentheExcelOptionsdialogbox,andthenclickQuickAccessToolbar.

2. Intherightpane,whichcontainsthebuttonsontheQuickAccessToolbar,click

thebuttonyouwanttomove.

ChangetheorderofbuttonsontheQuickAccessToolbar. 3. Clickthe MoveUp button(theupward­pointingtriangleonthefarright)tomove

ChangetheorderofbuttonsontheQuickAccessToolbar.

3. ClicktheMoveUpbutton(theupward­pointingtriangleonthefarright)tomove

thebuttonhigherinthelistandtotheleftontheQuickAccessToolbar.

Or

ClicktheMoveDownbutton(thedownward­pointingtriangleonthefarright)to

movethebuttonlowerinthelistandtotherightontheQuickAccessToolbar.

4.ClickOK.

TodeleteabuttonfromtheQuickAccessToolbar

1. OpentheExcelOptionsdialogbox,andthenclickQuickAccessToolbar.

2. Intherightpane,clickthebuttonyouwanttodelete.

3. ClickRemove.

ToexportyourQuickAccessToolbarsettingstoafile

1. DisplaytheQuickAccessToolbarpageoftheExcelOptionsdialogbox.

2. ClickImport/Export,andthenclickExportallcustomizations.

3. IntheFileSavedialogbox,intheFilenamebox,enteranameforthesettings

file.

4.ClickSave.

ToresettheQuickAccessToolbartoitsoriginalconfiguration

1. DisplaytheQuickAccessToolbarpageoftheExcelOptionsdialogbox.

2. ClickReset.

3. ClickResetonlyQuickAccessToolbar.

4.ClickOK.

Customize the ribbon

InExcel2019,youcancustomizetheribbonuserinterface.Forexample,youcanhide

anddisplayribbontabs,reordertabsdisplayedontheribbon,customizeexistingtabs

(includingtooltabs,whichappearwhenspecificitemsareselected),andcreatecustom

tabs.You’llfindthetoolstocustomizetheribbonintheExcelOptionsdialogbox.

ControlwhichitemsappearontheribbonbyusingtheExcelOptionsdialogbox.

FromtheCustomizeRibbonpageoftheExcelOptionsdialogbox,youcanselectwhich

tabsappearontheribbonandinwhatorder.Eachribbontab’snamehasacheckbox

nexttoit.Ifatab’scheckboxisselected,thattabappearsontheribbon.

Justasyoucanchangetheorderofthetabsontheribbon,withExcel2019youcan

changetheorderinwhichgroupsofcommandsappearonatab.Forexample,thePage

Layouttabcontainsfivegroups:Themes,PageSetup,ScaletoFit,SheetOptions,and

Arrange.IfyouusetheThemesgrouplessfrequentlythantheothergroups,youcould

movethegrouptotherightendofthetab.

movethegrouptotherightendofthetab. Changetheorderoftabsontheribbon.

Changetheorderoftabsontheribbon.

Youcanalsoremovegroupsfromaribbontab.Ifyouremoveagroupfromabuilt­in

tabandlaterdecideyouwanttorestoreit,youcanputitback.

Thebuilt­inribbontabsaredesignedefficiently,soaddingnewcommandgroupsmight

crowdtheotheritemsonthetabandmakethosecontrolshardertofind.Ratherthan

addingcontrolstoanexistingribbontab,youcancreateacustomtabandthenadd

groupsandcommandstoit.ThedefaultNewTab(Custom)namedoesn’ttellyou

anythingaboutthecommandsonyournewribbontab,soyoucanrenameittoreflect

itscontents.

Youcanexportyourribboncustomizationstoafilethatcanbeusedtoapplythose

changestoanotherExcel2019installation.Whenyou’rereadytoapplysaved

customizationstoExcel,importthefileandapplyit.And,aswiththeQuickAccess

Toolbar,youcanalwaysresettheribbontoitsoriginalstate.

Theribbonisdesignedtousespaceefficiently,butyoucanhideitandotheruser

interfaceelementssuchastheformulabarandrowandcolumnheadingsifyouwantto

increasetheamountofspaceavailableinsidetheappwindow.

Tip

Tip

PressCtrl+F1tohideandunhidetheribbon.

Todisplayaribbontab

1. DisplaytheBackstageview,andthenclickOptions.

2. IntheExcelOptionsdialogbox,clickCustomizeRibbon.

3. Inthetablistontherightsideofthedialogbox,selectthecheckboxnexttothe

nameofthetabyouwanttodisplay.

nameofthetabyouwanttodisplay. Selectthecheckboxnexttothetabyouwanttoappearontheribbon. 4.

Selectthecheckboxnexttothetabyouwanttoappearontheribbon.

4.ClickOK.

Tohidearibbontab

1. IntheExcelOptionsdialogbox,clickCustomizeRibbon.

2. Inthetablistontherightsideofthedialogbox,clearthecheckboxnexttothe

nameofthetabyouwanttohide.

3.

ClickOK.

Toreorderribbonelements

1. IntheExcelOptionsdialogbox,clickCustomizeRibbon.

2. Inthetablistontherightsideofthedialogbox,clickthenameofthebuttonor

groupyouwanttomove.

3. ClicktheMoveUpbutton(theupward­pointingtriangleonthefarright)tomove

thebuttonorgrouphigherinthelistandtotheleftontheribbontab.

Or

ClicktheMoveDownbutton(thedownward­pointingtriangleonthefarright)to

movethebuttonorgrouplowerinthelistandtotherightontheribbontab.

4.ClickOK.

Tocreateacustomribbontab

1. OntheCustomizeRibbonpageoftheExcelOptionsdialogbox,clickNew

Tab.

Tocreateacustomgrouponaribbontab

1. OntheCustomizeRibbonpageoftheExcelOptionsdialogbox,clickthe

ribbontabonwhichyouwanttocreatethecustomgroup.

2. ClickNewGroup.

Toaddabuttontotheribbon

1. OntheCustomizeRibbonpageoftheExcelOptionsdialogbox,clickthe

ribbontaborgrouptowhichyouwanttoaddabutton.

2. Ifnecessary,clicktheCustomizetheRibbonarrowandselectMainTabsor

ToolTabs.

Tip
Tip
Tooltabsarecontextualtabsthatappearwhenyouworkwithworkbook elementssuchasshapes,images,orPivotTables.
Tooltabsarecontextualtabsthatappearwhenyouworkwithworkbook
elementssuchasshapes,images,orPivotTables.

3. Ifnecessary,clicktheChoosecommandsfromarrowontheleftsideofthe

CustomizeRibbondialogboxandclickthecategoryofcommandsfromwhichyou

wanttochoose.

4.Clickthecommandtoaddtotheribbon.

5. ClickAdd.

6.ClickOK.

Torenamearibbonelement

1. OntheCustomizeRibbonpageoftheExcelOptionsdialogbox,clickthe

ribbontaborgroupyouwanttorename.

2. ClickRename.

3. IntheRenamedialogbox,enteranewnamefortheribbonelement.

4.ClickOK.

Toremoveanelementfromtheribbon

1. OntheCustomizeRibbonpageoftheExcelOptionsdialogbox,clickthe

ribbontaborgroupyouwanttoremove.

2. ClicktheRemovebuttoninthemiddleofthedialogbox.

Toexportyourribboncustomizationstoafile

1. OntheCustomizeRibbonpageoftheExcelOptionsdialogbox,click

Import/Export,andthenclickExportallcustomizations.

2. IntheFileSavedialogbox,intheFilenamebox,enteranameforthesettings

file.

Toimportribboncustomizationsfromafile

1. OntheCustomizeRibbonpageoftheExcelOptionsdialogbox,click Import/Export,andthenclickImportcustomizationfile.

Import/Export ,andthenclick Importcustomizationfile . ImportribbonsettingssavedfromanotherOfficeinstallation. 2.

ImportribbonsettingssavedfromanotherOfficeinstallation.

2. IntheFileOpendialogbox,navigatetoandselecttheconfigurationfile.

3. ClickOpen.

Toresettheribbontoitsoriginalconfiguration

1. OntheCustomizeRibbonpageoftheExcelOptionsdialogbox,clickReset,

andthenclickResetallcustomizations.

2. Inthedialogboxthatappears,clickYes.

Tohideorunhidetheribbon

1. PressCtrl+F1.

Tohideorunhidetheformulabar

1. OntheViewtab,intheShowgroup,selectorcleartheFormulaBarcheckbox.

Tohideorunhidetherowandcolumnheadings

1.

IntheShowgroup,selectorcleartheHeadingscheckbox.

Tohideorunhidegridlines

1. IntheShowgroup,selectorcleartheGridlinescheckbox.

SKILLS REVIEW

Inthischapter,youlearnedhowto:

ExploretheeditionsofExcel2019

BecomefamiliarwithnewfeaturesinExcel2019

CreateworkbooksBecomefamiliarwithnewfeaturesinExcel2019 Modifyworkbooks Modifyworksheets Mergeandunmergecells

ModifyworkbooksBecomefamiliarwithnewfeaturesinExcel2019 Createworkbooks Modifyworksheets Mergeandunmergecells

ModifyworksheetsCreateworkbooks Modifyworkbooks Mergeandunmergecells CustomizetheExcel2019appwindow PRACTICE

Mergeandunmergecells

CustomizetheExcel2019appwindow

PRACTICE TASKS

CustomizetheExcel2019appwindow PRACTICE TASKS

ThepracticefilesforthesetasksarelocatedintheExcel2019SBS\Ch01folder.Youcan

savetheresultsofthetasksinthesamefolder.

Create workbooks

OpentheCreateWorkbooksworkbookinExcel,andthenperformthe

followingtasks:

1. ClosetheCreateWorkbooksfile,andthencreateanew,blankworkbook.

2.

SavethenewworkbookasExceptions2018.

3. Addthefollowingtagstothefile’sproperties:exceptions,regional,and

percentage.

4.AddatagtotheCategorypropertycalledperformance.

5. CreateacustompropertycalledPerformance,leavethevalueoftheTypefieldas

Text,andassignthenewpropertythevalueExceptions.

6.Saveyourwork.

Modify workbooks

OpentheModifyWorkbooksworkbookinExcel,andthenperformthe

followingtasks:

1. Createanewworksheetnamed2019.

2. RenametheSheet1worksheetto2018andchangeitstabcolortogreen.

3. DeletetheScratchPadworksheet.

4.Copythe2018worksheettoanewworkbook,andthensavethenewworkbook

underthenameArchive2018.

5. IntheModifyWorkbooksworkbook,hidethe2018worksheet.

Modify worksheets

OpentheModifyWorksheetsworkbookinExcel,andthenperformthe

followingtasks:

1. OntheMay12worksheet,insertanewcolumnAandanewrow1.

2. Afteryouinsertthenewrow1,clicktheInsertOptionsbutton,andthenclick

ClearFormatting.

3. HidecolumnE.

4.OntheMay13worksheet,deletecellB6,shiftingtheremainingcellsup.

4499inthenewcellC6.

6.SelectcellsE13:F13andmovethemtocellsB13:C13.

Merge and unmerge cells

OpentheMergeCellsworkbookinExcel,andthenperformthefollowing

tasks:

1. MergecellsB2:D2.

2. MergeandcentercellsB3:F3.

3. MergethecellrangeB5:E8byusingMergeAcross.

4.UnmergecellB2.

Customize the Excel 2019 app window

OpentheCustomizeRibbonTabsworkbookinExcel,andthenperformthe

followingtasks:

1. AddtheSpellingbuttontotheQuickAccessToolbar.

2. MovetheReviewribbontabsoitispositionedbetweentheInsertandPage

Layouttabs.

3. CreateanewribbontabnamedMyCommands.

4.RenametheNewGroup(Custom)grouptoFormatting.

5. InthelistontheleftsideoftheExcelOptionsdialogbox,displaythemaintabs.

6.FromthebuttonsontheHometab,addtheStylesgrouptotheMyCommands

ribbontabyoucreatedearlier.

7.AgainusingthebuttonsavailableontheHometab,addtheNumbergrouptothe

Formattinggrouponyourcustomribbontab.

2 Work with data and Excel tables

Inthischapter

Enterandrevisedata

ManagedatabyusingFlashFill

Movedatawithinaworkbook

ManagedatabyusingFlashFill Movedatawithinaworkbook Findandreplacedata Correctandexpandupondata

Findandreplacedata

Correctandexpandupondata

DefineExceltables

Practicefiles

Forthischapter,usethepracticefilesfromtheExcel2019SBS\Ch02folder.Forpractice

filedownloadinstructions,seetheintroduction.

WithExcel2019,youcanvisualizeandpresentinformationeffectivelybyusingcharts,

graphics,andformatting,butthedataisthemostimportantpartofanyworkbook.By

learningtoenterdataefficiently,youwillmakefewerdata­entryerrorsandgive

yourselfmoretimetoanalyzeyourdata,soyoucanmakedecisionsaboutyour

organization’sperformanceanddirection.

Excelprovidesawidevarietyoftoolsyoucanusetoenterandmanageworksheetdata

effectively.Forexample,youcanorganizeyourdataintoExceltablessothatyoucan

storeandanalyzeyourdataquicklyandefficiently.Youcanalsoquicklyenteradata

series,repeatoneormorevalues,andcontrolhowExcelformatscells,columns,and

rowsthatyoumovefromonepartofaworksheettoanother,allwithminimaleffort.

Finally,withExcel,youcancheckthespellingofworksheettext,usethethesaurusto

,

lookupalternativewords,andtranslatewordstoforeignlanguages.

ThischapterguidesyouthroughproceduresrelatedtoenteringandrevisingExceldata,

movingdatawithinaworkbook,findingandreplacingexistingdata,usingproofingand

referencetoolstoenhanceyourdata,andorganizingyourdatabyusingExceltables.

ENTER AND REVISE DATA

Afteryoucreateaworkbook,youcanbeginenteringdata.Thesimplestwaytoenter

dataistoclickacellandtypeavalue.Thismethodworksverywellwhenyou’re

enteringafewpiecesofdata,butitislessthanidealwhenyou’reenteringlong

sequencesorseriesofvalues.

sequencesorseriesofvalues. Storeimportantbusinessdatainyourworksheets. Tip

Storeimportantbusinessdatainyourworksheets.

Tip

Tip

Tocanceldataentryandreturnacelltoitspreviousstate,pressEsc.

Forexample,supposeyouarecreatingaworksheettrackingeachcustomer’smonthly

programsavings.YoucouldrepeatedlyenterthesequenceJanuary,February,March,

andsoonbycopyingandpastingthefirstoccurrenceofthesequence,butthere’san

easierwaytodoit:byusingAutoFill.WithAutoFill,youenterthefirstelementina

recognizedseries,andthendragthefillhandleinthelower­rightcornerofthecelluntil

theseriesextendsfarenoughtoaccommodateyourdata.Byusingasimilartool,

FillSeries,youcanentertwovaluesinaseriesandusethefillhandletoextendthe

seriesinyourworksheet.

YoudohavesomecontroloverhowExcelextendsthevaluesinaserieswhenyoudrag

thefillhandle.Ifyoudragthefillhandleuportotheleft,Excelextendstheseriesto

includepreviousvalues.Forexample,ifyouenterJanuaryinacellandthendragthat

cell’sfillhandleuportotheleft,ExcelplacesDecemberinthefirstcell,Novemberin

thesecondcell,andsoon.

AnotherwaytocontrolhowExcelextendsadataseriesisbyholdingdowntheCtrlkey

whileyoudragthefillhandle.IfyouselectacellthatcontainsthevalueJanuaryand

thendragthefillhandledown,ExcelextendstheseriesbyplacingFebruaryinthenext

cell,Marchinthecellafterthat,andsoon.IfyouholddowntheCtrlkeywhileyoudrag

thefillhandle,however,ExcelrepeatsthevalueJanuaryineachcellyouaddtothe

series.

TipExperimentwithhowthefillhandleextendsyourseriesandhowpressingthe

Experimentwithhowthefillhandleextendsyourseriesandhowpressingthe

Ctrlkeychangesthatbehavior.Usingthefillhandlecansaveyoualotof

timeenteringdata.

Otherdata­entrytechniquesyou’lllearnaboutinthissectionincludethefollowing:

AutoCompleteThisdetectswhenavalueyou’reenteringissimilartopreviously

enteredvalues.

PickfromDrop­DownListYoucanusethistochooseavaluefromamongthe

existingvaluesinacolumn.

Ctrl+EnterUsethistoenteravalueinmultiplecellssimultaneously.

Tip
Tip

IfanAutoCompletesuggestiondoesn’tappearasyoubeginenteringacell

value,theoptionmightbeturnedoff.ToturnonAutoComplete,displaythe

Backstageview,andthenclickOptions.IntheExcelOptionsdialogbox,

displaytheAdvancedpage.IntheEditingOptionssection,selecttheEnable

displaytheAdvancedpage.IntheEditingOptionssection,selecttheEnable

AutoCompleteForCellValuescheckbox,andthenclickOK.

displaytheAdvancedpage.IntheEditingOptionssection,selecttheEnable AutoCompleteForCellValuescheckbox,andthenclickOK.
displaytheAdvancedpage.IntheEditingOptionssection,selecttheEnable AutoCompleteForCellValuescheckbox,andthenclickOK.

Thefollowingtablesummarizesthesedata­entrytechniques.

 
 

Method

Action

 

AutoFill

Enterthefirstvalueinarecognizedseriesanddragthefill

handletoextendtheseries.

FillSeries

Enterthefirsttwovaluesinaseriesanddragthefillhandleto

extendtheseries.

AutoComplete Enterthefirstfewlettersinacell.Ifasimilarvalueexistsin thesamecolumn,Excelsuggeststheexistingvalue.

 

Pickfrom

Right­clickacell,andthenclickPickfromDrop­DownList.A

Drop­Down

listofexistingvaluesinthecell’scolumnisdisplayed.Click

List

thevalueyouwanttoenterintothecell.

Ctrl+Enter

Whenyouwantseveralcellstoallcontainthesamedata,

selecttherange,enterthedataintheactivecell,andpress

Ctrl+Enter.

 
 
 
   
 

AnotherhandyfeatureinExcelistheAutoFillOptionsbuttonthatappearsnexttodata

youaddtoaworksheetbyusingthefillhandle.

UseAutoFilloptionstocontrolhowthefillhandleaffectsyourdata.

UseAutoFilloptionstocontrolhowthefillhandleaffectsyourdata.

ClickingtheAutoFillOptionsbuttondisplaysamenuofactionsExcelcantake

regardingthecellsaffectedbyyourfilloperation.Theoptionsonthemenuare

summarizedinthefollowingtable.

 
 

Option

Action

 

CopyCells Copiesthecontentsoftheselectedcellstothecellsindicatedby thefilloperation.

FillSeries Fillsthecellsindicatedbythefilloperationwiththenextitems intheseries.

Fill

Copiestheformatoftheselectedcellstothecellsindicatedby

Formatting thefilloperation,butdoesnotplaceanyvaluesinthetarget

Only

cells.

Fill

Fillsthecellsindicatedbythefilloperationwiththenextitems

Without

intheseries,butignoresanyformattingappliedtothesource

Formatting cells.

FillDays,

Weekdays, youextend.Forexample,ifyouextendthevaluesWed,Thu,and

andsoon

Theappearanceofthisoptionchangesaccordingtotheseries

Fri,Excelpresentstwooptions:FillDaysandFillWeekdays.You

canthenselectwhichoneyouintended.Ifyoudonotusea

recognizedsequence,thisoptiondoesnotappear.

FlashFill Entersvaluesbasedonpatternsestablishedinothercellsinthe column.

column. SeeAlso FormoreinformationaboutFlashFill,see“
column. SeeAlso FormoreinformationaboutFlashFill,see“
column. SeeAlso FormoreinformationaboutFlashFill,see“
SeeAlso FormoreinformationaboutFlashFill,see“ ManagedatabyusingFlashFill ”laterin thischapter.

SeeAlso

FormoreinformationaboutFlashFill,see“ManagedatabyusingFlashFill”laterin

thischapter.

Toentervaluesintoacell

1. Clickthecellintowhichyouwanttoenterthevalue.

2. Typethevaluebyusingthekeyboard.

3. PressEntertoenterthevalueandmoveonecelldown.

Or

PressTabtoenterthevalueandmoveonecelltotheright.

Toextendaseriesofvaluesbyusingthefillhandle

1. Selectthecellsthatcontaintheseriesvalues.

2. Dragthefillhandletocoverthecellswhereyouwantthenewvaluestoappear.

Toenteravalueintomultiplecellsatthesametime

1.

Selectthecellsintowhichyouwanttoenterthevalue.

2. Enterthevalue.

3. PressCtrl+Enter.

ToentercelldatabyusingAutoComplete

1. Startenteringavalueintoacell.

2. UsethearrowkeysorthemousetohighlightasuggestedAutoCompletevalue.

3. PressTab.

Toentercelldatabypickingfromalist

1. Right­clickthecellbelowalistofdata.

2. ClickPickfromDrop­downList.

3. Clickthevalueyouwanttoenter.

TocontrolAutoFilloptions

1. CreateanAutoFillsequence.

2. ClicktheAutoFillOptionsbutton.

3. Clicktheoptionyouwanttoapply.

MANAGE DATA BY USING FLASH FILL

WhenyoumanagedatainExcel,youwilloftenfindthatyouwanttocombinevalues

fromseveralcellsintoasinglevalue.Forexample,onecommondataconfigurationisto

haveacustomer’sfirstname,lastname,andmiddleinitialinseparatecells.

FillindataaccordingtoapatternbyusingFlashFill. Youcouldcombinethisdataintoaseparatecelltoshoweachcustomer’sfullname

FillindataaccordingtoapatternbyusingFlashFill.

Youcouldcombinethisdataintoaseparatecelltoshoweachcustomer’sfullname

manuallyorbycreatingaformula.Alternatively,youcanuseFlashFill.FlashFillcan

figureoutthepatternifyougiveitafewexamples.

figureoutthepatternifyougiveitafewexamples. FlashFillsuggestsvaluesifitdetectsapatterninyourdata.

FlashFillsuggestsvaluesifitdetectsapatterninyourdata.

Notethatinthisexample,FlashFilldidnotincludemiddleinitialsintheFullName

column.Thiswasbecausesomerowsdidnotcontainamiddleinitial.Ifyouclickinthe

FullNamecellnexttoarowthatcontainsanInitialvalueandeditthenameasyou

wouldlikeittoappear,FlashFillrecognizesthenewpatternforthissubsetofthedata

andofferstofillinthevalues.PressEntertoacceptthevaluesFlashFillsuggests.

EditaFlashFillvaluetoadddatatothepattern.

EditaFlashFillvaluetoadddatatothepattern.

FlashFillalsoletsyoufixerrorsinyourdata.Onecommonissueoccurswhenyoutry

toenternumberswithleadingzeros,suchasUnitedStatespostalcodes,intocells

formattedasGeneralorwithanumberformat.Ifyouenterazero­leadingnumberinto

suchacell,Excelremovesthezero.

suchacell,Excelremovesthezero. UseFlashFilltocorrectcommondata­entryissues.

UseFlashFilltocorrectcommondata­entryissues.

Tofixthiserror,selectthecellsthatcontainthepostalcodesandformatthosecellsand

thecellsinthenextcolumnastext.Then,intheblankcellnexttothefirstpostalcode

thatshouldhavealeadingzero,enterthepostalcodeasitshouldappear,andpress

Enter.Whenyoustartenteringthepostalcodeintothesecondcell,FlashFilloffersto

changethedatabyaddingazerotoeveryvalueinthelist.

changethedatabyaddingazerotoeveryvalueinthelist. FlashFillcanovergeneralizetheruleitappliestoyourdata.

FlashFillcanovergeneralizetheruleitappliestoyourdata.

FlashFillguessedthatyouwantedtoaddazerotoeverypostalcode,butthischangeis

incorrectforanyvaluethatshouldstartwithanumberotherthanzero.Tocorrectthis,

afteryouacceptthevaluesFlashFillsuggests,movetoablankcellnexttoapostalcode

thatshouldn’tstartwithazeroandenterthecorrectvalue.Whenyoudo,FlashFill

updatesitslogictosuggestthecorrectvalues.

updatesitslogictosuggestthecorrectvalues. CorrectFlashFillchangestofixyourdata.

CorrectFlashFillchangestofixyourdata.

Tip Theerroriconindicatesthatyouhavestoredanumberastext.Becauseyou

Tip

Theerroriconindicatesthatyouhavestoredanumberastext.Becauseyou

won’tbeperforminganymathematicaloperationsonthepostalcode

numbers,youcanignoretheerror.

ToenterdatabyusingFlashFill

1. Inacellonthesamerowasdatayou’reworkingwith,enterthedesiredvaluebased

ondatainthatrow,andpressEnter.

2. Inthecelldirectlybelowthefirstcellintowhichyouentereddata,startenteringa

newvaluebasedondatainthatrow.

3. PressEntertoacceptthesuggestedvalue.

TocorrectaFlashFillentry

1. CreateaseriesofFlashFillvaluesinaworksheet.

2. EditacellthatcontainsanincorrectFlashFillvaluesothatitcontainsthecorrect

value.

3. PressEnter.

MOVE DATA WITHIN A WORKBOOK

Youcanmoveandcopydatainlotsofways.First,though,youmustselectthedata.The

mostdirectmethodofselectingdataistoclickthecellthatcontainsit.Thecellyou

clickwillbeoutlinedinblack,anditscontents,ifany,willappearintheformulabar.

Whenacellisoutlined,itistheactivecell.Youcancut,copy,delete,orchangethe

formatofthecontentsofaselectedcell.

You’renotlimitedtoselectingcellsindividually.Youcanalsoselectcellsthatareapart

ofarange.Alternatively,youcanselectanentirecolumnorrow.Forexample,you

mightneedtomoveacolumnofpricedataonecolumntotherighttomakeroomfora

columnofheadingsthatindicatetowhichcategoryasetofnumbersbelongs.Tomove

anentirecolumn(orcolumns)ofdataatatime,youfirstclickthecolumn’sheader,

locatedatthetopoftheworksheet,toselectit.Clickingacolumnheaderhighlights

everycellinthatcolumnsothatyoucancopyorcutthecolumnandpasteitelsewhere

intheworkbook.Similarly,clickingarow’sheaderhighlightseverycellinthatrow,so

thatyoucancopyorcuttherowandpasteitelsewhereintheworkbook.

Important Whenyouselectagroupofcells,thefirstcellyouclickisdesignatedastheactive cell.

Important

Whenyouselectagroupofcells,thefirstcellyouclickisdesignatedastheactive

cell.

Whenyoucopyacell,cellrange,row,orcolumn,Excelcopiesthecells’contentsand

formatting.ThePasteLivePreviewcapabilityinExceldisplayswhatyourpasteddata

willlooklikewithoutforcingyoutocommittothepasteoperation.

willlooklikewithoutforcingyoutocommittothepasteoperation. Viewlivepreviewsofyourpasteddata.

Viewlivepreviewsofyourpasteddata.

IfyoupointtooneiconinthePastegalleryandthenpointtoanothericonwithout

clicking,Excelwillupdatethepreviewtoreflectthenewoption.Dependingonthecells’

contents,twoormoreofthepasteoptionsmightleadtothesameresult.

Tip
Tip

IfpointingtoaniconinthePastegallerydoesn’tresultinalivepreview,that

IfpointingtoaniconinthePastegallerydoesn’tresultinalivepreview,that

optionmightbeturnedoff.ToturnPasteLivePreviewon,intheBackstage

optionmightbeturnedoff.ToturnPasteLivePreviewon,intheBackstage

view,clickOptionstoopentheExcelOptionsdialogbox.ThenclickGeneral,

selecttheEnableLivePreviewcheckbox,andclickOK.

view,clickOptionstoopentheExcelOptionsdialogbox.ThenclickGeneral, selecttheEnableLivePreviewcheckbox,andclickOK.
view,clickOptionstoopentheExcelOptionsdialogbox.ThenclickGeneral, selecttheEnableLivePreviewcheckbox,andclickOK.
view,clickOptionstoopentheExcelOptionsdialogbox.ThenclickGeneral, selecttheEnableLivePreviewcheckbox,andclickOK.
view,clickOptionstoopentheExcelOptionsdialogbox.ThenclickGeneral, selecttheEnableLivePreviewcheckbox,andclickOK.

Afteryouclickanicontocompletethepasteoperation,ExceldisplaysthePaste

Optionsbuttonnexttothepastedcells.ClickingthePasteOptionsbuttondisplaysthe

PasteOptionspalette.Pointingtooneoftheoptionsinthepalettedoesn’tgeneratea

preview,however.IfyouwanttodisplayPasteLivePreviewagain,youwillneedto

pressCtrl+Ztoundothepasteoperationand,ifnecessary,cutorcopythedataagain

withtheiconsintheClipboardgroupoftheHometab.

Tip

Tip

IfthePasteOptionsbuttondoesn’tappear,youcanturnthefeatureonby

clickingOptionsintheBackstageviewtoopentheExcelOptionsdialogbox.

IntheExcelOptionsdialogbox,displaytheAdvancedpage.Then,inthe

Cut,Copy,AndPastearea,selecttheShowPasteOptionsButtonWhen

ContentIsPastedcheckbox.Finally,clickOKtoclosethedialogboxand

saveyoursetting.

 

AftercuttingorcopyingdatatotheClipboard,youcanaccessadditionalpasteoptions

fromthePastegalleryandfromthePasteSpecialdialogbox.

UsethePasteSpecialdialogboxforuncommonpasteoperations.

UsethePasteSpecialdialogboxforuncommonpasteoperations.

InthePasteSpecialdialogbox,youcanspecifywhichaspectoftheClipboardcontents

youwanttopaste,restrictingthepasteddatatovalues,formats,comments,oroneof

severalotheroptions.Youcanalsoperformmathematicaloperationsinvolvingthecut

orcopieddataandtheexistingdatainthecellsyoupastethecontentinto,andyoucan

transposedata—thatis,changerowstocolumnsandcolumnstorows—whenyoupaste

it.

Toselectacellorcellrange

1. Clickthefirstcellyouwanttoselect,andthendragtohighlighttheothercellsyou

wanttoselect.

Toselectdisconnectedgroupsofcells

1. Clickthefirstcellyouwanttoselect.

2. HolddowntheCtrlkeyandselectadditionalcellsyouwanttoincludeinthe

selection.

Tomoveacellrange

1. Selectacellrange.

2. Pointtotheedgeoftheselection.

1. Selectacellrange. 2. Pointtotheedgeoftheselection. Moveacellrangebydraggingitsborder.

Moveacellrangebydraggingitsborder.

Thecursorchangestoafour­pointedarrow.

3. Dragtherangetoitsnewlocation.

Tip

Tip

Ifyoumovethecellrangetocovercellsthatalreadycontainvalues,

Exceldisplaysamessageboxaskingifyouwanttoreplacetheexisting

data.

Toselectoneormorerows

1. Doanyofthefollowing:

1. Attheleftedgeoftheworksheet,clicktherow’sheader.

2. Clickarowheaderanddragtoselectotherrowheaders.

3. Clickarowheader,pressandholdtheCtrlkey,andclicktheheadersofother

rowsyouwanttocopy.Therowsdonotneedtobeadjacenttoeachother.

Toselectoneormorecolumns

1. Doanyofthefollowing:

2.

Clickacolumnheaderanddragtoselectothercolumnheaders.

3. Clickacolumnheader,pressandholdtheCtrlkey,andclickthecolumn

headersofothercolumnsyouwanttocopy.Thecolumnsdonotneedtobe

adjacenttoeachother.

Tocopyacellrange

1. Selectthecellrangeyouwanttocopy.

2. OntheHometaboftheribbon,intheClipboardgroup,clickCopy.

Or

PressCtrl+C.

Tocutormoveacellrange

1. Selectthecellrangeyouwanttocutormove.

2. IntheClipboardgroup,clickCut.

Or

PressCtrl+X.

Topasteacellrange

1. Copyorcutacellrange.

2. Clickthecellintheupper­leftcorneroftherangewhereyouwantthepastedrange

toappear.

3. IntheClipboardgroup,clickPaste.

Or

PressCtrl+V.

Topasteacellrangebyusingpasteoptions

1. Copyacellrange.

toappear.

3. IntheClipboardgroup,clickthePastearrow(notthebutton).

4.Clicktheiconrepresentingthepasteoperationyouwanttouse.

Todisplayapreviewofacellrangeyouwanttopaste

1. Copyorcutacellrange.

2. Clickthecellintheupper­leftcorneroftherangewhereyouwantthepastedrange

toappear.

3. ClickthePastearrow(notthebutton).

4.Pointtothepasteoperationforwhichyouwanttoseeapreview.

TopasteacellrangebyusingthePasteSpecialdialogboxcontrols

1. Copyacellrange.

2. Clickthecellintheupper­leftcorneroftherangewhereyouwantthepastedrange

toappear.

3. ClickthePastearrow(notthebutton),andthenclickPasteSpecial(scrolldown

ifnecessary).

4.Selecttheoptionsyouwantforthepasteoperation.

5. ClickOK.

FIND AND REPLACE DATA

Excelworksheetscanholdmorethanonemillionrowsofdata.Withalargedata

collection,it’sunlikelyyouwouldhavethetimetomovethroughaworksheetonerow

atatimetolocatethedatayouwanttofind.

YoucanlocatespecificdatainanExcelworksheetbyusingtheFindandReplacedialog

box.Itcontainstwotabs—onenamedFind,theothernamedReplace—thatyoucanuse

tosearchforcellsthatcontainparticularvalues.UsingthecontrolsontheFindtab,you

canidentifycellsthatcontainthedatayouspecify;usingthecontrolsontheReplace

tab,youcansubstituteonevalueforanother.

TipTodisplaytheFindtaboftheFindandReplacedialogboxbyusinga keyboardshortcut,pressCtrl+F.PressCtrl+HtodisplaytheReplacetabof

TodisplaytheFindtaboftheFindandReplacedialogboxbyusinga

keyboardshortcut,pressCtrl+F.PressCtrl+HtodisplaytheReplacetabof

theFindandReplacedialogbox.

Whenyouneedmorecontroloverthedatathatyoufindandreplace—forinstance,if

youwanttofindcellsinwhichtheentirecellvaluematchesthevalueyou’researching

for—youcanexpandtheFindandReplacedialogboxtodisplaymoreoptions.

ExpandtheFindandReplacedialogboxformoreoptions.   Tip

ExpandtheFindandReplacedialogboxformoreoptions.

 
 

Tip

Bydefault,Excellooksinformulas,notcellvalues.Tochangethatoption,

opentheLookIndrop­downlistandclickValues.

ThefollowingtablesummarizestheelementsoftheFindandReplacedialogbox.

ThefollowingtablesummarizestheelementsoftheFindandReplacedialogbox. Chapter Chapter

Chapter

Chapter

FindWhatbox Containsthevalueyouwanttofindorreplace

FindAllbutton Locatesandselectseverycellthatcontainsthevalueinthe FindWhatfield

FindNext

Locatesandselectsthenextcellthatcontainsthevaluein

button

theFindWhatfield

ReplaceWith

ContainsthevaluetooverwritethevalueintheFindWhat

box

box

ReplaceAll

ReplaceseveryinstanceofthevalueintheFindWhatbox

button

withthevalueintheReplaceWithbox

Replacebutton ReplacesthehighlightedoccurrenceofthevalueintheFind Whatboxandhighlightsthenextcellthatcontainsthatvalue

Optionsbutton ExpandstheFindandReplacedialogboxtodisplay additionalcapabilities

Formatbutton DisplaystheFindFormatdialogbox,whichyoucanuseto specifytheformatofvaluestobefoundorvaluestobe replaced

Withinbox

Usedtoselectwhethertosearchtheactiveworksheetorthe

entireworkbook

Searchbox

Usedtoselectwhethertosearchbyrowsorbycolumns

LookInbox

Usedtoselectwhethertosearchcellformulas,values,or

comments

MatchCase

checkbox

Whenselected,requiresthatallmatcheshavethesame

capitalizationasthetextintheFindWhatbox(forexample,

catdoesn’tmatchCat)

MatchEntire

CellContents

checkbox

Requiresthatthecellcontainexactlythesamevalueasinthe

FindWhatbox(forexample,Catdoesn’tmatchCatherine)

Closebutton ClosestheFindandReplacedialogbox

Catherine ) Closebutton ClosestheFindandReplacedialogbox Toeditacell’scontents 1. Doanyofthefollowing: 1.
Catherine ) Closebutton ClosestheFindandReplacedialogbox Toeditacell’scontents 1. Doanyofthefollowing: 1.
Catherine ) Closebutton ClosestheFindandReplacedialogbox Toeditacell’scontents 1. Doanyofthefollowing: 1.

Toeditacell’scontents

1. Doanyofthefollowing:

1. Clickthecell,enteranewvalue,andpressEnter.

2. Clickthecell,editthevalueontheformulabar,andpressEnter.

3. Double­clickthecell,editthevalueinthebodyofthecell,andpressEnter.

Toeditpartofacell’scontents

1. Clickthecell.

2. Editthepartofthecell’svaluethatyouwanttochangeontheformulabar.

3. PressEnter.

Or

2.

Editthepartofthecell’svaluethatyouwanttochangeinthebodyofthecell.

3. PressEnter.

Tofindthenextoccurrenceofavalueinaworksheet

1. OntheHometab,intheEditinggroup,clicktheFind&Selectbuttontodisplay

amenuofchoices,andthenclickFind.

2. IntheFindwhatbox,enterthevalueyouwanttofind.

3. ClickFindNext.

Tofindallinstancesofavalueinaworksheet

1. OntheFind&Selectmenu,clickFind.

2. IntheFindwhatbox,enterthevalueyouwanttofind.

3. ClickFindAll.