Benchmark Series - Microsoft Excel 365 Levels 1 and 2

Levels 1& 2
BENCHMARK SERIES
Excel
®
Microsoft ®
2019 Edition
Nita Rutkosky Jan Davidson Audrey Roggenkamp Ian Rutkosky

Lambton College Pierce College Puyallup Pierce College Puyallup
Sarnia, Ontario Puyallup, Washington Puyallup, Washington
Rutkosky | Davidson | Roggenkamp | Rutkosky
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Brief Contents
Preface ix
Getting Started GS-1
Microsoft Excel Level 1

Unit 1 Preparing and Formatting Worksheets 1
Chapter 1 Preparing an Excel Workbook 3
Chapter 2 Inserting Formulas in a Worksheet 31
Chapter 3 Formatting a Worksheet 51
Chapter 4 Enhancing a Worksheet 79
Unit 2 Enhancing the Display of Workbooks 113

Chapter 5 Moving Data within and between Workbooks 115
Chapter 6 Maintaining Workbooks 143
Chapter 7 Creating Charts and Inserting Formulas 177
Chapter 8 Adding Visual Interest to Workbooks 207
Excel Level 1 Index 233

Unit 1 Advanced Formatting, Formulas,
and Data Management 1
Chapter 1 Advanced Formatting Techniques 3
Chapter 2 Advanced Functions and Formulas 31
Chapter 3 Working with Tables and Data Features 59
Chapter 4 Summarizing and Consolidating Data 85
Unit 2 Managing and Integrating Data

and the Excel Environment 115
Chapter 5 Using Data Analysis Features 117
Chapter 6 Exporting, Importing, and Transforming Data 143
Chapter 7 Automating Repetitive Tasks
and Customizing Excel 173
Chapter 8 Protecting and Distributing a Workbook 209
iii

Contents
Preface ix Chapter 3 Formatting a Worksheet 51
Getting Started GS-1 Changing Column Width 52
Changing Column Width Using Column
Boundaries 52
Unit 1 Preparing and Formatting Worksheets 1 Changing Column Width at the Column Width
Chapter 1 Preparing an Excel Workbook 3 Dialog Box 53
Creating a Worksheet 4 Changing Row Height 54
Entering Data in a Worksheet 6 Inserting and Deleting Cells, Rows, and Columns 55
Saving a Workbook 7 Inserting Rows 55
Editing Data in a Cell 9 Inserting Columns 56
Printing a Worksheet 10 Deleting Cells, Rows, or Columns 57
Closing a Workbook and Closing Excel 11 Clearing Data in Cells 58
Using Automatic Entering Features 12 Applying Formatting 58
Using AutoComplete 12 Applying Font Formatting 59
Using AutoCorrect 12 Formatting with the Mini Toolbar 59
Using AutoFill 14 Applying Alignment Formatting 59
Opening a Workbook 15 Applying a Theme 62
Opening a Workbook from the Recent Option List 15 Formatting Numbers 63
Pinning and Unpinning Workbooks and Folders 15 Formatting Numbers Using Number Group Buttons 63
Entering Formulas 17 Applying Number Formatting at the
Using the AutoSum Button to Add Numbers 17 Format Cells Dialog Box 65
Using the AutoSum Button to Average Numbers 18 Applying Formatting Using the Format Cells Dialog Box 67
Using the Fill Handle to Copy a Formula 18 Aligning and Indenting Data 67
Selecting Cells 19 Changing the Font 69
Selecting Cells Using the Mouse 19 Adding Borders to Cells 71
Selecting Cells Using the Keyboard 19 Adding Fill and Shading to Cells 73
Selecting Data within Cells 20 Repeating the Last Action 73
Applying Basic Formatting 20 Formatting with Format Painter 74
Changing Column Width 20 Hiding and Unhiding Columns and Rows 75
Merging and Centering Cells 21 Chapter Summary 77
Formatting Numbers 22 Chapter 4 Enhancing a Worksheet 79
Using the Tell Me Feature 24 Formatting a Worksheet Page 80
Using Help 26 Changing Margins 80
Getting Help from a ScreenTip 27 Centering a Worksheet Horizontally and/or Vertically 81
Getting Help in a Dialog Box or at the Changing Page Orientation 82
Backstage Area 28 Changing the Paper Size 82
Chapter Summary 28 Inserting and Removing Page Breaks 83
Chapter 2 Inserting Formulas in a Worksheet 31 Printing Column and Row Titles on Multiple Pages 86
Writing Formulas with Mathematical Operators 32 Scaling Data 87
Copying a Formula with Relative Cell References 32 Inserting a Background Picture 88
Checking Cell References in a Formula 33 Printing Gridlines and Row and Column Headings 89
Writing a Formula by Pointing 34 Printing a Specific Area of a Worksheet 89
Determining the Order of Operations 35 Inserting Headers and Footers 91
Using the Trace Error Button 36 Customizing Print Jobs 96
Identifying Common Formula Errors 36 Checking Spelling 97
Inserting Formulas with Functions 38 Using Undo and Redo 97
Writing Formulas with Statistical Functions 40 Finding and Replacing Data and Cell Formatting 99
Writing Formulas with the NOW and Sorting Data 104
TODAY Functions 44 Completing a Custom Sort 104
Displaying Formulas 44 Sorting More Than One Column 106
Using Absolute and Mixed Cell References in Formulas 45 Filtering Data 106
Using an Absolute Cell Reference in a Formula 45 Chapter Summary 109
Using a Mixed Cell Reference in a Formula 47
Chapter Summary 48

Unit 2 Enhancing the Display of Workbooks 113 Inserting and Managing Comments 166
Inserting a New Comment 166
Chapter 5 M
oving Data within Posting a Comment 166
and between Workbooks 115 Editing and Deleting a Comment 168
Creating a Workbook with Multiple Worksheets 116 Viewing and Managing Comments at the
Inserting a New Worksheet 116 Comments Task Pane 168
Deleting a Worksheet 116 Writing Formulas with Financial Functions 170
Selecting Multiple Worksheets 116 Finding the Periodic Payments for a Loan 171
Copying, Cutting, and Pasting Cells 117 Finding the Future Value of a Series of Payments 173
Copying and Pasting Selected Cells 117 Chapter Summary 174
Using Paste Options 118
Moving Selected Cells 119 Chapter 7 Creating Charts
Copying and Pasting Using the Clipboard and Inserting Formulas 177
Task Pane 120 Creating a Chart 178
Pasting Values Only 122 Sizing and Moving a Chart 179
Managing Worksheets 123 Editing Data and Adding a Data Series 180
Hiding and Unhiding a Worksheet in a Workbook 125 Formatting with Chart Buttons 182
Printing a Workbook Containing Multiple Printing a Chart 184
Worksheets 126 Changing the Chart Design 185
Changing the Zoom 127 Changing the Chart Style 186
Splitting a Worksheet and Freezing Switching Rows and Columns 186
and Unfreezing Panes 128 Changing Chart Layout and Colors 187
Naming and Using a Range 130 Changing the Chart Location 188
Working with Windows 131 Adding, Moving, and Deleting Chart Elements 188
Opening Multiple Workbooks 132 Changing Chart Formatting 191
Arranging Workbooks 132 Formatting a Selection 191
Hiding and Unhiding Workbooks 134 Inserting a Shape 192
Sizing and Moving Workbooks 135 Creating Alternative Text for an Image 193
Moving, Linking, Copying and Pasting Data Using the Quick Analysis Feature 194
between Workbooks 135 Applying Formatting at a Task Pane 195
Moving and Copying Data 136 Changing Chart Height and Width Measurements 196
Linking Data 137 Deleting a Chart 198
Copying and Pasting Data between Programs 138 Writing Formulas with the Logical IF Function 200
Chapter Summary 139 Writing Formulas with an IF Function Using
the Function Arguments Dialog Box 201
Chapter 6 Maintaining Workbooks 143 Writing IF Statements Containing Text 203
Managing the Recent Option List 144 Chapter Summary 204
Pinning and Unpinning a Workbook 145
Recovering an Unsaved Workbook 145 Chapter 8 Adding Visual Interest
Clearing the Recent Option List to Workbooks 207
and the Recent List 145 Inserting Symbols and Special Characters 208
Managing Worksheets 146 Inserting an Image 210
Copying a Worksheet to Another Workbook 146 Customizing and Formatting an Image 210
Moving a Worksheet to Another Workbook 148 Sizing and Moving an Image 210
Formatting with Cell Styles 150 Formatting an Image at the Format Picture
Applying a Cell Style 150 Task Pane 212
Defining a Cell Style 151 Inserting an Online Image 212
Modifying a Cell Style 155 Creating and Inserting a Screenshot 214
Copying Cell Styles to Another Workbook 156 Inserting and Formatting a Shape 215
Removing a Cell Style 157 Inserting and Modifying Text Boxes 218
Deleting a Cell Style 157 Inserting and Customizing Icons 218
Inserting Hyperlinks 158 Inserting and Customizing 3D Models 221
Linking to an Existing Web Page or File 158 Inserting a SmartArt Graphic 224
Navigating Using Hyperlinks 159 Entering Data in a SmartArt Graphic 224
Linking to a Place in the Workbook 160 Sizing, Moving, and Deleting a SmartArt Graphic 225
Linking to a New Workbook 160 Changing the SmartArt Graphic Design 226
Linking Using a Graphic 161 Changing the SmartArt Graphic Formatting 227
Linking to an Email Address 161 Creating, Sizing, and Moving WordArt 228
Modifying, Editing, and Removing a Hyperlink 162 Chapter Summary 230
Using Excel Templates 163 Excel Level 1 Index 233
vi Excel Levels 1 & 2 | Contents

Microsoft Excel Level 2 Converting a Table to a Normal Range and
Subtotaling Related Data 76
Unit 1 Advanced Formatting, Formulas, Modifying Subtotals 79
and Data Management 1 Selecting Data from Different Outline Levels 80
Chapter 1 Advanced Formatting Techniques 3 Grouping and Ungrouping Data 81
Applying Conditional Formatting 4 Chapter Summary 82
Applying Conditional Formatting Using a New Rule 6
Chapter 4 Summarizing and
Editing and Deleting a Conditional Formatting Rule 8
Applying Conditional Formatting Using an Icon Set 11
Consolidating Data 85
Summarizing Data in Multiple Worksheets Using
Applying Conditional Formatting Using Data Bars
Range Names and 3-D References 86
and Color Scales 12
Summarizing Data by Linking to Ranges
Applying Conditional Formatting Using a Formula 13
in Other Worksheets or Workbooks 89
Applying Conditional Formatting Using
Maintaining External References 90
Quick Analysis 15
Summarizing Data Using the Consolidate Feature 93
Applying Fraction Formatting and Scientific Formatting 16
Creating PivotTables 95
Applying Special Number Formatting 18
Creating a Recommended PivotTable 96
Creating a Custom Number Format 19
Building a PivotTable 96
Filtering a Worksheet Using a Custom AutoFilter 21
Formatting and Filtering a PivotTable 100
Filtering and Sorting Data and Removing a Filter 23
Changing the PivotTable Summary Function 101
Filtering and Sorting Data Using
Filtering a PivotTable Using Slicers 102
Conditional Formatting or Cell Attributes 23
Filtering a PivotTable Using a Timeline 104
Removing a Filter 24
Creating a PivotChart 106
Defining a Custom Sort 24
Summarizing Data with Sparklines 110
Applying an Advanced Filter 26
Creating Sparklines 110
Chapter Summary 29
Customizing Sparklines 111
Chapter 2 Advanced Functions and Formulas 31 Chapter Summary 113
Managing Range Names 32
Using Statistical Functions 33
Unit 2 Managing and Integrating Data
Using Statistical Functions: COUNTIF and the Excel Environment 115
and COUNTIFS 34 Chapter 5 Using Data Analysis Features 117
Using Statistical Functions: AVERAGIF Pasting Data Using Paste Special Options 118
and AVERAGIFS 38 Selecting Other Paste Special Options 119
Using Math and Trigonometry Functions: SUMIF Transposing Data 119
and SUMIFS 41 Performing a Mathematical Operation
Using Lookup Functions 43 While Pasting 121
Using the VLOOKUP Function 43 Using Goal Seek to Populate Cells 122
Using the HLOOKUP Function 46 Adding, Editing, and Applying Scenarios 124
Using the PPMT Financial Function 46 Applying a Scenario 126
Using and Nesting Logical Functions 49 Editing a Scenario 126
Using the Nested IF Logical Function 49 Deleting a Scenario 127
Using Logical Functions: Nested IF, AND, and OR 50 Generating a Scenario Summary Report 128
Using the ROUND Function 51 Performing What-If Analysis Using Data Tables 129
Using the IFS Logical Function 54 Creating a One-Variable Data Table 129
Viewing Long Formulas in the Formula Bar 54 Creating a Two-Variable Data Table 131
Chapter Summary 57 Using Auditing Tools 132
Tracing Precedent and Dependent Cells 133
Chapter 3 Working with Tables and
Troubleshooting Formulas 134
Data Features 59 Circling Invalid Data 137
Formatting Data as a Table 60
Watching a Formula Cell 137
Modifying a Table 61
Chapter Summary 139
Applying Table Styles, Table Style Options,
and Table Properties 63 Chapter 6 Exporting, Importing,
Sorting and Filtering a Table 65 and Transforming Data 143
Working with Data Tools 68 Exporting Data from Excel 144
Separating Data Using Text to Columns 68 Copying and Pasting Data into Word 144
Identifying and Removing Duplicate Records 69 Breaking a Link to an Excel Object 147
Validating Data Entry 71 Copying and Pasting Data into PowerPoint 147
Excel Levels 1 & 2 | Contents vii

Copying and Pasting Data into Access 150 Creating a Macro Button Form Control 197
Exporting a Worksheet as a Text File 151 Saving a Workbook as a Template 198
Importing Data into Excel 154 Using a Custom Template 199
Importing Data from Access 154 Deleting a Custom Template 200
Modifying Data with the Power Query Editor 156 Customizing Save Options 201
Importing Data from a Text File 158 Viewing Trust Center Settings 204
Refreshing, Modifying, and Deleting Queries 160 Chapter Summary 206
Editing or Removing the Source for a Query 163
Transforming Data Using Flash Fill 164 Chapter 8 Protecting and Distributing
Using Text Functions 165 a Workbook 209
Chapter Summary 170 Adding Workbook Properties 210
Protecting and Unprotecting Worksheets 213
Chapter 7 Automating Repetitive Tasks Protecting and Unprotecting the Structure
and Customizing Excel 173 of a Workbook 216
Changing Display Options 174 Adding and Removing a Password to Open
Minimizing the Ribbon 175 a Workbook 217
Customizing Ribbons and the Quick Access Toolbar 176 Preparing a Workbook for Distribution 220
Exporting and Importing Customizations 177 Checking for Accessibility Issues 220
Customizing the Ribbon 177 Inspection Results 221
Customizing the Quick Access Toolbar 181 Inspecting a Workbook and Removing
Resetting the Ribbons and the Information before Distributing It 222
Quick Access Toolbar 183 Marking a Workbook as Final 226
Creating and Applying a Custom View 184 Using the Compatibility Checker 228
Automating Tasks Using Macros 186 Distributing Workbooks 230
Creating a Macro 186 Publishing a Workbook as a PDF File 230
Saving Workbooks Containing Macros 187 Publishing a Workbook as an XPS File 232
Running a Macro 189 Publishing a Worksheet as a Web Page 233
Assigning a Macro to a Shortcut Key 190 Exporting and Importing XML Data 235
Editing a Macro 192 Creating an XML Schema 235
Managing and Deleting Macros 194 Exporting a Worksheet as an XML File 236
Inserting and Configuring Form Controls 194 Importing an XML File 239
Inserting Form Controls 195 Chapter Summary 240
Configuring Form Controls 195 Excel Level 2 Index 243
viii Excel Levels 1 & 2 | Contents

Preface
Achieving Proficiency in Excel
The Benchmark Series, Microsoft® Excel® 365, 2019 Edition, is designed for students
who want to learn how to use Microsoft’s powerful spreadsheet program to
manipulate numerical data in resolving financial and other problems requiring data
management and analysis. No prior knowledge of spreadsheets is required. After
successfully completing a course in Microsoft Excel using this courseware, students
will be able to do the following:
• Create and edit spreadsheets and worksheets of varying complexity.
• Format cells, columns, and rows as well as entire workbooks in a uniform,
attractive style.
• Analyze numerical data and project outcomes to make informed decisions.
• Plan, research, create, revise, and publish worksheets and workbooks to meet
specific needs.
• Given a workplace scenario requiring a numbers-based solution, assess the
information requirements and then prepare the materials that achieve the goal
efficiently and effectively.
Well-designed pedagogy is important, but students learn technology skills
through practice and problem solving. Technology provides opportunities for
interactive learning as well as excellent ways to quickly and accurately assess
student performance. To this end, this course is supported with Cirrus, Paradigm’s
cloud-based training and assessment learning management system. Details about
Cirrus as well as its integrated student courseware and instructor resources can be
found on page xii.
Proven Instructional Design

The Benchmark Series has long served as a
Excel
Microsoft
®
®
standard of excellence in software instruction. Level 1

Elements of the series function individually
and collectively to create an
inviting, comprehensive learning
Unit 1
environment that leads to
Excel
Microsoft
®
Preparing and ®Formatting Worksheets
full proficiency in computer Chapter 1 Level an
Preparing 2 Excel Workbook
applications. The following visual Chapter 2 Inserting Formulas in a Worksheet
tour highlights the structure and Chapter 3 Formatting a Worksheet
features that comprise the highly Chapter 4 Enhancing a Worksheet
popular Benchmark model. Unit 1

Advanced Formatting, Formulas,
and Data Management
Chapter 1 Advanced Formatting Techniques

Chapter 2 Advanced Functions and Formulas
Chapter 3 Working with Tables and Data Features
Unit Openers display the unit’s four chapter

titles. Each level of the course contains two 1
units with four chapters each.
ix

Chapter Openers Present Learning Objectives
Chapter Openers present the performance objectives and an
Microsoft ®
overview of the skills taught.

Excel
®
2
CHAPTER
Data Files are provided for each chapter.
Advanced Functions
and Formulas
Performance Objectives
Upon successful completion of Chapter 2, you will be able to:
1 Create and manage names for ranges of cells
2 Write formulas with the COUNTBLANK, COUNTIF, and COUNTIFS
statistical functions
3 Write formulas with the AVERAGEIF and AVERAGEIFS statistical
functions
4 Write formulas with the SUMIF and SUMIFS math and trigonometry
functions
5 Write formulas with the VLOOKUP and HLOOKUP lookup functions
6 Write formulas with the PPMT financial function
7 Write formulas with the nested IF, AND, and OR logical functions and
the IFS logical function
8 Write formulas with the ROUND math and trigonometry function
9 Expand the Formula bar to view longer formulas
To help make complex calculations easier to perform, Excel provides numerous

preset formulas called functions. These are grouped into thirteen different categories
to facilitate calculations in worksheets containing financial, logical, mathematical,
statistical, or other types of data. The Insert function dialog box provides options
for locating and building formulas with various functions. The structure of a
function formula includes an equals sign (=) followed by the name of the function
and then the function argument. Argument is the term given to the values to be
included in the calculation. The structure of the argument is dependent on the type
of function being used and can include references to values in a single cell, a range,
multiple ranges, or any combination of these.
Data Files
The online
course includes
Before beginning chapter work, copy the EL2C2 folder to your additional training
storage medium and then make EL2C2 the active folder. and assessment
resources.
31
Activities Build Skill Mastery within Realistic Context

Multipart Activities provide a framework for instruction and
practice on software features. An activity overview identifies
Activity 1 Calculate Statistics and Sums Using 6 Parts
tasks to accomplish and key features to use in completing the
Conditional Formulas for an Insurance Claims Worksheet work.
You will manage range names in an insurance claims worksheet and use the range
names in statistical formulas that count, average, and sum based on single and
multiple criteria.
Tutorials provide interactive, guided training and measured
Tutorial
Managing Range
Managing Range Names
Recall that a range name is a name assigned to a cell or range of cells. Range
practice.
Names names provide the option of referencing a source using a descriptive label, rather
than the cell address or range address, when creating a formula, printing a
Tutorial worksheet, or navigating in a worksheet. Creating range names makes the task of
Review: Naming
and Using a Range
managing complex formulas easier and helps others who may work in or edit a
worksheet to understand the purpose of a formula more quickly.
Quick Steps in the margins allow fast reference and review of
Name Manager
By default, a range name is an absolute reference to a cell or range of cells.
This means that if the formula is copied or moved to a different location, the
references will not change. Later in this chapter, when creating a lookup formula,
the steps needed to accomplish tasks.
uick Steps take advantage of the absolute referencing of a range name when including a group
Modify Range Name of cells in the formula that stay fixed when the formula is copied. A range name
Hints offer useful tips on how to use features efficiently and

and Reference
also includes the worksheet reference by default; therefore, typing the range name
1. Click Formulas tab.
2. Click Name Manager in the formula automatically references the correct worksheet. For example, assume
button. that cell A3 in Sheet 2 has been named ProductA and cell A3 in Sheet 3 has been
3. Click range name.
4. Click Edit button.
5. Type new range
name in Name text
named ProductB. To add the two values, type the formula =ProductA+ProductB in
the formula cell. Notice that the worksheet references do not need to be included. effectively.
The Name Manager dialog box, shown in Figure 2.1, is opened by clicking the
box.
6. Type new range Name Manager button in the Defined Names group on the Formulas tab or by
using the keyboard shortcut Ctrl + F3. The Name Manager dialog box can be used
address at Refers to
text box.
7. Click OK. to create, edit, and delete range names. A range name can be edited by changing
8. Click Close. the name or modifying the range address associated with it. A range name can also
be deleted, but extra caution should be used when doing so. Cells that include a
Hint The Formulas deleted range name in the formula will display the error text #NAME? Also use the
tab contains a Create Name Manager dialog box to add new range names to a worksheet.
from Selection button
in the Defined Names
group that can be used Figure 2.1 Name Manager Dialog Box
to automatically create
range names for a list
or table. Select the list
or table and click the
button. Excel uses the
names in the top row
or left-most column as
the range names.
32 Excel Level 2 | Unit 1 Chapter 2 | Advanced Functions and Formulas
x Excel Levels 1 & 2 | Preface

Step-by-Step Instructions guide students to the desired
outcome for each activity part. Screen captures illustrate what
Activity 1d Creating AVERAGEIF Formulas Part 4 of 6
the screen should look like at key points.
1. With 2-ACOctVehRpt open, make cell M16 active.
2. Create an AVERAGEIF function to calculate the average auto insurance claim estimate for
those claims with a rating of 1 by completing the following steps:
a. Click the Insert Function button in the Formula bar.
b. With Statistical selected in the Or Magenta Text identifies material to type.
select a category option box, click
AVERAGEIF in the Select a function
2b
list box.
Check Your Work model answer images are available in the

c. Read the formula description below
the function list box and then click
OK.
d. At the Function Arguments dialog box
with the insertion point positioned
in the Range text box, type rating and
online course, and students can use those images to confirm
then press the Tab key.
e. With the insertion point positioned in
the Criteria text box, type 1 and then
they have completed the activity correctly.
press the Tab key.
f. With the insertion point positioned
in the Average_range text box, type 2c
claimest.
g. Click OK. Excel returns the value 2691 in cell M16.
Between activity parts, the text presents instruction on the
2d
features and skills necessary to accomplish the next section of
2e
the activity.
2g
2f
Typically, a file remains open throughout all parts of the activity.

h. Look at the formula in the Formula bar created by the Function Arguments dialog box:
=AVERAGEIF(Rating,1,ClaimEst).
Students save their work incrementally. At the end of the
3. Apply the Comma format with no digits after the decimal point to cell M16.
4. Make cell M17 active, type the formula =averageif(rating,k17,claimest), and then
press the Enter key.
activity, students save, print, and then close the file.
6. With cell M17 active, drag the fill handle into cell M20. When completed, the
AVERAGEIF formulas will be as follows:
M18: =AVERAGEIF(Rating,K18,ClaimEst)
M20: =AVERAGEIF(Rating,K20,ClaimEst) 6
7. Save 2-ACOctVehRpt.
Check Your Work
Excel Level 2 | Unit 1 Chapter 2 | Advanced Functions and Formulas 39
Chapter Review Tools Reinforce Learning

A Chapter Summary reviews the
purpose and execution of key features.
Chapter Summary
Using range names in formulas makes it easier to manage complex formulas and
A Commands Review summarizes

■
helps others who work in or edit a worksheet to understand the purpose of a
formula more quickly.
visually the major features and

■ Click the Name Manager button in the Defined Names group on the Formulas
tab to open the Name Manager dialog box. Use options at the Name Manager
dialog box to create, edit, or delete a range name or edit the cells that a range
alternative methods of access.

name references.
■ To insert a formula click the Insert Function button in the Formula bar, click
the name of the function at the drop-down list, and then enter arguments at
the Insert Function dialog box. Alternatively, you can click a button in the
Function Library group on the Formulas tab, click the name of the function at
the drop-down list, and then enter arguments at the Insert Function dialog box.
■
Commands Review
The COUNTBLANK function counts the number of empty cells in a range.
The COUNTIF statistical function counts cells within a range that meet a
single criterion or condition; the COUNTIFS statistical function counts cells
FEATURE RIBBON TAB, GROUP BUTTON KEYBOARD SHORTCUT
within a range that meet multiple criteria or conditions.
financial functions Formulas, Function Library
■ Find the arithmetic mean of a range of cells that meet a single criterion or
condition using the AVERAGEIF statisticalInsertfunction.
FunctionUse
dialogthe
box AVERAGEIFS
Formulas, Function Library Shift + F3
statistical function to find the arithmetic mean for a range that meet multiple
criteria or conditions. logical functions Formulas, Function Library
■ The math function SUMIF adds cells within a range that meet a single
criterion or condition. To add cells within alookup
rangeandbased
reference
onfunctions Formulas,
multiple criteria or Function Library
conditions, use the SUMIFS math function.
math and trigonometry functions Formulas, Function Library
■ The Lookup & Reference functions VLOOKUP and HLOOKUP look up data
in a reference table and return in the formula
Namecell a value
Manager from
dialog box a column or row, Defined Names
Formulas, Ctrl + F3
respectively, in the lookup table.
■ The PPMT financial function returns the principal portion of a specified loan
payment within the term based on an interest rate, total number of payments,
and loan amount.
■ Using conditional logic in a formula requires Excel to perform a calculation
based on the outcome of a logical or conditional test, in which one calculation
is performed if the test proves true and another calculation is performed if the
test proves false.
■ A nested function is one function inside another function. Nest an IF function
to test an additional condition.
■ Use the ROUND function to modify the number of characters by rounding the
value.
■ Use the AND logical function to test multiple conditions. Excel returns TRUE
if all the conditions test true and FALSE if any of the conditions tests false.
■ The OR logical function also tests multiple conditions. The function returns
TRUE if any of the conditions tests true and FALSE if all the conditions test false.
■ The IFS logical function is similar to the IF function, but the IFS function does
not require each argument to be enclosed in parentheses and the results of the
IFS function must test true.
■ To make a formula containing a long function easier to read, place each logical
test on a separate line and expand the Formula bar.
Excel Levels 1 & 2 | Preface xi

The Cirrus Solution
Elevating student success and instructor efficiency
Powered by Paradigm, Cirrus is the next-generation learning solution for developing
skills in Microsoft Office. Cirrus seamlessly delivers complete course content in a
cloud-based learning environment that puts students on the fast track to success.
Students can access their content from any device anywhere, through a live internet
connection; plus, Cirrus is platform independent, ensuring that students get the same
learning experience whether they are using PCs, Macs, or Chromebook computers.
Cirrus provides Benchmark Series content in a series of scheduled assignments
that report to a grade book to track student progress and achievement. Assignments
are grouped in modules, providing many options for customizing instruction.
Dynamic Training
The online Benchmark Series courses include interactive resources to support learning.
Watch and Learn Lessons
include a video demonstrating how
to perform the chapter activity, a
reading to provide background and
context, and a short quiz to check
understanding of concepts and
skills.
Guide and Practice Tutorials

provide interactive, guided training
and measured practice.
Hands On Activities enable

students to complete chapter
activities, compare their solutions
against a Check Your Work model
answer image, and submit their
work for instructor review.
xii Excel Levels 1 & 2 | Preface

Chapter Review and Assessment
Review and assessment activities for each chapter are available for completion in Cirrus.
Concepts Check completion exercises
assess comprehension and recall of
application features and functions as well
as key terminology.
Skills Assessment Hands On Activity

exercises evaluate the ability to apply
chapter skills and concepts in solving
realistic problems. Each is completed live
in Excel and is uploaded through Cirrus
for instructor evaluation.
Visual Benchmark assessments test

problem-solving skills and mastery of
application features.
A Case Study requires analyzing a

workplace scenario and then planning and
executing a multipart project. Students
search the web and/or use the program’s
Help feature to locate additional
information required to complete the Case
Study.
Exercises and Projects provide

opportunities to develop and demonstrate
skills learned in each chapter. Each is
completed live in the Office application
and is automatically scored by Cirrus.
Detailed feedback and how-to videos
help students evaluate and improve their
performance.
Skills Check Exams evaluate students’

ability to complete specific tasks. Skills
Check Exams are completed live in
the Office application and are scored
automatically. Detailed feedback and
instructor-controlled how-to videos
help student evaluate and improve their
performance.
Multiple-choice Concepts Exams assess

understanding of key commands and
concepts presented in each chapter.
Excel Levels 1 & 2 | Preface xiii

Unit Review and Assessment
Review and assessment activities for each unit of each Benchmark course are also
available for completion in Cirrus.
Assessing Proficiency exercises check
mastery of software application functions and
features.
Writing Activities challenge students

to use written communication skills while
demonstrating their understanding of important
software features and functions.
Internet Research assignments reinforce

the importance of research and information
processing skills along with proficiency in the
Office environment.
A Job Study activity at the end of Unit 2

presents a capstone assessment requiring
critical thinking and problem solving.
Unit-Level Projects allow students to practice

skills learned in the unit. Each is completed
live in the Office application and automatically
scored by Cirrus. Detailed feedback and how-to
videos help students evaluate and improve their
performance.
Student eBook
The Student eBook, accessed through the Cirrus online course, can be downloaded
to any device (desktop, laptop, tablet, or smartphone) to make Benchmark Series
content available anywhere students wish to study.
Instructor eResources
Cirrus tracks students’ step-by-step interactions as they move through each activity,
giving instructors visibility into their progress and missteps. With Exam Watch,
instructors can observe students in a virtual, live, skills-based exam and join
remotely as needed—a helpful option for struggling students who need one-to-one
coaching, or for distance learners. In addition to these Cirrus-specific tools, the
Instructor eResources for the Benchmark Series include the following support:
• Planning resources, such as lesson plans, teaching hints, and sample course
syllabi
• Delivery resources, such as discussion questions and online images and templates
• Assessment resources, including live and annotated PDF model answers for
chapter work and review and assessment activities, rubrics for evaluating student
work, and chapter-based exam banks in RTF format
xiv Excel Levels 1 & 2 | Preface

About the Authors
Nita Rutkosky began her career teaching business education at Pierce College
in Puyallup, Washington, in 1978 and holds a master’s degree in occupational
education. In her years as an instructor, she taught many courses in software
applications to students in postsecondary information technology certificate
and degree programs. Since 1987, Nita has been a leading author of courseware
for computer applications training and instruction. Her current titles include
Paradigm’s popular Benchmark Series, Marquee Series, and Signature Series. She is
a contributor to the Cirrus online content for Office application courses and has also
written textbooks for keyboarding, desktop publishing, computing in the medical
office, and essential skills for digital literacy.
Jan Davidson started her teaching career in 1997 as a corporate trainer and
postsecondary instructor and holds a Social Science degree, a writing certificate,
and an In-Service Teacher Training certificate. Since 2001, she has been a faculty
member of the School of Business and International Education at Lambton College
in Sarnia, Ontario. In this role, she has developed curriculum and taught a variety
of office technology, software applications, and office administration courses to
domestic and international students in a variety of postsecondary programs. As
a consultant and content provider for Paradigm Education Solutions since 2006,
Jan has contributed to textbook and online content for various titles. She has been
author and co-author of Paradigm’s Benchmark Series Microsoft® Excel®, Level 2,
and Microsoft® Access®, Level 2 since 2013 and has contributed to the Cirrus online
courseware for the series. Jan is also co-author of Advanced Excel® 2016.
Audrey Roggenkamp holds a master’s degree in adult education and
curriculum and has been an adjunct instructor in the Business Information
Technology department at Pierce College in Puyallup, Washington, since 2005.
Audrey has also been a content provider for Paradigm Education Solutions since
2005. In addition to contributing to the Cirrus online content for Office application
courses, Audrey co-authors Paradigm’s Benchmark Series, Marquee Series, and
Signature Series. Her other available titles include Keyboarding & Applications I and II
and Using Computers in the Medical Office: Word, PowerPoint®, and Excel®.
Ian Rutkosky has a master’s degree in business administration and has been
an adjunct instructor in the Business Information Technology department at Pierce
College in Puyallup, Washington, since 2010. In addition to joining the author team
for the Benchmark Series and Marquee Series, he has co-authored titles on medical
office computing and digital literacy and has served as a co-author and consultant
for Paradigm’s Cirrus training and assessment software.
Excel Levels 1 & 2 | Preface xv

Microsoft
Office
®
Getting Started
in Office 365
Microsoft Office is a suite of applications for personal computers and other

devices. These programs, known as software, include Word, a word processor; Excel,
a spreadsheet editor; Access, a database management system; and PowerPoint,
a presentation program used to design and present slideshows. Microsoft Office
365 is a subscription service that delivers continually updated versions of those
applications. Specific features and functionality of Microsoft Office vary depending
on the user’s account, computer setup, and other factors. The Benchmark courseware
was developed using features available in Office 365. You may find that with your
computer and version of Office, the appearance of the software and the steps needed
to complete an activity vary slightly from what is presented in the courseware.
Identifying Computer Hardware

The Microsoft Office suite can run on several types of computer equipment,
referred to as hardware. You will need access to a laptop or a desktop computer
system that includes a PC/tower, monitor, keyboard, printer, drives, and
mouse. If you are not sure what equipment you will be operating, check with
your instructor. The computer system shown in Figure G.1 consists of six
components. Each component is discussed separately in the material that follows.
Figure G.1 Computer System
USB drive
PC/tower
monitor
mouse
keyboard
printer
GS-1
GS1-GS16_BMK365_Office-Getting_Started.indd 1 7/10/19 9:52 AM

Figure G.2 System Unit Ports
Ethernet port USB ports microphone speaker video port

connection connection
System Unit (PC/Tower)

Traditional desktop computing systems include a system unit known as the PC
(personal computer) or tower. This is the brain of the computer, where all processing
occurs. It contains a Central Processing Unit (CPU), hard drives, and video
cards plugged into a motherboard. Input and output ports are used for attaching
peripheral equipment such as a keyboard, monitor, printer, and so on, as shown
in Figure G.2. When a user provides input, the PC computes it and outputs the
results.
Monitor
Hint Monitor size A computer monitor looks like a television screen. It displays the visual
is measured diagonally information output by the computer. Monitor size can vary, and the quality of
and is generally the display for monitors varies depending on the type of monitor and the level of
distance from the
bottom left corner to resolution.
the top right corner of
the monitor.
Keyboard
The keyboard is used to input information into the computer. The number and
location of the keys on a keyboard can vary. In addition to letters, numbers, and
symbols, most computer keyboards contain function keys, arrow keys, and a
numeric keypad. Figure G.3 shows a typical keyboard.
The 12 keys at the top of the keyboard, labeled with the letter F followed by a
number, are called function keys. Use these keys to perform functions within each
of the Office applications. To the right of the regular keys is a group of special or
dedicated keys. These keys are labeled with specific functions that will be performed
when you press the key. Below the special keys are arrow keys. Use these keys to
move the insertion point in the document screen.
Some keyboards include mode indicator lights to indicate that a particular
mode, such as Caps Lock or Num Lock, has been turned on. Pressing the Caps
Lock key disables the lowercase alphabet so that text is typed in all caps, while
pressing the Num Lock key disables the special functions on the numeric keypad
so that numbers can be typed using the keypad. When you select these modes, a
light appears on the keyboard.
GS-2 Office 365 | Getting Started

Figure G.3 Keyboard
function keys mode indicator lights
alphanumeric keys arrow keys or insertion numeric, insertion point

point control keys control, and special keys
Drives and Ports

An internal hard drive is a disk drive that is located inside the PC and that stores
data. External hard drives may be connected via USB ports for additional storage.
Ports are the “plugs” on the PC, and are used to connect devices to the computer,
such as the keyboard and mouse, the monitor, speakers, USB flash drives and so
on. Most PCs will have a few USB ports, at least one display port, audio ports,
and possibly an ethernet port (used to physically connect to the internet or a
network).
Printer
An electronic version of a file is known as a soft copy. If you want to create a hard
copy of a file, you need to print it. To print documents, you will need to access a
printer, which will probably be either a laser printer or an ink-jet printer. A laser
printer uses a laser beam combined with heat and pressure to print documents,
while an ink-jet printer prints a document by spraying a fine mist of ink on the
page.
Mouse
Most functions and commands in the Microsoft Office suite are designed to be
performed using a mouse or a similar pointing device. A mouse is an input device
that sits on a flat surface next to the computer. You can operate a mouse with your
left or right hand. Moving the mouse on the flat surface causes a corresponding
pointer to move on the screen, and clicking the left or right mouse buttons allows
you to select various objects and commands.
Using the Mouse The applications in the Microsoft Office suite can be
operated with the keyboard and a mouse. The mouse generally has two buttons on
top, which you press to execute specific functions and commands. A mouse may
also contain a wheel, which can be used to scroll in a window or as a third button.
To use the mouse, rest it on a flat surface or a mouse pad. Put your hand over it
with your palm resting on top of the mouse and your index finger resting on the
left mouse button. As you move your hand, and thus the mouse, a corresponding
pointer moves on the screen.
Office 365 | Getting Started GS-3

When using the mouse, you should understand four terms — point, click, double-
click, and drag. To point means to position the mouse pointer on a desired item, such
as an option, button, or icon. With the mouse pointer positioned on the item, click
Hint Instructions the left mouse button once to select the item. (In some cases you may right-click,
in this course use which means to click the right mouse button, but generally, click refers to the left
the verb click to refer button.) To complete two steps at one time, such as choosing and then executing a
to tapping the left
mouse button and the function, double-click the left mouse button by tapping it twice in quick succession.
verb press to refer to The term drag means to click and hold down the left mouse button, move the
pressing a key on the mouse pointer to a specific location, and then release the button. Clicking and
keyboard.
dragging is used, for instance, when moving a file from one location to another.
Using the Mouse Pointer The mouse pointer will look different depending on
where you have positioned it and what function you are performing. The following
are some of the ways the mouse pointer can appear when you are working in the
Office suite:
• The mouse pointer appears as an I-beam (called the I-beam pointer) when
you are inserting text in a file. The I-beam pointer can be used to move the
insertion point or to select text.
• The mouse pointer appears as an arrow pointing up and to the left (called the
arrow pointer) when it is moved to the Title bar, Quick Access Toolbar, ribbon, or
an option in a dialog box, among other locations.
• The mouse pointer becomes a double-headed arrow (either pointing left and
right, pointing up and down, or pointing diagonally) when you perform certain
functions such as changing the size of an object.
• In certain situations, such as when you move an object or image, the mouse
pointer displays with a four-headed arrow attached. The four-headed arrow
means that you can move the object left, right, up, or down.
• When a request is being processed or when an application is being loaded,
the mouse pointer may appear as a moving circle. The moving circle means
“please wait.” When the process is completed, the circle is replaced with a
normal mouse pointer.
• When the mouse pointer displays as a hand with a pointing index finger, it
indicates that more information is available about an item. The mouse pointer
also displays as a hand with a pointing index finger when you hover over a
hyperlink.
Touchpad
If you are working on a laptop Figure G.4 Touchpad
computer, you may be using a
touchpad instead of a mouse. A
touchpad allows you to move the
mouse pointer by moving your
finger across a surface at the base
of the keyboard (as shown in Figure
G.4). You click and right-click by
using your thumb to press the
buttons located at the bottom of
the touchpad. Some touchpads have
special features such as scrolling or
clicking something by tapping the
surface of the touchpad instead of
pressing a button with a thumb.

Touchscreen
Smartphones, tablets, and touch Figure G.5 Touchscreen
monitors all use touchscreen
technology (as shown in Figure G.5),
which allows users to directly interact
with the objects on the screen by
touching them with fingers, thumbs,
or a stylus. Multiple fingers or
both thumbs can be used on most
touchscreens, giving users the ability
to zoom, rotate, and manipulate
items on the screen. While many
activities in this textbook can be
completed using a device with a
touchscreen, a mouse or touchpad
might be required to complete a few activities.
Choosing Commands
A command is an instruction that tells an application to complete a certain task.
When an application such as Word or PowerPoint is open, the ribbon at the top
of the window displays buttons and options for commands. To select a command
with the mouse, point to it and then click the left mouse button.
Notice that the ribbon is organized into tabs, including File, Home, Insert,
and so on. When the File tab is clicked, a backstage area opens with options such
as opening or saving a file. Clicking any of the other tabs will display a variety of
commands and options on the ribbon. Above the ribbon, buttons on the Quick
Access Toolbar provide fast access to frequently used commands such as saving a
file and undoing or redoing an action.
Using Keyboard Shortcuts and Accelerator Keys

As an alternative to using the mouse, keyboard shortcuts can be used for many
commands. Shortcuts generally require two or more keys. For instance, in Word,
press and hold down the Ctrl key while pressing P to display the Print backstage
area, or press Ctrl + O to display the Open backstage area. A complete list
of keyboard shortcuts can be found by searching the Help files in any Office
application.
Office also provides shortcuts known as accelerator keys for every command
or action on the ribbon. These accelerator keys are especially helpful for users
with motor or visual disabilities or for power users who find it faster to use the
keyboard than click with the mouse. To identify accelerator keys, press the Alt key
on the keyboard. KeyTips display on the ribbon, as shown in Figure G.6. Press the
keys indicated to execute the desired command. For example, to begin checking
Figure G.6 Word Home Tab KeyTips

the spelling and grammar in a document, press the Alt key, press the R key on the
keyboard to display the Review tab, and then press the letter C and the number 1
on the keyboard to open the Editor task pane.
Choosing Commands from a Drop-Down List

Some buttons include arrows that can be clicked to display a drop-down list of
options. Point and click with the mouse to choose an option from the list. Some
options in a drop-down list may have a letter that is underlined. This indicates
that typing the letter will select the option. For instance, to select the option Insert
Table, type the letter I on the keyboard.
If an option in a drop-down list is not available to be selected, it will appear
gray or dimmed. If an option is preceded by a check mark, it is currently active. If
it is followed by an ellipsis (…), clicking the option will open a dialog box.
Choosing Options from a Dialog Box or Task Pane

Some buttons and options open a dialog box or a task pane containing options for
applying formatting or otherwise modifying the data in a file. For example, the
Font dialog box shown in Figure G.7 contains options for modifying the font and
adding effects. The dialog box contains two tabs—the Font tab and the Advanced
tab. The tab that displays in the front is the active tab. Click a tab to make it
active or press Ctrl + Tab on the keyboard. Alternately, press the Alt key and then
type the letter that is underlined in the tab name.
Figure G.7 Word Font Dialog Box

list boxes
dialog box tabs
option box
check boxes

To choose an option from a dialog box using the mouse, position the arrow
pointer on the option and then click the left mouse button. To move forward from
option to option using the keyboard, you can press the Tab key. Press Shift +
Tab to move back to a previous option. If the option displays with an underlined
letter, you can choose it by pressing the Alt key and the underlined letter. When
an option is selected, it is highlighted in blue or surrounded by a dotted or dashed
box called a marquee. A dialog box contains one or more of the following elements:
list boxes, option boxes, check boxes, text boxes, command buttons, radio buttons,
and measurement boxes.
List Boxes and Option Boxes The fonts available in the Font dialog box,
shown in Figure G.7 (on the previous page), are contained in a list box. Click an
option in the list to select it. If the list is long, click the up or down arrows in the
scroll bar at the right side of the box to scroll through all the options. Alternately,
press the up or down arrow keys on the keyboard to move through the list, and
press the Enter key when the desired option is selected.
Option boxes contain a drop-down list or gallery of options that opens when the
arrow in the box is clicked. An example is the Font color option box in Figure G.8.
To display the different color options, click the arrow at the right side of the box.
If you are using the keyboard, press Alt + C.
Check Boxes Some options can be selected using a check box, such as the effect
options in the dialog box in Figure G.7. If a check mark appears in the box, the
option is active (turned on). If the check box does not contain a check mark, the
option is inactive (turned off). Click a check box to make the option active or
inactive. If you are using the keyboard, press Alt + the underlined letter of the
option.
Text Boxes Some options in a dialog box require you to enter text. For example,
see the Find and Replace dialog box shown in Figure G.8. In a text box, type
or edit text with the keyboard, using the left and right arrow keys to move the
insertion point without deleting text and use the Delete key or Backspace key to
delete text.
Command Buttons The buttons at the bottom of the dialog box shown in
Figure G.8 are called command buttons. Use a command button to execute or cancel
a command. Some command buttons display with an ellipsis (...), which means
another dialog box will open if you click that button. To choose a command
button, click with the mouse or press the Tab key until the command button is
surrounded by a marquee and then press the Enter key.
Figure G.8 Excel Find and Replace Dialog Box
text boxes
command buttons

Figure G.9 Word Insert Table Dialog Box
measurement
boxes
radio buttons
Radio Buttons The Insert Table dialog box shown in Figure G.9 contains an
example of radio buttons. Only one radio button can be selected at any time. When
the button is selected, it is filled with a dark circle. Click a button to select it, or
press and hold down the Alt key, press the underlined letter of the option, and
then release the Alt key.
Measurement Boxes A measurement box contains an amount that can be
increased or decreased. An example is shown in Figure G.9. To increase or decrease
the number in a measurement box, click the up or down arrow at the right side of
the box. Using the keyboard, press and hold down the Alt key and then press the
underlined letter for the option, press the Up Arrow key to increase the number or
the Down Arrow key to decrease the number, and then release the Alt key.
Choosing Commands with Shortcut Menus

The Office applications include shortcut menus that contain commands related to
different items. To display a shortcut menu, point to the item for which you want to
view more options with the mouse pointer and then click the right mouse button,
or press Shift + F10. The shortcut menu will appear wherever the insertion point is
positioned. In some cases, the Mini toolbar will also appear with the shortcut menu.
For example, if the insertion point is positioned in a paragraph of text in a Word
document, clicking the right mouse button or pressing Shift + F10 will display the
shortcut menu and Mini toolbar, as shown in Figure G.10.
To select an option from a shortcut menu with the mouse, click the option. If
you are using the keyboard, press the Up or Down Arrow key until the option is
selected and then press the Enter key. To close a shortcut menu without choosing
an option, click outside the menu or press the Esc key.

Figure G.10 Shortcut Menu and Mini Toolbar
Working with Multiple Applications

As you learn the various applications in the Microsoft Office suite, you will notice
many similarities between them. For example, the steps to save, close, and print
are virtually the same whether you are working in Word, Excel, or PowerPoint.
This consistency greatly enhances your ability to transfer knowledge learned in
one application to another within the suite. Another benefit to using Microsoft
Office is the ability to have more than one application open at the same time and
to integrate content from one program with another. For example, you can open
Word and create a document, open Excel and create a worksheet, and then copy a
worksheet from the workbook into Word.
The Windows taskbar at the bottom of the screen displays buttons
representing all the programs that are currently open. For example, Figure G.11
shows the taskbar with Word, Excel, Access, and PowerPoint open. To move
from one program to another, click the taskbar button representing the desired
application.
Maintaining Files and Folders

Windows includes a program named File Explorer that can be used to maintain
files and folders. To open File Explorer, click the folder icon on the Windows
taskbar. Use File Explorer to complete tasks such as copying, moving, renaming,
and deleting files and folders and creating new folders. Some file management
tasks can also be completed within Word, Excel, PowerPoint, or Access by clicking
File and then Open or Save As and then clicking the Browse option to browse
folders and files in a dialog box.
Directions and activities in this course assume that you are managing files and
folders stored on a USB flash drive or on your computer’s hard drive. If you are
using your OneDrive account or another cloud-based storage service, some of the file
and folder management tasks may vary.
Figure G.11 Windows Taskbar with Word, Excel, Access, and PowerPoint Open

Creating and Naming a Folder
Files (such as Word documents, Excel workbooks, PowerPoint presentations,
and Access databases) are easier to find again when they are grouped logically
in folders. In File Explorer and in the Open or Save As dialog box, the names of
files and folders are displayed in the Content pane. Each file has an icon showing
what type of file it is, while folders are identified with the icon of a folder. See
Figure G.12 for an example of the File Explorer window.
Create a new folder by clicking the New folder button at the top of the File
Explorer window or in the dialog box. A new folder displays with the name New
folder highlighted. Type a name for the folder to replace the highlighted text, and
then press the Enter key. Folder names can include numbers, spaces, and some
symbols.
Selecting and Opening Files and Folders

Select files or folders in the window to be managed. To select one file or folder,
simply click on it. To select several adjacent files or folders, click the first file or
folder, hold down the Shift key, and then click the last file or folder. To select files
or folders that are not adjacent, click the first file or folder, hold down the Ctrl
key, click any other files or folders, and then release the Ctrl key. To deselect, click
anywhere in the window or dialog box.
When a file or folder is selected, the path to the folder displays in the Address
bar. If the folder is located on an external storage device, the drive letter and name
may display in the path. A right-pointing arrow displays to the right of each folder
name in the Address bar. Click the arrow to view a list of subfolders within a
folder.
Double-click a file or folder in the Content pane to open it. You can also select
one or more files or folders, right-click, and then click the Open option in the
shortcut menu.
Figure G.12 File Explorer Window

View the path to a file or
folder in the Address bar.
Select a location With the folder Files and folders

in the Navigation name highlighted, appear in the
pane. type a new name. Content pane.

Deleting Files and Folders
Deleting files and folders is part of file maintenance. To delete a file or folder,
select it and then press the Delete key. Alternatively, use the Delete button on
the Home tab of the File Explorer window, or click the Organize button and then
Delete in the dialog box. You can also right-click a file or folder and then choose
the Delete option in the shortcut menu.
Files and folders deleted from the hard drive of the computer are automatically
sent to the Recycle Bin, where they can easily be restored if necessary. If a file or
folder is stored in another location, such as an external drive or online location,
it may be permanently deleted. In this case, a message may appear asking for
confirmation. To confirm that the file or folder should be deleted, click Yes.
To view the contents of the Recycle Bin, display the Windows desktop and then
double-click the Recycle Bin icon. Deleted items in the Recycle Bin can be restored
to their original locations, or the Recycle Bin can be emptied to free up space on the
hard drive.
Moving and Copying Files and Folders

A file or folder may need to be moved or copied to another location. In File
Explorer, select the file or folder and then click the Copy button at the top of
the window, use the keyboard shortcut Ctrl + C, or right-click the file and select
Copy in the shortcut menu. Navigate to the destination folder and then click the
Paste button, use the keyboard shortcut Ctrl + P, or right-click and select Paste.
If a copy is pasted to the same folder as the original, it will appear with the word
Copy added to its name. To copy files in the Open or Save As dialog box, use the
Organize button drop-down list or right-click to access the shortcut menu.
To move a file or folder, follow the same steps, but select Cut instead of Copy
or press Ctrl + X instead of Ctrl + C. Files can also be dragged from one location
to another. To do this, open two File Explorer windows. Click a file or folder and
drag it to the other window while holding down the left mouse button.
Renaming Files and Folders

To rename a file or folder in File Explorer, click its name to highlight it and then
type a new name, or right-click the file or folder and then select Rename at the
shortcut menu. You can also select the file or folder and then click the Rename
button on the Home tab of the File Explorer window or click Rename from the
Organize button drop-down list at the Open or Save As dialog box. Type in a new
name and then press the Enter key.
Viewing Files and Folders

Change how files and folders display in the Content pane in File Explorer by
clicking the View tab and then clicking one of the view options in the Layout
group. View files and folders as large, medium, or small icons; as tiles; in a list; or
with details or information about the file or folder content. At the Open or Save
As dialog box, click the Change your view button arrow and a list displays with
similar options for viewing folders and files. Click to select an option in the list or
click the Change your view button to see different views.
Displaying File Extensions Each file has a file extension that identifies the
program and what type of file it is. Excel files have the extension .xlsx; Word files

end with .docx, and so on. By default, file extensions are turned off. To view file
extensions, open File Explorer, click the View tab, and then click the File name
extensions check box to insert a check mark. Click the check box again to remove
the check mark and stop viewing file extensions.
Displaying All Files The Open or Save As dialog box in an Office application
may display only files specific to that application. For example, the Open or Save
As dialog box in Word may only display Word documents. Viewing all files at
the Open dialog box can be helpful in determining what files are available. Turn
on the display of all files at the Open dialog box by clicking the file type button
arrow at the right side of the File Name text box and then clicking All Files at the
drop-down list.
Managing Files at the Info Backstage Area

The Info backstage area in Word, Excel, and PowerPoint provides buttons for
managing files such as uploading and sharing a file, copying a path, and opening
File Explorer with the current folder active. To use the buttons at the Info
backstage area, open Word, Excel, or PowerPoint and then open a file. Click the
File tab and then click the Info option. If a file is opened from the computer’s hard
drive or an external drive, four buttons display near the top of the Info backstage
area as shown in Figure G.13.
Click the Upload button to upload the open file to a shared location such as a
OneDrive account. Click the Share button and a window displays indicating that
the file must be saved to OneDrive before it can be shared and provides an option
that, when clicked, will save the file to OneDrive. Click the Copy Path button and
a copy of the path for the current file is saved in a temporary location. This path
can be pasted into another file, an email, or any other location where you want to
keep track of the file’s path. Click the Open file location button and File Explorer
opens with the current folder active.
Figure G.13 Info Backstage Buttons
Buttons for
managing files

If you open Word, Excel, or PowerPoint and then open a file from OneDrive,
only two buttons display—Share and Open file location. Click the Share button
to display a window with options for sharing the file with others and specifying
whether the file can be viewed and edited, or only viewed. Click the Open file
location button to open File Explorer with the current folder active.
Customizing Settings
Before beginning computer activities in this textbook, you may need to customize
your monitor’s settings and change the DPI display setting. Activities in the
course assume that the monitor display is set at 1920 × 1080 pixels and the DPI
set at 125%. If you are unable to make changes to the monitor’s resolution or the
DPI settings, the activities can still be completed successfully. Some references in
the text might not perfectly match what you see on your screen, so you may not
be able to perform certain steps exactly as written. For example, an item in a drop-
down gallery might appear in a different column or row than what is indicated in
the step instructions.
Before you begin learning the applications in the Microsoft Office suite, take
a moment to check the display settings on the computer you are using. Your
monitor’s display settings are important because the ribbon in the Microsoft
Office suite adjusts to the screen resolution setting of your computer monitor.
A computer monitor set at a high resolution will have the ability to show more
buttons in the ribbon than will a monitor set to a low resolution. The illustrations
in this textbook were created with a screen resolution display set at 1920 × 1080
pixels, as shown in Figure G.14.
Figure G.14 Word Ribbon Set at 1920 x 1080 Screen Resolution
Activity 1 Adjusting Monitor Display

Note: The resolution settings may be locked on lab computers. Also, some laptop screens and small
monitors may not be able to display in a 1920 × 1080 resolution or change the DPI setting.
1. At the Windows desktop, right-click in a blank area of the screen.
2. In the shortcut menu, click the Display settings option.

3. At the Settings window with the Display option selected, scroll down and look at the
current setting displayed in the Resolution option box. If your screen is already set to
1920 × 1080, skip ahead to Step 6.
4. Click the Resolution option box and then click the 1920 × 1080 option. Note: Depending
on the privileges you are given on a school machine, you may not be able to complete Steps
4–5. If necessary, check with your instructor for alternative instructions.
5. Click the Keep Changes button.

6. At the Settings window, take note of the current DPI percentage next to the text Change the
size of text, apps, and other items. If the percentage is already set to 125%, skip to Step 8.
7. Click the option box below the text Change the size of text, apps, and other items, and then
click the 125% option in the drop-down list
8. Click the Close button to close the Settings window.

Retrieving and Copying Data Files
While working through the activities in this course, you will often be using data
files as starting points. These files are provided through your Cirrus online course,
and your instructor may post them in another location such as your school’s
network drive. You can download all the files at once (described in the activity
below), or download only the files needed for a specific chapter.
Activity 2 Downloading Files to a USB Flash Drive

Note: In this activity, you will download data files from your Cirrus online course. Make sure
you have an active internet connection before starting this activity. Check with your instructor if
you do not have access to your Cirrus online course.
1. Insert your USB flash drive into an available USB port.
2. Navigate to the Course Resources section of your Cirrus online course. Note: The steps in
this activity assume you are using the Chrome browser. If you are using a different browser,
the following steps may vary.
3. Click the Student Data Files link in the Course Resources section. A zip file containing the
student data files will automatically begin downloading from the Cirrus website.
4. Click the button in the lower left corner of the screen once the files have finished
downloading.
4
3
5. Right-click the StudentDataFiles folder in the Content pane.

6. Click the Copy option in the shortcut menu.
7. Click the USB flash drive that displays in the Navigation pane at the left side of the File
Explorer window.
8. Click the Home tab in the File Explorer window.
9. Click the Paste button in the Clipboard group.
10. Close the File Explorer window by clicking the Close button in the upper right corner of
the window.

Excel
Microsoft
®
®
Level 1
Unit 1
Preparing and Formatting Worksheets
Chapter 1 Preparing an Excel Workbook

Chapter 2 Inserting Formulas in a Worksheet
Chapter 3 Formatting a Worksheet
Chapter 4 Enhancing a Worksheet
001-030_BMK365-ExcelL1-C1.indd 1 7/10/19 9:44 AM

Microsoft ®
Excel
®
1
CHAPTER
Preparing an
Excel Workbook
1 Identify the various elements of an Excel workbook
2 Create a worksheet
3 Enter data in a worksheet
4 Save a workbook
5 Edit data in a cell
6 Print a worksheet
7 Close a workbook and close Excel
8 Use the AutoComplete, AutoCorrect, and AutoFill features
9 Open a workbook
10 Pin and unpin a workbook and folder to and from the Recent option list
11 Insert a formula using the AutoSum button
12 Copy a formula using the fill handle
13 Select cells and data within cells
14 Apply basic formatting to cells in a workbook
15 Use the Tell Me feature
16 Use the Help feature
Microsoft Excel is a spreadsheet program that allows users to organize, analyze, and
evaluate numerical and financial data. An Excel spreadsheet can be used for such
activities as creating financial statements, preparing budgets, managing inventory, and
analyzing cash flow. This chapter will introduce the basics of creating a worksheet,
opening workbooks, and saving workbooks. In a worksheet, learn to enter data, as well
as the use of formulas to calculate sums and averages. Learn to enter data quickly and
efficiently using features such as the fill handle and to apply basic formatting to data
in conventional accounting style.
Data Files
The online
course includes
Before beginning the chapter work, copy the EL1C1 folder to additional training
your storage medium and then make EL1C1 the active folder. and assessment
resources.

Activity 1 Prepare a Worksheet with Employee Information 3 Parts
You will create a worksheet containing employee information, edit the contents,
and then print, save and close the workbook.
Tutorial Creating a Worksheet

Opening a Blank Open Excel by clicking the Excel tile at the Windows Start menu, or by following
Workbook other steps as needed depending on the operating system. At the Excel opening
screen, click the Blank workbook template. This displays a workbook with a blank
worksheet, as shown in Figure 1.1. The elements of a blank Excel worksheet are
described in Table 1.1.
A file created in Excel is referred to as a workbook. An Excel workbook consists of
an individual worksheet (or sheet) by default but it can contain multiple worksheets,
like the sheets of paper in a notebook. Notice the tab named Sheet1, at the bottom
of the Excel window. The area containing the gridlines in the Excel window is called
the worksheet area. Figure 1.2 identifies the elements of the worksheet area. Create a
worksheet in the worksheet area that will be saved as part of a workbook. Columns
in a worksheet are labeled with letters of the alphabet and rows are labeled with
numbers. The intersection of a column and a row creates a box, which is referred to
as a cell. A cell is where data and formulas are entered.
Figure 1.1 Blank Excel Worksheet

File tab Quick Access Toolbar tabs Tell Me text box Title bar ribbon
Name box Formula bar dialog box Collapse the

active cell launcher Ribbon button
cell pointer
worksheet area vertical scroll bar
sheet tab New sheet button horizontal scroll bar
Status bar
4 Excel Level 1 | Unit 1 Chapter 1 | Preparing an Excel Workbook

Table 1.1 Elements of an Excel Worksheet
Feature Description
active cell the currently selected cell, surrounded by a thick green border
cell pointer when this icon appears, select cells by clicking or dragging the mouse
Collapse the when clicked, removes the ribbon from the screen (Redisplay the ribbon by
Ribbon button double-clicking a tab, except the File tab.)
dialog box launcher click to open a dialog box with more options for that group
File tab displays the backstage area that contains options for working with and
managing files
Formula bar displays the contents stored in the active cell
horizontal and used to scroll left and right or up and down to view various parts of the
vertical scroll bars worksheet
Name box displays the active cell address or name assigned to the active cell
New sheet button click to insert a new worksheet in the workbook
Quick Access contains buttons for commonly used commands that can be executed with a
Toolbar single mouse click
ribbon contains the tabs with commands and buttons
sheet tab identifies the current worksheet in the workbook
Status bar displays the current mode, action messages, view buttons, and Zoom slider bar
tab contains commands and buttons organized into groups
Tell Me text box provides information and guidance on how to perform an action
Title bar displays the workbook name followed by the application name
worksheet area contains the cells used to create a worksheet
Figure 1.2 Elements of the Worksheet Area
active cell column header
fill handle
Select All button
row header
cell pointer
sheet tab New Sheet button
Excel Level 1 | Unit 1 Chapter 1 | Preparing an Excel Workbook 5

The horizontal and vertical lines that define the cells in the worksheet area
are called gridlines. When a cell is clicked, it becomes active and a thick green
border appears around it. The cell address, also called the cell reference, appears
in the Name box. The cell reference includes the column letter and row number.
For example, if the first cell of the worksheet is active, the cell reference A1 is
shown in the Name box. Any number of adjacent cells can be made active and
form a range. A range is typically identified by the first cell reference and last cell
reference separated by a colon. For example, the range A1:C1 contains the cells
A1, B1, and C1.
Tutorial Entering Data in a Worksheet

Entering Data Enter data such as text, a number, or a value in a cell. To enter data in a cell, make
the cell active and then type the data. To make the next cell active, press the Tab
Tutorial key. Table 1.2 shows additional commands for making a specific cell active.
Navigating and Another method for making a cell active is to use the Go To feature. To use
Scrolling this feature, click the Find & Select button in the Editing group on the Home
tab and then click Go To. At the Go To dialog box, type the cell reference in the
Find & Select Reference text box and then click OK.
Before typing data into the active cell, check the Status bar. The word Ready
Hint To make a should display at the left. As data is typed in a cell, the word Ready changes to
cell active, position the
cell pointer in the cell
Enter. Data typed in a cell is shown in the cell and in the Formula bar. If the
and then click the left data entered in a cell is longer than the cell can accommodate, the data overlaps
mouse button. the next cell to the right. (It does not become a part of the next cell—it simply
overlaps it. How to change column widths to accommodate data is explained later
Hint Ctrl + G is in this chapter.)
the keyboard shortcut
to display the Go To
dialog box. Table 1.2 Commands for Making a Specific Cell Active
To make this cell active Press
cell below current cell Enter
cell above current cell Shift + Enter
next cell Tab
previous cell Shift + Tab
cell at beginning of row Home
next cell in direction of arrow Up, Down, Left, or Right Arrow key
last cell in worksheet Ctrl + End
first cell in worksheet Ctrl + Home
cell in next window Page Down
cell in previous window Page Up
cell in window to right Alt + Page Down
cell in window to left Alt + Page Up

If data entered in a cell consists of text and the text does not fit in the cell, it
overlaps the next cell to the right. If, however, a number is entered in a cell and
the number is too long to fit in the cell, Excel changes the display of the number
to number symbols (###). This change is made because Excel does not want to
mislead users by showing only part of a number in a cell.
Along with the keyboard, the mouse can be used to make a specific cell
active. To make a specific cell active with the mouse, position the mouse pointer,
which appears as a white plus symbol ( ) (called the cell pointer), in the cell and
then click the left mouse button. The pointer appears as a white plus sign when
positioned in a cell in the worksheet and as an arrow when positioned on other
elements of the Excel window, such as options and buttons on tabs and scroll bars.
Scroll through a worksheet using the horizontal and/or vertical scroll bars.
Scrolling shifts the display of cells in the worksheet area but does not change the
active cell. Scroll through a worksheet until the desired cell is visible and then
click in the cell to make it active.
Tutorial Saving a Workbook

Saving with the Save an Excel workbook, including all sheets within it, by clicking the Save button
Same Name on the Quick Access Toolbar or by clicking the File tab and then clicking the Save
As option at the backstage area. At the Save As backstage area, click the Browse
Tutorial option and the Save As dialog box displays. At the Save As dialog box, click the
Saving with a New desired location in the Navigation pane, type a name for the workbook in the
Name File name text box, and then press the Enter key or click the Save button. Bypass
the Save As backstage area and go directly to the Save As dialog box by using the
Save keyboard shortcut F12.
To save an Excel workbook in the EL1C1 folder, display the Save As dialog
uick Steps box, navigate to the correct drive in the Navigation pane, and then double-click
Save Workbook EL1C1 in the Content pane.
1. Click Save button
on Quick Access A workbook file name can contain up to 255 characters, including the drive
Toolbar. letter and any folder names, and it can include spaces. Each file should have a
2. At Save As distinct name. Excel will not allow two workbooks to be saved with the same file
backstage area, click
Browse option. name in the same folder, even if one is in uppercase and one is lowercase. (For
3. At Save As dialog example, one file cannot be named EXPENSES and another expenses.) Also, some
box, navigate to symbols cannot be used in a file name, such as the following:
folder.
4. Type workbook forward slash (/) question mark (?)
name.
5. Press Enter key. backslash (\) quotation mark (")
greater-than symbol (>) colon (:)
Hint Ctrl + S is
the keyboard shortcut less-than symbol (<) asterisk (*)
to save a workbook. pipe symbol (|)
If changes are made to a workbook, save the file again before closing it. It is a
good practice to save periodically while working with a file to be sure no changes
are lost if the application crashes or freezes or if power is interrupted.
Note: If an Excel workbook is stored in a cloud location such as Microsoft
OneDrive, OneDrive for Business, or SharePoint Online, any changes to it will be
saved automatically with the AutoSave feature. Multiple users can edit a file and
AutoSave will save the workbook every few seconds so that changes can be seen
by everyone. AutoSave can be turned on or off by clicking the toggle switch in the
upper left corner of the Excel screen.

Activity 1a Creating and Saving a Workbook Part 1 of 3
1. Open Excel by clicking the Excel tile at the Windows Start menu. (Depending on your
operating system, the steps to open Excel may vary.)
2. At the Excel opening screen, click the Blank workbook template. (This opens a workbook
with a blank worksheet.)
3. At the blank Excel worksheet, create the
worksheet shown in Figure 1.3 by completing the
following steps:
a. Press the Enter key to make cell A2 the active
cell.
b. Type Employee in cell A2.
c. Press the Tab key. (This makes cell B2 active.)
d. Type Location and then press the Tab key.
(This makes cell C2 active.)
e. Type Benefits and then press the Enter key to
move the insertion point to cell A3.
f. Type Avery in cell A3. 3b
g. Continue typing the data shown in Figure 1.3.
4a
(For commands that make specific cells active, refer
to Table 1.2.)
4. After typing the data shown in the cells in Figure 1.3,
save the workbook by completing the following steps:
a. Click the Save button on the Quick Access Toolbar.
b. At the Save As backstage area, click the Browse
option. 4d
c. At the Save As dialog box, navigate to your EL1C1
folder in the Navigation pane and then double-click
the EL1C1 folder in the Content pane.
d. Select the text in the File name text box and then
type 1-EmpBene.
e. Press the Enter key or click the Save button.
Check Your Work
Figure 1.3 Activity 1a

Tutorial Editing Data in a Cell
Editing Data Edit data being typed in a cell by pressing the Backspace key to delete the
character to the left of the insertion point or pressing the Delete key to delete the
character to the right of the insertion point. To change the data in a cell, click in
the cell to make it active and then type the new data. When a cell containing data
is active, anything typed will take the place of the existing data.
If only a portion of the data in a cell needs to be edited, double-click in the
cell. This makes the cell active, moves the insertion point inside the cell, and
displays the word Edit at the left side of the Status bar. Move the insertion point
using the arrow keys or the mouse and then make the needed corrections. Press
the Home key to move the insertion point to the first character in the cell or
Formula bar or press the End key to move the insertion point to the last character.
When the editing of data in a cell is complete, be sure to change out of the
Edit mode. To do this, make another cell active by pressing the Enter key, the Tab
key, or Shift + Tab. Two other ways to change out of the Edit mode and return to
the Ready mode are to click in another cell and to click the Enter button on the
Formula bar.
If the active cell does not contain data, the Name box displays only the cell
reference (by column letter and row number). As data is typed, two buttons
become active on the Formula bar to the right of the Name box, as shown in
Cancel
Figure 1.4. Click the Cancel button to delete the current cell entry. (A cell entry
can also be deleted by pressing the Delete key.) Click the Enter button when
finished typing or editing the cell entry. Click the Enter button on the Formula
Enter bar and the word Enter (or Edit) at the left of the Status bar changes to Ready.
Figure 1.4 Buttons on the Formula Bar

Cancel Enter
Activity 1b Editing Data in a Cell Part 2 of 3
1. With 1-EmpBene open, double-click in cell A7 (contains Mikulich).

2. Move the insertion point immediately left of the
k and then type c. (This changes the spelling to
Mickulich.)
3. Click in cell A4 (contains Connors), type Bryant, and
then press the Tab key. (Clicking only once allows you
to type over the existing data.)
4. Edit cell C2 by completing the following steps: 4a
a. Click the Find & Select button in the Editing group
on the Home tab and then click Go To at the drop-
down list.

b. At the Go To dialog box, type c2 in the Reference
text box and then click OK.
c. Type Classification (over Benefits).
5. Click in any other cell.
6. Click the Save button on the Quick Access Toolbar to 4b
save the workbook again.
Check Your Work
Tutorial Printing a Worksheet

Printing a With a workbook open, click the File tab and the Home backstage area displays,
Worksheet as shown in Figure 1.5. Use buttons and options at the backstage area to perform
actions such as opening, closing, saving, and printing a workbook. Click the Back
Hint Ctrl + P is button (in the upper left corner of the backstage area) to exit the backstage area
to display the Print without completing an action or press the Esc key on the keyboard.
backstage area.
Print a worksheet from the Print backstage area, as shown in Figure 1.6. To
display this backstage area, click the File tab and then click the Print option. The
Print backstage area can also be displayed with the keyboard shortcut Ctrl + P.
Figure 1.5 Home Backstage Area

Click the Back button to
redisplay the worksheet.
options

Figure 1.6 Print Backstage Area
Click the Print

button to send
the worksheet
worksheet
to the printer.
preview
Specify a printer
at this gallery.
Use these options

to specify how
the workbook will
be printed.
Print option
navigation buttons
uick Steps Click the Print button in the Print backstage area to send the worksheet to the
Print Worksheet printer and use the Copies measurement box to specify the number of copies to be
1. Click File tab. printed. Below the Print button are two categories: Printer and Settings. Use the gallery
2. Click Print option.
3. Click Print button.
in the Printer category to specify the printer. The Settings category contains a number
of galleries, each with options for specifying how the workbook will be printed. Use
the galleries to specify whether the pages are collated when printed; what page
orientation, page size, and margins the workbook should have; and whether the
worksheet will be scaled to print all rows and columns of data on one page.
Another method for printing is to click the Quick Print button on the Quick
Access Toolbar to send the workbook directly to the printer. To insert this button
on the Quick Access Toolbar, click the arrow button at the right of the toolbar and
then click Quick Print at the drop-down list. To remove the button, right-click it
and then click Remove from Quick Access Toolbar at the drop-down list.
Tutorial Closing a Workbook and Closing Excel

Closing a Workbook To close an Excel workbook without closing Excel, click the File tab and then click
and Closing Excel the Close option. Using the keyboard shortcut Ctrl + F4 will also close a workbook.
To close Excel, click the Close button in the upper right corner of the screen. The
uick Steps Close button contains an X, and if the mouse pointer is positioned on the button,
Close Workbook
the button background changes from green to red and a ScreenTip displays with
1. Click File tab.
2. Click Close option. the name Close. Pressing the keyboard shortcut Alt + F4 will also close Excel.
OR
Press Ctrl + F4.
Close Excel
Click Close button.
OR
Press Alt + F4.
Close

Using Automatic Entering Features
Excel contains several features that help users enter data into cells more quickly
and efficiently. These features include AutoComplete, which allows users to
automatically complete multiple entries of the same data; AutoCorrect, which
automatically corrects many common typographical errors; and AutoFill,
which automatically inserts words, numbers, or formulas in a series.
Tutorial Using AutoComplete

Using The AutoComplete feature makes it easy to complete multiple entries of the same
AutoComplete and data. As the first few characters are typed into a cell, AutoComplete predicts what
AutoCorrect
will be typed next based on previous entries in the worksheet, and will automatically
complete the entry based on its prediction. If the AutoComplete entry is correct,
accept it by pressing the Tab key or the Enter key. If it is incorrect, simply continue
typing the correct data. This feature can be very useful in a worksheet that contains
repetitive data entries. For example, consider a worksheet that repeats the word
Payroll. The second and subsequent times this word is to be inserted in a cell, simply
typing the letter P will cause AutoComplete to insert the entire word.
Using AutoCorrect
The AutoCorrect feature automatically corrects many common typing errors. To
see what symbols and words are included in AutoCorrect, click the File tab and
then click Options. At the Excel Options dialog box, click Proofing in the left panel
and then click the AutoCorrect Options button in the right panel. This displays
the AutoCorrect dialog box with the AutoCorrect tab selected, as shown in
Figure 1.7, with a list box containing the replacement data.
At the AutoCorrect dialog box, type the text shown in the first column in the
list box and then press the spacebar and the text in the second column is inserted
in the cell. Along with symbols, the AutoCorrect dialog box contains commonly
misspelled words and common typographical errors.
Figure 1.7 AutoCorrect Dialog Box with the AutoCorrect Tab Selected
Type the text shown in

the first column of this
list box in a worksheet
and then press the
spacebar and the text
is replaced by the text
in the second column
of this list box.

Activity 1c Inserting Data in Cells with AutoCorrect and AutoComplete Part 3 of 3
1. With 1-EmpBene open, make cell A1 active.

2. Type text in cell A1 as shown in Figure 1.8. Insert the ® symbol by typing (r) and then
pressing the Enter key. (AutoCorrect will change (r) to ®.)
3. Type the remaining text in the cells. When you type the W in West in cell B5, the
AutoComplete feature will insert West. Accept this by pressing the Tab key. (Pressing the
Tab key accepts West and also makes the cell to the right active.) Use the AutoComplete
feature to enter West in cells B6 and B8 and North in cell B7. Use AutoComplete to enter
the second and subsequent occurrences of Salaried and Hourly.
4. Click the Save button on the Quick Access Toolbar.
5. Print 1-EmpBene by clicking the File tab, clicking the Print option, and then clicking the
Print button at the Print backstage area. (The gridlines will not print.)
6. Close the workbook by clicking the File tab and then clicking the Close option at the
backstage area.
Check Your Work
Figure 1.8 Activity 1c

Activity 2 Open and Format a Workbook and Insert Formulas 3 Parts
You will open an existing workbook and insert formulas to find the sums
and averages of numbers.
Tutorial Using AutoFill

Entering Data Using When a cell is active, a thick green border surrounds it and a small green square
the Fill Handle appears in the bottom right corner. This green square is called the AutoFill fill
handle (see Figure 1.2 on page 5). Use the fill handle to fill a range of cells with
the same data or with consecutive data. For example, suppose the year 2021 is
to be inserted into a row or column of cells. To do this quickly, type 2021 in the
first cell, position the mouse pointer on the fill handle, click and hold down the
left mouse button, drag across or down into the cells in which the year is to be
inserted, and then release the mouse button.
Hint When filling The fill handle can also be used to insert a series in a row or column of cells.
cells with the fill For example, suppose a worksheet is being created with data for all the months in
handle, press and hold the year. Type January in the first cell, position the mouse pointer on the fill
down the Ctrl key if
you want to copy the handle, click and hold down the left mouse button, drag down or across into 11
same data instead of more cells, and then release the mouse button. Excel automatically inserts the
displaying the next other 11 months of the year in the proper order. When using the fill handle, the
instance in the series.
cells must be adjacent. Table 1.3 identifies the sequences inserted in cells when
specific types of data are entered.
Certain sequences—such as 2, 4 and Jan 12, Jan 13—require that both cells be
selected before using the fill handle. If only the cell containing 2 is active, the fill
handle will insert 2s in the selected cells. The list in Table 1.3 is only a sampling
of what the fill handle can do. A variety of other sequences can be inserted in a
worksheet using the fill handle.
Auto Fill An Auto Fill Options button appears when cells are filled with data using the
Options fill handle. Click this button and a list of options displays for filling the cells.
By default, data and formatting are filled in each cell. Use the Auto Fill Options
button to choose to fill only the formatting in the cells or to fill only the data
without the formatting. Other fill options include choosing to copy data into the
selected cells or to fill the data as a series.
Table 1.3 AutoFill Fill Handle Series

And the fill handle will insert this
Enter this data* sequence in adjacent cells*
January February, March, April, and so on
Jan Feb, Mar, Apr, and so on
Jan 15, Jan 16 17-Jan, 18-Jan, 19-Jan, and so on
Monday Tuesday, Wednesday, Thursday, and so on
Product 1 Product 2, Product 3, Product 4, and so on
Qtr 1 Qtr 2, Qtr 3, Qtr 4
2, 4 6, 8, 10, and so on
* Commas represent data in separate cells.

Tutorial Opening a Workbook
Opening a Open an Excel workbook at the Open dialog box. To display this dialog box, click
Workbook the File tab and then click the Open option. This displays the Open backstage
area. Other methods of displaying the Open backstage area include using the
keyboard shortcut Ctrl + O and inserting an Open button on the Quick Access
Toolbar. At the Open backstage area, click the Browse option. At the Open dialog
box, navigate to the desired folder and then double-click the workbook name in
the Content pane. Bypass the Open backstage area and go directly to the Open
dialog box by using the keyboard shortcut Ctrl + F12.
Tutorial Opening a Workbook from the Recent Option List

Opening from the With the Recent option selected in the middle panel at the Open backstage area, a list
Recent Option List displays with the most recently opened workbooks. Up to 50 workbook names appear
in the list by default. Open a workbook from this list by clicking the workbook name.
uick Steps
Open Workbook
1. Click File tab. Pinning and Unpinning Workbooks and Folders
2. Click Open option.
3. Click Browse option. If a workbook is opened on a regular basis, consider pinning it to the Recent option
4. Navigate to folder. list so it can be found more easily. To pin a workbook, position the mouse pointer
5. Double-click
workbook name. over the workbook name and then click the left-pointing push pin icon at the
Pin Workbook to right of the workbook name. The left-pointing push pin icon changes to a down-
Recent Option List pointing push pin icon and the pinned workbook appears in the Pinned category
1. Click File tab. at the top of the Recent option list, where it can be easily found whenever the
3. Position mouse
Open backstage area is displayed.
pointer over A workbook can also be pinned to the Recent list at the Excel opening screen
workbook name.
4. Click left-pointing and the Home backstage area. To unpin a workbook from the Recent or Recent
push pin icon. option list, click the pin icon to change it from a down-pointing push pin icon to
Unpin Workbook from a left-pointing push pin icon. More than one workbook can be pinned to a list.
Recent Option List Another method for pinning and unpinning documents is to use the shortcut menu.
1. Click File tab. Right-click a workbook name and then click the option Pin to list or Unpin from list.
3. Position mouse In addition to workbooks, folders can be pinned to a list at the Save As
pointer over
workbook name. backstage area with the Recent option selected. The third panel in the Save As
4. Click down-pointing backstage area shows a list of the most recently opened folders and groups them
push pin icon. into categories such as Today, Yesterday, and Last Week. Pin a folder or folders to
the list to display them in the Pinned category at the top of the list.
Activity 2a Inserting Data in Cells with the Fill Handle Part 1 of 3
1. Open FillCells by completing the following steps:

a. Click the File tab and then click the Open option, if necessary.
b. Click the Browse option.
c. Navigate to the EL1C1 folder on your storage medium and then double-click FillCells.
2. Save the workbook with the name 1-FillCells by completing the following steps:
a. Press the F12 function key to display the Save As dialog box.
b. Press the Home key on the keyboard to position the insertion point at the beginning of
the name in the File name text box and then type 1-.
c. Click the Save button.
3. Add data to cells as shown in Figure 1.9. Begin by making cell B1 active and then typing
January.

4. Position the mouse pointer on the fill handle for cell B1, click and hold
down the left mouse button, drag across into cell G1, and then release the 4
mouse button.
5. Type a sequence and then
use the fill handle to fill the
remaining cells by completing
the following steps:
a. Make cell A2 active and then type Year 1.
b. Make cell A3 active and then type Year 3.
c. Select cells A2 and A3 by clicking in cell A2 and holding down the
left mouse button, dragging into cell A3, and then releasing the mouse button.
d. Drag the fill handle for cell A3 into cell A5. (This inserts Year 5 in cell A4 and Year 7 in
cell A5.)
6. Use the fill handle to fill adjacent cells with a number but not the formatting by
completing the following steps:
a. Make cell B2 active. (This cell contains 100 with bold formatting.) 6c
b. Drag the fill handle for cell B2 to
the right into cell E2. (This inserts
100 in cells C2, D2, and E2.)
c. Click the Auto Fill Options button
at the bottom right of the selected
cells.
d. Click the Fill Without Formatting 6d
option at the drop-down list.
7. Use the fill handle to apply formatting
only by completing the following steps:
a. Make cell B2 active.
b. Drag the fill handle into cell B5.
c. Click the Auto Fill Options button and then
click Fill Formatting Only at the drop-down list. 7c
8. Make cell A10 active and then type Qtr 1.
9. Drag the fill handle for cell A10 into cell A13.
10. Save 1-FillCells.
Check Your Work

Entering Formulas
uick Steps Formulas in Excel allow users to perform calculations on data and get a result in
Enter Formula Using return. For example, the total cost of an item can be determined by inputting the
AutoSum button individual costs of the item into a sum formula and the result will be the total of
1. Click in cell.
2. Click AutoSum
those costs. An active cell that contains a formula will display the results in the
button. cell and the formula in the Formula bar. Formulas can be inserted using various
3. Check range methods, such as typing, using the mouse, and using buttons on the ribbon.
identified and
make changes if Formulas in Excel begin with an equals sign and may contain one or more
necessary. of the following: mathematical operators (such as + or -), numerical values,
4. Press Enter key.
references to a cell or range of cells, and/or a function (such as the SUM function,
described below). For example, the formula =A1+A2 can be inserted in cell A3.
When values are added to cells A1 and A2, their sum will automatically appear in
cell A3. Formulas can be written that add, subtract, multiply, and/or divide values.
Formulas can also be written that calculate averages, percentages, minimum and
maximum values, and much more.
Tutorial Using the AutoSum Button to Add Numbers

Entering Formulas Use the AutoSum button in the Editing group on the Home tab to insert a
Using the AutoSum formula for calculating the sum of numbers in a range of cells. Clicking the
Button
AutoSum button will create a formula that adds numbers automatically using the
SUM function. Make active the cell in which the formula will be inserted (this cell
AutoSum
should be empty) and then click the AutoSum button. Excel looks for a range of
cells containing numbers above the active cell. If no cell above contains numbers,
Hint You can use then Excel looks to the left of the active cell. Excel suggests the range of cells to
Alt + = to insert the be added. If the suggested range is not correct, drag through the range of cells
SUM function in a cell. with the mouse and then press the Enter key. Double-click the AutoSum button to
automatically insert the SUM function with the range Excel chooses.
Activity 2b Adding Values with the AutoSum Button Part 2 of 3
1. With 1-FillCells open, make cell A6 active and then type Total.
2. Make cell B6 active and then calculate the sum of the cells by clicking the AutoSum
button in the Editing group on the Home tab.
3. Excel inserts the formula =SUM(B2:B5) in cell B6. This is the correct range
of cells, so press the Enter key.
2
4. Make cell C6 active and then click the AutoSum button in the Editing group.

5. Excel inserts the formula =SUM(C2:C5) in cell C6. This is the correct range of cells, so
6. Make cell D6 active.
7. Double-click the AutoSum button. This inserts the formula =SUM(D2:D5) in cell D6 and
inserts the sums 700.
8. Insert the sums in cells E6, F6, and G6.
9. Save 1-FillCells.
Check Your Work

uick Steps
Insert Average
Formula Using
Using the AutoSum Button to Average Numbers
AutoSum Button A common function in a formula is the AVERAGE function. With this function, a
1. Click in cell. range of cells are added together and then the total is divided by the number of
2. Click AutoSum cell entries. The AVERAGE function is available on the AutoSum button. Click
button arrow.
3. Click Average. the AutoSum button arrow and a drop-down list displays with a number of
4. Specify range. common functions.
5. Press Enter key.
Tutorial Using the Fill Handle to Copy a Formula

Copying Formulas The same basic formula can be inserted in other cells in a worksheet. When
copying a formula to other locations in a worksheet, use a relative cell reference.
uick Steps Copy a formula containing relative cell references and the cell references change.
Copy Formula Using For example, insert the formula =SUM(A2:C2) in cell D2 and then copy it
Fill Handle
1. Insert formula in cell. relatively to cell D3 and the formula in cell D3 displays as =SUM(A3:C3). Use
2. Make active cell the fill handle to copy a formula relatively in a worksheet. To do this, position the
containing formula. mouse pointer on the fill handle until the mouse pointer turns into a thin black
3. Drag fill handle
across or down to fill cross, click and hold down the left mouse button, drag and select the cells, and
cells. then release the mouse button.
Activity 2c Inserting the AVERAGE Function and Copying a Formula Relatively Part 3 of 3
1. With 1-FillCells open, make cell A14 active and then type Average.
2. Insert the average of the range B10:B13 by completing the
following steps:
2b
b. Click the AutoSum button arrow in the Editing group and
then click Average at the drop-down list.
c. Excel inserts the formula =AVERAGE(B10:B13) in cell B14.
This is the correct range of cells, so press the Enter key.
3. Copy the formula relatively to the range C14:G14 by
b. Position the mouse pointer
on the fill handle, click and
hold down the left mouse 3b
button, drag across into
cell G14, and then release
the mouse button.
4. Save, print, and then close 1-FillCells.
Check Your Work

Activity 3 Format a Monthly Expenses Worksheet 2 Parts
You will open a workbook containing a monthly expenses worksheet and then
change the column width, merge and center cells, and apply number formatting to
numbers in cells.
Tutorial Selecting Cells

Selecting Cells Cells in a worksheet can be formatted in a variety of ways. For example, change
the alignment of data in cells or rows or add character formatting. To identify the
cells that are to be affected by the formatting, select the specific cells.
Selecting Cells Using the Mouse

Hint The first cell Select specific cells, columns, or rows in a worksheet using the mouse. Table 1.4
in a range has a white displays the methods for selecting cells using the mouse.
background and is the
active cell. Selected cells, except the active cell, display with a gray background (this
may vary) rather than a white background. The active cell is the first cell in the
selection block and displays in the normal manner (white background with black
data). Selected cells remain selected until another cell is clicked with the mouse or
an arrow key is pressed on the keyboard.
Selecting Cells Using the Keyboard

Keys on the keyboard can be used to select specific cells within a worksheet.
Table 1.5 shows the commands for selecting specific cells. If a worksheet contains
data, Ctrl + A selects all the cells containing data. If a worksheet contains groups
of data separated by empty cells, Ctrl + A or Ctrl + Shift + spacebar selects a
group of cells rather than all the cells.
Table 1.4 Selecting with the Mouse

To select this Do this
column Position the cell pointer on the column header (a letter)
and then click the left mouse button.
row Position the cell pointer on the row header (a number)
and then click the left mouse button.
adjacent cells Drag with the mouse into specific cells to select them.
nonadjacent cells Press and hold down the Ctrl key while clicking the
column header, row header, or specific cells.
all cells in worksheet Click the Select All button. (Refer to Figure 1.2 on page 5.)

Table 1.5 Selecting Cells Using the Keyboard
To select Press
cells in direction of arrow key Shift + arrow key
from active cell to beginning of row Shift + Home
from active cell to beginning of worksheet Shift + Ctrl + Home
from active cell to last cell in worksheet Shift + Ctrl + End
containing data
entire column Ctrl + spacebar
entire row Shift + spacebar
cells containing data Ctrl + A
groups of data separated by empty cells Ctrl + Shift + spacebar
Selecting Data within Cells

Hint Select The selection commands presented in Table 1.4 and Table 1.5 select the entire cell.
nonadjacent columns Specific characters within a cell can also be selected. To do this with the mouse,
or rows by holding position the cell pointer in a cell and then double-click the left mouse button.
down the Ctrl key while
selecting cells. Drag with the I-beam pointer through the data to be selected. Data selected within
a cell appears with a gray background. To select data in a cell using the keyboard,
press and hold down the Shift key and then press the arrow key that moves the
insertion point in the desired direction. All the data the insertion point passes
through will be selected. Press the F8 function key to turn on the Extend Selection
mode, move the insertion point in the desired direction to select the data, and then
press F8 to turn off the Extend Selection mode. When the Extend Selection mode
is on, the words Extend Selection are shown at the left of the Status bar.
Applying Basic Formatting

uick Steps Excel provides a wide range of formatting options that can be applied to cells in a
Change Column worksheet. Some basic formatting options that are helpful when creating a
Width worksheet include changing the column width, merging and centering cells, and
Drag column boundary
line.
formatting numbers.
OR
Double-click column
boundary line. Changing Column Width
Merge and
Center Cells If data in a cell overlaps into the next column, increase the width of the column
1. Select cells. to accommodate the data. To do this, position the mouse pointer on the gray
2. Click Merge & boundary line between columns in the column header (Figure 1.2 on page 5
Center button on identifies the column header) until the pointer turns into a double-headed arrow
Home tab.
pointing left and right and then drag the boundary to the new location. If the
column contains data, double-click the column boundary line at the right to
automatically adjust the width of the column to accommodate the longest entry.
A more precise way to change the width of a column is to display the Column
Width dialog box, type in the desired width and then press the OK button. Open
the Column Width dialog box by clicking the Format button in the Cells group and
then click the Column Width option in the drop-down list. Alternatively, right-click
the column header and then click Column width at the shortcut menu.

Tutorial Merging and Centering Cells
Merging and In some cases, as with a title or subtitle, it may look better to merge two or more
Centering Cells cells and then center the text within the cells instead of allowing the text to
overlap into the next column. To merge cells, first check to make sure that the
Merge & cells to be merged do not contain any other data. (If other cells contain data, only
Center the data in the first cell will be placed in the newly merged cell.) Select cells to be
merged and then click the Merge & Center button in the Alignment group on the
Home tab.
Activity 3a Changing Column Width and Merging and Centering Cells Part 1 of 2
1. Open MoExps and then save it with the name1-MoExps.

2. Change column widths by completing the following steps:
a. Position the mouse pointer in the column header on the boundary line between columns
A and B until the pointer turns into a double-headed arrow pointing left and right.
2a
b. Double-click the left mouse button.

c. Position the mouse pointer in the column header on the boundary line between columns
E and F and then double-click the left mouse button.
d. Click in any cell in column F, click the Format button in the Cells group on the Home
tab and then click the Column Width option at the drop down list.
e. At the Column Width dialog box, type 10.25, and then click OK.
3. Merge and center cells by completing the following steps:
a. Select the range A1:C1.
b. Click the Merge & Center button in the Alignment group on the Home tab.
3a
3b
c. Select the range A2:C2.

d. Click the Merge & Center button.
e. Select cells E1 and F1 and then click the Merge & Center button.
4. Save 1-MoExps.
Check Your Work

Tutorial Formatting Numbers
Applying Number Numbers in cells can be formatted to include a decimal point (45.00), comma
Formatting separators (1,000,000), or symbols such as a dollar sign ($) or percentage symbol
(%). As numbers are typed, Excel will recognize the formatting. For example, if
$45.50 is typed in a cell, Excel automatically applies the Currency format to the
cell. If 45% is entered in a cell, Excel automatically applies the Percentage format.
Currency format, Percentage format, and other formats recognized by Excel are
shown in the Number Format option box in the Number group on the Home tab.
Number formatting can also be applied to cells in a worksheet before or after
the data is typed. To do this, select the cell or cells and then click an option in the
Number Format option box, or click one of the buttons in the Number group on
the Home tab (described in Table 1.6). For example, if the number 4500 is typed
and the Accounting number formatting is applied to it, it will be formatted as
$4,500.00. If the number .45 is typed and the Percentage format is applied, it will
be displayed as 45%.
Use the Increase Decimal and Decrease Decimal buttons to control how many
digits are displayed after the decimal point, without changing the actual value in
the cell. For example, the number 1.0245 can be formatted so none or all of the
digits display after the decimal point, but the value shown in the Formula bar
remains the same to keep calculations accurate.
A general guideline in accounting is to insert a dollar symbol before the first
amount in a column and before the total amount but not before the number
amounts between them. To follow this guideline, format the first amount and
total amount using the Accounting Number Format button and applying the
Comma format to the number amounts between them. The Accounting number
format and Comma number format are the same, except the Accounting number
format includes the dollar sign. To differentiate between the two Accounting
formats, steps in this textbook will use the term Accounting format when the
Accounting Number Format button in the Number group on the Home tab is to
be clicked. The term Comma format will be used when the Comma Style button is
to be clicked.
Table 1.6 Number Formatting Buttons

Click this button To do this
Accounting Number Add a dollar symbol, any necessary commas,
Format and a decimal point followed by two digits even
if none are typed; right-align the number in the
cell.
Percent Style Multiply the cell value by 100 and display the
result with a percent symbol; right-align the
number in the cell.
Comma Style Add any necessary commas and a decimal point
followed by two digits even if none are typed;
right-align the number in the cell.
Increase Decimal Increase the number of digits displayed after the
decimal point in the selected cell.
Decrease Decimal Decrease the number of digits displayed after
the decimal point in the selected cell.

Activity 3b Formatting Numbers Part 2 of 2
1. With 1-MoExps open, make cell B13 active and then double-click the AutoSum button.
(This inserts the total of the numbers in the range B4:B12.)
2. Make cell C13 active and then double-click the AutoSum button.
3. Apply the Accounting format to cells by completing the following steps:
a. Select cells B4 and C4.
b. Click the Accounting Number Format button in the Number group on the Home tab.
c. Decrease the number of digits displayed after the decimal point to none by clicking
the Decrease Decimal button in the Number group two times.
3b
3c
3a
d. Select cells B13 and C13.

e. Click the Accounting Number Format button.
f. Click the Decrease Decimal button two times.
4. Apply the Comma format to numbers by completing the following steps:
a. Select the range B5:C12.
b. Click the Comma Style button in the Number group.
c. Click the Decrease Decimal button two times.
4b
4c
4a
5. Apply the Percentage format to numbers by completing the following steps:

a. Select the range F3:F9.
b. Click the Percent Style button in the Number group on the Home tab.
6. Click in cell A1.
7. Save 1-MoExps.
Check Your Work

Activity 4 Use the Tell Me and Help Features 3 Parts
You will use the Tell Me feature to learn how to change the font size of text and
display the Excel Help window with information about wrapping text. You will
use the Help feature to learn more about entering data in cells, changing the font
color, and printing a workbook.
Tutorial Using the Tell Me Feature

Using the Tell Me Excel includes a Tell Me feature that provides information and guidance on how
Feature to complete certain actions. Use the Tell Me feature by clicking in the Tell Me text
box on the ribbon to the right of the Help tab and then typing a term, or action.
uick Steps As text is typed in the Tell Me text box, a drop-down list displays with options
Use Tell Me Feature that are refined as more text is typed. The drop-down list contains options for
1. Click in Tell Me text
box. completing the action, displaying information on the action from sources on the
2. Type topic or feature. web, and displaying information on the action in the Excel Help task pane.
3. Click option at drop-
down list. The Tell Me drop-down list also includes a Smart Lookup option. Clicking
the Smart Lookup option opens the Smart Lookup task pane, as shown in Figure
1.10, at the right side of the screen with information on the typed text from a
variety of internet sources. Smart Lookup can also be accessed using the Smart
Lookup button on the Review tab or by selecting a cell, right-clicking in the
selected cell, and then clicking the Smart Lookup option at the shortcut menu.
Figure 1.10 Smart Lookup Task Pane
With the Explore option Close button

selected, the Smart Lookup
task pane provides information
about the topic or feature from
various internet sources.
With the Define option

selected, the Smart
Lookup task pane
provides definitions of
the topic or feature from
various internet sources.

Activity 4a Using the Tell Me Feature Part 1 of 3
1. With 1-MoExps open, select the range A1:E1.

2. Click in the Tell Me text box and then type font
size.
3. At the drop-down list, click the Font Size option.
4. At the side menu, click the 14 option. (This
2
increases the font size of the text in the range
A1:E1, and the height of row 1 automatically
adjusts to accommodate the larger text.)
5. Use the Tell Me feature to display
the Help task pane with information 3
on wrapping text by completing the
following steps:
4
a. Click in the Tell Me text box and then type
wrap text.
b. Position the mouse pointer over the Get
Help on “wrap text” option and then click
the Wrap text in a cell option at the side menu.
5a
5b
c. At the Help task pane, read the information on wrapping text and then close the Help
task pane by clicking the Close button in the upper right corner of the task pane.
6. Display information on scrolling in a workbook in the Smart Lookup task pane by
a. Click in the Tell Me text box and then type scrolling.
b. Click the Smart Lookup on “scrolling” option. (The first time you use the Smart Lookup
feature, a message may appear asking to turn on Intelligent Services. In a school setting,
ask your instructor for assistance.)
c. If two options—Explore and Define—are shown at the top of the Smart Lookup task
pane, click the Define option. This will display a definition of the word scrolling in the
Smart Lookup task pane.
d. Close the Smart Lookup task pane by clicking the Close button in the upper right
corner of the task pane.
7. Save, print, and then close 1-MoExps.
Check Your Work

Tutorial Using Help
Using the Help Microsoft Excel includes a Help feature that contains information about Excel
Feature features and commands. This on-screen reference manual is similar to Windows
Help and the Help features in Word, PowerPoint, and Access. Click the Help
uick Steps button in the Help group on the Help tab to display the Help task pane, as shown
Use Help Feature
in Figure 1.11.
1. Press F1.
2. Type term or action Alternatively, type a term or action in the Tell Me text box, position the mouse
in search text box. pointer over the Get Help on option, and then click an option at the side menu
3. Press Enter key.
OR to open the Help task pane with the selected article displayed. In the Help task
1. Click in Tell Me text pane, type a topic, feature, or question in the search text box and then press
box. the Enter key or click the Search help button. Articles related to the search text
2. Type term or action.
3. Click Get Help on display in the Help task pane. Click an article and the article information displays
option. in the Help task pane.
The Help task pane contains buttons at the top, as identified in Figure 1.11.
Use the Back button to navigate to the previous page in the task pane. Click the
three dots button to display more options, such as Home, Office help center, and
Contact us. Resize or move the task pane by clicking the down arrow left of the
Close button. The Help task pane can be made larger so it is easier to read the
articles. The Help task pane can also be moved to the other side of the screen or
made into a window that can be moved anywhere on the screen.
Figure 1.11 Help Task Pane
Back Moving, sizing,

and closing
options
Additional
options

Getting Help from a ScreenTip
Hover the mouse pointer over a button and a ScreenTip displays with information
about the button. Some button ScreenTips display with a Help icon and the Tell me
more hyperlink. Click the Tell me more hyperlink text or press the F1 function key
and the Help task pane opens with information about the button feature.
Activity 4b Using the Help Feature Part 2 of 3
1. At a blank screen, press Ctrl + N to display a blank workbook. (Ctrl + N is the keyboard
shortcut to open a blank workbook.)
2. Click the Help tab and then click the Help button.
3
2
3. With the insertion point in the search text box in the Help
task pane, type enter data and then press the Enter key.
4. When the Help task pane displays with a list of articles,
click the article Enter data manually in worksheet cells
hyperlink.
5. In the displayed article, expand some of the topics in the article and then read the
information about entering data in cells.
6. Click the down arrow button in the Help task pane and then click the Size option at the
drop-down list.
7. Resize the Help task pane to make the information in the article easier to read by moving
the mouse pointer to a desired point (approximately one inch wider than it was previously)
and then clicking the left mouse button.
8. Click the Back button to return to the previous page.
9. Click another article hyperlink in the Help task pane and then read in the information in
the article.
10. Click the three dots button and then click the Home option at
the drop-down list. 10
11. Click the Close button to close the Help task pane.
12. Click the Home tab, hover the mouse pointer over the Font
Color button in the Font group until the ScreenTip displays,
and then click the Tell me more hyperlink at the bottom of
the ScreenTip.
13. Read the information that displays in the Help task pane,
and then close the task pane.

Getting Help in a Dialog Box or at the Backstage Area
Some dialog boxes and the backstage area contain a Help button, labeled with
a question mark (?). Click this button and the Microsoft Office support website
opens in a browser window with specific information about the dialog box or
backstage area. After reading the information, close the browser window and
return to Excel. If a dialog box is open in Excel, close it by clicking the Close
button in the upper right corner. Exit the backstage area by clicking the Back
button or pressing the Esc key.
Activity 4c Getting Help in a Dialog Box and Backstage Area Part 3 of 3
1. At the blank workbook, click the File tab and then click the Print option.
2. At the Print backstage area, click the Microsoft Excel Help button in the upper right corner
of the backstage area.
3. At the Microsoft Office support website, click the hyperlink to an article on printing that
interests you. Read the article and then close the window.
4. Click the Back button to return to the blank workbook.
5. At the blank workbook, click the Home tab and then click the
Number group dialog box launcher.
6. At the Format Cells dialog box with the Number tab selected,
click the Help button in the upper right corner of the dialog box.
6 5
7. Read the information at the Microsoft Office support website and then close the browser
window to return to Excel. In Excel, close the Format Cells dialog box.
8. Close the blank workbook.
Chapter Summary
■ A file created in Excel is called a workbook and consists of one or more individual
worksheets.
■ The intersection of a column and a row in a worksheet is referred to as a cell.
Gridlines are the horizontal and vertical lines that define cells.
■ When the insertion point is positioned in a cell, the cell name (also called the
cell reference) displays in the Name box at the left of the Formula bar. The cell
name includes the column letter and row number.
■ If the data entered in a cell consists of text (letters) and does not fit into the
cell, it overlaps the cell to the right. If the data consists of numbers and does
not fit into the cell, the numbers change to number symbols (###).
■ Save a workbook by clicking the Save button on the Quick Access Toolbar or
by clicking the File tab and then clicking the Save As option. At the Save As
backstage area, click the Browse option. At the Save As dialog box, navigate to
the desired folder, type the workbook name in the File name text box, and then

■ To replace data in a cell, click in the cell and then type the new data. To edit
data within a cell, double-click in the cell and then make the necessary changes.
■ Print a worksheet by clicking the File tab, clicking the Print option, and then
clicking the Print button.
■ Close a workbook by clicking the File tab and then clicking the Close option or by
using the keyboard shortcut Ctrl + F4.
■ Close Excel by clicking the Close button in the upper right corner of the screen
or by using the keyboard shortcut Alt + F4.
■ The AutoComplete feature automatically inserts a previous entry if the
character or characters being typed in a cell match a previous entry. The
AutoCorrect feature corrects many common typing errors. The AutoFill fill
handle adds the same or consecutive data into a range of cells.
■ Open a workbook by clicking the File tab and then clicking the Open option.
At the Open backstage area, click the Browse option. At the Open dialog box,
double-click the workbook name.
■ Workbooks can be pinned to the Recent option list at the Open backstage
area or the Recent list at the Home backstage area so that they can be easily
accessed in the future.
■ Use the AutoSum button in the Editing group on the Home tab to find the
total or average of data in columns or rows.
■ Use the fill handle to copy a formula in a cell to adjacent cells. The fill handle
is the solid box in the bottom right of an active cell.
■ Select all the cells in a column by clicking the column header. Select all the
cells in a row by clicking the row header. Select all the cells in a worksheet by
clicking the Select All button immediately to the left of the column headers.
■ Change the column width by dragging or double-clicking the column boundary
line.
■ Merge and center adjacent cells by selecting them and then clicking the Merge
& Center button in the Alignment group on the Home tab.
■ Format numbers in cells with buttons in the Number group on the Home tab.
■ The Tell Me feature provides information and guidance on how to complete
certain actions. The Tell Me text box is located on the ribbon to the right of the
Help tab.
■ Use the Tell Me feature, click a hyperlink in a button ScreenTip, or press F1 to
display the Help task pane. At this task pane, type a topic in the search text box
and then press the Enter key.
■ Some dialog boxes and the backstage area contain a Help button that, when
clicked, displays the Microsoft Office support website with information specific
to the dialog box or backstage area.

Commands Review
FEATURE RIBBON TAB, GROUP/ OPTION BUTTON KEYBOARD SHORTCUT
Accounting format Home, Number
AutoSum Home, Editing Alt + =
close Excel Alt + F4
close workbook File, Close Ctrl + F4
Comma format Home, Number
decrease decimal place Home, Number
Go To dialog box Home, Editing Ctrl + G
Help task pane Help, Help F1
increase decimal place Home, Number
merge and center cells Home, Alignment
Open backstage area File, Open Ctrl + O
Percentage format Home, Number Ctrl + Shift + %
Print backstage area File, Print Ctrl + P
Save As backstage area File, Save As Ctrl + S

Microsoft ®
Excel
®
2
CHAPTER
Inserting Formulas
in a Worksheet
1 Write formulas with mathematical operators
2 Type a formula in the Formula bar
3 Copy a formula
4 Determine the order of operations
5 Identify common formula and function errors
6 Use the Insert Function dialog box to insert a function in a cell
7
Write formulas with the AVERAGE, MAX, MIN, COUNT, COUNTA,
NOW, and TODAY functions
8
Display formulas
9 Use absolute and mixed cell references in formulas
Excel is a powerful decision-making tool that contains data that can be manipulated
in “What if?” situations. Insert a formula in a worksheet and then manipulate the
data to make projections, answer specific questions, and plan for the future. For
example, the owner of a company might prepare a worksheet on production costs
and then determine the impact on company revenues if production is increased or
decreased.
As explained in Chapter 1, formulas can be inserted into Excel worksheets
to add, subtract, multiply, and/or divide values as well as calculate averages,
percentages, and much more. Chapter 1 described how to use the AutoSum button
to insert formulas for calculating totals and averages. In Chapter 2, you will learn to
use the Formulas tab to create formulas with a variety of different functions.
Data Files
The online
course includes
resources.
31

Activity 1 Insert Formulas in a Worksheet 4 Parts
You will open a worksheet containing data and then insert formulas to calculate
differences, salaries, and percentages of budgets and equipment usage down time.
Tutorial Writing Formulas with

Entering Formulas
Using the Keyboard
Mathematical Operators
As explained in Chapter 1, the AutoSum button in the Editing group on the
Hint After typing a Home tab creates a formula for calculating the sum or average of values. A
formula in a cell, press formula can also be written using mathematical operators. Commonly used
the Enter key, the Tab
key, or Shift + Tab. mathematical operators and their purposes are shown in Table 2.1. When writing
a formula, begin it with the equals sign (=). For example, to create a formula that
divides the contents of cell B2 by the contents of cell C2 and inserts the result
in cell D2, make D2 the active cell and then type =b2/c2. The column reference
letters used in formulas can be entered as either lowercase or uppercase letters.
If the column reference letters are entered in a formula in lowercase, Excel will
automatically convert the column reference letters to uppercase. Formulas entered
in a cell will also display in the Formula bar, where the formula can be modified.
Tutorial Copying a Formula with Relative Cell References

Copying Formulas In many worksheets, the same basic formula is used repetitively. In a situation
where a formula is copied to other locations in a worksheet, use a relative cell
reference. Copy a formula containing relative cell references and the cell references
change. For example, if the formula = SUM(A2:C2) is entered in cell D2 and then
copied relatively into cell D3, the formula in cell D3 appears as = SUM(A3:C3).
(Additional information on cell references is provided later in this chapter in the
section “Using an Absolute Cell Reference in a Formula.”)
To copy a formula with a relative cell reference, use the Fill button or the fill
Fill
handle. (You used the fill handle to copy a formula in Chapter 1.) To use the Fill
button, select the cell containing the formula and all the cells to which the
uick Steps formula is to be copied and then click the Fill button in the Editing group on the
Copy Formulas Home tab. At the Fill button drop-down list, click the direction. For example, click
with Relative Cell
References the Down option if the formula is being copied down the worksheet.
1. Insert formula in cell.
2. Select cell containing Table 2.1 Mathematical Operators
formula and all cells
to which formula is
to be copied. Operator Purpose Operator Purpose
3. Click Fill button.
4. Click direction + addition / division
option.
- subtraction % percentage
* multiplication ^ exponentiation
32 Excel Level 1 | Unit 1 Chapter 2 | Inserting Formulas in a Worksheet

Activity 1a Finding Differences by Inserting and Copying a Formula Part 1 of 4
1. Open HCReports and then save it with the name 2-HCReports.

2. Insert a formula by completing the following steps:
a. Make cell D3 active.
b. Type the formula =c3-b3.
c. Press the Enter key.
3. Copy the formula to the range D4:D10 by completing the following steps:
a. Select the range D3:D10.
b. Click the Fill button in the Editing group on the Home tab and then click Down at the
drop-down list.
3b
4. Save 2-HCReports.
5. With the worksheet open, make the following changes to cell contents:
B4: Change 48,290 to 46425
C6: Change 61,220 to 60000
B8: Change 55,309 to 57415
B9: Change 12,398 to 14115
6. Make cell D3 active, apply the Accounting format by clicking the Accounting Number
Format button in the Number group on the Home tab, and then click the Decrease
Decimal button two times to decrease the digits displayed past the decimal point to none.
Check Your Work
Hint Use the As explained in Chapter 1, the fill handle can be used to copy a formula up,
fill handle to copy a down, left, or right within a worksheet. To use the fill handle, insert the data in the
relative version of a cell (text, value, formula, etc.). With the cell active, position the mouse pointer on
formula.
the fill handle until the mouse pointer turns into a thin black cross. Click and hold
down the left mouse button, drag and select the cells, and then release the mouse
button. When dragging a cell containing a formula, a relative version of the formula
is copied to the selected cells.
Checking Cell References in a Formula

To verify if a formula is using the correct cell references, double-click in a cell
containing the formula and the cells referenced in the formula display with
a colored border and shading in the worksheet. This feature makes it easy to
identify which cells are being referenced in a formula and is helpful when trying to
identify errors that may occur in a formula.
Excel Level 1 | Unit 1 Chapter 2 | Inserting Formulas in a Worksheet 33

Activity 1b Calculating Salaries by Inserting and Copying a
Formula with the Fill Handle Part 2 of 4
1. With 2-HCReports open, insert a

1c 1b
formula by completing the following steps:
b. Click in the Formula bar text box and then
type =c15*b15.
c. Click the Enter button on the Formula bar.
2. Copy the formula to the range D16:D20 by
a. Make sure cell D15 is still the active cell.
b. Position the mouse pointer on the fill handle
at the lower right corner of cell D15 until the
pointer turns into a thin black cross.
c. Click and hold down the left mouse button,
drag into cell D20, and then release the
mouse button.
4. Double-click in cell D20 to display the formula
with cell references color coded to ensure the
formula was copied relatively and then press the
Enter key to exit the Edit mode.
5. Make the following changes to cell contents in
the worksheet:
B16: Change 20 to 28
C17: Change 18.75 to 19.10
6. Select the range D16:D20 and then apply the
Comma format by clicking the Comma Style
button in the Number group on the Home tab. 2c
Check Your Work
Tutorial Writing a Formula by Pointing

Entering Formulas The formulas written in Activity 1a and Activity 1b used cell references such as
Using the Mouse =c3-b3. Another method for writing a formula is to “point” to the specific cells that
are to be part of the formula. Creating a formula by pointing is more accurate than
uick Steps typing the cell reference because a mistake can be made when the cell reference is
Write Formula typed.
by Pointing
1. Click in cell that will To write a formula by pointing, click in the cell that will contain the
contain formula. formula, type the equals sign to begin the formula, and then click in the cell to
2. Type equals sign. be referenced in the formula. This inserts a moving border around the cell and
3. Click in cell to
be referenced in changes the mode from Enter to Point. (The word Point displays at the left side
formula. of the Status bar.) Type the mathematical operator and then click in the next
4. Type mathematical
operator. cell reference. Continue in this manner until all the cell references are specified
5. Click in next cell and then press the Enter key. This ends the formula and inserts the result of the
reference. calculation in the active cell. When a formula is written by pointing, the range of
6. Press Enter key.
cells to be included in the formula can be selected.

Activity 1c Writing a Formula by Pointing That Calculates
the Percentage of Actual Budget Part 3 of 4
1. With 2-HCReports open, enter a formula by pointing that calculates the percentage of
actual budget by completing the following steps:
b. Type an equals sign (=).
c. Click in cell B25. (This inserts a moving border around the cell and changes the mode
from Enter to Point.)
d. Type a forward slash symbol (/).
e. Click in cell C25.
f. Make sure the formula in D25 is = B25/C25 and then press the Enter key.
2. Make cell D25 active, click the fill handle and hold down the left mouse button, drag into
cell D31, and then release the mouse button.
1a-
1f
Check Your Work
Tutorial Determining the Order of Operations

Determining the If a formula contains two or more operators, Excel uses the same order of
Order of Operations operations used in algebra. From left to right in a formula, this order is negations
(negative number—a number preceded by -) first, then percentages (%), then
exponentiations (^), followed by multiplications (*), divisions (/), additions (+),
and subtractions (-). To change the order of operations, put parentheses around
the part of the formula that is to be calculated first. For example, if cells A1, B1,
and C1 all contain the value 5, the result of the formula =a1+b1*c1 will be 30
(because 5*5=25 and 5+25=30). However, if parentheses are placed around the
first two cell references so the formula appears as =(a1+b1)*c1, the result will be
50 (because 5+5=10 and 10*5=50).
Excel requires each left parenthesis to be paired with a right parenthesis. If a
formula is missing a left or right parenthesis, a message box will display explaining
that an error exists in the formula and providing a possible correction, which
can be accepted or declined. This feature is useful when creating a formula that
contains multiple layers of parentheses (called nested parentheses) because it will
identify any missing left or right parentheses in the formula. Parentheses can also
be used in various functions to further determine the order of operations.

Tutorial Using the Trace Error Button
Using the Trace When typing or editing data in a worksheet, a button may display near the active
Error Button cell. The general term for this button is a smart tag. The display of the smart tag
button varies depending on the action performed. In Activity 1d, you will insert
a formula that causes a smart tag button named the Trace Error button to appear.
When the Trace Error button appears, a small dark-green triangle also appears in
the upper left corner of the cell. Click the Trace Error button and a drop-down
Trace Error
list displays with options for updating the formula to include specific cells, getting
help with the error, ignoring the error, editing the error in the Formula bar, and
completing an error check. In Activity 1d, two of the formulas you insert return
the correct results. You will click the Trace Error button, read about what Excel
perceives to be the error, and then tell Excel to ignore the error.
Identifying Common Formula Errors

Excel is a sophisticated program that requires data input and formula creation to
follow strict guidelines in order to function properly. When guidelines that specify
how data or formulas are entered are not followed, Excel will display one of many
error codes. When an error is identified with a code, determining and then fixing
the problem is easier than if no information is provided. Table 2.2 lists some
common error codes.
Most errors in Excel result from the user incorrectly inputting data into a
worksheet. However, most error messages will not display until the data is used
in a formula or function. Common mistakes made while inputting data include
placing text in a cell that requires a number, entering data in the wrong location,
and entering numbers in an incorrect format. Other errors result from entering a
formula or function improperly. A formula will often produce an error message if it
is trying to divide a number by 0 or contains a circular reference (that is, when a
formula within a cell uses the results of that formula in the same cell).
Table 2.2 Common Error Codes

Error Code Meaning
#DIV/O A formula is attempting to divide a number by 0.
#N/A An argument parameter has been left out of a function.
#NAME? A function name is not entered correctly.
#NUM! An argument parameter does not meet a function’s requirements.
#REF! A referenced cell no longer exists within a worksheet.
#VALUE The data entered is the wrong type (for example, text instead of
numbers).

Activity 1d Writing a Formula by Pointing That Calculates
the Percentage of Down Time Part 4 of 4
1. With 2-HCReports open, enter a formula by pointing that calculates the percentage of
equipment down time by completing the following steps:
b. Type an equals sign followed by a left
parenthesis (=().
c. Click in cell B37. (This inserts a moving
border around the cell and changes the
mode from Enter to Point.)
d. Type a minus symbol (-).
1a-
e. Click in cell B43.
1h
f. Type a right parenthesis followed by a
forward slash ()/).
g. Click in cell B37.
h. Make sure the formula in cell B45 is
= (B37-B43)/B37 and then press the Enter key.
2. Make cell B45 active, click the fill handle and press and hold
down the left mouse button, drag into cell G45, and then release
3b
the mouse button.
3. Enter a formula by dragging to a range of
cells by completing the following steps:
a. Click in cell B46 and then click the
AutoSum button in the Editing group on
the Home tab.
b. Select the range B37:D37.
c. Click the Enter button on the Formula
bar. (This inserts 7,260 in cell B46.)
4. Click in cell B47 and then complete steps
similar to those in Step 3 to create a
formula that totals hours available from
April through June (the range E37:G37).
(This inserts 7,080 in cell B47.)
5. Click in cell B46 and notice the Trace Error button.
Complete the following steps to read about the error and
5a
then tell Excel to ignore it:
a. Click the Trace Error button.
b. At the drop-down list, click the Help on this
Error option.
c. Read the information in the Excel Help
window and then close the window. 5b
d. Click the Trace Error button again and
then click Ignore Error at the drop-down
list.
6. Remove the dark-green triangle from cell B47
by completing the following steps:
a. Click in cell B47.
b. Click the Trace Error button and then click Ignore Error at the drop-down list.
7. Save, print, and then close 2-HCReports.
Check Your Work

Activity 2 Insert Formulas with Statistical Functions 4 Parts
You will use the AVERAGE function to determine average test scores, use the
MINIMUM and MAXIMUM functions to determine lowest and highest averages,
use the COUNT function to count the number of students taking a test, and use
the COUNTA function to determine the number of tests administered. You will also
use date and time functions and display a formula in a cell rather than the result of
a formula.
Inserting Formulas with Functions

In Activity 2b in Chapter 1, the AutoSum button was used to insert the formula
= SUM(b2:b5) in a cell. The beginning section of the formula, = SUM, is called a
function. Functions are built-in formulas. Inserting a formula takes fewer keystrokes
than creating one from scratch. For example, using the = SUM function made it
unnecessary to type a string of cell references with the plus symbol (+) between
each one.
Excel provides other functions for writing formulas. A function operates on
what is referred to as an argument. An argument may consist of a constant, a
cell reference, or another function. In the formula = SUM(b2:b5), the cell range
(b2:b5) is an example of a cell reference argument. An argument may also contain a
constant. A constant is a value entered directly into the formula. For example, in the
formula = SUM(b3:b9,100), the cell range b3:b9 is a cell reference argument and
100 is a constant. In this formula, 100 is always added to the sum of the cells.
The phrase returning the result is used to describe when a value calculated
by the formula is inserted in a cell. The term returning refers to the process of
calculating the formula and the term result refers to the value inserted in the cell.
Insert Type a function in a cell in a worksheet or use the Insert Function button on
Function the Formula bar or the Formulas tab to write the formula. Figure 2.1 shows the
Formulas tab, which provides the Insert Function button and other buttons for
inserting functions in a worksheet. The Function Library group on the Formulas
tab contains a number of buttons for inserting functions from a variety of
categories, such as Financial, Logical, Text, and Date & Time.
Click the Insert Function button on the Formula bar or the Formulas tab
and the Insert Function dialog box displays, as shown in Figure 2.2. The Insert
Function dialog box can also be accessed using the keyboard shortcut Shift + F3.
At the Insert Function dialog box, the most recently used functions display in
the Select a function list box. Choose a function category by clicking the Or select a
category option box arrow and then clicking the category at the drop-down list. Use
the Search for a function search box to locate a specific function.
Figure 2.1 Formulas Tab

Figure 2.2 Insert Function Dialog Box
Click this option

box arrow to
The most recently display a list of
used functions categories.
display in this
list box.
Hint You can With the function category selected, choose a function in the Select a function
also display the Insert list box and then click OK. This displays a Function Arguments dialog box, like
Function dialog box by the one shown in Figure 2.3. At this dialog box, enter in the Number1 text box the
clicking the AutoSum
button arrow and range of cells to be included in the formula, any constants to be included as part
then clicking More of the formula, or another function.
Functions.
Type a cell reference or a range of cells in an argument text box or point to a
cell or select a range of cells with the mouse pointer. Pointing to cells or selecting
a range of cells using the mouse pointer is the preferred method of entering data
into an argument text box because there is less chance of making errors. After
entering a range of cells, a constant, or another function, click OK.
More than one argument can be included in a function. If the function
contains more than one argument, click in the Number2 text box or press the
Tab key to move the insertion point to the Number2 text box and then enter the
second argument. If the function dialog box covers a specific cell or cells, move the
dialog box by positioning the mouse pointer on the dialog box title bar, clicking
and holding down the left mouse button, dragging the dialog box to a different
location, and then releasing the mouse button.
Figure 2.3 Example of a Function Arguments Dialog Box
In this text box, enter

the range of cells to
be included in the
formula.
Information about
the selected function
is shown here.
Click this hyperlink

to display help on
the function.

Hint Click the Excel performs over 300 functions that are divided into 13 categories: Financial,
AutoSum button arrow Date & Time, Math & Trig, Statistical, Lookup & Reference, Database, Text, Logical,
on the Formulas tab Information, Engineering, Cube, Compatibility, and Web. Clicking the AutoSum button in
and common functions
display in a drop-down the Function Library group on the Formulas tab or the Editing group on the Home
list. tab automatically adds numbers with the SUM function. The SUM function is
included in the Math & Trig category. In some activities in this chapter, formulas will
be written with functions in other categories, including Statistical and Date & Time.
Excel includes the Formula AutoComplete feature, which displays a drop-down
list of functions. To use this feature, click in the cell or in the Formula bar text box,
type the equals sign, and then type the first letter of the function. This displays a
drop-down list with functions that begin with the letter. The list is further refined
as more letters are typed. Double-click the function, enter the cell references, and
then press the Enter key.
Tutorial Writing Formulas with Statistical Functions

Using Statistical Write formulas with statistical functions such as AVERAGE, MAX, MIN, and
Functions COUNT. The AVERAGE function returns the average (arithmetic mean) of the
arguments. The MAX function returns the largest value in a set of values and the
MIN function returns the smallest value in a set of values. Use the COUNT or
COUNTA functions to count the number of cells that contain numbers or letters
within the specified range.
Finding Averages A common function in a formula is the AVERAGE function.
With this function, the values in a range of cells are added together and then
divided by the number of cells. In Activity 2a, you will use the AVERAGE
function to add all the test scores for a student and then divide that number by
the total number of scores. You will use the Insert Function button to simplify
the creation of the formula containing an AVERAGE function.
One of the advantages to using formulas in a worksheet is that the data can
be easily manipulated to answer certain questions. In Activity 2a, you will learn
how retaking certain tests affects the final average score.
Activity 2a Averaging Test Scores in a Worksheet Part 1 of 4
1. Open DWTests and then save it with the name 2-DWTests.

2. Use the Insert Function button to find the average of test scores by completing the
following steps:
a. Make cell E4 active.
b. Click the Insert Function button on the Formula bar.
2b
2a

c. At the Insert Function dialog box, click the Or select a
2c
category option box arrow and then click Statistical at the
drop-down list.
d. Click AVERAGE in the Select a function
list box.
e. Click OK.
f. At the Function Arguments dialog box,
make sure B4:D4 displays in the Number1
text box. (If not, type b4:d4 in the
Number1 text box.)
g. Click OK.
2d
3. Copy the formula by completing the following steps: 2f
a. Make sure cell E4 is still active.
b. Position the mouse pointer on the fill
handle until the pointer turns into a
thin black cross.
c. Click and hold down the left mouse
button, drag into cell E16, and then
release the mouse button.
4. Save and then print 2-DWTests.
5. After viewing the averages of test scores, you notice that a couple of
students have low averages. You decide to see what happens to these
average scores if students retake the tests on which they scored the
lowest. You decide that a student can score a maximum of 70% on
a retake of the test. Make the following changes to test scores to see
how the changes affect the test averages:
B9: Change 50 to 70
C9: Change 52 to 70
D9: Change 60 to 70
B14: Change 0 to 70
D14: Change 0 to 70
D16: Change 0 to 70
6. Save and then print 2-DWTests. (Compare the test averages of Teri 3c
Fisher-Edwards, Stephanie Flanery, Claude Markovits, and Douglas Pherson to
see how retaking the tests affects their final test averages.)
Check Your Work
When a function such as the AVERAGE function calculates cell entries, it

ignores certain cell entries. The AVERAGE function will ignore text in cells and
blank cells (not zeros). For example, in the worksheet containing test scores, a
couple of cells contained 0%. These entries were included in the averaging of the
test scores. To exclude a particular test from the average, enter text in the cell such
as N/A (for not applicable) or leave the cell blank.
Finding Maximum and Minimum Values The MAX function in a formula
returns the maximum value in a cell range and the MIN function returns the
minimum value in a cell range. For example, the MAX and MIN functions in a
worksheet containing employee hours can be used to determine which employee
worked the most hours and which worked the least. In a worksheet containing sales

commissions, the MAX and MIN functions can be used to identify the salesperson
who earned the highest commission and the one who earned the lowest.
Insert a MAX or a MIN function into a formula in the same manner as an
AVERAGE function. In Activity 2b, you will use the Formula AutoComplete
feature to insert the MAX function in cells to determine the highest test score
average and the Insert Function button to insert the MIN function to determine
the lowest test score average.
Activity 2b Finding Maximum and Minimum Values in a Worksheet Part 2 of 4
1. With 2-DWTests open, type the following in the specified cells:

A19: Highest Test Average
A20: Lowest Test Average
A21: Average of Completed Tests
2. Insert a formula to identify the highest test score
2c
average by completing the following steps:
b. Type =m. (This displays the Formula
AutoComplete list.)
c. Double-click MAX in the Formula
AutoComplete list.
d. Type e4:e16) and then press the Enter key.
3. Insert a formula to identify the lowest test score
average by completing the following steps:
a. Make sure cell B20 is active.
b. Click the Insert Function button on the
Formula bar. 2d
c. At the Insert Function dialog box, make sure
Statistical is selected in the Or select a category
option box and then click MIN in the Select a
function list box. (You will need to scroll down 3e
the list to locate MIN.)
d. Click OK.
e. At the Function Arguments dialog box, type
e4:e16 in the Number1 text box.
f. Click OK.
4. Insert a formula to determine the average of the
completed test scores by completing the following steps:
b. Click the Formulas tab. 4b
c. Click the Insert Function button in the
Function Library group.
d. At the Insert Function dialog box, make sure 4c
Statistical is selected in the Or select a category
option box and then click AVERAGE in the
Select a function list box.
e. Click OK.
f. At the Function Arguments dialog box, make sure the insertion point is positioned in the
Number1 text box with existing text selected, use the mouse pointer to select the range
E4:E16 in the worksheet (you may need to move the dialog box to display the cells),
and then click OK.

6. Change the 70% values (which were previously 0%) in cells B14, D14, and D16 to N/A.
(This will cause the average test scores for Claude Markovits and Douglas Pherson to
increase and will change the average of completed tests.)
Check Your Work
Counting Numbers in a Range Use the COUNT function to count the

numeric values in a range and use the COUNTA function to count the cells
in a range containing any characters. In Activity 2c, you will use the COUNT
function to specify the number of students who have completed Test 3. In the
worksheet, the cells containing the text N/A are not counted by the COUNT
function. Additionally, you will use the COUNTA function to determine how
many students should have completed Test 3 by counting the cells that contain
test scores and the text N/A.
Activity 2c Counting the Number of Students Taking Tests Part 3 of 4
1. With 2-DWTests open, make cell A22 active.

2. Type Test 3 Completed.
4b 4c
3. Make cell B22 active.
4. Insert a formula counting the number of
students who have completed Test 3 by
a. With cell B22 active, click in the
Formula bar text box.
b. Type =c.
c. At the Formula AutoComplete list, scroll
down the list until COUNT displays
and then double-click COUNT.
d. Type d4:d16) and then press the
Enter key.
5. Count the number of students
who have been given Test 3 by
completing the following steps: 4d
a. Make cell A23 active.
b. Type Test 3 Administered.
c. Make cell B23 active.
d. Click the Insert Function button on the Formula bar.
e. At the Insert Function dialog box, make sure Statistical is selected in the Or select a
category option box.
f. Scroll down the list of functions in the Select a function list box until COUNTA is visible
and then double-click COUNTA.
g. At the Function Arguments dialog box, type d4:d16 in the Value1 text box and then
click OK.
Check Your Work

Tutorial Writing Formulas with the NOW and TODAY Functions
Using Date and The NOW and TODAY functions are part of the Date & Time category of
Time Functions functions. The NOW function returns the current date and time in a
date-and-time format. The TODAY function returns the current date in a date
format. Both the NOW and TODAY functions automatically update when a
workbook is opened. To access the NOW and TODAY functions, click the Date
Date & Time
& Time button in the Function Library group on the Formulas tab. The formulas
can also be accessed at the Insert Function dialog box.
The NOW and TODAY functions can also be updated without closing and
then reopening the workbook. To update a workbook that contains a NOW or
TODAY function, click the Calculate Now button in the Calculation group on the
Calculate Now
Formulas tab or press the F9 function key.
Tutorial Displaying Formulas

Displaying In some situations, displaying the formulas in a worksheet, rather than the results,
Formulas may be useful—for example, to display formulas for auditing purposes or to check
Show
formulas for accuracy. Display all the formulas in a worksheet, rather than the
Formulas results, by clicking the Formulas tab and then clicking the Show Formulas button
in the Formula Auditing group. The display of formulas can also be turned on
Hint Press Ctrl + ` with the keyboard shortcut Ctrl + `. (This symbol is the grave accent, generally to
to display the formulas the left of the 1 key on the keyboard.) To turn off the display of formulas, press
in a worksheet rather
than the results.
Ctrl + ` or click the Show Formulas button on the Formulas tab.
Activity 2d Using the NOW Function and Displaying Formulas Part 4 of 4
1. With 2-DWTests open, make cell A26 active and then type Prepared by:.
2. Make cell A27 active and then type your first and last names.
3. Insert the current date and time by completing the following steps: 3b
b. Click the Date & Time button in the Function Library group
on the Formulas tab and then click NOW at the drop-down
list.
c. At the Function Arguments dialog box stating that the function
takes no argument, click OK.
4. Update the time in cell A28 by completing the following steps:
a. Wait for 1 minute.
b. Click the Calculate Now button in the Calculation group on
the Formulas tab.
5. Click the Show Formulas button in the Formula Auditing group
to turn on the display of formulas.
6. Print the worksheet with the formulas. (The worksheet will print
on two pages.)
7. Press Ctrl + ` to turn off the display of formulas.
8. Save, print, and then close 2-DWTests.
Check Your Work

Activity 3 Insert Formulas Using Absolute and 4 Parts
Mixed Cell References
You will insert a formula containing an absolute cell reference that determines the
effect on earnings with specific increases, insert a formula with multiple absolute
cell references that determines the weighted average of scores, and use mixed
cell references to determine simple interest.
Using Absolute and Mixed Cell

References in Formulas
A reference identifies a cell or range of cells in a worksheet and can be relative,
absolute, or mixed. A relative cell reference refers to a cell relative to a position in
a formula. An absolute cell reference refers to a cell in a specific location. When a
formula is copied, a relative cell reference adjusts whereas an absolute cell reference
remains constant. A mixed cell reference does both: either the column remains
absolute and the row is relative or the column is relative and the row remains
absolute. Distinguish among relative, absolute, and mixed cell references using the
dollar symbol ($). Type a dollar symbol before the column and/or row cell reference
in a formula to specify that the column or row is an absolute cell reference.
Tutorial Using an Absolute Cell Reference in a Formula

Absolute In this chapter, you have learned to copy a relative formula. For example, if the
Addressing formula = SUM(A2:C2) in cell D2 is copied relatively into cell D3, it changes
to = SUM(A3:C3). In some situations, a formula may contain an absolute cell
reference, which always refers to a cell in a specific location. In Activity 3a, you will
add a column for projected job earnings and then consider “What if?” situations
using a formula with an absolute cell reference. To identify an absolute cell
reference, insert a dollar symbol before the row and the column. For example, the
absolute cell reference C12 is typed as $c$12 in a formula.
Activity 3a Inserting and Copying a Formula with an Absolute Cell Reference Part 1 of 4
1. Open CCReports and then save it with the name 2-CCReports.

2. Determine the effect of a 10% pay increase on actual job earnings by completing the
following steps:
a. Make cell C3 active, type the
formula =b3*$b$12, and then press
the Enter key.
b. Make cell C3 active and then use
the fill handle to copy the formula
to the range C4:C10. 2a
2b
c. Make cell C3 active, click the
Accounting Number Format button
on the Home tab, and then click the
Decrease Decimal button two times.

3. Save and then print 2-CCReports.
4. With the worksheet still open, determine the effect of a 10% pay
decrease on actual job earnings by completing the following steps:
b. Type 0.9 and then press the Enter key.
5. Save and then print the 2-CCReports.
6. Determine the effect of a 20% pay increase on actual job earnings.
(To do this, type 1.2 in cell B12 and then press the Enter key.) 4b
Check Your Work
In Activity 3a, you created a formula with one absolute cell reference. A formula
can also be created with multiple absolute cell references. For example, in Activity 3b,
you will create a formula that contains both relative and absolute cell references to
determine the average of training scores based on specific weight percentages. In a
weighted average, some scores have more value (weight) than others. For example,
in Activity 3b, you will create a formula that determines the weighted average of
training scores that gives more weight to the Carpentry percentages than the Plumbing
or Electrical percentages.
Activity 3b Inserting and Copying a Formula with

Multiple Absolute Cell References Part 2 of 4
1. With 2-CCReports open, insert the following formulas:

a. Insert a formula in cell B23 that averages the percentages in the range B17:B22.
b. Copy the formula in cell B23 to cells C23 and D23.
2. Insert a formula that determines the weighted average of training scores by completing the
following steps:
b. Type the following formula:
=$b$24*b17+$c$24*c17+$d$24*d17
c. Press the Enter key.
d. Copy the formula in cell E17 to the range E18:E22.
e. With the range E17:E22 selected, click the Decrease Decimal button three times.
4. With the worksheet still open, determine
the effect on weighted training scores
if the weighted values change by
a. Make cell B24 active, type 30,
b. Make cell D24 active, type 40,
4a 4b
Check Your Work

Tutorial Using a Mixed Cell Reference in a Formula
Entering and The formula you created in Step 2a in Activity 3a contained a relative cell
Copying a Formula reference (b3) and an absolute cell reference ($b$12). A formula can also contain a
with Mixed Cell mixed cell reference. As stated earlier, in a mixed cell reference, either the column
References
remains absolute and the row is relative or the column is relative and the row
remains absolute. In Activity 3c, you will insert a number of formulas—two of
which will contain mixed cell references. You will insert the formula = e29*e$26 to
calculate withholding tax and =e29*h$36 to calculate social security tax. The dollar
symbol before each row number indicates that the row is an absolute reference.
Activity 3c Determining Payroll Using Formulas with

Absolute and Mixed Cell References Part 3 of 4
1. With 2-CCReports open, make cell E29 active and then type the following formula that
calculates the gross pay, including overtime (press the Enter key after typing each formula):
=(b29*c29+(b29*$b$36*d29))
2. Copy the formula in cell E29 to the range E30:E34.
3. Make cell F29 active and then type the following formula that calculates the amount of
withholding tax:
=e29*e$36
4. Copy the formula in cell F29 to the range F30:F34.
5. Make cell G29 active and then type the following formula that calculates the amount of
social security tax:
=e29*h$36
6. Copy the formula in cell G29 to the range G30:G34.
7. Make cell H29 active and then type the following formula that calculates net pay:
=e29-(f29+g29)
8. Copy the formula in cell H29 to the range H30:H34.
9. Select the range E29:H29 and then click the Accounting Number Format button.
10. Save 2-CCReports.
Check Your Work
As you learned in Activity 3c, a formula can contain a mixed cell reference. In
Activity 3d, you will create the formula = $a41*b$40. In the first cell reference in
the formula, $a41, the column is absolute and the row is relative. In the second
cell reference, b$40, the column is relative and the row is absolute. The formula
containing the mixed cell reference allows you to fill in the column and row data
using only one formula.
Identify an absolute or mixed cell reference by typing a dollar symbol before
the column and/or row reference or press the F4 function key to cycle through the
various cell references. For example, type = a41 in a cell, press the F4 function key,
and the cell reference changes to = $a$41. Press F4 again and the cell reference
changes to = a$41. Press F4 a third time and the cell reference changes to = $a41
and press F4 a fourth time and the cell reference changes back to = a41.

Activity 3d Determining Simple Interest Using a Formula
with Mixed Cell References Part 4 of 4
1. With 2-CCReports open, make cell B41 the active cell and then insert a formula
containing mixed cell references by completing the following steps:
a. Type =a41 and then press the F4 function key three
times. (This changes the cell reference to $A41.)
b. Type *b40 and then press the F4 function key
two times. (This changes the cell reference to
B$40.)
c. Make sure the formula displays as =$A41*B$40
and then press the Enter key. 1c
2. Copy the formula to the right by completing the
following steps:
a. Make cell B41 active and then use the fill handle to copy the formula to cell F41.
2a
b. With the range B41:F41 selected, use the fill handle to copy the formula to cell F51.
2b
3. Save, print, and then close 2-CCReports.
Check Your Work
Chapter Summary
■ Type a formula in a cell and the formula displays in the cell and in the Formula
bar. If cell entries are changed, a formula automatically recalculates the values
and inserts the result in the cell.
■ Write a formula using commonly used operators, such as addition (+),
subtraction (-), multiplication (*), division (/), percentage (%), and
exponentiation (^). When writing a formula, begin with the equals sign (=).
■ Copy a formula to other cells in a row or column with the Fill button in the
Editing group on the Home tab or with the fill handle in the bottom right
corner of the active cell.
■ Double-click in a cell containing a formula and the cell references display with a
colored border and cell shading.

■ Another method for writing a formula is to point to specific cells that are part
of the formula as the formula is being built.
■ Excel uses the same order of operations as algebra and that order can be
modified by adding parentheses around certain parts of a formula.
■ If Excel detects an error in a formula, a Trace Error button appears and a small
dark-green triangle displays in the upper left corner of the cell containing the
formula.
■ Excel provides different error codes for different formula errors. An error code
helps identify an error in a formula by providing information on the specific issue.
■ A function operates on an argument, which may consist of a cell reference, a
constant, or another function. When a value calculated by a formula is inserted
in a cell, this is referred to as returning the result.
■ Excel performs over 300 functions that are divided into 13 categories.
■ The AVERAGE function returns the average (arithmetic mean) of the
arguments. The MAX function returns the largest value in a set of values and
the MIN function returns the smallest value in a set of values. The COUNT
function counts the number of cells containing numbers within the list of
arguments. The COUNTA function counts the number of cells containing any
data, numerical or alphabetical.
■ The NOW function returns the current date and time and the TODAY
function returns the current date.
■ Turn on the display of formulas in a worksheet with the Show Formulas button
in the Formula Auditing group on the Formulas tab or with the keyboard
shortcut Ctrl + ` (grave accent).
■ A reference identifies a cell or a range of cells in a worksheet and can be relative,
absolute, or mixed. Identify an absolute cell reference by inserting a dollar
symbol ($) before the column and row. Cycle through the various cell reference
options by typing the cell reference and then pressing the F4 function key.
Commands Review
cycle through cell references F4
display formulas Formulas, Formula Auditing Ctrl + `
Insert Function dialog box Formulas, Function Library Shift + F3
SUM function Home, Editing OR Formulas, Function Library Alt + =
update formulas Formulas, Calculation F9

Microsoft ®
Excel
®
3
CHAPTER
Formatting a Worksheet
1 Change column widths and row heights
2 Insert rows and columns
3 Delete cells, rows, and columns
4 Clear data in cells
5 Apply formatting to data in cells
6 Apply formatting to selected data using the Mini toolbar
7 Apply a theme and customize the theme font and colors
8 Format numbers
9 Apply formatting at the Format Cells dialog box
10 Repeat the last action
11 Automate formatting with Format Painter
12 Hide and unhide rows and columns
The appearance of a worksheet on screen and how it looks when printed is called
the format. In Chapter 1, you learned how to apply basic formatting to cells in a
worksheet. Additional types of formatting include changing column width and
row height; applying character formatting such as bold, italic, and underlining;
specifying number formatting; inserting and deleting rows and columns; and
applying borders, shading, and patterns to cells. You can also apply formatting to a
worksheet with a theme. A theme is a set of formatting choices that include colors
and fonts.
Data Files
The online
course includes
resources.
51

Activity 1 Format a Product Pricing Worksheet 7 Parts
You will open a workbook containing a worksheet with product pricing data
and then format it by changing column widths and row heights, inserting and
deleting rows and columns, and clearing data in cells. You will also apply font and
alignment formatting as well as borders and fill.
Tutorial Changing Column Width

Adjusting Column The columns in a worksheet are the same width by default. In some worksheets,
Width and Row column widths may need to be changed to accommodate more or less data. Change
Height column widths using the mouse on column boundary lines or at a dialog box.
Changing Column Width Using Column Boundaries

Hint To change As explained in Chapter 1, column width can be adjusted by dragging the column
the width of all boundary line or adjusted to the longest entry by double-clicking the boundary
the columns in a line. When the boundary line is being dragged, the column width is shown in a
worksheet, click the
Select All button and box above the mouse pointer. The number that is shown represents the average
then drag a column number of characters in the standard font that can fit in a cell.
boundary line to the
desired position. The width of selected adjacent columns can be changed at the same time. To
do this, select the columns and then drag one of the column boundary lines within
the selected columns. When the boundary line is being dragged, the column width
changes for all the selected columns. To select adjacent columns, position the cell
pointer on the first column header to be selected (the mouse pointer turns into a
black down-pointing arrow), click and hold down the left mouse button, drag the
cell pointer into the last column header, and then release the mouse button.
Activity 1a Changing Column Width Using a Column Boundary Line Part 1 of 7
1. Open CMProducts and then save it with the name 3-CMProducts.

2. Insert a formula in cell D2 that multiplies the price in cell B2 with the number in cell C2.
Copy the formula in cell D2 to the range D3:D14.
3. Change the width of column D by completing the following steps:
a. Position the mouse pointer on the column boundary
line in the column header between columns D and
E until it turns into a double-headed arrow pointing
left and right.
b. Click and hold down the left mouse button, drag
the column boundary line to the right until
Width: 11.00 displays in the box, and then release the mouse button. 3b
4. Make cell D15 active and then insert the sum of the values in the range D2:D14.
5. Change the width of columns A and B by completing the following steps:
a. Select columns A and B. To do this, position the cell pointer on the column A header,
click and hold down the left mouse button, drag the cell pointer into the column B
header, and then release the mouse button.
b. Position the cell pointer on the column boundary line between columns A and B until it
turns into a double-headed arrow pointing left and right.
52 Excel Level 1 | Unit 1 Chapter 3 | Formatting a Worksheet

c. Click and hold down the left mouse button, drag the
column boundary line to the right until Width: 10.43
displays in the box, and then release the mouse button.
6. Adjust the width of column C to accommodate the
longest entry by double-clicking on the column boundary
line between columns C and D.
7. Save 3-CMProducts. 5c
Check Your Work
Changing Column Width at the Column Width Dialog Box

Use the Column width measurement box in the Column Width dialog box, shown
in Figure 3.1, to specify a column width number. Increase the number to make the
column wider and decrease the number to make the column narrower.
Display the Column Width dialog box by clicking the Format button in the
Format
Cells group on the Home tab and then clicking Column Width at the drop-down
list. At the Column Width dialog box, type a measurement number (the number
uick Steps represents the number of characters in the standard font that can fit in the
Change Column column) and then press the Enter key or click OK.
Width
Drag column
boundary line. Figure 3.1 Column Width Dialog Box
OR
Double-click column
boundary line.
OR Type the column width in
1. Click Format button. this measurement box.
2. Click Column Width.
3. Type width.
4. Click OK.
Activity 1b Changing Column Width at the Column Width Dialog Box Part 2 of 7
1. With 3-CMProducts open, change the width of column A by completing the following
steps:
a. Make any cell in column A active.
b. Click the Format button in the Cells group on the Home tab and then click Column
Width at the drop-down list.
c. At the Column Width dialog box, type 12.7 in the
Column width measurement box.
d. Click OK to close the dialog box.
2. Make any cell in column B active and then change the 1c
width of column B to 12.5 characters by completing
steps similar to those in Step 1.
3. Make any cell in column C active and then change the 1d
width of column C to 8 characters by completing steps
similar to those in Step 1.
4. Save 3-CMProducts.
Check Your Work
Excel Level 1 | Unit 1 Chapter 3 | Formatting a Worksheet 53

Changing Row Height
uick Steps Change row height in much the same manner as column width. Change row
Change Row Height height using the mouse on a row boundary line or at the Row Height dialog box.
Drag row boundary line. Change row height using a row boundary line by positioning the cell pointer on
OR
1. Click Format button.
the boundary line between rows in the row header until it turns into a double-
2. Click Row Height. headed arrow pointing up and down, clicking and holding down the left mouse
3. Type height. button, dragging up or down until the row is the desired height, and then releasing
4. Click OK.
the mouse button.
Hint To change Change the height of adjacent rows by selecting the rows and then dragging
the height of all the one of the row boundary lines within the selected rows. As the boundary line is
rows in a worksheet, being dragged, the row height changes for all the selected rows.
click the Select All
button and then drag As a row boundary line is being dragged, the row height displays in a box
a row boundary line to
the desired position.
above the mouse pointer. The number that is shown represents a point
measurement. Increase the point size to increase the row height; decrease the
Hint Excel point size to decrease the row height.
measures row height Another method for changing row height is to use the Row height measurement
in points and column
width in characters. box at the Row Height dialog box, shown in Figure 3.2. Display this dialog box by
clicking the Format button in the Cells group on the Home tab and then clicking
Row Height at the drop-down list.
Figure 3.2 Row Height Dialog Box
Type the row height in

this measurement box.
Activity 1c Changing Row Height Part 3 of 7
1. With 3-CMProducts open, change the height of row 1 by completing the following steps:
a. Position the cell pointer in the row header on the
row boundary line between rows 1 and 2 until it
turns into a double-headed arrow pointing up and
down.
b. Click and hold down the left mouse button,
drag the row boundary line down until Height: 1b
19.50 displays in the box, and then release the
mouse button.
2. Change the height of rows 2 through 14 by completing the following steps:
a. Select rows 2 through 14. To do this, position the cell pointer on the number 2 in the
row header, click and hold down the left mouse button, drag the cell pointer to the
number 14 in the row header, and then release the mouse button.
b. Position the cell pointer on the row boundary line between rows 2 and 3 until it turns
into a double-headed arrow pointing up and down.

c. Click and hold down the left mouse button, drag the
row boundary line down until Height: 16.50 displays in 2c
the box, and then release the mouse button.
3. Change the height of row 15 by completing the following steps:
b. Click the Format button in the Cells group on the Home tab
and then click Row Height at the drop-down list.
c. At the Row Height dialog box, type 20 in the Row height
measurement box and then click OK.
3c
Check Your Work
Tutorial Inserting and Deleting Cells,

Inserting Columns
and Rows
Rows, and Columns
New data may need to be included in an existing worksheet. For example, a row
or several rows of new data may need to be inserted into a worksheet or data may
need to be removed from a worksheet.
Inserting Rows
Hint When you A row or rows can be inserted in an existing worksheet. Insert a row with the
insert cells, rows, Insert button in the Cells group on the Home tab or with options at the Insert
or columns in a dialog box. By default, a row is inserted above the row containing the active cell.
worksheet, all the
references affected To insert a row in a worksheet, select the row below where the row is to be
by the insertion inserted and then click the Insert button. To insert more than one row, select the
automatically adjust. number of rows to be inserted in the worksheet and then click the Insert button.
Another method for inserting a row is to make a cell active in the row below
where the row is to be inserted, click the Insert button arrow, and then click Insert
Insert
Sheet Rows. A row can also be inserted by clicking the Insert button arrow and then
clicking Insert Cells. This displays the Insert dialog box, as shown in Figure 3.3.
uick Steps At the Insert dialog box, click Entire row and then click OK. This inserts a row
Insert Row above the active cell.
Click Insert button.
OR
1. Click Insert button Figure 3.3 Insert Dialog Box
arrow.
2. Click Insert Sheet
Rows. This is the
OR default insert
1. Click Insert button option.
arrow.
2. Click Insert Cells.
3. Click Entire row. Click this option
4. Click OK. to insert a row in
the worksheet.

Activity 1d Inserting Rows Part 4 of 7
1. With 3-CMProducts open, insert two rows at

the beginning of the worksheet by completing the
1b
following steps:
b. Click the Insert button arrow in the
Cells group on the Home tab.
c. At the drop-down list that displays, click Insert 1c
Sheet Rows.
d. With cell A1 active, click the Insert button arrow
and then click Insert Sheet Rows at the drop-down list.
2. Type the text Capstan Marine Products in cell A1.
3. Make cell A2 active and then type Purchasing Department.
4. Change the height of row 1 to 42 points.
5. Change the height of row 2 to 21 points.
6. Insert two rows by completing the following steps:
a. Select rows 7 and 8 in the worksheet.
6b
b. Click the Insert button in the Cells group on the
Home tab.
7. Type the following data in the specified cells. For the cells that
contain money amounts, you do not need to type the dollar symbols:
A7: 855-495
B7: 42.75
C7: 5
A8: ST039
B8: 12.99
C8: 25
8. Make cell D6 active and then use the fill handle to copy the formula into cells D7 and D8.
Check Your Work
Inserting Columns
uick Steps Insert columns in a worksheet in much the same way as rows. Insert a column with
Insert Column options from the Insert button drop-down list or with options at the Insert dialog box.
Click Insert button. By default, a column is inserted immediately to the left of the column containing the
OR
1. Click Insert button
active cell. To insert a column in a worksheet, make a cell active in the column
arrow. immediately to the right of where the new column is to be inserted, click the Insert
2. Click Insert Sheet button arrow, and then click Insert Sheet Columns at the drop-down list. To insert more
Columns.
OR than one column, select the number of columns to be inserted in the worksheet, click
1. Click Insert button the Insert button arrow, and then click Insert Sheet Columns.
arrow.
2. Click Insert Cells. Another method for inserting a column is to make a cell active in the column
3. Click Entire column. immediately to the right of where the new column is to be inserted, click the
4. Click OK. Insert button arrow, and then click Insert Cells at the drop-down list. At the Insert
dialog box that displays, click Entire column. This inserts a column immediately left
of the active cell.
Excel includes an especially helpful and time-saving feature related to inserting
columns. When columns are inserted in a worksheet, all the references affected by
the insertion automatically adjust.

Activity 1e Inserting Columns Part 5 of 7
1. With 3-CMProducts open, insert a column to the left of column A by completing the
following steps:
a. Click in any cell in column A. 3
b. Click the Insert button arrow in the Cells group on
the Home tab and then click Insert Sheet Columns at
the drop-down list.
2. Type the following data in each specified cell:
A3: Company
A4: RD Manufacturing
A8: Smithco, Inc.
A11: Sunrise Corporation
A15: Geneva Systems
2
3. Make cell A1 active and then adjust the width of
column A to accommodate the longest entry.
4. Insert another column to the left of column B by
b. Click the Insert button
arrow and then click Insert
Cells at the drop-down list.
c. At the Insert dialog box, 4c
click Entire column.
d. Click OK.
5. Type Date in cell B3 and
4d
Check Your Work
Tutorial Deleting Cells, Rows, or Columns

Deleting Columns Specific cells in a worksheet or rows or columns in a worksheet can be deleted. To
and Rows delete a row, select it and then click the Delete button in the Cells group on the
Home tab. To delete a column, select it and then click the Delete button. Delete a
Delete specific cell by making it active, clicking the Delete button arrow, and then
clicking Delete Cells at the drop-down list. This displays the Delete dialog box,
Hint Display the shown in Figure 3.4. At the Delete dialog box, specify what is to be deleted and
Delete dialog box then click OK. Delete adjacent cells by selecting them and then displaying the
by positioning the
cell pointer in the
Delete dialog box.
worksheet, clicking the
right mouse button, Figure 3.4 Delete Dialog Box
and then clicking
Delete at the shortcut
menu.
Choose the option

that makes the
desired change.

Tutorial Clearing Data in Cells
Clearing Cell To delete the cell contents but not the cell, make the cell active or select cells and
Contents and then press the Delete key. A quick method for clearing the contents of a cell is to
Formatting right-click in the cell and then click Clear Contents at the shortcut menu. Another
method for deleting cell contents is to make the cell active or select cells, click the
Clear
Clear button in the Editing group on the Home tab, and then click Clear Contents
at the drop-down list.
uick Steps Use options at the Clear button drop-down list to clear the contents of the
Clear Data in Cells cell or selected cells as well as the formatting and comments. Click the Clear
1. Select cells. Formats option to remove the formatting from the cell or selected cells but leave
2. Press Delete key.
OR the data. Click the Clear All option to clear the contents of the cell or selected
1. Select cells. cells as well as the formatting.
2. Click Clear button.
3. Click Clear Contents.
Activity 1f Deleting and Clearing Rows in a Worksheet Part 6 of 7
1. With 3-CMProducts open, delete column B in the worksheet by 1b

a. Click in any cell in column B.
b. Click the Delete button arrow in the Cells group on
the Home tab and then click Delete Sheet Columns at the
drop-down list.
2. Delete row 5 by completing the following steps:
a. Select row 5.
b. Click the Delete button in the Cells group.
3. Clear row contents by completing the following steps:
a. Select rows 7 and 8.
b. Click the Clear button in the Editing group on the
Home tab and then click Clear Contents at the drop-
down list.
4. Type the following data in each specified cell:
A7: Ray Enterprises 3b
B7: S894-T
C7: 4.99
D7: 30
B8: B-3448
C8: 25.50
D8: 12
5. Make cell E6 active and
4
then copy the formula
into cells E7 and E8.
Check Your Work
Applying Formatting
Many of the groups on the Home tab contain options for applying formatting to
text in the active cell or selected cells. Use buttons and options in the Font group
to apply font formatting to text and use buttons in the Alignment group to apply
alignment formatting.

Figure 3.5 Font Group
Use buttons and options

in the Font group to
apply formatting to cells
or the data in cells.
Tutorial Applying Font Formatting

Applying Font Apply a variety of formatting to cells in a worksheet with buttons and options
Formatting in the Font group on the Home tab. Use buttons and options in the Font group,
shown in Figure 3.5, to change the font, font size, and font color; to bold,
italicize, and underline data in cells; to change the text color; and to apply a
border or add fill to cells.
Bold Use the Font option box in the Font group to change the font of the text in
a cell and use the Font Size option box to specify the size of the text. Apply bold
Italic formatting to text in a cell with the Bold button, italic formatting with the Italic
button, and underlining with the Underline button, or use the keyboard shortcuts
Underline Ctrl + B, Ctrl + I, and Ctrl + U.
Increase Click the Increase Font Size button and the text in the active cell or selected
Font Size cells increases to the next font size in the Font Size option box drop-down gallery.
Decrease Click the Decrease Font Size button and the text in the active cell or selected cells
Font Size decreases to the next point size.
Borders Use the Borders button in the Font group to insert a border on any or all
sides of the active cell or any or all sides of selected cells. The name of the button
Fill Color changes depending on the most recent border applied to a cell or selected cells. Use
the Fill Color button to insert color in the active cell or in selected cells. Change
Font Color the color of the text within a cell with the Font Color button.
Formatting with the Mini Toolbar

Double-click in a cell and then select the data within it and the Mini toolbar displays
above the selected data. The Mini toolbar also displays when right-clicking in a
cell. The Mini toolbar contains buttons and options for applying font formatting,
such as font, font size, and font color, as well as bold and italic formatting. Click a
button or option on the Mini toolbar to apply formatting to selected text.
Tutorial Applying Alignment Formatting

Applying Alignment The alignment of data in cells depends on the type of data entered. Enter words
Formatting or text combined with numbers in a cell and the text aligns at the left edge of the
cell. Enter numbers in a cell and the numbers align at the right of the cell. Use
buttons in the Alignment group to align data at the left, center, or right of the cell;
align data at the top, center, or bottom of the cell; increase and/or decrease the
indent of data in a cell; and change the orientation of data in a cell.
Merge & As explained in Chapter 1, selected cells can be merged by clicking the Merge
Center & Center button. If cells are merged, the merged cell can be split into the original
cells by selecting the cell and then clicking the Merge & Center button. Click the

Merge & Center button arrow and a drop-down list of options displays. Click
the Merge & Center option to merge all the selected cells and to apply center cell
alignment. Click the Merge Across option to merge each row of selected cells. For
example, if three cells and two rows are selected, clicking the Merge Across option
will merge the three cells in the first row and merge the three cells in the second
row, resulting in two cells. Click the Merge Cells option to merge all the selected
cells but not apply center cell alignment. Use the last option, Unmerge Cells, to
split cells that were previously merged. If cells that are selected and then merged
contain data, only the data in the upper left cell remains. Data in the other
merged cells is deleted.
Orientation Click the Orientation button in the Alignment group and a drop-down list
displays with options for rotating data in a cell. If the data typed in a cell is longer
than the cell, it overlaps the next cell to the right. To wrap the data to the next
Wrap Text line within the cell, click the Wrap Text button in the Alignment group.
Activity 1g Applying Font and Alignment Formatting Part 7 of 7
1. With 3-CMProducts open, make cell B1 active and then click the Wrap Text button in
the Alignment group on the Home tab. (This wraps the company name within the cell.)
2. Select the range B1:C2, click the Merge & Center button arrow in the Alignment group on
the Home tab, and then click Merge Across at the drop-down list.
3. After looking at the merged cells, you decide to merge additional cells and horizontally and
vertically center the text in the cells by completing the following steps:
a. With the range B1:C2 selected, click the Merge &
Center button arrow and then click Unmerge Cells at 3d
the drop-down list.
b. Select the range A1:E2.
c. Click the Merge & Center button arrow and then
click the Merge Across option at the drop-down list. 3c
d. Click the Middle Align button in the Alignment
group and then click the Center button.
4. Rotate the text in the third row by completing the
following steps:
a. Select the range A3:E3. 4b
b. Click the Orientation button in the Alignment group and
then click Angle Counterclockwise at the drop-down list.
c. After looking at the rotated text, you decide to return the
orientation to horizontal by clicking the Undo button on the
Quick Access Toolbar.
5. Change the font, font size, and font color for the text in specific
b. Click the Font option box arrow in the
Font group, scroll down the drop-down
gallery, and then click Bookman Old
Style.
c. Click the Font Size option box arrow in 5b
the Font group and then click 22 at the
drop-down gallery.

d. Click the Font Color button arrow and then
click the Dark Blue option (ninth option in
the Standard Colors section).
6. Make cell A2 active and then complete steps
similar to those in Step 5 to change the font to
Bookman Old Style, the font size to 16 points, 5d
and the font color to Dark Blue.
7. Select the range A3:E3 and then click the
Center button in the Alignment group.
8. With the range A3:E3 still selected, click the
Bold button in the Font group and then click
the Italic button.
9. Select the range A3:E18 and then change the font to Bookman Old Style.
10. Use the Mini toolbar to apply formatting to selected data by completing the following steps:
a. Double-click in cell A4.
b. Select the letters RD. (This displays the Mini toolbar above
the selected word.) 10c
c. Click the Increase Font Size button on the Mini toolbar.
d. Double-click in cell A14.
e. Select the word Geneva and then click the Italic button on 10b
the Mini toolbar.
11. Adjust columns A through E to accommodate the longest
entry in each column. To do this, select columns A through E
and then double-click any selected column boundary line.
12. Select the range D4:D17 and then click the Center button in the Alignment group.
13. Add a double-line bottom border to cell A2
b. Click the Borders button arrow in the Font
group. (The name of this button varies
depending on the last option selected.)
c. Click the Bottom Double Border option at 13b
the drop-down list.
14. Add a single-line bottom border to the range
A3:E3 by completing the following steps: 13c
a. Select the range A3:E3.
b. Click the Borders button arrow and then
click the Bottom Border option.
15. Apply a fill color to specific cells by
completing the following steps: 15b 15c
b. Click the Fill Color button arrow in the
Font group.
c. Click the Blue, Accent 5, Lighter 80% color
option (ninth column, second row in the
Theme Colors section).
16. Select the range C5:C17 and then click the
Comma Style button.
17. Select the range E5:E17 and then click the
Comma Style button.
18. Save, print, and then close 3-CMProducts.
Check Your Work

Activity 2 Apply a Theme to a Payroll Worksheet 1 Part
You will open a workbook containing a worksheet with payroll information and
then insert text in cells, apply formatting to the cells and cell contents, apply a
theme, and then change the theme font and colors.
Tutorial Applying a Theme

Applying and Excel provides a number of themes that can be used to format text and cells in a
Modifying Themes worksheet. A theme is a set of formatting choices that includes a color theme (a
set of colors), a font theme (a set of heading and body text fonts), and an effects
Themes theme (a set of lines and fill effects). To apply a theme, click the Page Layout tab
and then click the Themes button in the Themes group. At the drop-down gallery
Hint Apply that displays, click the desired theme. Position the mouse pointer over a theme
a theme to give and the live preview feature displays the worksheet with the theme formatting
your worksheet a
professional look.
applied.
Activity 2 Applying a Theme Part 1 of 1
1. Open SBAPayroll and then save it with the name 3-SBAPayroll.

2. Make cell G4 active and then insert a formula that calculates the amount of social security
tax. (Multiply the gross pay amount in cell E4 with the social security rate in cell
H11; you will need to use the mixed cell reference H$11 when writing the formula.)
4. Make H4 the active cell and then insert a formula that calculates the net pay (gross pay
minus withholding and social security tax).
5. Copy the formula in cell H4 to the range H5:H9.
6. Increase the height of row 1 to 36.00 points.
7. Make cell A1 active, click the Middle Align 10b
button in the Alignment group, click the Font
Size option box arrow, click 18 at the drop-down
gallery, and then click the Bold button.
8. Type Stanton & Barnett Associates in cell A1.
9. Select the range A2:H3 and then click the Bold
button in the Font group.
10. Apply a theme and customize the font and
colors by completing the following steps:
a. Make cell A1 active. 10c
b. Click the Page Layout tab.
c. Click the Themes button in the Themes
group, hover the mouse pointer over
individual themes at the drop-down gallery
to see how they affect the formatting of the
worksheet, and then click Wisp.

d. Click the Colors button in the Themes group and
then click Red Orange at the drop-down gallery.
10e
10d
e. Click the Fonts button in the Themes group,

scroll down the drop-down gallery, and then
click Trebuchet MS.
11. Select columns A through H and adjust the width of
the columns to accommodate the longest entries.
12. Save, print, and then close 3-SBAPayroll.
Check Your Work
Activity 3 Format an Invoices Worksheet 2 Parts

You will open a workbook containing an invoice worksheet and apply number
formatting to the numbers in the cells.
Tutorial Formatting Numbers

Applying Number By default, the numbers in a cell align at the right and decimals and commas do
Formatting not appear unless they are typed in the cell. Change the format of numbers with
buttons in the Number group on the Home tab or with options at the Format
Cells dialog box with the Number tab selected.
Formatting Numbers Using Number Group Buttons

The format symbols available for formatting numbers include a percent symbol
(%), comma (,), and dollar symbol ($). For example, type $45.50 in a cell and
Excel automatically applies the Currency format to the number. Type 45% in a
cell and Excel automatically applies the Percentage format to the number. The
Number group on the Home tab contains five buttons for formatting numbers in
cells. (These buttons were explained in Chapter 1.)

Specify the formatting for numbers in cells in a worksheet before typing the
numbers or format existing numbers in a worksheet. Use the Increase Decimal and
Decrease Decimal buttons in the Number group on the Home tab to change the
number of digits after the decimal point for existing numbers only.
The Number group on the Home tab also contains the Number Format option
box. Click the Number Format option box arrow and a drop-down list displays
common number formats. Click a format at the drop-down list to apply the
number formatting to the cell or selected cells.
Activity 3a Formatting Numbers with Buttons in the Number Group Part 1 of 2
1. Open RPInvoices and then save it with the name 3-RPInvoices.

2. Make the following changes to column widths:
a. Change the width of column C to 17.00 characters.
b. Change the width of column D to 10.00 characters.
c. Change the width of column E to 7.00 characters.
d. Change the width of column F to 12.00 characters.
3. Select row 1 and then click the Insert button in the Cells group on the
Home tab. 5c
4. Change the height of row 1 to 42.00 points.
5. Select the range A1:F1 and then make the following changes:
a. Click the Merge & Center button in the Alignment group on
the Home tab.
b. With cell A1 active, change the font size to 24 points and the
font color to Green, Accent 6, Darker 50% (last column, sixth
row in the Theme Colors section).
c. Click the Fill Color button arrow in the Font group and then
click Gray, Accent 3, Lighter 60% (seventh column, third row in
the Theme Colors section).
d. Click the Borders button arrow in the Font group and then
click the Top and Thick Bottom Border option.
e. With cell A1 active, type REAL PHOTOGRAPHY and
7. Select the range A2:F2 and then make the following
changes:
a. Click the Merge & Center button in the Alignment
group.
b. With cell A2 active, change the font size to 18 points. 5d
c. Click the Fill Color button in the Font group. (This will
fill the cell with the gray color applied in Step 5c.)
d. Click the Borders button arrow in the Font group and
then click the Bottom Border option.
8. Make the following changes to row 3:
a. Change the height of row 3 to 18.00 points.
b. Select the range A3:F3, click the Bold button in the
Font group, and then click the Center button in the
Alignment group.
c. With the cells still selected, click the Borders button.

9. Make the following number formatting changes:
a. Select the range E4:E16 and then click the Percent Style
button in the Number group on the Home tab.
b. With the cells still selected, click the Increase Decimal
button in the Number group. (The percentages should
include one digit after the decimal point.)
9a 9b 9d
c. Select the range A4:B16.

d. Click the Number Format option box arrow, scroll down the
drop-down list, and then click Text.
e. With the range A4:B16 still selected, click the Center
button in the Alignment group.
10. Save 3-RPInvoices.
Check Your Work
Applying Number Formatting at the Format Cells Dialog Box

In addition to using buttons in the Number group, numbers can be formatted
with options at the Format Cells dialog box with the Number tab selected, as
shown in Figure 3.6. Display this dialog box by clicking the Number group
dialog box launcher or by clicking the Number Format option box arrow and then
clicking More Number Formats at the drop-down list. The left side of the dialog
box shows number categories; the default category is General. At this setting, no
specific formatting is applied to numbers except right alignment in cells. The other
number categories are described in Table 3.1.
Figure 3.6 Format Cells Dialog Box with the Number Tab Selected
Choose a category in this

list box and a description
of the category displays
in the dialog box.

Table 3.1 Number Formatting Options at the Format Cells Dialog Box
Category Formatting
Number Specify the number of digits after the decimal point and whether a
“thousand” separator should be used; choose the appearance of negative
numbers; right-align numbers in the cell.
Currency Apply general monetary values; add a dollar symbol as well as commas and
decimal points, if needed; right-align numbers in the cell.
Accounting Line up the currency symbols and decimal points in a column; add a dollar
symbol and two digits after the decimal point; right-align numbers in the cell.
Date Show the date as a date value; specify the type of formatting desired by
clicking an option in the Type list box; right-align the date in the cell.
Time Show the time as a time value; specify the type of formatting desired by
clicking an option in the Type list box; right-align the time in the cell.
Percentage Multiply the cell value by 100 and show the result with a percent symbol;
add a decimal point followed by two digits by default; change the number of
digits with the Decimal places option; right-align numbers in the cell.
Fraction Specify how a fraction appears in the cell by clicking an option in the Type list
box; right-align a fraction in the cell.
Scientific Use for very large or very small numbers; use the letter E to have Excel move
the decimal point a specified number of digits.
Text Treat a number in the cell as text; the number is shown in the cell exactly as
typed.
Special Choose a number type, such as Zip Code, Phone Number, or Social Security
Number, in the Type option list box; useful for tracking list and database values.
Custom Specify a numbering type by choosing an option in the Type list box.
Activity 3b Formatting Numbers at the Format Cells Dialog Box Part 2 of 2
1. With 3-RPInvoices open, make cell F4 active, type the formula =(d4*e4)+d4, and then
2. Make cell F4 active and then copy the formula to the range F5:F16.
3. Apply the Accounting format by completing the following steps:
b. Click the Number group dialog box launcher.
3b

c. At the Format Cells dialog box with the
Number tab selected, click Accounting in
the Category list box.
d. Make sure a 2 appears in the Decimal
places option box and a $ (dollar symbol)
appears in the Symbol option box.
e. Click OK.
4. Apply the Accounting format to the range 3c 3d
F4:F16 by completing actions similar to
those in Step 3.
5. Save, print, and then close 3-RPInvoices.
Check Your Work
Activity 4 Format a Company Budget Worksheet 6 Parts

You will open a workbook containing a company budget worksheet and then
apply formatting to cells with options at the Format Cells dialog box, use Format
Painter to apply formatting, and hide and unhide rows and columns.
Tutorial Applying Formatting Using

Applying
Formatting Using
the Format Cells Dialog Box
the Format Cells As explained earlier in this chapter, the Format Cells dialog box with the Number
Dialog Box tab selected provides options for formatting numbers. This dialog box also
contains other tabs with options for formatting cells.
Aligning and Indenting Data

Align and indent data in cells using buttons in the Alignment group on the
Home tab or using options at the Format Cells dialog box with the Alignment tab
selected, as shown in Figure 3.7. Display this dialog box by clicking the Alignment
group dialog box launcher.
Use options in the Orientation section to rotate data. A portion of the
Orientation section shows points on an arc. Click a point on the arc to rotate the
text along that point. Or type a rotation degree in the Degrees measurement box.
Type a positive number to rotate selected text from the lower left to the upper
right side of the cell. Type a negative number to rotate selected text from the
upper left to the lower right side of the cell.
If the data typed in a cell is longer than the cell, it overlaps the next cell to the
right. To wrap text to the next line within a cell, insert a check mark in the Wrap
text check box in the Text control section of the dialog box. Insert a check mark in the
Shrink to fit check box to reduce the size of the text font so all the data fits within
the cell. Insert a check mark in the Merge cells check box to combine two or more
selected cells into a single cell. To enter data on more than one line within a cell,
enter the data on the first line and then press Alt + Enter. Pressing Alt + Enter
moves the insertion point to the next line within the same cell.

Figure 3.7 Format Cells Dialog Box with the Alignment Tab Selected
Specify horizontal and

vertical alignment with
options in this section.
Use options in this

section to control
how text fits in a cell.
Rotate text in a cell by
clicking a point on the
arc or by entering a
number in the Degrees
measurement box.
Activity 4a Aligning and Rotating Data in Cells at the Format Cells Dialog Box Part 1 of 6
1. Open HBCJobs and then save it with the name 3-HBCJobs.

2. Make the following changes to the worksheet:
a. Insert a new row at the beginning of the worksheet.
b. Change the height of row 1 to 66.00 points.
c. Merge and center the range A1:E1.
d. Type Harris & Briggs in cell A1 and then press Alt + Enter. (This moves the insertion
point down to the next line in the same cell.)
e. Type Construction and then press the Enter key.
f. With cell A2 active, type Preferred, press Alt + Enter, type Customer, and then press the
Enter key.
g. Change the width of column A to 22.00 characters.
h. Change the width of column B to 7.00 characters.
i. Change the widths of columns C, D, and E to 10.00 characters.
3. Make cell E3 active and then type the formula =d3-c3. Copy this formula to the range
E4:E11.
4. Change the number formatting for specific cells by completing the following steps:
a. Select the range C3:E3.
b. Click the Number group
dialog box launcher.
c. At the Format Cells dialog
box with the Number tab 4c
selected, click Accounting in
the Category list box.
d. Click the Decimal places
measurement box down arrow
until 0 displays. 4e 4d
e. Make sure a $ (dollar symbol) appears in
the Symbol option box.
f. Click OK.

5. Select the range C4:E11, click the
Comma Style button in the Number
group on the Home tab, and then
decrease the number of digits after the
decimal point to 0.
6. Change the orientation of data in cells
by completing the following steps: 6c
a. Select the range B2:E2.
b. Click the Alignment group dialog box
launcher.
c. At the Format Cells dialog box with the Alignment tab
selected, select 0 in the Degrees measurement box and 7c
then type 45.
d. Click OK.
7. Change the vertical alignment of text in cells by
b. Click the Alignment group dialog box launcher.
c. At the Format Cells dialog box with the Alignment tab 7d
selected, click the Vertical option box arrow.
d. Click Center at the drop-down list.
e. Click OK. 8c
8. Change the horizontal alignment of text in cells by
selected, click the Horizontal option box arrow. 8d
d. Click Center at the drop-down list.
e. Click OK.
9. Change the horizontal alignment and indent of text in
a. Select the range B3:B11. 9d
selected, click the Horizontal option box arrow and then
click Right (Indent) at the drop-down list.
d. Click the Indent measurement box up arrow. (This displays 1.)
9c
e. Click OK.
10. Save 3-HBCJobs.
Check Your Work
Changing the Font

As explained earlier in this chapter, the Font group on the Home tab contains
buttons and options for applying font formatting to data in cells. The font for data
in cells can also be changed with options at the Format Cells dialog box with the
Font tab selected, as shown in Figure 3.8. Use options at the Format Cells dialog
box with the Font tab selected to change the font, font style, font size, and font
color; to change the underlining method; and to add effects such as superscript and
subscript. Click the Font group dialog box launcher to display this dialog box.

Figure 3.8 Format Cells Dialog Box with the Font Tab Selected
Choose a font in this Choose a font style in this
list box. Use the scroll list box. The options in the
bar at the right of box may vary depending
the box to view the on the selected font.
available fonts.
Choose a font size in
this list box or select the
current measurement in
the option box and then
Apply font effects
type the measurement.
to text by inserting
a check mark in the
check box next to the Preview the text with
desired effect. the selected formatting
applied.
Activity 4b Applying Font Formatting at the Format Cells Dialog Box Part 2 of 6
1. With 3-HBCJobs open, change the font and font color by completing the following steps:
b. Click the Font group dialog
box launcher. 1c
box with the Font tab
selected, scroll down the Font
option list box and then click
Garamond. 1d
d. Click 12 in the Size list box.
e. Click the Color option box
arrow.
f. At the color palette, click the
Dark Red color (first option in
the Standard Colors section).
g. Click OK to close the dialog
1e
box.
2. Make cell A1 active and
then change the font size
to 24 points and apply bold
formatting.
3. Select the range A2:E2 and
then apply bold formatting.
4. Save and then print 3-HBCJobs. 1f 1g
Check Your Work

Tutorial Adding Borders to Cells
Adding Borders to The gridlines in a worksheet do not print. As explained earlier in this chapter, use
Cells the Borders button in the Font group to add borders to cells that will print.
Borders can also be added to cells with options at the Format Cells dialog box
uick Steps with the Border tab selected, as shown in Figure 3.9. Display this dialog box by
Add Borders to Cells clicking the Borders button arrow in the Font group and then clicking More Borders
1. Select cells.
2. Click Borders button at the drop-down list.
arrow. With options in the Presets section, remove borders with the None option, add
3. Click border.
OR only outside borders with the Outline option, and add borders to the insides of
1. Select cells. selected cells with the Inside option. In the Border section of the dialog box, specify
2. Click Borders button the side of the cell or selected cells to which the border is to be applied. Choose
arrow.
3. Click More Borders. the line style for the border with options in the Style list box. Add color to border
4. Use options in dialog lines by clicking the Color option box arrow and then clicking a color at the color
box to apply border. palette that displays.
5. Click OK.
Figure 3.9 Format Cells Dialog Box with the Border Tab Selected
Click a border
style to change the
border thickness and Click the sides, top, and/or
whether the border bottom of this preview box
is solid or patterned. to insert or remove one
or more borders. Or use
the buttons to the left and
Choose a border color
below the preview box.
with this option box.
Activity 4c Adding Borders to Cells at the Format Cells Dialog Box Part 3 of 6
1. With 3-HBCJobs open, remove the 45-degree orientation

you applied in Activity 4a by completing the following steps:
a. Select the range B2:E2.
selected, select 45 in the Degrees measurement box and then
type 0. 1c
d. Click OK.

3. Add a thick, dark red border line to
cells by completing the following steps: 3e
b. Click the Borders button arrow and
then click the More Borders option at
the drop-down list.
c. At the Format Cells dialog box with
the Border tab selected, click the
Color option box arrow and then
3d
click the Dark Red color (first option
in the Standard Colors section).
d. Click the thick single-line option in
the Style list box in the Line section
(sixth option in the second column).
e. Click the Outline option in the Presets
section.
f. Click OK. 3c
4. Add borders above and below cells by
b. Click the Borders button arrow and
then click More Borders at the drop-
down list.
box with the Border tab
selected, make sure the
color is still Dark Red.
d. Make sure the thick single-
line option is still selected 4e
in the Style list box in the
Line section. 4d
e. Click the top border of the
sample cell in the Border
section of the dialog box. 4f
f. Click the double-line
option in the Style list box
(last option in the second
4c 4g
column).
g. Click the bottom border
of the sample cell in the Border
section of the dialog box.
h. Click OK.
5. Save 3-HBCJobs.
Check Your Work

Tutorial Adding Fill and Shading to Cells
Adding Fill Color to To enhance the appearance of cells and data within cells, consider adding fill color.
Cells As explained earlier in this chapter, fill color can be added to cells with the Fill
uick Steps Color button in the Font group. Fill color can also be added to cells in a worksheet
Add Fill and Shading with options at the Format Cells dialog box with the Fill tab selected, as shown in
1. Select cells. Figure 3.10. Display the Format Cells dialog box by clicking the Format button in
2. Click Fill Color button the Cells group and then clicking Format Cells at the drop-down list. The dialog
arrow.
3. Click color. box can also be displayed by clicking the Font group, Alignment group, or Number
OR group dialog box launcher. At the Format Cells dialog box, click the Fill tab or
1. Select cells. right-click in a cell and then click Format Cells at the shortcut menu. Choose a fill
3. Click Format Cells. color for a cell or selected cells by clicking a color choice in the Background Color
4. Click Fill tab. section. To add gradient fill to a cell or selected cells, click the Fill Effects button
5. Use options in dialog and then click a style at the Fill Effects dialog box.
box to apply shading.
6. Click OK.
Tutorial Repeating the Last Action

Using Format To apply the same formatting to other cells in a worksheet, use the Repeat
Painter and the command by pressing the F4 function key or the keyboard shortcut Ctrl + Y. The
Repeat Command Repeat command repeats the last action performed.
uick Steps
Repeat Last Action Figure 3.10 Format Cells Dialog Box with the Fill Tab Selected
1. Apply formatting.
2. Move to location.
3. Press F4 or
Ctrl + Y.
Apply a pattern style
and/or color with
Click a color in this these two options.
color palette to apply
a background color to
a cell or selected cells.
Click this button

to display the Fill
Effects dialog box.
Click this button

to display the
Colors dialog box.

Activity 4d Adding Fill Color and Shading to Cells at the Format Cells Dialog Box Part 4 of 6
1. With 3-HBCJobs open, add a fill color to cell A1 and

repeat the formatting by completing the following steps:
b. Click the Format button in the Cells group and then
click Format Cells at the drop-down list.
c. At the Format Cells dialog box, click the Fill tab.
d. Click the light gold color in the Background Color
section (eighth column, second row).
1c
1b
1d
e. Click OK.
f. Select the range A2:E2 and then press the F4
function key. (This repeats the application of the light gold fill.)
2. Select row 2, insert a new row, and then change the height of the new row to 12.00 points.
3. Add gradient fill to cells by completing the following steps:
b. Click the Format button in the Cells group and then click Format Cells at the drop-down list.
c. At the Format Cells dialog box, click the Fill tab, if necessary.
d. Click the Fill Effects button.
e. At the Fill Effects dialog box, click the Color 2
option box arrow and then click the Gold,
Accent 4 option (eighth column, first row in the
Theme Colors section).
f. Click OK to close the Fill Effects dialog box.
3e
g. Click OK to close the Format Cells dialog box.
4. Save 3-HBCJobs.
Check Your Work
Formatting with Format Painter

uick Steps Use the Format Painter button in the Clipboard group on the Home tab to copy
Format with Format formatting to different locations in the worksheet. To use the Format Painter
Painter button, make active a cell or selected cells that contain the desired formatting,
1. Select cells with
formatting.
click the Format Painter button, and then click in the cell or selected cells to
2. Double-click Format which the formatting is to be applied.
Painter button.
3. Select cells.
4. Click Format Painter
button.

Format Click the Format Painter button and the mouse pointer displays with a
Painter paintbrush attached. To apply formatting in a single location, click the Format
Painter button. To apply formatting in more than one location, double-click the
Format Painter button, select the desired cells, and then click the Format Painter
button to turn off the feature.
Activity 4e Formatting with Format Painter Part 5 of 6
1. With 3-HBCJobs open, select the range A5:E5. 3

2. Click the Font group dialog box launcher.
3. At the Format Cells dialog box, click the Fill tab.
4. Click the light green color in the Background Color
section (last column, second row).
5. Click OK to close the dialog box.
6. Use Format Painter to apply the light green color
to rows by completing the following steps:
a. With the range A5:E5 selected, double-click the
Format Painter button in the Clipboard group. 4
b. Select the range A7:E7.
c. Select the range A9:E9.
d. Select the range A11:E11.
e. Turn off Format Painter by clicking the
Format Painter button. 6a
7. Save and then print 3-HBCJobs.
Check Your Work
Tutorial Hiding and Unhiding

Hiding and
Unhiding Columns
Columns and Rows
and Rows If a worksheet contains columns and/or rows of data that is not being used or
should not be viewed, consider hiding the columns and/or rows. To hide columns in
uick Steps a worksheet, select the columns, click the Format button in the Cells group on the
Hide Columns Home tab, point to Hide & Unhide, and then click Hide Columns. To hide rows,
1. Select columns. select the rows, click the Format button in the Cells group, point to Hide & Unhide,
3. Point to Hide & and then click Hide Rows. To make a hidden column visible, select the columns to
Unhide. the left and the right of the hidden column, click the Format button in the Cells
4. Click Hide Columns. group, point to Hide & Unhide, and then click Unhide Columns. To make a hidden
Hide Rows
row visible, select the rows above and below the hidden row, click the Format
1. Select rows.
2. Click Format button. button in the Cells group, point to Hide & Unhide, and then click Unhide Rows.
3. Point to Hide & If the first row or column is hidden, use the Go To feature to make it visible.
Unhide.
4. Click Hide Rows. To do this, click the Find & Select button in the Editing group on the Home tab
and then click Go To at the drop-down list. At the Go To dialog box, type A1 in
Hint Set the the Reference text box and then click OK. At the worksheet, click the Format
column width to 0 and button in the Cells group, point to Hide & Unhide, and then click Unhide Columns
the column is hidden.
Set the row height to 0 or click Unhide Rows.
and the row is hidden. The mouse can also be used to unhide columns or rows. If a column or row
is hidden, the light-gray boundary line in the column or row header displays as a
slightly thicker gray line. To unhide a column, position the mouse pointer on the

slightly thicker gray line in the column header until the mouse pointer changes into
a left-and-right-pointing arrow with a double line in the middle. (Make sure the
mouse pointer displays with two lines between the arrows. If a single line displays,
only the size of the visible column will change.) Click and hold down the left mouse
button, drag to the right until the column displays at the desired width, and then
release the mouse button. Unhide a row in a similar manner. Position the mouse
pointer on the slightly thicker gray line in the row header until the mouse pointer
changes into an up-and-down-pointing arrow with a double line in the middle. Drag
down until the row is visible and then release the mouse button. If two or more
adjacent columns or rows are hidden, unhide each column or row separately.
Activity 4f Hiding and Unhiding Columns and Rows Part 6 of 6
1. With 3-HBCJobs open, hide the row for

Linstrom Enterprises and the row for Summit
Services by completing the following steps:
a. Click the row 7 header to select the entire row.
b. Press and hold down the Ctrl key and then
click the row 11 header to select the entire row.
c. Click the Format button in the Cells group 1c
on the Home tab, point to the Hide & Unhide
option, and then click the Hide Rows option at
the side menu.
2. Hide the column containing the dollar amounts
a. Click in cell D3 to make it the active cell.
b. Click the Format button in the Cells group,
point to the Hide & Unhide option, and then
click the Hide Columns option at the side menu.
3. Save and then print 3-HBCJobs.
4. Unhide the rows by completing the following steps:
a. Select rows 6 through 12.
b. Click the Format button in the Cells group, point to Hide & Unhide, and then click
Unhide Rows.
c. Click in cell A4.
5. Unhide column D by completing the following steps:
a. Position the mouse pointer on the thicker gray line between columns C and E in the
column header until the pointer turns into a left-and-right-pointing arrow with a double
line in the middle.
b. Click and hold down the left mouse button, drag to the right until Width: 9.29 displays
in a box above the mouse pointer, and then release the mouse button.
5b
6. Save, print, and then close 3-HBCJobs.
Check Your Work

Chapter Summary
■ Change column width using the mouse on column boundary lines or using
options at the Column Width dialog box. Change row height using the mouse
on row boundary lines or using options at the Row Height dialog box.
■ Insert a row or column in a worksheet with the Insert button in the Cells group
on the Home tab or with options at the Insert dialog box.
■ Delete a selected row or column or multiple rows or columns by clicking the
Delete button in the Cells group.
■ Delete a specific cell by clicking the Delete button arrow and then clicking
Delete Cells at the drop-down list. At the Delete dialog box, specify if only the
cell should be deleted or an entire row or column.
■ Delete the cell contents by pressing the Delete key or clicking the Clear button
in the Editing group on the Home tab and then clicking Clear Contents.
■ Apply font formatting with buttons and options in the Font group on the Home
tab. Use the Mini toolbar to apply font formatting to selected data in a cell.
■ Apply alignment formatting with buttons in the Alignment group on the Home tab.
■ Use the Themes button in the Themes group on the Page Layout tab to apply a
theme to cells in a worksheet, which includes formatting such as color, font, and
effects. Use the other buttons in the Themes group to customize the theme.
■ Format numbers in cells with buttons in the Number group on the Home tab
or with options at the Format Cells dialog box with the Number tab selected.
■ Apply formatting to cells in a worksheet with options at the Format Cells dialog
box, which includes the Number, Alignment, Font, Border, and Fill tabs.
■ Press the F4 function key or the keyboard shortcut Ctrl + Y to repeat the last
action performed.
■ Use the Format Painter button in the Clipboard group on the Home tab to
apply formatting to several locations in a worksheet.
■ Hide selected columns or rows in a worksheet by clicking the Format button in
the Cells group on the Home tab, pointing to Hide & Unhide, and then clicking
Hide Columns or Hide Rows.
■ To make a hidden column visible, select the columns to the left and right, click
the Format button in the Cells group, point to Hide & Unhide, and then click
Unhide Columns.
■ To make a hidden row visible, select the rows above and below, click the Format
button in the Cells group, point to Hide & Unhide, and then click Unhide Rows.
Commands Review
bold text Home, Font Ctrl + B
borders Home, Font
bottom-align (in row) Home, Alignment
center-align (in column) Home, Alignment

clear cell or cell contents Home, Editing
column width Home, Cells
decrease font size Home, Font
decrease indent Home, Alignment
delete cells, rows, or columns Home, Cells
fill color Home, Font
font Home, Font

font color Home, Font
font size Home, Font

Format Painter Home, Clipboard
hide & unhide Home, Cells
increase font size Home, Font
increase indent Home, Alignment
insert cells, rows, or columns Home, Cells
italicize text Home, Font Ctrl + I
left-align (in column) Home, Alignment
merge and center cells Home, Alignment
middle-align (in row) Home, Alignment
number format Home, Number

orientation Home, Alignment
repeat last action F4 or Ctrl + Y

right-align (in column) Home, Alignment
row height Home, Cells
themes Page Layout, Themes
top-align (in row) Home, Alignment
underline text Home, Font Ctrl + U
wrap text Home, Alignment

Microsoft ®
Excel
®
4
CHAPTER
Enhancing a Worksheet
1 Change the margins in a worksheet
2 Center a worksheet horizontally and vertically on the page
3 Change page orientation and paper size
4 Insert and remove page breaks in a worksheet
5 Print column and row titles on multiple pages
6 Scale data
7 Insert a background picture
8 Print gridlines and row and column headings
9 Set and clear a print area
10 Insert headers and footers
11 Customize a print job
12 Complete a spelling check
13 Use the Undo and Redo buttons
14 Find and replace data and cell formatting
15 Sort data
16 Filter data
Excel contains features you can use to enhance and control the formatting of
a worksheet. In this chapter, you will learn how to change worksheet margins,
orientation, size, and scale; print column and row titles; print gridlines; and center
a worksheet horizontally and vertically on the page. You will also learn how to
complete a spelling check on the text in a worksheet, find and replace specific data
and formatting in a worksheet, and sort and filter data.
Data Files
The online
course includes
resources.
79

Activity 1 Format a Yearly Budget Worksheet 12 Parts
You will format a yearly budget worksheet by inserting formulas; changing
margins, page orientation, and paper size; inserting a page break; printing
column headings on multiple pages; scaling data to print on one page; inserting a
background picture; inserting headers and footers; and identifying a print area
and customizing a print job.
Tutorial Formatting a Worksheet Page

Changing Page An Excel worksheet has default page formatting. For example, a worksheet has left
Layout Options and right margins of 0.7 inch and top and bottom margins of 0.75 inch. In addition,
a worksheet prints in portrait orientation and its paper size is 8.5 inches by 11
inches. These defaults, along with additional settings, can be changed and/or
controlled with options on the Page Layout tab.
Changing Margins
The Page Setup group on the Page Layout tab contains buttons for changing the margins
and the page orientation and size. In addition, it contains buttons for establishing
a print area, inserting a page break, applying a picture background, and printing
titles.
Change the worksheet margins by clicking the Margins button in the Page
Margins
Setup group on the Page Layout tab. This displays a drop-down list of predesigned
margin choices. If one of the predesigned choices applies the desired margins, click
uick Steps that option. To customize the margins, click the Custom Margins option at the
Change Worksheet bottom of the Margins button drop-down list. This displays the Page Setup dialog
Margins
1. Click Page Layout
box with the Margins tab selected, as shown in Figure 4.1.
tab.
2. Click Margins button. Figure 4.1 Page Setup Dialog Box with the Margins Tab Selected
3. Click predesigned
margin.
OR
tab.
2. Click Margins button. Changes made
3. Click Custom
Margins at drop-
to the margin
down list. measurements
4. Change top, left, are reflected
right, and/or bottom in the sample
measurements. worksheet page.
5. Click OK.
Use these options

to horizontally and/
or vertically center
the worksheet on
the page.
80 Excel Level 1 | Unit 1 Chapter 4 | Enhancing a Worksheet

A worksheet page showing the cells and margins displays in the dialog box. As
the top, bottom, left, or right margin measurements are increased or decreased, the
sample worksheet page reflects the change. The measurement from the top of the
page to the header can be increased or decreased with the Header measurement
box and the measurement from the footer to the bottom of the page can be
changed with the Footer measurement box. (Headers and footers are covered later
uick Steps in this chapter.)
Center Worksheet
Horizontally and/or
Vertically
Centering a Worksheet Horizontally and/or Vertically
tab. By default, a worksheet prints in the upper left corner of the page. A worksheet
2. Click Margins button. can be centered on the page by changing the margins. However, an easier method
3. Click Custom
Margins. for centering a worksheet is to use the Horizontally and/or Vertically check boxes
4. Click Horizontally that appear in the Page Setup dialog box with the Margins tab selected. Choose
option and/or click
Vertically check box. one or both of these check boxes and the worksheet page in the preview section
5. Click OK. displays how the worksheet will print on the page.
Activity 1a Changing Margins and Horizontally and Vertically

Centering a Worksheet Part 1 of 12
1. Open RPBudget and then save it with the name 4-RPBudget.

2. Insert the following formulas in the worksheet:
a. Insert a SUM function in cell N5 that sums the range B5:M5. Copy the formula to the
range N6:N10.
b. Insert a SUM function in cell B11 that sums the range B5:B10. Copy the formula to the
range C11:N11.
c. Insert a SUM function in cell N14 that sums the range B14:M14. Copy the formula to
the range N15:N19.
d. Insert a SUM function in cell B20 that sums
the range B14:B19. Copy the formula to the 3
range C20:N20.
e. Insert a formula in cell B21 that subtracts
the total expenses from the income. (Make
cell B21 active and then type the formula
=b11-b20. Copy this formula to the range
C21:N21.
f. Apply the Accounting format with no digits
after the decimal point to cell N5 and cell
N14. 4
3. Click the Page Layout tab.
4. Click the Margins button in the Page Setup
group and then click Custom Margins at the
drop-down list.
Excel Level 1 | Unit 1 Chapter 4 | Enhancing a Worksheet 81

5. At the Page Setup dialog box with the Margins 5
tab selected, click the Top measurement box up
arrow until 3.5 displays.
6. Click the Bottom measurement box up arrow
until 1.5 displays.
7. Preview the worksheet by clicking the Print
Preview button at the bottom of the Page
Setup dialog box. The worksheet appears
to be a little low on the page so you decide
to horizontally and vertically center it by
a. Click the Page Setup hyperlink below the
galleries in the Settings category in the Print
backstage area. 6
b. Click the Margins tab at the Page Setup
7b
dialog box.
c. In the Top and Bottom
measurement boxes, change the
measurements to 1.
d. Click the Horizontally check box
to insert a check mark.
e. Click the Vertically check box to
insert a check mark.
7c
f. Click OK to close the dialog box.
g. Look at the preview of the
worksheet (notice the entire 7d
worksheet is not visible) and
then click the Back button to 7e
return to the worksheet.
8. Save 4-RPBudget.
Check Your Work
Changing Page Orientation

Orientation
Click the Orientation button in the Page Setup group and a drop-down list
displays with two choices: Portrait and Landscape. The two choices are represented
by sample pages. A sample page that is taller than it is wide shows how the default
uick Steps orientation (Portrait) prints data on the page. The other choice, Landscape, rotates
Change Orientation
the data and prints it on a page that is wider than it is tall.
tab.
2. Click Orientation
button. Changing the Paper Size
3. Click orientation at
drop-down list. By default, an Excel worksheet paper size is 8.5 inches by 11 inches. Change this
Change Paper Size default size by clicking the Size button in the Page Setup group. At the drop-down
1. Click Page Layout list that appears, notice that the default setting is Letter and that the measurement
tab. 8.5" × 11" displays below Letter. This drop-down list also contains a number of
2. Click Size button.
3. Click size at drop- paper sizes, such as Executive and Legal, and a number of envelope sizes.
down list.
Size

Activity 1b Changing Page Orientation and Paper Size Part 2 of 12
1. With 4-RPBudget open, click the Orientation button in the Page Setup group on the Page
Layout tab and then click Landscape at the drop-down list.
2. Click the Size button in the Page Setup group and then click Legal at the drop-down list.
3. Preview the worksheet by clicking the File tab and then clicking the Print option. After
viewing the worksheet in the Print backstage area, press the Esc key to return to the
worksheet.
4. Save 4-RPBudget.
Check Your Work
Tutorial Inserting and Removing Page Breaks

Using Page Break The default left and right margins of 0.7 inch allow approximately 7 inches of
Preview cells across the page (8.5 inches minus 1.4 inches equals 7.1 inches). If a worksheet
contains more than 7 inches of cells across the page, a vertical page break is inserted
uick Steps and the remaining columns are moved to the next page. A page break displays as a
Insert Page Break dashed line along cell borders. Figure 4.2 shows the page break in 4-RPBudget when
1. Select column or the paper size is set to Letter.
row.
2. Click Page Layout A page break also displays horizontally in a worksheet. By default, a worksheet
tab. can contain approximately 9.5 inches of cells down the page. This is because the
3. Click Breaks button.
4. Click Insert Page paper size is set by default at 11 inches. With the default top and bottom margins of
Break. 0.75 inch, this allows 9.5 inches of cells to print vertically on one page.

Figure 4.2 Page Break
page break
Excel automatically inserts page breaks in a worksheet. To have more control

over what cells print on a page, insert a page break. To insert a page break, select a
Breaks
column or row, click the Breaks button in the Page Setup group on the Page Layout
tab, and then click Insert Page Break at the drop-down list. A page break is inserted
immediately left of the selected column or immediately above the selected row.
To insert both horizontal and vertical page breaks at the same time, make a
cell active, click the Breaks button in the Page Setup group, and then click Insert
Page Break. This causes a horizontal page break to be inserted immediately above
the active cell and a vertical page break to be inserted at the left of the active cell.
To remove a page break, select the column or row or make the cell active, click the
Breaks button in the Page Setup group, and then click Remove Page Break at the
drop-down list.
A page break that is automatically inserted by Excel may not be visible in a
worksheet. One way to display the page break is to display the worksheet
in the Print backstage area. Return to the worksheet and the page break will
display in the worksheet.
Excel provides a page break view that displays worksheet pages and page
Page Break breaks. To display this view, click the Page Break Preview button in the view area
Preview at the right side of the Status bar or click the View tab and then click the Page
Break Preview button in the Workbook Views group. This causes the worksheet to
Hint You can edit display similarly to the worksheet shown in Figure 4.3. The word Page along with
a worksheet in Page
Break Preview. the page number appears in gray behind the cells in the worksheet. A dashed blue
line indicates a page break inserted automatically by Excel and a solid blue line
indicates a page break inserted manually.
Move a page break by positioning the mouse pointer on the blue line, clicking
and holding down the left mouse button, dragging the line to the desired location,
Normal
and then releasing the mouse button. To return to Normal view, click the Normal
button in the view area on the Status bar or click the View tab and then click the
Normal button in the Workbook Views group.

Figure 4.3 Worksheet in Page Break Preview
Move a page break

by dragging it to
the new location.
Activity 1c Inserting a Page Break in a Worksheet Part 3 of 12
1. With 4-RPBudget open, click the Size button in the Page Setup group on the Page Layout
tab and then click Letter at the drop-down list.
2. Click the Margins button and then click Custom Margins at the drop-down list.
3. At the Page Setup dialog box with the Margins tab selected, click in the Horizontally check
box to remove the check mark, click in the Vertically check box to remove the check mark,
and then click OK to close the dialog box.
4. Insert a page break between columns I and J by completing the following steps: 4b
a. Select column J.
b. Click the Breaks button in the Page Setup group
and then click Insert Page Break at the drop-down
list. Click in any cell in column I.
5. View the worksheet in Page Break Preview by
a. Click the Page Break Preview button in the view
area at the right side of the Status bar.
b. View the pages and page breaks in the worksheet.
c. You decide to include the first six months of
5a
the year on one page. To do this, position the
mouse pointer on the vertical blue line until
the mouse pointer displays as a left-and-right-
pointing arrow, click and hold down the left
mouse button, drag the line left so it is between
columns G and H, and then release the
mouse button. 5c

d. Click the Normal button in the view area on the Status bar.
5d
6. Save 4-RPBudget.
Check Your Work
Tutorial Printing Column and Row Titles on Multiple Pages

Printing Column The columns and rows in a worksheet usually have titles. For example, in
Headers on 4-RPBudget, the column titles include Income, Expenses, January, February, March,
Multiple Pages
and so on. The row titles include the income and expenses categories. If a
worksheet prints on more than one page, having column and/or row titles print on
each page provides context for understanding the text and values in columns and
rows. To do this, click the Print Titles button in the Page Setup group on the Page
Print Titles
Layout tab. This displays the Page Setup dialog box with the Sheet tab selected, as
shown in Figure 4.4.
uick Steps At the Page Setup dialog box with the Sheet tab selected, specify the range of
Print Column and row cells to print on every page in the Rows to repeat at top text box. Type a cell
Row Titles range using a colon. For example, to print the range A1:J1 on every page, type
tab.
a1:j1 in the Rows to repeat at top text box. Type the range of column cells to print
2. Click Print Titles on every page in the Columns to repeat at left text box. To make rows and columns
button. easy to identify on the printed page, specify that row and/or column headings
3. Type row range in
Rows to repeat at print on each page.
top option.
4. Type column range
in Columns to repeat
Figure 4.4 Page Setup Dialog Box with the Sheet Tab Selected
at left option.
5. Click OK.
Type the row range

in this text box.
Type the column

range in this text box.

Activity 1d Printing Column Titles on Each Page of a Worksheet Part 4 of 12
1. With 4-RPBudget open, click the Page Layout tab and then click the Print Titles button
in the Page Setup group.
2. At the Page Setup dialog box with the
Sheet tab selected, click in the Columns to
repeat at left text box.
3. Type a1:a21. 3
5. Save and then print 4-RPBudget.
Check Your Work
Tutorial Scaling Data

Changing Print Use buttons in the Scale to Fit group on the Page Layout tab to adjust the printed
Scaling output by a percentage to fit the number of pages specified. For example, if a
worksheet contains too many columns to print on one page, click the Width
Width option box arrow in the Scale to Fit group on the Page Layout tab and then click
1 page. This reduces the size of the data so all the columns appear and print on
one page. Manually adjust the scale of a worksheet by clicking the up or down
arrows in the Scale measurement box or by typing a percentage in the Scale
measurement box and then pressing the Enter key.
Activity 1e Scaling Data to Fit on One Page and Printing Row Titles on Each Page Part 5 of 12
1. With 4-RPBudget open, display the Page Setup dialog box with the Sheet tab selected.
2. Select and then delete the text in the Columns to repeat at left text box and then click the
OK button.
3. Click the Width option box arrow in
the Scale to Fit group on the Page
Layout tab and then click the 1 page
option at the drop-down list.
4. Display the Print backstage area,
notice that all the cells that contain
data appear on one page in the worksheet, and then return to the worksheet. 3
5. Change the margins by completing the following steps:
a. Click the Margins button in the Page Setup group and then click Custom Margins
b. At the Page Setup dialog box with the Margins tab selected, select the current number in
the Top measurement box and then type 3.5.
c. Select the current number in the Left measurement box and then type 0.3.
d. Select the current number in the Right measurement box and then type 0.3.
e. Click OK to close the Page Setup dialog box.
6. Specify that you want row titles to print on each
page by completing the following steps:
a. Click the Print Titles button in the Page Setup
group on the Page Layout tab. 6b
b. Click in the Rows to repeat at top text box and then
type a3:n3.
c. Click OK to close the dialog box.

7. Save and then print 4-RPBudget. (The worksheet prints on two pages and the row titles
are repeated on the second page.)
8. At the worksheet, return to the default margins by clicking the Page Layout tab, clicking the
Margins button, and then clicking the Normal option at the drop-down list.
9. Prevent titles from printing on the second and subsequent pages by completing the following
steps:
a. Click the Print Titles button in the Page Setup group.
b. At the Page Setup dialog box with the Sheet tab selected, select and then
delete the text in the Rows to repeat at top text box. 10a
c. Click OK to close the dialog box.
10. Change the scaling back to the default by completing the
following steps:
a. Click the Width option box arrow in the Scale to Fit group
and then click Automatic at the drop-down list.
b. Click the Scale measurement box up arrow until 100%
displays in the box. 10b
11. Save 4-RPBudget.
Check Your Work
Inserting a Background Picture

uick Steps Insert a picture as a background for a worksheet with the Background button in
Insert Background the Page Setup group on the Page Layout tab. The picture displays only on the
Picture screen and does not print. To insert a picture, click the Background button in the
1. Click Page Layout tab.
2. Click Background
Page Setup group and then click the From a file option at the Insert Pictures
button. window. At the Sheet Background dialog box, navigate to the folder containing the
3. Navigate to picture picture and then double-click the picture. To remove the picture from the
and double-click
picture. worksheet, click the Delete Background button.
Background
Activity 1f Inserting a Background Picture Part 6 of 12
1. With 4-RPBudget open, insert a background picture by

completing the following steps: 1a
a. Click the Background button in the Page Setup group on
the Page Layout tab.
b. At the Insert Pictures window, click the From a file option.
c. At the Sheet Background dialog box, navigate to
your EL1C4 folder and then double-click Ship.
d. Scroll down the worksheet until the ship is visible.
2. Display the Print backstage area, notice that the
picture does not appear in the preview worksheet,
and then return to the worksheet.
3. Remove the picture by clicking the Delete
Background button in the Page Setup group on the 1c
Page Layout tab.
4. Save 4-RPBudget.

Tutorial Printing Gridlines and Row and Column Headings
Printing Gridlines By default, the gridlines that create the cells in a worksheet and the row numbers
and Row and and column letters that label the cells do not print. The Sheet Options group on
Column Headings
the Page Layout tab contains check boxes for gridlines and headings. The View
uick Steps check boxes for gridlines and headings contain check marks. At these settings,
Print Gridlines gridlines and row and column headings show on the screen but do not print. To
and/or Row and print gridlines and headings, insert check marks in the Print check boxes. Complex
Column Headings
worksheets may be easier to read with the gridlines printed.
2. Click Print check The display and printing of gridlines and headings can also be controlled
boxes in Gridlines and/ with options at the Page Setup dialog box with the Sheet tab selected. Display
or Headings section in
Sheet Options group. this dialog box by clicking the Sheet Options group dialog box launcher. To print
OR gridlines and headings, insert check marks in the check boxes in the Print section
2. Click Sheet Options of the dialog box. The Print section contains two additional options: Black and
dialog box launcher. white and Draft quality. When printing with a color printer, insert a check mark in
3. Click Gridlines and/ the Black and white check box to print the worksheet in black and white. Insert a
or Row and column
headings check boxes. check mark in the Draft quality option to print a draft of the worksheet. With this
4. Click OK. option checked, some types of formatting, such as shading and fill, do not print.
Activity 1g Printing Gridlines and Row and Column Headings Part 7 of 12
1. With 4-RPBudget open, click in the Print check box

below Gridlines in the Sheet Options group on the
Page Layout tab to insert a check mark.
2. Click in the Print check box below Headings in the
Sheet Options group to insert a check mark.
3. Click the Margins button in the Page Setup group
and then click Custom Margins at the drop-down list. 1 2
4. At the Page Setup dialog box with the Margins tab
selected, click in the Horizontally check box to insert a check mark.
5. Click in the Vertically check box to insert a check mark.
7. Save and then print 4-RPBudget.
8. Click in the Print check box below Headings in the Sheet Options group to remove the
check mark.
9. Click in the Print check box below Gridlines in the Sheet Options group to remove the
check mark.
Check Your Work
Tutorial Printing a Specific Area of a Worksheet

Setting a Print Area Use the Print Area button in the Page Setup group on the Page Layout tab to
select and print specific areas of a worksheet. To do this, select the cells to print,
Print Area click the Print Area button in the Page Setup group, and then click Set Print Area
at the drop-down list. This inserts a border around the selected cells. Display the
Print backstage area and click the Print button to print the cells within the border.

More than one print area can be specified in a worksheet. To do this, select
the first group of cells, click the Print Area button in the Page Setup group, and
then click Set Print Area. Select the next group of cells, click the Print Area button,
and then click Add to Print Area. Clear a print area by clicking the Print Area
button in the Page Setup group and then clicking Clear Print Area at the drop-
down list.
Each area specified as a print area prints on a separate page. To print
nonadjacent print areas on the same page, consider hiding columns and/or rows in
the worksheet to bring the areas together.
Activity 1h Printing Specific Areas Part 8 of 12
1. With 4-RPBudget open, print the first half of the year’s income and expenses by
a. Select the range A3:G21. 1b
b. Click the Print Area button in the Page Setup group
on the Page Layout tab and then click Set Print Area at
the drop-down list.
c. With the border surrounding the range A3:G21, click
the File tab, click the Print option, and then click the
Print button at the Print backstage area.
d. Clear the print area by clicking the Print Area button
in the Page Setup group and then clicking Clear Print
Area at the drop-down list.
2. Suppose you want to print the income and expenses information as well as the totals for
April. To do this, hide columns and select a print area by completing the following steps:
a. Select columns B through D.
b. Click the Home tab.
c. Click the Format button in the Cells group, point to Hide & Unhide, and then click Hide
Columns.
d. Click the Page Layout tab.
e. Select the range A3:E21. (Columns A and E are now adjacent.)
f. Click the Print Area button in the Page Setup group and then click Set Print Area at the
drop-down list.
3. Click the File tab, click the Print option, and then click the Print button.
4. Clear the print area by ensuring that the range A3:E21 is selected, clicking the Print Area
button in the Page Setup group, and then clicking Clear Print Area at the drop-down list.
5. Unhide the columns by completing the following steps:
a. Click the Home tab.
b. Select columns A and E. (These columns are adjacent.)
c. Click the Format button in the Cells group, point to Hide & Unhide, and then click
Unhide Columns.
d. Deselect the text by clicking in any cell containing data in the worksheet.
6. Save 4-RPBudget.
Check Your Work

Tutorial Inserting Headers and Footers
Inserting Headers Text that prints at the top of each worksheet page is called a header and text that
and Footers prints at the bottom of each worksheet page is called a footer. Create a header
and/or footer with the Header & Footer button in the Text group on the Insert
tab in Page Layout view or with options at the Page Setup dialog box with the
Header/Footer tab selected.
Header & To create a header with the Header & Footer button, click the Insert tab, click
Footer the Text button and then click the Header & Footer button. This displays the
worksheet in Page Layout view and displays the Header & Footer Tools Design tab.
uick Steps Use buttons on this tab, shown in Figure 4.5, to insert predesigned headers and/or
Insert Header or footers or to insert header and footer elements such as page numbers, date, time,
Footer
1. Click Insert tab.
path name, and file name. A different header or footer can be created on the first
2. Click the Text button. page of the worksheet or one header or footer can be created for even pages and
3. Click Header & another for odd pages.
Footer button.
4. Click Header button At the Print backstage area, preview headers and footers before printing. Click
and then click the File tab and then click the Print option to display the Print backstage area. A
predesigned header
or click Footer preview of the worksheet is shown at the right side of the backstage area. If the
button and then click worksheet will print on more than one page, view the different pages by clicking
predesigned footer. the Next Page button or the Previous Page button. These buttons are below and
OR
1. Click Insert tab. to the left of the preview worksheet at the Print backstage area. Two buttons
2. Click the Text button. display in the bottom right corner of the Print backstage area. Click the Zoom to
3. Click Header &
Footer button.
Page button to zoom in or out of the preview of the worksheet. Click the Show
4. Click header or Margins button to display margin guidelines and handles on the preview page.
footer elements. The handles, which appear as black squares, can be used to increase or decrease
the page margins and column widths. To do this, position the mouse pointer on
the desired handle, click and hold down the left mouse button, drag to the new
position, and then release the mouse button.
Figure 4.5 Header & Footer Tools Design Tab
Activity 1i Inserting a Header in a Worksheet Part 9 of 12
1. With 4-RPBudget open, create a header by

a. Click the Insert tab.
b. Click the Text button and then click the
Header & Footer button. 1b

c. Click the Header button at the left side of the Header & Footer Tools Design tab and
then click Page 1, 4-RPBudget at the drop-down list. (This inserts the page number in the
middle header box and the workbook name in the right header box.)
1c
2. Preview the worksheet by completing the following steps:

a. Click the File tab and then click the Print option.
b. At the Print backstage area, look at the preview
worksheet at the right side of the backstage area.
c. View the next page of the worksheet by clicking
the Next Page button below and to the left of the
preview worksheet. 2c
d. View the first page by clicking the Previous Page
button left of the Next Page button.
e. Click the Zoom to Page button in the lower right
corner of the backstage area. (Notice that the
preview page has zoomed in on the worksheet.)
f. Click the Zoom to Page button again.
g. Click the Show Margins button in the lower right corner of the
2g
backstage area. (Notice the guidelines and handles that display
on the preview page.)
h. Click the Show Margins button to remove the guidelines and
handles.
i. Click the Back button to return to the worksheet.
3. Save 4-RPBudget.
Check Your Work
A header and/or footer can also be inserted by working in Page Layout view.
In Page Layout view, the text Add header appears at the top of the worksheet page.
Click this text and the insertion point is positioned in the middle header box. Type
the header in this box or click in the left box or right box and then type the header.
Create a footer in a similar manner. Scroll down the worksheet until the bottom of
the page is visible and then click the text Add footer. Type the footer in the center
footer box or click the left box or right box and then type the footer.

Activity 1j Inserting a Footer and Modifying a Header in a Worksheet Part 10 of 12
1. With 4-RPBudget open, make sure the workbook displays in Page Layout view.
2. Scroll down the worksheet until the text Add footer is visible and then click the text.
3. Type your first and last names.

4. Click in the left footer box, click the Header & Footer Tools Design tab, and then click the
Current Date button in the Header & Footer Elements group. (This inserts a date code.
The date will display when you click outside the footer box.)
5. Click in the right footer box and then click the Current Time button in the Header &
Footer Elements group. (This inserts the time as a code. The time will display when you
click outside the footer box.)
6. View the header and footer at the Print backstage area and then return to the worksheet.
7. Modify the header by completing the following steps:
a. Scroll to the beginning of the worksheet and display the header text.
b. Click the page number in the middle header box. (This displays the Header & Footer
Tools Design tab, changes the header to a field, and selects the field.)
c. Press the Delete key to delete the header.
d. Click the header text in the right header box and then press the Delete key.
e. With the insertion point positioned in the right
header box, insert the page number by clicking the 7f
Header & Footer Tools Design tab
and then clicking the Page Number
button in the Header & Footer
Elements group.
f. Click in the left header box and then
click the File Name button in the
Header & Footer Elements group.
8. Click in any cell in the worksheet that
contains data.
9. View the header and footer at the Print
backstage area and then return to the
worksheet.
Check Your Work
Headers and footers can also be inserted and customized using options at the
Page Setup dialog box with the Header/Footer tab selected, as shown in Figure 4.6.
Display this dialog box by clicking the Page Layout tab and then clicking the Page
Setup group dialog box launcher. At the Page Setup dialog box, click the Header/
Footer tab. If a worksheet contains headers or footers, they will appear in the
dialog box. Use the check box options in the lower left corner of the dialog box to
insert different odd and even page headers and/or footers or to insert a different

Figure 4.6 Page Setup Dialog Box with the Header/Footer Tab Selected
Click this button to
display the Header
dialog box with
options for creating
the header.

Insert a check mark in display the Footer
this check box to create dialog box with
different headers and/or options for creating
footers for odd pages the footer.
and even pages.
Insert a check mark in

this check box to create
different headers and/or
footers on the first page.
first page header and/or footer. The bottom two check box options are active by
default. These defaults scale the header and footer text with the worksheet text
and align the header and footer with the page margins.
To create different odd and even page headers, click the Different odd and even
pages check box to insert a check mark and then click the Custom Header button.
This displays the Header dialog box with the Odd Page Header tab selected. Type
or insert the odd page header data in the Left section, Center section, or Right section
text box and then click the Even Page Header tab. Type or insert the even page
header data in the desired section text box and then click OK. Use the buttons
above the section boxes to format the header text and insert information such as
the page number, current date, current time, file name, worksheet name, and so
on. Complete similar steps to create different odd and even page footers and a
different first page header or footer.
Activity 1k Creating Different Odd and Even Page Headers and Footers
and a Different First Page Header and Footer Part 11 of 12
1. With 4-RPBudget open, remove the page break by clicking the Page Layout tab, clicking
the Breaks button in the Page Setup group, and then clicking Reset All Page Breaks at the
drop-down list.
2. Change the margins by completing the following steps:
a. Click the Margins button in the Page Setup group on the Page Layout tab and then click
Custom Margins at the drop-down list.
b. At the Page Setup dialog box with the Margins tab selected, select the current number in
the Left measurement box and then type 3.
c. Select the current number in the Right measurement box and then type 3.

3. Click the Page Setup group dialog box launcher on the Page Layout tab.
4. At the Page Setup dialog box, click the Header/Footer tab.
5. At the Page Setup dialog box with the Header/Footer tab selected, click the Different odd
and even pages check box to insert a check mark and then click the Custom Header button.
6. At the Header dialog box with the Odd Page Header tab selected, click the Format Text
button (above the Left section text box).
7. At the Font dialog box, click 12 in the Size list box and then click OK.
8. At the Header dialog box with the file name code (&[File]) highlighted in the Left section
text box, type Yearly Budget.
9. Click the Even Page Header tab, click in the Left

section text box, and then click the Insert Page
9
Number button.
10. Click in the Right section text box and then type
Yearly Budget.
11. Select the text Yearly Budget, click the Format
Text button, click 12 in the Size list box, and
then click OK.
12. Click OK to close the Header dialog box.
13. Click the Custom Footer button. At the Footer dialog box with the Odd Page Footer tab
selected, delete the data in the Left section text box and then select and delete the data in
the Right section text box. (The footer should contain only your name.)
14. Select your name, click the Format Text button, click 12 in the Size list box, and then
click OK.
15. Click the Even Page Footer tab, type your name in the Center section text box, select your
name, and then change the font size to 12 points.
16. Click OK to close the Footer dialog box and then click OK to close the Page Setup dialog box.
(View the header and footer in the Print backstage area and then return to the worksheet.)
17. Click the Page Setup group dialog box launcher on the Page Layout tab.
18. At the Page Setup dialog box, click the Header/Footer tab.
19. Click the Different odd and even pages check box to remove the check mark.
20. Click the Different first page check box to insert a check mark and then click the Custom
Header button.

21. At the Header dialog box with the
21 22
Header tab selected, click the First
Page Header tab.
22. Click in the Right section text box and
then click the Insert Page Number
button.
23. Click OK to close the Header dialog
box and then click OK to close the
Page Setup dialog box.
24. View the header and footer in the
Print backstage area and then return to the worksheet.
Check Your Work
Customizing Print Jobs

Use options in the Settings category at the Print backstage area to specify what
to print. By default, the active worksheet prints. Change this by clicking the
first gallery in the Settings category. At the drop-down list, specify if the entire
workbook is to print (which is useful when a workbook contains multiple
worksheets) or only selected cells. With the other galleries in the Settings category,
specify if pages are to print on one side or both sides of the paper (this depends
on the printer) and if they are to be collated. With other options, specify the
worksheet orientation, size, and margins and whether the worksheet is to be
scaled to fit all the columns or rows on one page.
With the Pages text boxes in the Settings category, specify the pages of the
worksheet to be printed. For example, to print pages 2 and 3 of the active
worksheet, type 2 in the Pages measurement box in the Settings category and then
type 3 in the to measurement box. Or click the up- and down-pointing arrows to
select page numbers.
Activity 1l Printing Specific Pages of a Worksheet Part 12 of 12
1. With 4-RPBudget open, print the first two pages of the worksheet by completing the
following steps:
a. Click the File tab and then click the
Print option.
b. At the Print backstage area, click in the
Pages measurement box below the first
gallery in the Settings category and then 1d
type 1.
c. Click in the to measurement box in the
Settings category and then type 2.
d. Click the Print button. 1a
1b 1c

2. Print selected cells by completing the following steps:
a. Display the worksheet in Normal view.
b. Select the range A3:D11.
c. Click the File tab and then click the Print
option.
d. At the Print backstage area, select and
then delete the number in the 2f
Pages measurement box and the
number in the to measurement
box. (These are the numbers you
2c
inserted in Steps 1b and 1c.)
e. Click the first gallery in the
Settings category (displays with
Print Active Sheets) and then click Print
Selection at the drop-down list. 2e
f. Click the Print button.
3. Save and then close 4-RPBudget.
Check Your Work
Activity 2 Format a Sales and Commissions Worksheet 3 Parts

You will format a sales commission worksheet by inserting a formula, completing
a spelling check, and finding and replacing data and cell formatting.
Tutorial Checking Spelling

Checking Spelling Excel provides a spelling check feature that verifies the spelling of text in a
worksheet. The spelling check uses an electronic dictionary to identify misspelled
Spelling words and suggest alternatives. Before checking the spelling in a worksheet, make
the first cell active. The spelling check reviews the worksheet from the active cell
uick Steps to the last cell in the worksheet that contains data.
Checking Spelling To use the spelling check, click the Review tab and then click the Spelling
1. Click Review tab. button in the Proofing group. Figure 4.7 shows the Spelling dialog box. At this
2. Click Spelling button.
3. Replace or ignore dialog box, tell Excel to ignore a word or to replace a misspelled word with a word
selected words. from the Suggestions list box using one of the available buttons.
Tutorial Using Undo and Redo

Using Undo and Excel includes an Undo button on the Quick Access Toolbar that reverses certain
Redo commands or deletes the last data typed in a cell. For example, apply formatting
to cells in a worksheet and then click the Undo button on the Quick Access
Undo Toolbar and the formatting is removed. To reapply the formatting, click the Redo
button on the Quick Access Toolbar.
Redo

Figure 4.7 Spelling Dialog Box
A word in the worksheet not

found in the spelling check
dictionary displays here.
Suggested spellings are shown

in the Suggestions list box.
Hint Ctrl + Z is Excel maintains actions in temporary memory. To undo an action, click the
the keyboard shortcut Undo button arrow and a drop-down list displays containing the actions performed
to undo a command on the worksheet. Click a specific action at the drop-down list and that action
and Ctrl + Y is the
keyboard shortcut to along with any preceding actions are undone. Click the Redo button and click a
redo a command. specific action at the drop-down list and that action along with any preceding
actions are redone. Multiple actions must be undone or redone in sequence.
Activity 2a Spell Checking and Formatting a Worksheet Part 1 of 3
1. Open MRSales and then save it with the name 4-MRSales.

2. Complete a spelling check on the worksheet by completing the following steps:
a. If necessary, make cell A1 active.
b. Click the Review tab. 2c 2b
c. Click the Spelling button in the
Proofing group.
d. Click the Change button as
needed to correct misspelled
words in the worksheet. (When
the spelling check stops at the
proper names Pirozzi and Yonemoto,
click the Ignore All button.)
e. At the message stating the spelling check is complete, click OK.
3. Insert a formula and then copy the formula without the formatting by completing the
following steps:
a. Make cell G4 active and then insert a formula
that multiplies the sale price by the commission 3c
percentage.
b. Copy the formula to the range G5:G26.
c. Some of the cells contain shading that you do
not want removed, so click the Auto Fill Options
button at the bottom right of the selected cells
and then click the Fill Without Formatting option
4. Make cell G27 active and then insert the sum of the range G4:G26.
5. Apply the Accounting format with no digits after the decimal point to cell G4 and cell G27.

6. Apply a theme by clicking the Page Layout tab,
clicking the Themes button, and then clicking Ion
at the drop-down gallery.
7. After looking at the worksheet with the Ion
theme applied, you decide that you want to
return to the original formatting. To do this, click
6
the Undo button on the Quick Access Toolbar.
8. Save 4-MRSales.
Check Your Work
Tutorial Finding and Replacing Data

Finding Data
and Cell Formatting
Tutorial Use Excel’s find feature to look for specific data and either replace it with nothing
or replace it with other data. This feature is particularly helpful for finding data
Replacing Data
quickly in a large worksheet. Excel also includes a find and replace feature. Use
this feature to look for specific data in a worksheet and replace it with other data.
Tutorial
To find specific data in a worksheet, click the Find & Select button in the
Replacing
Formatting Editing group on the Home tab and then click Find at the drop-down list. This
displays the Find and Replace dialog box with the Find tab selected, as shown in
uick Steps Figure 4.8. Type the find data in the Find what text box and then click the Find
Find Data Next button. Continue clicking the Find Next button to move to the next
1. Click Find & Select occurrence of the data. If the Find and Replace dialog box blocks the view of the
button. worksheet, use the mouse pointer on the title bar to drag the dialog box to a
2. Click Find.
3. Type data in Find different location.
what text box. To find specific data in a worksheet and replace it with other data, click the
4. Click Find Next
button. Find & Select button in the Editing group on the Home tab and then click Replace
at the drop-down list. This displays the Find and Replace dialog box with the
Find &
Select
Figure 4.8 Find and Replace Dialog Box with the Find Tab Selected
Type the data

to be found in
this text box.
Click this button to move to the Click this button to

next occurrence of the data. expand the dialog box.

uick Steps Replace tab selected, as shown in Figure 4.9. Enter the find data in the Find what
Find and Replace text box. Press the Tab key or click in the Replace with text box and then enter the
Data replace data in the Replace with text box.
1. Click Find & Select
button. Click the Find Next button to find the next occurrence of the data. Click the
2. Click Replace. Replace button to replace the data and find the next occurrence. To replace all the
3. Type data in Find
what text box. occurrences of the data in the Find what text box with the data in the Replace with
4. Type data in Replace text box, click the Replace All button. Click the Close button to close the Replace
with text box. dialog box.
5. Click Replace button
Display additional find and replace options by clicking the Options button.
or Replace All button.
This expands the dialog box, as shown in Figure 4.10. By default, Excel will look
Hint Ctrl + F is for any data that contains the same characters as the data entered in the Find
to display the Find and
what text box without concern for the characters before or after the entered data.
Replace dialog box with For example, in Activity 2b, you will look for sale prices of $450,000 and replace
the Find tab selected. them with sale prices of $475,000. If you do not specify that you want to find
only cells that contain 450000, Excel will stop at any cell containing 450000.
Hint Ctrl + H is For example, Excel will stop at a cell containing $1,450,000 and a cell containing
to display the Find and $2,450,000. To specify that the only data to be contained in the cell is what is
Replace dialog box entered in the Find what text box, click the Options button to expand the dialog
with the Replace tab box and then insert a check mark in the Match entire cell contents check box.
selected.
If the Match case option is active (contains a check mark), Excel will look for
only that data that matches the case of the data entered in the Find what text box.
Remove the check mark from this check box and Excel will find the data entered
in the Find what text box in any case. By default, Excel will search in the current
worksheet. If the workbook contains more than one worksheet, change the Within
option to Workbook. By default, Excel searches by rows in a worksheet. This can be
changed to by columns with the Search option.
Figure 4.9 Find and Replace Dialog Box with the Replace Tab Selected
Type the data

to be found in
this text box. Click this button
to expand the
Type the data to
dialog box.
replace the found
data in this text box.
Figure 4.10 Expanded Find and Replace Dialog Box

Use these two
Format buttons
to search for
Search the active
specific cell
worksheet or the
formatting
entire workbook with
and replace it
the Within option box.
with other cell
formatting.
Use this option to
search by rows or
by columns.

Activity 2b Finding and Replacing Data Part 2 of 3
1. With 4-MRSales open, find all occurrences of Land in the worksheet and replace them
with Acreage by completing the following steps:
a. Click the Find & Select button in
the Editing group on the Home tab 1b 1d
and then click Replace at the drop-
down list.
b. At the Find and Replace dialog box
with the Replace tab selected, type
Land in the Find what text box.
c. Press the Tab key. (This moves the
insertion point to the Replace with
text box.)
d. Type Acreage.
e. Click the Replace All button.
f. At the message stating that four 1e
replacements were made, click OK.
g. Click the Close button to close the
Find and Replace dialog box.
2. Find all occurrences of $450,000 and replace them with $475,000 by completing the
following steps:
a. Click the Find & Select button in the Editing group and then click Replace at the drop-
down list.
b. At the Find and Replace
dialog box with the Replace
tab selected, select any text
in the Find what text box 2b
and then type 450000.
c. Press the Tab key.
d. Type 475000. 2d
e. Click the Options button
to display additional
options. (If additional
options are already visible,
skip this step.)
f. Click the Match entire cell contents 2g 2f 2e
check box to insert a check mark.
g. Click the Replace All button.
h. At the message stating that two replacements were made, click OK.
i. At the Find and Replace dialog box, click the Match entire cell contents check box to
remove the check mark.
j. Click the Close button to close the Find and Replace dialog box.
3. Save 4-MRSales.
Check Your Work

Use the Format buttons at the expanded Find and Replace dialog box (see
Figure 4.10 (on page 100)) to search for specific cell formatting and replace
it with other formatting. Click the Format button arrow and a drop-down list
displays. Click the Format option and the Find Format dialog box displays with the
Number, Alignment, Font, Border, Fill, and Protection tabs. Specify formatting at
this dialog box. Click the Choose Format From Cell option from the Format button
drop-down list or click the Choose Format From Cell button in the Find Format
dialog box and the mouse pointer displays with a pointer tool attached. Click
in the cell containing the desired formatting and the formatting displays in the
Preview box left of the Format button. Click the Clear Find Format option at the
Find button drop-down list and any formatting in the Preview box is removed.
Activity 2c Finding and Replacing Cell Formatting Part 3 of 3
1. With 4-MRSales open, search for a light-turquoise fill color

and replace it with a light-green fill color by completing the
following steps: 1f
a. Click the Find & Select button in the Editing group on the
Home tab and then click Replace at the drop-down list.
b. At the Find and Replace dialog box with the Replace tab
selected, make sure the dialog box is expanded. (If not, click
the Options button.)
c. Select and then delete any text in the Find what text box.
d. Select and then delete any text in the Replace with text box.
e. Make sure the boxes immediately before the two Format
buttons display with the text No Format Set. (If not, click
the Format button arrow and then click the Clear Find
Format or Clear Replace Format option at the drop-down
list. Do this for each Format button.)
f. Click the top Format button.
g. At the Find Format dialog box, click the Fill tab.
h. Click the More Colors button.
i. At the Colors dialog box with the Standard tab
selected, click the light-turquoise color, as shown at 1i
the right.
j. Click OK to close the Colors dialog box.
k. Click OK to close the Find Format dialog box.
l. Click the bottom Format button.
m. At the Replace Format dialog box with the Fill
tab selected, click the light-green color (last
column, second row), as shown at the right.
n. Click OK to close the dialog box.
o. At the Find and Replace dialog box, click the
Replace All button.
p. At the message stating that 10 replacements
were made, click OK.
1m

2. Search for a light-gray fill color and replace it with a light-
yellow fill color by completing the following steps:
a. At the Find and Replace dialog box, click the top Format
button.
b. At the Find Format dialog box with the Fill tab selected,
click the light-gray color (fourth column, second row), as
shown at the right.
c. Click OK to close the Find Format dialog box.
d. Click the bottom Format button. 2b
e. At the Replace Format dialog box with the Fill tab
selected, click the yellow color (eighth column, second
row), as shown below and to the right.
f. Click OK to close the dialog box.
g. At the Find and Replace dialog box, click the Replace All button.
h. At the message stating that 78 replacements were made,
click OK.
3. Search for 11-point Calibri formatting and replace it with
10-point Arial formatting by completing the following steps:
a. With the Find and Replace dialog box open, clear
formatting from the top Format button by clicking the
top Format button arrow and then clicking the Clear 2e
Find Format option at the drop-down list.
b. Clear formatting from the bottom Format button by
clicking the bottom Format button arrow and then
clicking Clear Replace Format. 3a
c. Click the top Format button.
d. At the Find Format dialog box, click the Font tab.
e. Scroll down the Font list box and then click Calibri.
f. Click 11 in the Size list box.
g. Click OK to close the dialog box.
h. Click the bottom Format button.
i. At the Replace Format dialog box with the Font tab selected, scroll down the Font list
box and then click Arial.
j. Click 10 in the Size list box.
k. Click OK to close the dialog box.
l. At the Find and Replace dialog box, click the Replace All button.
m. At the message stating that 174 replacements were made, click OK.
n. At the Find and Replace dialog box, clear formatting from both Format buttons.
o. Click the Close button to close the Find and Replace dialog box.
4. Save, print, and then close 4-MRSales.
Check Your Work
Activity 3 Insert a Formula and Sort and Filter Data in a 4 Parts

Billing Worksheet
You will insert a formula in a weekly billing worksheet and then sort and filter
specific data in the worksheet.

Tutorial Sorting Data
Sorting Data Excel is primarily a spreadsheet program but it also includes some basic database
functions, such as sorting data in alphabetic or numeric order. To sort data in a
worksheet, use the Sort & Filter button in the Editing group on the Home tab.
To sort data in a worksheet, select the cells containing the data to be sorted,
click the Sort & Filter button in the Editing group and then click the option
Sort & Filter
representing the desired sort. The sort option names vary depending on the data
in selected cells. For example, if the first column of selected cells contains text, the
uick Steps sort options at the drop-down list are Sort A to Z and Sort Z to A. If the selected
Sort Data cells contain dates, the sort options at the drop-down list are Sort Oldest to Newest
1. Select cells.
2. Click Sort & Filter
and Sort Newest to Oldest. If the cells contain numbers or values, the sort options
button. are Sort Smallest to Largest and Sort Largest to Smallest. If more than one column is
3. Click sort option at selected in a worksheet, Excel sorts the data in the first selected column.
drop-down list.
Activity 3a Sorting Data Part 1 of 4
1. Open APTBilling and then save it with the name 4-APTBilling.

2. Insert a formula in cell F4 that multiplies the 3b
rate by the hours. Copy the formula to the range
F5:F29.
3. Sort the data in the first column in descending
order by completing the following steps:
b. Click the Sort & Filter button in the Editing
group on the Home tab. 3c
c. Click the Sort Largest to Smallest option at the
drop-down list.
4. Sort in ascending order by clicking the Sort & Filter
button and then clicking Sort Smallest to Largest at the
drop-down list.
5. Save 4-APTBilling.
Check Your Work
Completing a Custom Sort

uick Steps To sort data in a column other than the first column, use options at the Sort
Complete Custom dialog box. Select one column in a worksheet, click the Sort & Filter button, and
Sort then click the desired sort option; only the data in that column is sorted. If this
1. Select cells.
data is related to data to the left or right that relationship is broken. For example,
button. after sorting the range C4:C29 in 4-APTBilling, the client number, treatment,
3. Click Custom Sort hours, and total no longer match the date.
at drop-down list.
4. Specify options at Use options at the Sort dialog box to sort data and maintain the relationship
Sort dialog box. among all the cells. To sort using the Sort dialog box, select the cells to be sorted,
5. Click OK.
click the Sort & Filter button, and then click Custom Sort. This displays the Sort
dialog box, shown in Figure 4.11.

Figure 4.11 Sort Dialog Box
Click this button to specify a Click this option box arrow and then specify if
second column for sorting. sorting on values, cell color, font color, or cell icon.
Click this option box arrow Click this option

and then click the desired box arrow and then
column at the drop-down list. specify the sort order.
The data that displays in the Sort by option box will vary depending on what is
selected. Generally, the data that displays is the title of the first column of selected
cells. If the selected cells do not have a title, the data may display as Column A. Use
this option to specify what column is to be sorted. Using the Sort dialog box to
sort data in a column maintains the relationship among the data.
Activity 3b Sorting Data Using the Sort Dialog Box Part 2 of 4
1. With 4-APTBilling open, sort the rates in the range E4:E29 in descending order and
maintain the relationship to the other data by completing the following steps:
a. Select the range A3:F29.
b. Click the Sort & Filter button and then click Custom Sort.
c. At the Sort dialog box, click the Sort by option box arrow and then click Rate at the
drop-down list.
d. Click the Order option box arrow and then click Largest to Smallest at the drop-down list.
1c 1d
e. Click OK to close the Sort dialog box.

f. Deselect the cells.
2. Sort the dates in ascending order (oldest to newest) by completing steps similar to those in
Step 1.
3. Save and then print 4-APTBilling.
Check Your Work

Sorting More Than One Column
When sorting data in cells, data in more than one column can be sorted. For
example, in Activity 3c, you will sort the dates from oldest to newest and the
client numbers from lowest to highest. In this sort, the dates are sorted first and
then the client numbers are sorted in ascending order within the same date.
To sort data in more than one column, select all the columns in the worksheet
that need to remain relative and then display the Sort dialog box. At the Sort
dialog box, specify the first column to be sorted in the Sort by option box, click the
Add Level button, and then specify the second column in the first Then by option
box. To sort multiple columns, add additional Then by option boxes by clicking the
Add Level button.
Activity 3c Sorting Data in Two Columns Part 3 of 4
1. With 4-APTBilling open, select the range A3:F29. 5

2. Click the Sort & Filter button and then click Custom Sort.
3. At the Sort dialog box, click the Sort by option box arrow
and then click Date at the drop-down list. (Skip this step
if Date already displays in the Sort by option box.)
4. Make sure Oldest to Newest displays in the Order option box.
5. Click the Add Level button.
6. Click the Then by option box arrow and then click
Client # at the drop-down list.
8. Deselect the cells.
9. Save and then print 4-APTBilling. 6
Check Your Work
Tutorial Filtering Data

Filtering Data A restriction called a filter can be placed temporarily on data in a worksheet to
isolate specific data. To turn on filtering, make a cell containing data active, click
uick Steps the Sort & Filter button in the Editing group on the Home tab, and then click
Filter List Filter at the drop-down list. This turns on filtering and causes a filter arrow to
1. Select cells. appear with each column label in the worksheet, as shown in Figure 4.12. Data
button. does not need to be selected before turning on filtering because Excel
3. Click Filter at drop- automatically searches for column labels in a worksheet.
down list.
4. Click filter arrow in To filter data in a worksheet, click the filter arrow in the heading to be
heading to filter. filtered. This causes a drop-down list to display with options to filter all the
5. Click option at drop-
down list. records, create a custom filter, or select an entry that appears in one or more of
the cells in the column. When data is filtered, the filter arrow changes to a funnel
icon. The funnel icon indicates that rows in the worksheet have been filtered. To
turn off filtering, click the Sort & Filter button and then click Filter.
If a column contains numbers, click the filter arrow and point to Number Filters
and a side menu displays with options for filtering numbers. For example, numbers
can be filtered that are equal to, greater than, or less than a specified number; the
top 10 numbers can be filtered; and numbers can be filtered that are above or
below a specified number.

Figure 4.12 Filtering Data Turn on filtering and
filter arrows appear
with column headings.
Click the filter arrow in the Client #

heading, click the (Select All) check box
to remove the check mark, and then click
the 3102 check box to display only those
rows containing client number 3102.
Activity 3d Filtering Data Part 4 of 4
1. With 4-APTBilling open, click in cell A4.

2. Turn on filtering by clicking the Sort & Filter button in the Editing group on the Home
tab and then clicking Filter at the drop-down list.
3. Filter rows for client number 3102 by
a. Click the filter arrow in the Client #
heading.
b. Click the (Select All) check box to
3a
remove the check mark. (This also
removes the check marks for all the
items in the list.)
c. Scroll down the list box and then click
3102 to insert a check mark in the
check box.
d. Click OK.
4. Redisplay all the rows containing data by
a. Click the funnel icon in the Client # 3b
heading.
b. Click the (Select All) check box to insert
a check mark. (This also inserts check
marks for all the items in the list.)
c. Click OK.

5. Filter a list of clients who receive physical therapy by completing the following steps:
a. Click the filter arrow in the Treatment heading.
b. Click the (Select All) check box to remove the check mark.
c. Click the Physical Therapy check box to insert a check mark. 7a
d. Click OK.
6. Redisplay all the rows containing data
a. Click the funnel icon in the
Treatment heading.
b. Click the Clear Filter From
“Treatment” option.
7. Display the two highest rates by
a. Click the filter arrow in the Rate
heading.
b. Point to Number Filters and
then click Top 10 at the side 7b
menu.
c. At the Top 10 AutoFilter
dialog box, select the 10 in the
middle measurement box and then
type 2.
8. Redisplay all the rows that contain data by
a. Click the funnel icon in the Rate heading.
b. Click the Clear Filter From “Rate” option.
9. Display totals greater than $60 by completing the
following steps:
a. Click the filter arrow in the Total heading. 7c 7d
b. Point to Number Filters and then click
Greater Than.
c. At the Custom AutoFilter dialog box,
type 60 and then click OK.
10. Print the worksheet by clicking the File
tab, clicking the Print option, and then
clicking the Print button. 9c
11. Turn off the filtering feature by clicking
the Sort & Filter button and then
clicking Filter at the drop-down list.
12. Save and then close 4-APTBilling.
Check Your Work

Chapter Summary
■ The Page Setup group on the Page Layout tab contains buttons for changing
the margins and page orientation and size, as well as buttons for establishing
the print area, inserting a page break, applying a picture background, and
printing titles.
■ The default left and right margins are 0.7 inch and the default top and bottom
margins are 0.75 inch. Change these default margins with the Margins button
in the Page Setup group on the Page Layout tab.
■ Display the Page Setup dialog box with the Margins tab selected by clicking
the Margins button in the Page Setup group on the Page Layout tab and then
clicking Custom Margins at the drop-down list.
■ Center a worksheet on the page with the Horizontally and Vertically check boxes
at the Page Setup dialog box with the Margins tab selected.
■ Click the Orientation button in the Page Setup group on the Page Layout tab to
display the two orientation choices: Portrait and Landscape.
■ Insert a page break by selecting the column or row, clicking the Breaks button
in the Page Setup group on the Page Layout tab, and then clicking Insert Page
Break at the drop-down list.
■ To insert both horizontal and vertical page breaks at the same time, make a
cell active, click the Breaks button, and then click Insert Page Break at the
drop-down list.
■ Preview the page breaks in a worksheet by clicking the Page Break Preview
button in the view area on the Status bar or clicking the View tab and then
clicking the Page Break Preview button in the Workbook Views group.
■ Use options at the Page Setup dialog box with the Sheet tab selected to specify
printing column and/or row titles on each page. Display this dialog box by clicking
the Print Titles button in the Page Setup group on the Page Layout tab.
■ Use buttons in the Scale to Fit group on the Page Layout tab to scale data to fit
on a specific number of pages.
■ Use the Background button in the Page Setup group on the Page Layout tab to
insert a worksheet background picture. A background picture displays on the
screen but does not print.
■ Use options in the Sheet Options group on the Page Layout tab to specify
whether to view and/or print gridlines and headings.
■ Specify the print area by selecting cells, clicking the Print Area button in the
Page Setup group on the Page Layout tab, and then clicking Set Print Area at
the drop-down list. Add another print area by selecting the cells, clicking the
Print Area button, and then clicking Add to Print Area at the drop-down list.
■ Create a header and/or footer with the Header & Footer button in the Text
group on the Insert tab, in Page Layout view, or with options at the Page Setup
dialog box with the Header/Footer tab selected.
■ Customize odd and even page headers and footers at the Page Setup dialog box
with the Header/Footer tab selected.
■ Customize a print job with options at the Print backstage area.
■ To check spelling in a worksheet, click the Review tab and then click the
Spelling button.

■ Click the Undo button on the Quick Access Toolbar to reverse the most recent
action and click the Redo button to redo a previously reversed action.
■ Use options at the Find and Replace dialog box with the Find tab selected to
find specific data and/or formatting in a worksheet.
■ Use options at the Find and Replace dialog box with the Replace tab selected
to find specific data and/or formatting and replace it with other data and/or
formatting.
■ Sort data in a worksheet with options at the Sort & Filter button in the Editing
group on the Home tab.
■ Create a custom sort with options at the Sort dialog box. Display this dialog
box by clicking the Sort & Filter button and then clicking Custom Sort at the
drop-down list.
■ Temporarily isolate data by filtering it. Turn on the filter feature by clicking the
Sort & Filter button in the Editing group on the Home tab and then clicking
Filter at the drop-down list. This inserts a filter arrow with each column label.
Click a filter arrow and then use options at the drop-down list to specify the
filter data.
Commands Review
FEATURE RIBBON TAB, GROUP BUTTON, OPTION KEYBOARD SHORTCUT
background picture Page Layout, Page Setup
filter data Home, Editing
Find and Replace dialog box with Home, Editing Ctrl + F

Find tab selected , Find
Find and Replace dialog box with Home, Editing Ctrl + H
Replace tab selected , Replace
header and footer Insert, Text
insert page break Page Layout, Page Setup

, Insert Page Break
margins Page Layout, Page Setup
orientation Page Layout, Page Setup
Page Layout view View, Workbook Views
Page Setup dialog box with Margins Page Layout, Page Setup
tab selected , Custom Margins
Page Setup dialog box with Sheet Page Layout, Page Setup
tab selected
preview page break View, Workbook Views
print area Page Layout, Page Setup
redo an action Ctrl + Y
remove page break Page Layout, Page Setup

, Remove Page Break

scale height Page Layout, Scale to Fit
scale to fit Page Layout, Scale to Fit
scale width Page Layout, Scale to Fit
size Page Layout, Page Setup
sort data Home, Editing
spelling check Review, Proofing F7
undo an action Ctrl + Z

Excel
Microsoft
®
®
Level 1
Unit 2
Enhancing the Display of Workbooks
Chapter 5 Moving Data within and between
Workbooks
Chapter 6 Maintaining Workbooks
Chapter 7 Creating Charts and Inserting Formulas
Chapter 8 Adding Visual Interest to Workbooks
113

Microsoft ®
Excel
®
5
CHAPTER
Moving Data within

and between Workbooks
1 Insert and delete worksheets
2 Move, copy, and paste cells within and between worksheets
3 Move, rename, and format sheet tabs
4 Hide and unhide worksheets
5 Print a workbook containing multiple worksheets
6 Change the zoom
7 Split a worksheet into windows and freeze/unfreeze panes
8 Name a range of cells and use a range in a formula
9 Open multiple workbooks
10 Arrange, size, hide/unhide, and move workbooks
11 Move, copy, and paste data between workbooks
12 Link data between worksheets
13 Copy and paste data between programs
Up to this point, the workbooks you have worked in have consisted of single
worksheets. In this chapter, you will learn to create a workbook with several
worksheets and complete tasks such as copying and pasting data within and
between worksheets. Moving and pasting or copying and pasting selected cells
within and between worksheets is useful for rearranging data and saving time.
You will also work with multiple workbooks and complete tasks such as arranging,
sizing, and moving workbooks and opening and closing multiple workbooks.
Data Files
The online
course includes
resources.
115

Activity 1 Manage Data in a Multiple-Worksheet Account 7 Parts
Workbook
You will open an account workbook containing multiple worksheets and
then insert and delete worksheets and move, copy, and paste data between
worksheets. You will rename and apply color to sheet tabs, hide and unhide a
worksheet, and format and print multiple worksheets in the workbook.
Creating a Workbook
with Multiple Worksheets
Hint Creating An Excel workbook contains one worksheet by default, but additional worksheets
multiple worksheets can be added. Add additional worksheets to a workbook to store related data,
within a workbook such as a worksheet for expenses for individual salespeople in the company and
is helpful for saving
related data. another worksheet for the monthly payroll for all the departments within the
company. Another example is to record sales statistics for each quarter in
individual worksheets within a workbook.
Tutorial Inserting a New Worksheet

Inserting and Insert a new worksheet in a workbook by clicking the New sheet button to the
Renaming right of the Sheet1 tab at the bottom of the worksheet area. A new worksheet can
Worksheets
also be inserted in a workbook with the keyboard shortcut Shift + F11. A new
sheet tab is inserted to the right of the active tab. To move between worksheets,
New sheet
click the desired tab. The active sheet tab displays with a white background and
the worksheet name displays in green. Any inactive tabs display with a light-gray
uick Steps background and gray text.
Insert Worksheet
Click New sheet button.
OR
Press Shift + F11.
Deleting a Worksheet
Delete Worksheet If a worksheet is no longer needed in a workbook, delete it by clicking the sheet
1. Click sheet tab. tab, clicking the Delete button arrow in the Cells group on the Home tab, and
2. Click Delete button then clicking Delete Sheet at the drop-down list. Another method for deleting
arrow.
3. Click Delete Sheet. a worksheet is to right-click the sheet tab and then click Delete at the shortcut
4. Click Delete button. menu. When deleting a worksheet, Excel displays a deletion confirmation
message. At this message, click the Delete button.
Selecting Multiple Worksheets

To work with more than one worksheet at a time, select the worksheets. With
multiple worksheets selected, the same formatting can be applied to cells or the
selected worksheets can be deleted. To select adjacent sheet tabs, click the first
tab, press and hold down the Shift key, click the last tab, and then release the
Shift key. To select nonadjacent sheet tabs, click the first tab, press and hold down
the Ctrl key, click any other tabs to be selected, and then release the Ctrl key.
116 Excel Level 1 | Unit 2 Chapter 5 | Moving Data within and between Workbooks

Tutorial Copying, Cutting, and Pasting Cells
Copying and Cells in a workbook may need to be copied or moved to different locations within
Pasting Cells a worksheet or to another worksheet in the workbook. Move or copy cells in a
between
Worksheets
worksheet or between worksheets or workbooks by selecting the cells and then using
the Cut, Copy, and/or Paste buttons in the Clipboard group on the Home tab.
Copy
Copying and Pasting Selected Cells
Cut Copying selected cells can be useful in worksheets that contain repetitive data. To
copy cells, select the cells and then click the Copy button in the Clipboard group
Paste on the Home tab. This causes a moving dashed line border (called a marquee) to
appear around the selected cells. To copy cells to another worksheet, click the
uick Steps sheet tab, click in the cell where the first selected cell is to be pasted, and then
Copy and Paste Cells click the Paste button in the Clipboard group. Remove the moving marquee from
1. Select cells. selected cells by pressing the Esc key or double-clicking in any cell.
2. Click Copy button.
3. Click cell. Selected cells in the same worksheet can be copied using the mouse and the
4. Click Paste button. Ctrl key. To do this, select the cells to be copied and then position the mouse
pointer on any border around the selected cells until the pointer appears with
Hint Ctrl + C is a four-headed arrow attached. Press and hold down the Ctrl key, click and hold
to copy selected data.
down the left mouse button, drag the outline of the selected cells to the new
location, release the left mouse button, and then release the Ctrl key.
Activity 1a Inserting, Deleting, Selecting, Copying, Pasting,

and Formatting Worksheets Part 1 of 7
1. Open RPFacAccts and then save it with the name 5-RPFacAccts.

2. Insert a new worksheet in the workbook by completing the following steps:
a. Click the 2ndHalfSales sheet tab to make it active.
b. Click the New sheet button to the right of the
2ndHalfSales sheet tab. (This inserts a new worksheet
to the right of the 2ndHalfSales worksheet with the
name Sheet4.)
2a 2b
3. Delete two sheet tabs by completing the following steps:
a. Click the 1stHalfSales sheet tab.
b. Press and hold down the Shift key, click the
2ndHalfSales sheet tab, and then release the
Shift key. (These tabs must be adjacent. If they
are not, press and hold down the Ctrl key when 3a 3b
clicking the 2ndHalfSales sheet tab.)
c. With the two sheet tabs selected, click the Delete button
arrow in the Cells group on the Home tab and then click
Delete Sheet at the drop-down list.
d. At the message stating that Microsoft will
permanently delete the sheets, click the Delete 3c
button.
Excel Level 1 | Unit 2 Chapter 5 | Moving Data within and between Workbooks 117

4. Copy cells from Sheet1 to Sheet4 by completing the following steps:
a. Click the Sheet1 tab to make it the active worksheet.
b. Select the range A1:A3 (the first three rows of data).
c. Click the Copy button.
d. Click the Sheet4 tab to make it the active tab. 4c
e. With A1 the active cell, click the Paste button.
5. Make the following changes to the new worksheet:
a. Click in cell A3 and then type First Quarter Summary 2021.
b. Change the width of column A to 20.00 characters.
c. Change the width of columns B, C, and D to 12.00 characters. 4e
d. Type the following text in the specified cells:
B4 January
C4 February
D4 March
A5 Checks amount
A6 Deposit amount
A7 End-of-month balance
e. Select the range B4:D4, click the Bold button and then click the Center button.
f. Select the range B5:D7 and then apply the Comma format (using the Comma Style
button in the Number group on the Home tab) with two digits after the decimal point.
6. Apply formatting to the cells in all four worksheets by completing the following steps:
a. Click the Sheet1 tab to make it active and then click in cell A1 to make it the active cell.
b. Press and hold down the Shift key, click the Sheet4 tab, and then release the Shift key.
(This selects all four worksheets.)
c. With cell A1 active, change the row height to
51.00 points.
d. Click in cell A3.
e. Change the font size to 14 points. 6b
f. Click each remaining sheet tab (Sheet2, Sheet3, and
Sheet4) and notice the formatting changes applied
to all the cells.
7. Change the column width for the three worksheets by completing the following steps:
a. Click the Sheet1 tab to make it active.
b. Press and hold down the Shift key, click the Sheet3 tab, and then release the Shift key.
c. Select columns E, F, and G and then change the column width to 10.00 characters.
d. Click the Sheet2 tab and then click the Sheet3 tab. Notice that the width of columns
E, F, and G has changed to 10.00 characters. Click the Sheet4 tab and notice that the
column width did not change.
8. Save 5-RPFacAccts.
Check Your Work
Tutorial Using Paste Options

Using Paste When pasting cells in a worksheet, specify how the cells are pasted by clicking
Options the Paste button arrow and then clicking a paste option button at the drop-down
list. Click the Paste button (not the button arrow) and a Paste Options button
displays in the lower right corner of the pasted cell(s). Display a list of paste
Paste Options options by clicking the button or pressing the Ctrl key. This causes a drop-down
list to display, as shown in Figure 5.1. The same option buttons display when the

Figure 5.1 Paste Options Buttons
Use buttons in this section
to specify how text and
formulas are pasted in cells
and whether to keep source
column widths.

to specify how values are
pasted in the worksheet.

to specify whether an
image, such as a picture,
is copied or linked to the
worksheet.
Paste button arrow is clicked. Hover the mouse pointer over a button in the drop-
down list and the descriptive name of the button displays along with the keyboard
shortcut. Use buttons in this drop-down list to specify what is pasted.
Tutorial Moving Selected Cells

Moving Cells Selected cells and cell contents can be moved within and between worksheets.
Move selected cells using the Cut and Paste buttons in the Clipboard group on
uick Steps the Home tab or by dragging with the mouse.
Move and Paste Cells
1. Select cells.
To move selected cells with buttons on the Home tab, select the cells and
2. Click Cut button. then click the Cut button in the Clipboard group. Click in the cell where
3. Click cell. the first selected cell is to be inserted and then click the Paste button in the
4. Click Paste button.
Clipboard group.
Hint Ctrl + X is To move selected cells with the mouse, select the cells and then position the
the keyboard shortcut mouse pointer on any border of the selected cells until the pointer appears with
to cut selected data. a four-headed arrow attached. Click and hold down the left mouse button, drag
Ctrl + V is the keyboard
shortcut to paste data. the outline of the selected cells to the new location, and then release the mouse
button.
Activity 1b Copying and Moving Cells and Pasting Cells Using Paste Options Part 2 of 7
1. With 5-RPFacAccts open, copy cells from Sheet2 to Sheet3 using the Paste Options
button by completing the following steps:
a. Click the Sheet2 tab to make it active.
b. Select the range C7:E9.
d. Click the Sheet3 tab.
f. Click the Paste button.

g. Click the Paste Options button in the lower right corner
of the pasted cells and then click the Keep Source Column
Widths button at the drop-down list.
h. Make Sheet2 active and then press the Esc key to
remove the moving marquee. 1g
2. Click the Sheet1 tab.
3. You realize that the sublet rent deposit was recorded on
the wrong day. The correct day is January 9. To move the cells
containing information on the deposit, complete the following steps:
a. Click in cell A13 and then insert a row. (The new row should appear above the row
containing Rainier Suppliers.)
b. Select the range A7:F7.
c. Click the Cut button.
d. Click in cell A13.
3c
e. Click the Paste button.
f. Change the date of the deposit from January 1 to January 9.
g. Select row 7 and then delete it.
4. Move cells using the mouse by completing the following steps:
a. Click the Sheet2 tab.
b. Click in cell A13 and then insert a new row.
c. Using the mouse, select the range A7:F7.
d. Position the mouse pointer on any boundary of the selected cells until it apppears with
a four-headed arrow attached. Click and hold down the left mouse button, drag the
outline of the selected cells to row 13, and then release the mouse button.
4d
e. Change the date of the deposit to February 13.

f. Delete row 7.
Check Your Work
Copying and Pasting Using the Clipboard Task Pane

uick Steps Use the Clipboard task pane to copy and paste multiple items. To use the task
Copy and Paste pane, click the Clipboard group task pane launcher in the lower right corner of
Multiple Items the Clipboard group on the Home tab. The Clipboard task pane displays at the
1. Click Clipboard
group task pane
left side of the screen similarly to what is shown in Figure 5.2.
launcher. Select data or an object to be copied and then click the Copy button in the
2. Select cells.
3. Click Copy button. Clipboard group. Continue selecting cells, text, or other items and clicking the
4. Repeat Steps 2 and Copy button. To paste an item into a worksheet, make the desired cell active
3 as desired. and then click the item in the Clipboard task pane. If the copied item is text,
5. Make cell active.
6. Click item in the first 50 characters appear in the task pane. To paste all the selected items
Clipboard task pane into a single location, make the desired cell active and then click the Paste
to be inserted in All button in the task pane. When all the items have been pasted into the
worksheet.
7. Repeat Step 6 as worksheet, click the Clear All button to remove any remaining items from the
desired. task pane.

Figure 5.2 Clipboard Task Pane
Click this button to Click this button to clear

paste all the items in all the items from the
the Clipboard task pane Clipboard task pane.
into the worksheet.
Cut or copied
items appear
in this list box.
Activity 1c Copying and Pasting Cells Using the Clipboard Task Pane Part 3 of 7
1. With 5-RPFacAccts open, select cells for copying by completing the following steps:
a. Display the Clipboard task pane by clicking the
Clipboard group task pane launcher. (If the Clipboard
task pane contains any copied data, click the Clear All
1a
button.)
b. Click the Sheet1 tab.
c. Select the range C15:E16.
d. Click the Copy button.
e. Select the range C19:E19.
f. Click the Copy button.
2. Paste the copied cells by completing the following steps:
b. Click in cell C15. 2c
c. Click the item in the Clipboard task pane
representing General Systems Developer.
f. Click the item in the Clipboard task pane
representing General Systems Developer.
g. Click in cell C19.
h. Click the item in the Clipboard task pane
representing Parkland City Services. 4
3. Click the Clear All button at the top of the Clipboard
task pane.
4. Close the Clipboard task pane by clicking the Close 3
button (contains an X) in the upper right corner of
the task pane.
Check Your Work

Pasting Values Only
When pasting cells that contain a value and a formula, specify what is to be pasted
using button options from the Paste button or Paste Options button drop-down list.
Use the buttons in the Paste Values section of the drop-down list to insert only the
value, the value with numbering formatting, or the value with source formatting.
Activity 1d Copying and Pasting Values Part 4 of 7
1. With 5-RPFacAccts open, make Sheet1 the active tab.

2. Click in cell G6, type the formula =(f6-e6)+g5, and then press the Enter key.
4. Copy as a value (and not a formula) the final balance from Sheet1 to
Sheet2 by completing the following steps:
a. Click in cell G20.
b. Click the Copy button.
4d
c. Click the Sheet2 tab.
d. Click in cell G5 and then click the Paste button arrow.
e. At the drop-down list, click the Values button in the Paste Values
section of the drop-down list. (This inserts the value and not the
formula.)
4e
5. Click in cell G6, insert a formula that determines the balance (see
Step 2), and then copy the formula to the range G7:G20.
6. Copy the amount in cell G20 and then paste the value only in cell G5
in Sheet3.
7. With Sheet3 active, make cell G6 active, insert a formula that determines the balance
(see Step 2), and then copy the formula to the range G7:G20.
8. Insert formulas and apply formatting to cells in the three worksheets by completing the
following steps:
b. Press and hold down the Shift key, click the Sheet3 tab, and then release
the Shift key.
c. Click in cell D21, click the Bold button and then type Total.
d. Click in cell E21 and then click the AutoSum button. (This inserts the
formula =SUM(E13:E20).)
e. Change the formula to =SUM(E7:E20) and then press the Enter key.
f. Click in cell F21 and then click the AutoSum button. (This inserts the
formula =SUM(F12:F20).)
g. Change the formula to =SUM(F6:F20) and then press the Enter key.
h. Select cells E21 and F21 and then click the Accounting Number
8e
Format button. Click in cell G5 and then click the Accounting
Number Format button. (Cell G5 in Sheet1 already contains the
Accounting format but cells G5 in Sheet2 and Sheet3 do not.)
i. Click the Sheet2 tab and notice the text and formulas inserted in the
worksheet, click the Sheet3 tab and notice the text and formulas, and then
click the Sheet4 tab (to deselect the tabs).
9. Copy values from Sheet1 to Sheet4 by completing the following steps:
b. Click in cell E21 and then click the Copy button.

d. Click in cell B5 and then click the Paste button.
e. Click the Paste Options button and then click the Values
button in the Paste Values section of the drop-down list.
f. Click the Sheet1 tab.
g. Click in cell F21 and then click the Copy button. 9e
h. Click the Sheet4 tab.
i. Click in cell B6, click the Paste button arrow, and then
click the Values button at the drop-down list.
j. Click the Sheet1 tab.
k. Click in cell G20 and then click the Copy button.
l. Click the Sheet4 tab.
m. Click in cell B7, click the Paste button arrow, and then click the Values button at the
drop-down list.
10. Complete steps similar to those in Step 9 to insert amounts and balances for February
(from Sheet2) and March (from Sheet3).
11. Select the range B5:D5 and then click the Accounting Number Format button.
Check Your Work
Tutorial Managing Worksheets

Moving, Copying, Right-click a sheet tab and a shortcut menu displays with options for managing
and Deleting a worksheets, as shown in Figure 5.3. For example, remove a worksheet by clicking
Worksheet
the Delete option. Move or copy a worksheet by clicking the Move or Copy option.
Clicking this option causes a Move or Copy dialog box to display with options
uick Steps for specifying where to move or copy the selected sheet. By default, Excel names
Move or Copy
Worksheet worksheets in a workbook Sheet1, Sheet2, Sheet3, and so on. To rename a worksheet,
1. Right-click sheet tab. click the Rename option (which selects the default sheet name) and then type the
2. Click Move or Copy. new name.
3. At Move or Copy
dialog box, click In addition to the shortcut menu options, the mouse can be used to move or
worksheet name in copy worksheets. To move a worksheet, position the mouse pointer on the sheet
Before sheet list box.
4. Click OK. tab, click and hold down the left mouse button (a page icon displays next to the
OR mouse pointer), drag the page icon to the new position, and then release the mouse
Drag sheet tab to new button. For example, to move the Sheet2 tab after the Sheet3 tab, position the
position. (To copy, press
and hold down Ctrl key mouse pointer on the Sheet2 tab, click and hold down the left mouse button, drag
while dragging.) the page icon after the Sheet3 tab, and then release the mouse button. To copy a
worksheet, press and hold down the Ctrl key and then drag the sheet tab.
Figure 5.3 Sheet Tab Shortcut Menu
sheet tab
shortcut menu
tab scroll buttons

uick Steps Use the Tab Color option at the shortcut menu to apply a color to a sheet tab.
Apply Color to Sheet Right-click a sheet tab, point to Tab Color at the shortcut menu, and then click a
Tab color at the color palette.
1. Right-click sheet tab.
2. Point to Tab Color.
3. Click color at color
palette.
Activity 1e Selecting, Moving, Renaming, and Changing the Color of Sheet Tabs Part 5 of 7
1. With 5-RPFacAccts open, move Sheet4 by completing the following steps:

a. Right-click the Sheet4 tab and then click Move or Copy at
the shortcut menu.
b. At the Move or Copy dialog box, make sure Sheet1 is
selected in the Before sheet list box and then click OK.
1a
1b
2. Rename Sheet4 by completing the following steps:

a. Right-click the Sheet4 tab and then click
Rename.
b. Type Summary and then press the Enter key.
3. Complete steps similar to those in Step 2 to
rename Sheet1 to January, Sheet2 to February, and 2b
Sheet3 to March.
4. Change the color of the Summary sheet
tab by completing the following steps:
a. Right-click the Summary sheet tab.
b. Point to Tab Color at the shortcut menu.
c. Click the Red color option (second
option in the Standard Colors section).
5. Follow steps similar to those in Step 4
to change the January sheet tab to Blue
(eighth option in the Standard Colors
section), the February sheet tab to Purple
(last option in the Standard Colors section), 4b 4c
and the March sheet tab to Green (sixth
option in the Standard Colors section).
Check Your Work

Tutorial Hiding and Unhiding a Worksheet in a Workbook
Hiding and Unhiding In a workbook with multiple worksheets, a worksheet can be hidden that contains
a Worksheet data that should not appear or print with the workbook. To hide a worksheet in
a workbook, click the Format button in the Cells group on the Home tab, point
Format
to Hide & Unhide, and then click Hide Sheet. A worksheet can also be hidden by
right-clicking a sheet tab and then clicking the Hide option at the shortcut menu.
uick Steps
Hide Worksheet To make a hidden worksheet visible, click the Format button in the Cells
1. Click Format button. group, point to Hide & Unhide and then click Unhide Sheet, or right-click a sheet
2. Point to Hide & tab and then click Unhide at the shortcut menu. At the Unhide dialog box, shown
Unhide. in Figure 5.4, double-click the name of the worksheet to be unhidden.
3. Click Hide Sheet.
OR
1. Right-click sheet tab. Figure 5.4 Unhide Dialog Box
2. Click Hide at
shortcut menu.
Unhide Worksheet
1. Click Format button. The names of
2. Point to Hide & hidden worksheets
Unhide. are shown in this
3. Click Unhide Sheet. list box.
4. Double-click hidden
worksheet in Unhide
dialog box.
OR
2. Click Unhide at
shortcut menu.
3. Double-click hidden
worksheet in Unhide
dialog box.
Activity 1f Hiding and Unhiding a Worksheet and Formatting Multiple Worksheets Part 6 of 7
1. With 5-RPFacAccts open, hide the Summary worksheet by completing the following steps:
a. Click the Summary tab.
b. Click the Format button in the Cells group on the Home tab, point to Hide & Unhide,
and then click Hide Sheet.
1b

2. Unhide the worksheet by completing the following steps:
a. Click the Format button, point to Hide & Unhide, and then click Unhide Sheet.
b. At the Unhide dialog box, make sure Summary is selected in the Unhide sheet list box and
then click OK.
2b
3. Insert a header for each worksheet by completing the following steps:

a. With the Summary tab active, press and hold down the Shift key, click the March tab,
and then release the Shift key. (This selects all four tabs.)
b. Click the Insert tab.
c. Click the Header & Footer button in the Text group.
d. Click the Header button in the Header & Footer group on the Header & Footer Tools
Design tab and then click the option at the drop-down list that prints your name at
the left side of the page (if a name other than your own appears at the left side of the
page, select the name and then type your first and last names), the page number in the
middle, and the date at the right.
4. With all the sheet tabs selected, center each worksheet horizontally and vertically on the
page. Hint: Do this at the Page Setup dialog box with the Margins tab selected.
5. With all the sheet tabs still selected, change to landscape orientation. Hint: Do this with
the Orientation button on the Page Layout tab.
Check Your Work
Tutorial Printing a Workbook Containing Multiple Worksheets

Printing Multiple By default, Excel prints the currently displayed worksheet. To print all the
Worksheets worksheets in a workbook, display the Print backstage area, click the first gallery
in the Settings category, click Print Entire Workbook at the drop-down list, and then
uick Steps click the Print button. Print specific worksheets in a workbook by selecting the
Print All Worksheets tabs of the worksheets to be printed. With the sheet tabs selected, display the
in Workbook
1. Click File tab. Print backstage area and then click the Print button.
2. Click Print option.
3. Click first gallery in
Settings category.
4. Click Print Entire
Workbook.
5. Click Print button.

Activity 1g Printing All Worksheets in a Workbook Part 7 of 7
1. With 5-RPFacAccts open, click

the File tab and then click the Print
option.
2. At the Print backstage area, click the
first gallery in the Settings category
and then click Print Entire Workbook at
the drop-down list. 3
3. Click the Print button.
4. Save and then close 5-RPFacAccts.
Check Your Work
Activity 2 Write Formulas Using Ranges in an Equipment 2 Parts

Usage Workbook
You will open an equipment usage workbook, view the document at different zoom
percentages, and then split the window, freeze panes and edit cells. You will also
name ranges and then use the range names to write formulas in the workbook.
Tutorial Changing the Zoom

Changing the Zoom The View tab contains a Zoom group with three buttons for changing zoom
settings. Click the Zoom button in the Zoom group to open the Zoom dialog
Zoom box, which contains options for changing the zoom percentage. Click the 100%
button in the Zoom group to return the view to 100%, which is the default. Select
100% a range of cells and then click the Zoom to Selection button to scale the zoom
setting so the selected range fills the worksheet area.
Zoom to Use the zoom slider bar at the right side of the Status bar to change the zoom
Selection percentage. Click the Zoom Out button (displays with a minus symbol [–]) to
decrease the zoom percentage or click the Zoom In button (displays with a plus
symbol [+]) to increase the zoom percentage. Another method for increasing or
decreasing zoom percentage is to click and drag the zoom slider bar button on the
slider bar.

Tutorial Splitting a Worksheet and Freezing and Unfreezing Panes
Splitting a Depending on the size of a worksheet and the screen display settings, all cells in
Worksheet a worksheet may not be visible in the worksheet area at one time. (An example of
this will be seen in Activity 2a.) To more easily view all the data, it can be helpful
Tutorial to split the window into panes. Split a worksheet window into panes with the
Freezing and Split button in the Window group on the View tab. Click the Split button and the
Unfreezing Panes worksheet splits into four panes, as shown in Figure 5.5. The panes are separated by
thick light-gray lines called split lines. To remove split lines from a worksheet, click
Split the Split button to deactivate it.
A window pane will display the active cell. As the insertion point is moved
uick Steps through the pane, another active cell may display. This additional active cell
Split Worksheet displays when the insertion point passes over one of the split lines that creates the
1. Click View tab. pane. Move through a worksheet and both active cells may display. Make a change
2. Click Split button.
to one active cell and the change is made in the other as well. To display only one
active cell, freeze the window panes by clicking the Freeze Panes button in the
Freeze Panes
Window group on the View tab and then clicking Freeze Panes at the drop-down
list. Maintain the display of column headings while editing or typing text in cells
Hint Remove a by clicking the Freeze Panes button and then clicking Freeze Top Row. Maintain the
split line by double- display of row headings by clicking the Freeze Panes button and then clicking Freeze
clicking anywhere
on the split line that First Column. Unfreeze window panes by clicking the Freeze Panes button and then
divides the panes. clicking Unfreeze Panes at the drop-down list.
The split lines that divide the window can be adjusted using the mouse. To do
this, position the mouse pointer on a split line until the pointer turns into a left-
and-right-pointing arrow with a double line in the middle. Click and hold down the
left mouse button, drag the outline of the split line to the desired location, and then
release the mouse button. To move both the horizontal and vertical split lines at the
same time, position the mouse pointer on the intersection of the split lines until the
pointer turns into a four-headed arrow. Click and hold down the left mouse button,
drag the split lines to the desired location, and then release the mouse button.
Figure 5.5 Split Window split lines

Activity 2a Using Zoom, Splitting Windows, Freezing Panes, and Editing Cells Part 1 of 2
1. Open HCEqpRpt and then save it with the name 5-HCEqpRpt.

2. Increase the Zoom percentage by clicking the Zoom In button at the right of the zoom
slider bar two times.
3. Select the range G3:I10, click the View tab, and then click the Zoom to Selection button
in the Zoom group.
4. Click the Zoom button in the Zoom group, click the 75%
option at the Zoom dialog box, and then click OK.
5. Click the 100% button in the Zoom group.
6. Make cell A1 active and then split the window by clicking
the Split button in the Window group on the View tab. (This
splits the window into four panes.)
4
7. Drag the vertical split line by completing the following steps:
a. Position the mouse pointer on the vertical split line until
the pointer turns into a left-and-right-pointing arrow with
a double line in the middle.
b. Click and hold down the left mouse button, drag to the left
until the vertical split line is immediately to the right
of the first column, and then release the mouse button.
7b
8. Freeze the window panes by clicking the

Freeze Panes button in the Window group
on the View tab and then clicking Freeze
Panes at the drop-down list.
9. Make cell L4 active and then type the
following data in the specified cells:
L4 2310 M4 2210
L5 12 M5 5 8
L6 5 M6 7
L7 9 M7 8
L8 11 M8 12
L9 95 M9 120
L10
2005 M10
1830
10. Unfreeze the window panes by clicking the Freeze Panes button and then clicking Unfreeze
11. Remove the panes by clicking the Split button in the Window group to deactivate it.
12. Save 5-HCEqpRpt.
Check Your Work

Tutorial Naming and Using a Range
Naming and Using A group of adjacent cells is referred to as a range. A range of cells can be
a Range formatted, moved, copied, or deleted. A range can also be named and then the
insertion point can be moved to the range or the named range can be used as part
uick Steps of a formula.
Name Range
1. Select cells. To name a range, select the cells and then click in the Name box to the left
2. Click in Name box. of the Formula bar. Type a name for the range (do not use spaces) and then press
3. Type range name. the Enter key. To move the insertion point to a specific range and select the range,
4. Press Enter key.
click the Name box arrow and then click the range name at the drop-down list.
Define Name A range can also be named using the Define Name button in the Defined
Names group on the Formulas tab. Clicking the Define Name button displays the
New Name dialog box. At the New Name dialog box, type a name for the range
Hint Another
method for moving to and then click OK.
a range is to click the
Find & Select button
A range name can be used in a formula. For example, to insert in a cell the
in the Editing group on average of all the cells in a range named Profit, make the cell active and then type
the Home tab and then the formula =AVERAGE(Profit). Use a named range in the current worksheet or in
click Go To. At the Go
To dialog box, double- another worksheet within the workbook.
click the range name.
Activity 2b Naming a Range and Using a Range in a Formula Part 2 of 2
1. With 5-HCEqpRpt open, click the Sheet2

tab and then type the following text in the specified cells:
A1 EQUIPMENT USAGE REPORT
A2 Yearly hours 1
A3 Avoidable delays
A4 Unavoidable delays
A5 Total delay hours
A6 (leave blank)
A7 Repairs
A8 Servicing
A9 Total repair/servicing hours
2. Make the following formatting changes to the worksheet: 3d
a. Automatically adjust the width of column A.
b. Center and apply bold formatting to the text in cells
A1 and A2.
3. Select a range of cells in Sheet1, name the range, and
then use it in a formula in Sheet2 by completing the
following steps:
b. Select the range B5:M5.
c. Click in the Name box to the left of the
Formula bar.
d. Type adhours (for Avoidable Delays Hours) and
3g
e. Click the Sheet2 tab.
f. Click in cell B3.
g. Type the equation =sum(adhours) and then

4. Click the Sheet1 tab and then complete the following steps:
a. Select the range B6:M6.
b. Click the Formulas tab.
c. Click the Define Name button in the Defined
4d
Names group.
d. At the New Name dialog box, type udhours and
then click OK.
e. Click the Sheet2 tab, make sure cell B4 is active,
type the equation =sum(udhours), and then press
the Enter key.
5. Click the Sheet1 tab and then complete the following steps:
a. Select the range B7:M7 and then name the range rhours.
b. Click the Sheet2 tab, make cell B7 active, type the equation =sum(rhours), and then
d. Select the range B8:M8 and then name the range shours.
e. Click the Sheet2 tab, make sure cell B8 is active, type the equation =sum(shours), and
6. With Sheet2 still active, make the following changes:
b. Double-click the AutoSum button.
c. Make cell B9 active.
d. Double-click the AutoSum button.
7. Click the Sheet1 tab and then move to the adhours range by
clicking the Name box arrow and then clicking adhours at the
7
drop-down list.
8. Select both sheet tabs, change to landscape orientation, scale the
contents to fit on one page (by changing the width to 1 page on the
Page Layout tab), and then insert a custom footer with your name,
the page number, and the date.
9. With both sheet tabs selected, print both worksheets in the
workbook.
10. Save and then close 5-HCEqpRpt.
Check Your Work
Activity 3 Arrange, Size, and Copy Data between Workbooks 3 Parts

You will open, arrange, hide, unhide, size, and move multiple workbooks. You will
also copy cells from one workbook and paste the contents in another workbook.
Tutorial Working with Windows

Working with In Excel, multiple workbooks can be opened, a new window with the current
Windows workbook can be opened, and the open workbooks can be arranged in the
and Hiding
and Unhiding
Excel window. With multiple workbooks open, cell entries can be cut and
Workbooks pasted or copied and pasted from one workbook to another using the
techniques discussed earlier in this chapter. The exception is that the
destination workbook must be active before using the Paste command.

Opening Multiple Workbooks
With multiple workbooks or more than one version of the current workbook
open, data can be moved or copied between workbooks and the contents of
several workbooks can be compared. When a new workbook or a new window of
the current workbook is opened, it is placed on top of the original workbook.
Open a new window of the current workbook by clicking the View tab and
New Window then clicking the New Window button in the Window group. Excel adds a colon
followed by the number 2 to the end of the workbook title and adds a colon
followed by the number 1 to the end of the originating workbook name.
Open multiple workbooks at one time at the Open dialog box. Select adjacent
workbooks by clicking the name of the first workbook to be opened, pressing and
holding down the Shift key, clicking the name of the last workbook to be opened,
releasing the Shift key, and then clicking the Open button. If the workbooks are
nonadjacent, click the name of the first workbook to be opened, press and hold
down the Ctrl key, and then click the names of any other workbooks to be opened.
To see what workbooks are currently open, click the View tab and then
Switch click the Switch Windows button in the Window group. The names of the open
Windows workbooks display in a drop-down list and the workbook name preceded by a
check mark is the active workbook. To make another workbook active, click the
workbook name at the drop-down list.
Another method for determining which workbooks are open is to hover the
mouse pointer over the Excel button on the taskbar. This causes a thumbnail to
display of each open workbook. If more than one workbook is open, the Excel
button on the taskbar displays additional layers in a cascaded manner. The
layer behind the Excel button displays only a portion of the edge at the right of
the button. Hovering the mouse over the Excel button on the taskbar displays
thumbnails of all the workbooks above the button. To make another workbook
active, click the thumbnail that represents the workbook.
Arranging Workbooks
If more than one workbook is open, arrange the workbooks at the Arrange
Windows dialog box, shown in Figure 5.6. To display this dialog box, click the
Arrange All Arrange All button in the Window group on the View tab. At the Arrange
Windows dialog box, click Tiled to display a portion of each open workbook.
Figure 5.7 displays four tiled workbooks.
uick Steps
Arrange Workbooks
Figure 5.6 Arrange Windows Dialog Box
1. Click View tab.
2. Click Arrange All
button.
3. At Arrange Windows
dialog box, click
arrangement. Use options at this
4. Click OK. dialog box to choose
an arrange method.
113-142_BMK365-ExcelL1-C5.indd 132 5/29/19 4:12 PM

Choose the Horizontal option at the Arrange Windows dialog box to display
the open workbooks across the screen. Choose the Vertical option to display the
open workbooks up and down the screen. Choose the last option, Cascade, to
display the Title bar of each open workbook. Figure 5.8 shows four cascaded
workbooks.
Select the arrange option for displaying multiple workbooks based on which
parts of the workbooks are most important to view simultaneously. For example,
the tiled workbooks in Figure 5.7 display the company names of the workbooks.
Figure 5.7 Tiled Workbooks
Figure 5.8 Cascaded Workbooks

Hiding and Unhiding Workbooks
Hide Use the Hide button in the Window group on the View tab to hide the active
workbook. If a workbook has been hidden, redisplay it by clicking the Unhide
button in the Window group. At the Unhide dialog box, make sure the specific
Unhide
workbook is selected in the list box and then click OK.
Activity 3a Opening, Arranging, Hiding and Unhiding Workbooks Part 1 of 3
1. Open several workbooks at the same time by completing the following steps:
a. Display the Open dialog box with EL1C5 the active folder.
b. Click the workbook DIJobs. 2
c. Press and hold down the Ctrl key, click EPSales, click FinCon, click
RPFacAccts, and then release the Ctrl key.
d. Click the Open button in the dialog box.
2. Make DIJobs the active workbook by clicking the View tab, clicking
the Switch Windows button, and then clicking DIJobs at the drop-
down list.
3. Tile the workbooks by completing the following steps:
a. Click the View tab and then click the Arrange All button in the
Window group.
b. At the Arrange Windows dialog box, make sure Tiled is
selected and then click OK.
4. Cascade the workbooks by completing the following steps:
a. Click the Arrange All button in the DIJobs workbook.
b. At the Arrange Windows dialog box, click Cascade and 3b
then click OK.
5. Hide and unhide workbooks by completing the following steps:
a. Make sure DIJobs is the active workbook. (The file name
displays on top of each workbook file.)
b. Click the Hide button in the Window group on the View tab.
c. Make sure RPFacAccts is the active workbook. (The file name displays at the top of each
workbook file.)
d. Click the Hide button in the Window group
on the View tab.
e. At the active workbook, click the View tab
and then click the Unhide button.
f. At the Unhide dialog box, click RPFacAccts in 5f
the list box and then click OK.
g. Click the Unhide button.
h. At the Unhide dialog box, make sure
DIJobs is selected in the list box and then
click OK.
6. Close all the open workbooks (without saving changes) except DIJobs.
7. Open a new window with the current workbook by clicking the New Window button in
the Window group on the View tab. (Notice that the new window contains the workbook
name followed by a hyphen and the number 2.)
8. Switch back and forth between the two versions of the workbook.
9. Make DIJobs-2 the active window and then close the workbook.

Sizing and Moving Workbooks
Change the size of the window using the Maximize and Minimize buttons in the
Maximize
upper right corner of the active workbook. The Maximize button is in the upper
right corner of the active workbook immediately to the left of the Close button.
Minimize (The Close button is the button containing the X.) The Minimize button is
immediately to the left of the Maximize button.
Close If all the open workbooks are arranged, clicking the Maximize button causes
the active workbook to expand to fill the screen. In addition, the Maximize button
Restore Down
changes to the Restore Down button. To return the active workbook back to its
original size, click the Restore Down button.
Click the Minimize button in the active workbook and the workbook is
reduced and displays as a layer behind the Excel button on the taskbar. To
maximize a workbook that has been minimized, click the Excel button on the
taskbar and then click the thumbnail representing the workbook.
Activity 3b Minimizing, Maximizing, and Restoring Workbooks Part 2 of 3
1. Make sure DIJobs is open.

2. Maximize DIJobs by clicking the Maximize button
in the upper right corner of the screen immediately
to the left of the Close button.
3. Open EPSales and FinCon. 2
4. Make the following changes to the open workbooks:
a. Tile the workbooks.
b. Click the DIJobs Title bar to make it the active
workbook.
c. Minimize DIJobs by clicking the Minimize button
at the right side of the Title bar.
d. Make EPSales the active workbook and then
minimize it. 4c
e. Minimize FinCon.
5. Click the Excel button on the taskbar, click the
DIJobs thumbnail, and then close the workbook
without saving changes.
6. Complete steps similar to Step 5 to close the other two workbooks.
Moving, Linking, Copying, and

Pasting Data between Workbooks
With more than one workbook open, data can be moved, linked, copied, and/or
pasted from one workbook to another. To move, link, copy, and/or paste data
between workbooks, use the cutting and pasting options discussed earlier in this
chapter together with the information about windows.

Moving and Copying Data
Data can be moved or copied within a worksheet, between worksheets, and
between workbooks and documents created in other programs, such as Word,
PowerPoint, and Access. The Paste Options button provides a variety of options
for pasting data in a worksheet, another workbook, or a document created in
another program. In addition to being pasted, data can be linked and data can be
pasted as an object or a picture object.
Activity 3c Copying Selected Cells from One Open Worksheet to Another Part 3 of 3
1. Open DIFebJobs.
2. If you just completed Activity 3b, click the Maximize button so the worksheet fills the
entire worksheet window.
3. Save the workbook and name it 5-DIFebJobs.
4. With 5-DIFebJobs open, open DIJobs.
5. Select and then copy text from DIJobs to 5-DIFebJobs by completing the following steps:
a. With DIJobs the active workbook, select the range A3:D10.
c. Click the Excel button on the taskbar and then click the 5-DIFebJobs thumbnail.
d. Make cell A8 active and then click the Paste button.
5c
5d
e. Make cell E7 active and then drag the fill handle to

cell E15.
6. Print 5-DIFebJobs centered horizontally and vertically
on the page.
7. Save and then close 5-DIFebJobs.
8. Close DIJobs.
Check Your Work
Activity 4 Linking and Copying Data within and between 2 Parts

Worksheets and Word
You will open a workbook containing four worksheets with quarterly expenses
data, copy and link cells between the worksheets, and then copy and paste the
worksheets into Word as picture objects.

Tutorial Linking Data
Linking Data In addition to being copied and pasted, data can be copied and then linked within
or between worksheets or workbooks. Linking data is useful for maintaining
uick Steps consistency and control over critical data in worksheets or workbooks. When data
Link Data between is linked, a change made in a linked cell is automatically made to the other cells in
Worksheets
the link. Links can be made with individual cells or with a range of cells. When
1. Select cells.
2. Click Copy button. linking data, the worksheet that contains the original data is called the source
3. Click sheet tab. worksheet and the worksheet that relies on the source worksheet for the data in the
4. Click in cell.
5. Click Paste button
link is called the dependent worksheet.
arrow. To create a link, make active the cell containing the data to be linked (or
6. Click Paste Link
button. select the cells) and then click the Copy button in the Clipboard group on the
Home tab. Make active the worksheet where the cells are to be linked, click
the Paste button arrow, and then click the Paste Link button in the Other Paste
Options section in the drop-down list. Another method for creating a link is to
click the Paste button, click the Paste Options button, and then click the Paste
Link button in the Other Paste Options section in the drop-down list.
Activity 4a Linking Cells between Worksheets Part 1 of 2
1. Open DWQtrlyExp and then save it with the name 5-DWQtrlyExp.

2. Link cells in the first-quarter worksheet to the other three worksheets by completing the
following steps:
a. With the 1st Qtr tab active, select the range C4:C10.
c. Click the 2nd Qtr tab.
d. Make cell C4 active.
e. Click the Paste button arrow and then click the Paste Link
button in the Other Paste Options section in the drop-down list.
f. Click the 3rd Qtr tab and then make cell C4 active.
g. Click the Paste button arrow and then click the Paste Link 2e
button.
h. Click the 4th Qtr tab and then make cell C4 active.
i. Click the Paste button.
j. Click the Paste Options button and then click the Paste Link
button in the Other Paste Options section in the drop-down list.
2j
3. Click the 1st Qtr tab and then press the Esc key to remove the moving marquee.

4. Insert a formula in each worksheet that subtracts the budget amount from the variance
amount by completing the following steps:
a. Make sure the first-quarter worksheet is visible.
b. Press and hold down the Shift key and then click the 4th Qtr tab. (This selects all four
tabs.)
c. Make cell D4 active, type the formula =c4-b4, and then press the Enter key.
d. Copy the formula in cell D4 to the range D5:D10.
e. Make cell D4 active and then apply the Accounting
format with two digits after the decimal point and a
dollar symbol.
f. Click the 2nd Qtr tab and notice that the formula was
inserted and copied in this worksheet.
g. Click the other sheet tabs and notice the amounts in
column D.
h. Click the 1st Qtr tab.
5. With the first-quarter worksheet active, make the
following changes to the specified linked cells:
4d
C4: Change $126,000 to $128,000
C5: Change 54,500 to 56,000
C9: Change 2,200 to 2,400
6. Click the 2nd Qtr tab and notice that the values in cells C4, C5, and C9 automatically
changed (because they were linked to the first-quarter worksheet).
7. Click the other tabs and notice that the values changed.
8. Save 5-DWQtrlyExp and then print all four worksheets in the workbook.
Check Your Work
Tutorial Copying and Pasting Data between Programs

Copying and Microsoft Office is a suite that allows integration, which is the combining of data
Pasting Data from files created by two or more programs into one file. Integration can occur
between Programs
by copying and pasting data between files created in different programs. For
example, a worksheet can be created in Excel and specific data can be selected in
the worksheet and then copied to a Word document. When pasting Excel data in
a Word document, choose from among these formatting options: keep the source
formatting, use destination styles, link the data, insert the data as a picture, or
keep only the text.
Activity 4b Copying and Pasting Excel Data into a Word Document Part 2 of 2
1. With 5-DWQtrlyExp open, open the Word program.

2. In Word, open the document DWQtrlyRpt in your EL1C5 folder.
3. Save the Word document with the name 5-DWQtrlyRpt.
4. Click the Excel button on the taskbar.
5. Copy the first-quarter data into the Word document by completing the following steps:
a. Click the 1st Qtr tab.
b. Select the range A2:D10.
d. Click the Word button on the taskbar.

e. In the 5-DWQtrlyRpt document, press Ctrl + End to move the insertion point below
the heading.
f. Click the Paste button arrow. (This displays a drop-down
list of paste option buttons.)
g. Move the mouse over the various buttons in the drop-
down list to see how each option inserts the data in the
5f
document.
h. Click the Picture button. (This inserts the data as a
picture object.)
i. Press Ctrl + End and then press the Enter key two times.
(This moves the insertion point below the data.)
j. Click the Excel button on the taskbar.
6. Click the 2nd Qtr tab and then complete steps similar to 5h
those in Step 5 to copy and paste the second-quarter data
into the Word document. Press Ctrl + End and then press the Enter key two times.
7. Click the 3rd Qtr tab and then complete steps similar to those in Step 5 to copy and paste the
third-quarter data to the Word document. Press Ctrl + End and then press the Enter key two times.
8. Click the 4th Qtr tab and then complete steps similar to those in Step 5 to copy and paste
the fourth-quarter data to the Word document. (The data will display on two pages.)
9. Print the document by clicking the File tab, clicking the Print option, and then clicking the
Print button at the Print backstage area.
10. Save and close 5-DWQtrlyRpt and then close Word.
11. In Excel, press the Esc key to remove the moving marquee and then make cell A1 active.
12. Save and then close 5-DWQtrlyExp.
Check Your Work
Chapter Summary
■ By default, an Excel workbook contains one worksheet. Add a new worksheet
to a workbook by clicking the New sheet button or using the keyboard shortcut
Shift + F11.
■ Delete a worksheet with the Delete button in the Cells group on the Home tab
or by right-clicking a sheet tab and then clicking Delete at the shortcut menu.
■ To manage more than one worksheet at a time, first select the worksheets. Use
the mouse together with the Shift key to select adjacent sheet tabs and use the
mouse together with the Ctrl key to select nonadjacent sheet tabs.
■ Copy or move selected cells and cell contents in and between worksheets using
the Cut, Copy, and/or Paste buttons in the Clipboard group on the Home tab
or by dragging with the mouse.
■ Move selected cells with the mouse by dragging the outline of the selected cells
to the new position.
■ Copy selected cells with the mouse by pressing and holding down the Ctrl key
while dragging the cells to the new position.
■ When pasting data, specify how cells are to be pasted by clicking the Paste
button arrow or pasting the cells and then clicking the Paste Options button.
Clicking either button displays a drop-down list of paste option buttons. Click
a button at the drop-down list.
■ Use the Clipboard task pane to copy and paste data within and between
worksheets and workbooks. Display the Clipboard task pane by clicking the
Clipboard group task pane launcher.

■ Manage worksheets by right-clicking a sheet tab and then clicking an option at
the shortcut menu. Options include removing and renaming a worksheet.
■ The mouse can be used to move or copy worksheets. To move a worksheet,
drag the sheet tab with the mouse. To copy a worksheet, press and hold down
the Ctrl key and then drag the sheet tab with the mouse.
■ Use the Tab Color option at the sheet tab shortcut menu to apply a color to a
sheet tab.
■ Hide and unhide a worksheet by clicking the Format button in the Cells group
on the Home tab and then clicking the desired option at the drop-down list
or by right-clicking the sheet tab and then clicking the option at the shortcut
menu.
■ To print all the worksheets in a workbook, display the Print backstage area,
click the first gallery in the Settings category, and then click Print Entire
Workbook at the drop-down list. Print specific worksheets by selecting their tabs.
■ Use buttons in the Zoom group on the View tab or the zoom slider bar at the
right side of the Status bar to change the zoom percentage.
■ Split the worksheet window into panes with the Split button in the Window
group on the View tab. To remove a split from a worksheet, click the Split
button to deactivate it.
■ Freeze window panes by clicking the Freeze Panes button in the Window group
on the View tab and then clicking Freeze Panes at the drop-down list. Unfreeze
window panes by clicking the Freeze Panes button and then clicking Unfreeze
■ A selected group of cells is referred to as a range. A range can be named and
used in a formula. Name a range by typing the name in the Name box to the
left of the Formula bar or at the New Name dialog box.
■ To open multiple workbooks that are adjacent, display the Open dialog box,
click the name of the first workbook, press and hold down the Shift key, click
the name of the last workbook, release the Shift key, and then click the Open
button. To open workbooks that are nonadjacent, click the name of the first
workbook, press and hold down the Ctrl key, click the names of the desired
workbooks, release the Ctrl key, and then click the Open button.
■ To see a list of open workbooks, click the View tab and then click the Switch
Windows button in the Window group.
■ Arrange multiple workbooks in a window with options at the Arrange Windows
dialog box.
■ Hide the active workbook by clicking the Hide button in the Window group on
the View tab and unhide a workbook by clicking the Unhide button.
■ Click the Maximize button in the upper right corner of the active workbook to
make the workbook fill the entire window area. Click the Minimize button to
reduce the workbook and display it as a layer behind the Excel button on the
taskbar. Click the Restore Down button to return the workbook to its previous
size.
■ Data can be moved, copied, linked, and/or pasted between workbooks using
options at the Paste Options button. Also, a workbook can be pasted as a link
in a different Microsoft Office program, such a Word or PowerPoint. Changing
the data in one program will change linked data that exists in a different
program.

Commands Review
100% view View, Zoom
Arrange Windows dialog box View, Window
Clipboard task pane Home, Clipboard
copy selected cells Home, Clipboard Ctrl + C
cut selected cells Home, Clipboard Ctrl + X
freeze window panes View, Window

, Freeze Panes
hide workbook View, Window
hide worksheet Home, Cells

, Hide & Unhide, Hide
Sheet
insert new worksheet Shift + F11
maximize window
minimize window
New Name dialog box Formulas, Defined Names
new window View, Window
paste selected cells Home, Clipboard Ctrl + V
restore down
split window into panes View, Window
switch windows View, Window
unfreeze window panes View, Window

, Unfreeze Panes
unhide workbook View, Window
unhide worksheet Home, Cells

, Hide & Unhide, Unhide
Sheet
Zoom dialog box View, Zoom

Microsoft ®
Excel
®
6
CHAPTER
Maintaining Workbooks
1 Pin and unpin workbooks at the Recent option list
2 Copy and move worksheets between workbooks
3 Apply and modify a cell style
4 Modify, remove, and delete a cell style
5 Insert and use hyperlinks
6 Modify, edit, and remove hyperlinks
7 Create financial forms using templates
8 Insert, edit, delete, and show comments
9 Insert formulas using financial functions
After you have worked with Excel for a period of time, you will have accumulated
several workbook files. Frequently used workbooks can be pinned at the Open and
Home backstage areas so you can access them without needing to browse for them.
In this chapter, you will also learn more methods for creating and maintaining
workbooks, such as copying or moving worksheets from one workbook to another,
applying cell styles and globally changing the style, inserting hyperlinks in a
workbook, and using an Excel template to create a workbook. Inserting, posting,
editing, and deleting comments will also be covered.
Data Files
The online
course includes
resources.
143

Activity 1 Copy and Move Worksheets into an Equipment 3 Parts
Rental Workbook
You will manage workbooks at the Open backstage area and then open multiple
workbooks and copy and move worksheets between the workbooks.
Tutorial Managing the Recent Option List

Managing the As workbooks are opened and closed, Excel keeps a list of the most recently
Recent Option List opened workbooks. To view this list, click the File tab and then click the Open
option. This displays the Open backstage area, similar to what is shown in
Figure 6.1. (The workbook names you see may vary from those in the figure.)
Generally, the names of the 50 most recently opened workbooks are shown in
the Recent option list and are organized in categories such as Today, Yesterday, and
Last Week. To open a workbook, scroll down the list and then click the workbook
name. The Excel opening screen and Home backstage area also display a list of the
most recently opened workbooks.
Figure 6.1 Open Backstage Area
The names of the most recently opened

workbooks are shown in the Recent option
list when the Recent option is selected.
Click this button to display the Open

dialog box with a list of workbooks
Excel created when a workbook was
closed without saving it.
144 Excel Level 1 | Unit 2 Chapter 6 | Maintaining Workbooks

Pinning and Unpinning a Workbook
uick Steps A workbook that is opened on a regular basis can be pinned to the Recent option
Pinning/Unpinning list so that it can be found more easily. To pin a workbook to the Recent option list
Document at the Open backstage area, hover the mouse pointer over the workbook name
1. Click File tab.
2. Click push pin icon
and then click the small left-pointing push pin icon to the right of the workbook
at right of workbook name. The left-pointing push pin changes to a down-pointing push pin and the
name. pinned workbook appears at the top of the list in the Pinned category. A workbook
OR
1. Click File tab. can also be pinned at the Home backstage area. Click the push pin icon next to a
2. Click Open option. workbook name and then workbook will display in the Pinned tab.
3. Click push pin icon
at right of workbook To “unpin” a workbook from the Recent option list at the Open backstage area
name. or the Pinned tab at the Home backstage area, click the push pin icon to change it
from a down-pointing pin to a left-pointing pin. More than one workbook can be
pinned to a list. Another method for pinning and unpinning a workbook is to use
the shortcut menu. Right-click a workbook name and then click the Pin to list or
Unpin from list option.
In addition to workbooks, folders can be pinned for easier access. To pin a
frequently-used folder, display the Open backstage area and then click the Folders
option. Recently opened folders are listed and grouped into categories such as
Today, Yesterday, and Last Week to reflect the time they were last accessed. Click the
push pin icon to the right of a folder and it will be pinned to the top of the list.
Recovering an Unsaved Workbook

If a workbook is closed without having been saved, it can be recovered with the
Recover Unsaved Workbooks button below the Recent option list. Click this button
and the Open dialog box displays with the names of the workbooks that Excel has
saved automatically. At this dialog box, double-click the workbook name to open it.
Clearing the Recent Option List and the Recent List

Clear the contents (except pinned workbooks) of the Recent option list by right-
clicking a workbook name in the list and then clicking Clear unpinned Workbooks at
the shortcut menu. At the message asking to confirm removal of the items, click
Yes. To clear a folder from the Open backstage area, right-click a folder in the list
and then click Remove from list at the shortcut menu.
Activity 1a Managing Workbooks at the Open Backstage Area Part 1 of 3
1. Open Excel.
2. Click the File tab and then click the Open option.
3. Make sure the Recent option below the heading Open is selected. Notice the workbook
names that display in the Recent option list.
4. Navigate to your EL1C6 folder, open HEREquip, and then save it with the name
6-HEREquip.
5. Close 6-HEREquip.
6. Open HEREquipUsage and then close it.
Excel Level 1 | Unit 2 Chapter 6 | Maintaining Workbooks 145

7. Open HERBackhoe and then close it.
8. Pin the three workbooks to the Recent option list (you will use them in Activity 1b)
a. Click the File tab and then click the Open option. (This displays the Open backstage
area with the Recent option selected.)
b. Click the left-pointing push pin icon at the right of 6-HEREquip. (This changes the pin
from left pointing to down pointing and moves the workbook to the top of the list in
the Pinned category.)
8b
c. Click the left-pointing push pin icon

at the right of HEREquipUsage.
d. Right-click HERBackhoe and then
click Pin to list at the shortcut
menu.
e. Click the Back button to exit the
Open backstage area.
9. Open 6-HEREquip by clicking the
File tab, clicking the Open option,
and then clicking 6-HEREquip in the
Recent option list.
8d
Managing Worksheets
Individual worksheets can be moved or copied within the same workbook or
to another existing workbook. Exercise caution when moving sheets, since any
calculations and charts based on the data in a worksheet might become inaccurate
if a worksheet is moved. To duplicate a sheet in the same workbook, press and
hold down the Ctrl key, click the sheet tab and hold down the left mouse button,
drag to the new location, and then release the mouse button and the Ctrl key.
Tutorial Copying a Worksheet to Another Workbook

Copying a To copy a worksheet to another workbook, open both the source and the destination
Worksheet to workbooks. Right-click the sheet tab and then click Move or Copy at the shortcut
Another Workbook
menu. At the Move or Copy dialog box, shown in Figure 6.2, select the name of the
destination workbook in the To book option drop-down list, select the name of the
worksheet the copied worksheet will be placed before in the Before sheet list box, click
the Create a copy check box, and then click OK.

uick Steps Figure 6.2 Move or Copy Dialog Box
Copy Worksheet to
Another Workbook
2. Click Move or Copy.
3. Select destination Click the name of a
worksheet in this list Click this option box
workbook.
4. Select worksheet box and the moved arrow and then click
location. or copied worksheet the specific workbook.
5. Click Create a copy is inserted before it.
check box.
6. Click OK.
Insert a check mark
in this check box to
copy the worksheet.
Activity 1b Copying Worksheets to Another Workbook Part 2 of 3
1. With 6-HEREquip open, open HEREquipUsage.

2. Copy the Front Loader worksheet by completing the following steps:
a. With HEREquipUsage the active workbook, right-click the Front Loader tab and then
click Move or Copy at the shortcut menu.
b. Click the To book option box arrow and then click 6-HEREquip.xlsx at the drop-down list.
c. Click (move to end) in the Before sheet list box.
d. Click the Create a copy check box to insert a check mark.
e. Click OK. (Excel switches to the 6-HEREquip workbook and inserts the copied Front
Loader worksheet after Sheet1.)
2b
2a
2c
2d 2e
3. Complete steps similar to those in Step 2 to copy the Tractor worksheet to the
6-HEREquip workbook.
4. Complete steps similar to those in Step 2 to copy the Forklift worksheet to the
6-HEREquip workbook and insert the Forklift worksheet before the Tractor worksheet.
5. Save 6-HEREquip.
6. Make HEREquipUsage the active workbook and then close it.
Check Your Work

Moving a Worksheet to Another Workbook
uick Steps To move a worksheet to another workbook, open both the source and the
Move Worksheet to destination workbooks. Make active the worksheet to be moved in the source
Another Workbook workbook, right-click the sheet tab, and then click Move or Copy at the shortcut
2. Click Move or Copy.
menu. At the Move or Copy dialog box, shown in Figure 6.2 (on page 147), select
3. Select destination the name of the destination workbook in the To book drop-down list, select the
workbook. name of the worksheet the moved worksheet will be placed before in the Before
4. Select worksheet
location. sheet list box, and then click OK. To reposition a sheet tab, drag the tab to the new
5. Click OK. position.
Be careful when moving a worksheet to another workbook file. If formulas in
the source workbook depend on the contents of the cells in the worksheet that is
moved, they will no longer work properly.
Activity 1c Moving a Worksheet to Another Workbook Part 3 of 3
1. With 6-HEREquip open, open HERBackhoe.

2b
2. Move Sheet1 from HERBackhoe to 6-HEREquip by
a. With HERBackhoe the active workbook,
right-click the Sheet1 tab and then click
Move or Copy at the shortcut menu.
b. Click the To book option box arrow and then click
6-HEREquip.xlsx at the drop-down list. 2c
c. Click (move to end) in the Before sheet list box.
d. Click OK.
3. With 6-HEREquip open, make the following changes:
a. Rename Sheet1 as Equipment Hours.
b. Rename Sheet1 (2) as Backhoe.
4. Create a range for the front loader total hours available
a. Click the Front Loader tab. 2d
b. Select the range B4:E4. 4d
c. Click in the Name box.
d. Type FrontLoaderHours.
e. Press the Enter key.
5. Complete steps similar to those in Step 4
to create the following ranges:
a. In the Front Loader worksheet, select
the range B10:E10 and name it
FrontLoaderHoursInUse.
b. Click the Forklift tab and then select the
range B4:E4 and name it ForkliftHours.
Also select the range B10:E10 and name it 4b
ForkliftHoursInUse.
c. Click the Tractor tab and then select the range B4:E4 and name it TractorHours. Also select
the range B10:E10 and name it TractorHoursInUse.
d. Click the Backhoe tab and then select the range B4:E4 and name it BackhoeHours. Also
select the range B10:E10 and name it BackhoeHoursInUse.

6. Click the Equipment Hours tab to make it the active
worksheet and then insert a formula that calculates the total 6b
hours for the front loader by completing the following steps:
a. Make cell C4 active.
b. Type =sum(Fr.
c. When you type Fr, a drop-down list displays with the
front loader ranges. Double-click FrontLoaderHours.
d. Type ) (the closing parenthesis).
6d
6c

7. Complete steps similar to those in Step 6 to insert ranges in the following cells:
a. Make cell C5 active and then insert a formula that calculates the total in-use hours for
the front loader.
b. Make cell C8 active and then insert a formula that calculates the total hours available
for the forklift.
c. Make cell C9 active and then insert a formula that calculates the total in-use hours for
the forklift.
d. Make cell C12 active and then insert a formula that calculates the total hours available
for the tractor.
e. Make cell C13 active and then insert a formula that calculates the total in-use hours for
the tractor.
f. Make cell C16 active and then insert a formula that calculates the total hours available
for the backhoe.
g. Make cell C17 active and then insert a formula that calculates the total in-use hours for
the backhoe.
8. Make the following changes to specific worksheets:
a. Click the Front Loader tab and then change the number in cell E4 from 415 to 426 and
the number in cell C6 from 6 to 14.
b. Click the Forklift tab and then change the number in cell E4 from 415 to 426 and the
number in cell D8 from 4 to 12.
9. Select all the sheet tabs and then create a header that prints your name at the left of each
worksheet, the page number in the middle, and the current date at the right.
10. Save and then print all the worksheets in 6-HEREquip.
11. Close the workbook. (Make sure all the workbooks are closed.)
12. Make the following changes to the Open backstage area:
a. Click the File tab and then click the Open option.
b. Make sure the Recent option is selected.
c. Unpin 6-HEREquip from the Recent option list by clicking the down-pointing push pin
icon at the right of 6-HEREquip. (This changes the down-pointing push pin to a left-
pointing push pin and moves the workbook down the list.)
d. Unpin HERBackhoe and HEREquipUsage.
13. Click the Back button to exit the Open backstage area.
Check Your Work

Activity 2 Create and Apply Styles to a Payroll Workbook 5 Parts
You will open a payroll workbook, define and apply styles, and then modify the
styles. You will also copy the styles to another workbook and then apply the styles
in that new workbook.
Formatting with Cell Styles

Hint Cell styles Formatting can be applied in a worksheet to highlight or accentuate certain cells.
are based on the Apply formatting to a cell or selected cells with a cell style, which is a predefined
workbook theme. set of formatting attributes, such as font, font size, alignment, borders, shading,
and so forth. Excel provides a gallery of predesigned cell styles in the Styles group
on the Home tab. Click the Cell Styles button to open the gallery. (On a wide-
screen monitor, the gallery may already be open and some of the styles will be
displayed. Click the More Styles arrow button at the right of the gallery to see all
the available styles.)
Tutorial Applying a Cell Style

Applying Cell Styles To apply a style, select the cell(s), click the Cell Styles button in the Styles group
on the Home tab, and then click the style at the drop-down gallery, shown in
uick Steps Figure 6.3. Hover the mouse pointer over a style in the drop-down gallery and the
Apply Cell Style cell or selected cells display with the formatting applied.
1. Select cell(s).
2. Click Cell Styles
button. Figure 6.3 Cell Styles Button Drop-Down Gallery
3. Click style.
Cell Styles
Choose an
option at this
drop-down
gallery to apply
a predesigned
style to a cell or
selected cells in
the worksheet.

Activity 2a Formatting with Cell Styles Part 1 of 5
1. Open OEPayroll and then save it with the name 6-OEPayroll.

2. With Sheet1 the active worksheet, insert the necessary formulas to calculate gross pay,
withholding tax amount, social security tax amount, and net pay. Hint: Refer to Activity
3c in Chapter 2 for assistance. Select the range D4:G4 and then click the Accounting
Number Format button to insert dollar symbols.
3. Make Sheet2 active and then insert a formula that calculates the amount due. Hint:
The formula in cell F4 will be =D4*(1+E4). Make cell F4 active and then click the
Accounting Number Format button to insert a dollar symbol.
4. Make Sheet3 active and then insert a formula in the Due Date column that calculates the
purchase date plus the number of days in the Terms column. Hint: The formula in cell F4
will be =D4+E4.
5. Apply cell styles to cells by completing the following steps:
a. Make Sheet1 active and then select cells A11 and A12.
b. Click the Cell Styles button in the Styles gallery in the Styles group on the Home tab.
c. At the drop-down gallery, hover the mouse pointer over different styles to see how the
formatting affects the selected cells.
d. Click the Check Cell option (second column, first row in the Data and Model section).
6. Select cells B11 and B12, click the Cell Styles button, and then click the Output option
(first column, second row in the Data and Model section).
5b
5d
7. Save 6-OEPayroll. 6
Check Your Work
Tutorial Defining a Cell Style

Defining a Cell Apply a style from the Cell Styles button drop-down gallery or create a new style.
Style Using a style to apply formatting has several advantages. One key advantage is
that it helps to ensure consistent formatting from one worksheet to another. To
uick Steps change the formatting, change the style and all the cells formatted with that style
Define Cell Style with
Existing Formatting
automatically reflect the change.
1. Select cell containing Two basic methods are available for defining a cell style. Define a style with
formatting. formats already applied to a cell or display the Style dialog box, click the Format
button. button, and then choose formatting options at the Format Cells dialog box. New
3. Click New Cell Style. styles are available only in the workbook in which they are created.
4. Type name for new
style.
5. Click OK.

Figure 6.4 Style Dialog Box
Check boxes
identify options set
by current styles.
To define a style with existing formatting, select the cell or cells containing
the formatting, click the Cell Styles button on the Home tab, and then click the
New Cell Style option at the bottom of the drop-down gallery. At the Style dialog
box, shown in Figure 6.4, type a name for the new style in the Style name text box
and then click OK to close the dialog box. Custom styles are shown at the top of
the Cell Styles button drop-down gallery in the Custom section.
Activity 2b Defining and Applying a Cell Style Part 2 of 5
1. With 6-OEPayroll open, define a style named C6Title with the formatting in cell A1 by
a. Make sure Sheet1 is active and then make cell A1 active.
b. Click the Cell Styles button in the Styles group on the Home tab and then click the New
Cell Style option at the bottom of the drop-down gallery.
1b

c. At the Style dialog box, type C6Title in the Style name text box.
d. Click OK. 1c
2. Even though cell A1 is already formatted, the style
has not been applied to it. (Later, you will modify the
style and the style must be applied to the cell for the
change to affect it.) Apply the C6Title style to cell A1
a. With cell A1 active, click the Cell Styles button.
b. Click the C6Title style in the Styles gallery.
2a
2b
3. Apply the C6Title style to other cells by completing the following steps: 1d
b. Make cell A1 active.
c. Click the C6Title style at the Styles gallery. (Notice that the style does not apply row
height formatting. The style applies only cell formatting.)
e. Make cell A1 active.
f. Click the C6Title style at the Styles gallery.
g. Click the Sheet1 tab.
4. Save 6-OEPayroll.
Check Your Work
uick Steps In addition to defining a style based on cell formatting, a custom style can be
Define Cell Style defined without first applying the formatting. To do this, display the Style dialog
1. Click in blank cell. box, type a name for the custom style, and then click the Format button. At the
button.
Format Cells dialog box, apply the formatting and then click OK to close the
3. Click New Cell Style. dialog box. At the Style dialog box, remove the check mark from any formatting
4. Type style name. that should not be included in the style and then click OK to close the Style
6. Choose formatting
dialog box.
options.
7. Click OK.
8. Click OK.
Activity 2c Defining a Cell Style without First Applying Formatting Part 3 of 5
1. With 6-OEPayroll open, define a custom style named C6Subtitle without first applying the
formatting by completing the following steps:
a. With Sheet1 active, click in any empty cell.
b. Click the Cell Styles button and then click New Cell Style at the drop-down gallery.

c. At the Style dialog box, type C6Subtitle in the Style name text box.
d. Click the Format button in the Style dialog box.
e. Click the Font tab.
f. At the Format Cells dialog box with the Font tab selected, change the font to Candara,
the font style to bold, the size to 12 points, and the color to White, Background 1.
1e
1f 1g
g. Click the Fill tab.

h. Click the green color shown at the right (last column,
fifth row).
i. Click the Alignment tab.
j. Change the horizontal alignment to center alignment.
k. Click OK to close the Format Cells dialog box.
l. Click OK to close the Style dialog box.
2. Apply the C6Subtitle custom style by completing the
following steps:
a. Make cell A2 active. 1h
b. Click the Cell Styles button and then click the C6Subtitle style.
d. Make cell A2 active.
e. Click the Cell Styles button and then click the C6Subtitle style.
g. Make cell A2 active.
h. Click the Cell Styles button and then click the C6Subtitle style.
i. Click the Sheet1 tab.
3. Apply the following predesigned cell styles:
a. With Sheet1 the active tab, select the range A3:G3.
b. Click the Cell Styles button and then click the Heading 3 style in the Titles and Headings
section at the drop-down gallery.
c. Select the range A5:G5.
d. Click the Cell Styles button and then click the 20% - Accent3 style.
e. Apply the 20% - Accent3 style to the range A7:G7 and the range A9:G9.
g. Select the range A3:F3 and then apply the Heading 3 style.
h. Select the range A5:F5 and then apply the 20% - Accent3 style.
i. Apply the 20% - Accent3 style to every other row of cells (the range A7:F7, A9:F9, and
so on, finishing with the range A17:F17).
j. Click the Sheet3 tab.
k. Select the range A3:F3 and then apply the Heading 3 style.
l. Apply the 20% - Accent3 style to the ranges A5:F5, A7:F7, and A9:F9.
4. With Sheet3 active, change the height of row 1 to 36.00 points.

5. Make Sheet2 active and then change the height of row 1 to 36.00 points.
6. Make Sheet1 active.
7. Save 6-OEPayroll and then print only the first worksheet.
Check Your Work
Tutorial Modifying a Cell Style

Modifying a Cell One of the advantages to formatting cells with a style is that when the formatting
Style is modified, all the cells formatted with that style update automatically. Modify a
predesigned style and only the style in the current workbook is affected. Open a
uick Steps blank workbook and the cell styles available are the default styles.
Modify Cell Style
1. Click Cell Styles To modify a style, click the Cell Styles button in the Styles group on the
button. Home tab and then right-click the style at the drop-down gallery. At the shortcut
2. Right-click style. menu, click Modify. At the Style dialog box, click the Format button. Make the
3. Click Modify.
4. Click Format button. formatting changes at the Format Cells dialog box and then click OK. Click OK
5. Make formatting to close the Style dialog box and any cells formatted with the style automatically
changes. update.
6. Click OK.
7. Click OK.
Activity 2d Modifying Cell Styles Part 4 of 5
1. With 6-OEPayroll open, modify the C6Title custom style by completing the following steps:
a. Click in any empty cell.
b. Click the Cell Styles button.
c. At the drop-down gallery, right-click the C6Title
style in the Custom section and then click Modify
d. At the Style dialog box, click the Format button.
e. At the Format Cells dialog box, click the Font tab
and then change the font to Candara.
f. Click the Alignment tab.
1c
g. Click the Vertical option box arrow and then click
Center at the drop-down list.
h. Click the Fill tab.
i. Click the light blue fill color (fifth column, third row), as shown at the right.
1f 1h
1g 1i

j. Click OK to close the Format Cells dialog box.
k. Click OK to close the Style dialog box.
2. Modify the C6Subtitle style by completing the 2f
following steps:
a. Click in any empty cell.
b. Click the Cell Styles button.
c. At the drop-down gallery, right-click the C6Subtitle
style in the Custom section and then click Modify.
d. At the Style dialog box, click the Format button.
e. At the Format Cells dialog box, click the Font tab
and then change the font to Calibri.
f. Click the Fill tab.
g. Click the dark blue fill color, as shown at the right
(fifth column, sixth row).
h. Click OK to close the Format Cells dialog box. 2g
i. Click OK to close the Style dialog box.
3d
3. Modify the predefined 20% - Accent3 style by
a. Click the Cell Styles button.
b. At the drop-down gallery, right-click the
20% - Accent3 style and then click Modify.
c. At the Style dialog box, click the Format button.
d. At the Format Cells dialog box, click the Fill tab.
e. Click the light blue fill color, as shown at the right
(fifth column, second row).
f. Click OK to close the Format Cells dialog box.
g. Click OK to close the Style dialog box.
4. Click each sheet tab and notice the formatting changes
3e
made by the modified styles.
5. Change the name of Sheet1 to Weekly Payroll, the name
of Sheet2 to Invoices, and the name of Sheet3 to Overdue Accounts.
6. Apply a different color to each of the three sheet tabs.
7. Save and then print all the worksheets in 6-OEPayroll.
Check Your Work
Tutorial Copying Cell Styles to Another Workbook

Copying Cell Custom styles are saved with the workbook they are created in. However, styles
Styles to Another can be copied from one workbook to another. To do this, open the workbook
Workbook
containing the styles and open the workbook the styles will be copied into. Click
the Cell Styles button in the Styles group on the Home tab and then click the
uick Steps Merge Styles option at the bottom of the drop-down gallery. At the Merge Styles
Copy Cell Styles to
Another Workbook dialog box, shown in Figure 6.5, double-click the name of the workbook that
1. Open workbook contains the styles to be copied.
containing styles.
2. Open workbook to
be modified.
button.
4. Click Merge Styles
option.
5. Double-click name
of workbook that
contains styles.

Hint The Undo Figure 6.5 Merge Styles Dialog Box
command will not
reverse the merging
of styles at the Merge
Styles dialog box.
Double-click the name

of the workbook
containing the styles
to be copied.
Removing a Cell Style

uick Steps Remove formatting applied by a style by applying the Normal style, which is the
Remove Cell Style default. To do this, select the cells, click the Cell Styles button, and then click the
1. Select cells Normal style at the drop-down gallery.
formatted with style
to be removed.
button. Deleting a Cell Style
3. Click Normal style.
To delete a style, click the Cell Styles button in the Styles group on the Home tab.
Delete Cell Style
At the drop-down gallery, right-click the style to be deleted and then click Delete at
button. the shortcut menu. Formatting applied by the deleted style is removed from cells
2. Right-click style. in the workbook. The Normal cell style cannot be deleted.
3. Click Delete.
Activity 2e Copying Cell Styles to Another Workbook Part 5 of 5
1. With 6-OEPayroll open, open OEPlans.

2. Save the workbook and name it 6-OEPlans.
3. Copy the styles in 6-OEPayroll into 6-OEPlans by completing the following steps:
a. With 6-OEPlans as the active workbook, click the Cell Styles button in the Styles group
on the Home tab.
b. Click the Merge Styles option at the bottom of the drop-down gallery.
c. At the Merge Styles dialog box, double-click
6-OEPayroll.xlsx in the Merge styles from list box.
d. At the message asking if you
want to merge styles that have the same
names, click Yes.
4. Apply the C6Title custom style to cell A1 and the
C6Subtitle custom style to cell A2. 3c
6. Save, print, and then close 6-OEPlans.
7. Close 6-OEPayroll.
Check Your Work

Activity 3 Insert, Modify, and Remove Hyperlinks 3 Parts
You will open a facilities account workbook and then insert hyperlinks to a
website, to cells in other worksheets in the workbook, and to another workbook.
You will modify and edit hyperlinks and then remove a hyperlink from the
workbook.
Tutorial Inserting Hyperlinks

Inserting Hyperlinks A hyperlink can serve a number of purposes in a workbook: Click it to navigate
to a web page on the internet or a specific location in the workbook, to display
uick Steps a different workbook, to open a file in a different program, to create a new
Insert Hyperlink document, or to link to an email address. Create a customized hyperlink by
1. Click Insert tab. clicking in a cell in a workbook, clicking the Insert tab, and then clicking the Link
2. Click Link button. button in the Links group. This displays the Insert Hyperlink dialog box, shown in
3. Make changes at
Insert Hyperlink Figure 6.6. At this dialog box, identify what is to be linked and the location of the
dialog box. link. Click the ScreenTip button to customize the hyperlink ScreenTip.
4. Click OK.
Link Linking to an Existing Web Page or File

At the Insert Hyperlink dialog box, link to a web page on the internet by typing
a web address or by using the Existing File or Web Page button in the Link to
section. To link to an existing web page, type the address of the web page, such as
www.paradigmeducation.com.
By default, the automatic formatting of hyperlinks is turned on and the web
address is formatted as a hyperlink. (The text is underlined and the color changes
to blue.) Turn off the automatic formatting of hyperlinks at the AutoCorrect
dialog box. Display this dialog box by clicking the File tab, clicking Options, and
then clicking Proofing in the left panel of the Excel Options dialog box. Click the
AutoCorrect Options button to display the AutoCorrect dialog box. At this dialog
Figure 6.6 Insert Hyperlink Dialog Box

Type the text to display Click this button to edit
in the hyperlink. the hyperlink ScreenTip.
Click a button in this

section to indicate the Type a web address
hyperlink location. in this text box.

box, click the AutoFormat As You Type tab and then remove the check mark from
the Internet and network paths with hyperlinks check box.
A hyperlink can be inserted that links to any of several sources, such as
another Excel workbook, a Word document, or a PowerPoint presentation. To
link an Excel workbook to a workbook or file in another application, display the
Insert Hyperlink dialog box and then click the Existing File or Web Page button
in the Link to section. Use buttons in the Look in section to navigate to the folder
containing the file and then click the file name. Make other changes in the Insert
Hyperlink dialog box as needed and then click OK.
Navigating Using Hyperlinks

Navigate to a hyperlinked location by clicking the hyperlink in the worksheet.
Hover the mouse pointer over the hyperlink and a ScreenTip displays with
the address of the hyperlinked location. To display specific information in the
ScreenTip, click the ScreenTip button at the Insert Hyperlink dialog box, type the
text in the Set Hyperlink ScreenTip dialog box, and then click OK.
Activity 3a Linking to a Website and Another Workbook Part 1 of 3
1. Open PSAccts and then save it with the name 6-PSAccts.

2. Insert a hyperlink to information about Pyramid Sales, a fictitious company (the hyperlink
will connect to the publishing company website), by completing the following steps:
a. Make cell A13 active in the Summary sheet.
b. Click the Insert tab and then click the Link button in the Links group.
c. At the Insert Hyperlink dialog box, if necessary, click the Existing File or Web Page
button in the Link to section.
d. Type www.paradigmeducation.com in the Address text box. (http:// will automatically be
added to the address)
e. Select the text in the Text to display text box and then type Company information.
f. Click the ScreenTip button in the upper right corner of the dialog box.
2c 2e 2f
2d

g. At the Set Hyperlink ScreenTip dialog box, type 2g
View the company website. and then click OK.
h. Click OK to close the Insert Hyperlink dialog box.
3. Navigate to the company website (in this case, the
publishing company website) by clicking the Company
information hyperlink in cell A13.
4. Close the web browser.
5. Create a link to another workbook by completing the
following steps:
a. Make cell A11 active, type Semiannual sales, and then
b. Make cell A11 active and then click the Link button.
c. At the Insert Hyperlink dialog box, make sure the 3
Existing File or Web Page button is selected.
d. If necessary, click your Look in option box arrow and
then navigate to your EL1C6 folder.
e. Double-click PSSalesAnalysis.
5d
5c
5e
6. Click the Semiannual sales hyperlink to open PSSalesAnalysis.

7. Look at the information in the workbook and then close it.
8. Save 6-PSAccts.
Check Your Work
Linking to a Place in the Workbook

To create a hyperlink to another location in the workbook, click the Place in This
Document button in the Link to section in the Edit Hyperlink dialog box. To link
to a cell within the same worksheet, type the cell name in the Type the cell reference
text box. To link to another worksheet in the workbook, click the worksheet name
in the Or select a place in this document list box.
Linking to a New Workbook

In addition to linking to an existing workbook, a hyperlink can be inserted that
links to a new workbook. To do this, display the Insert Hyperlink dialog box and
then click the Create New Document button in the Link to section. Type a name
for the new workbook in the Name of new document text box and then specify if the
workbook will be edited now or later.

Linking Using a Graphic
A graphic—such as an image, picture, or text box—can be used to create a
hyperlink to a file or website. To create a hyperlink with a graphic, select the
graphic, click the Insert tab, and then click the Link button. Or right-click the
graphic and then click Link at the shortcut menu. At the Insert Hyperlink dialog
box, specify the location to be linked to and the text to display in the hyperlink.
Linking to an Email Address

At the Insert Hyperlink dialog box, a hyperlink can be inserted that links to an
email address. To do this, click the E-mail Address button in the Link to section,
type the address in the E-mail address text box, and then type a subject for the
email in the Subject text box. Click in the Text to display text box and then type the
text to display in the worksheet.
Activity 3b Linking to a Place in a Workbook, Linking to Another Workbook,

and Linking from a Graphic Part 2 of 3
1. With 6-PSAccts open, create a link from

the balance in cell B8 to the balance in
cell G20 in the January worksheet by
completing the following steps: 1c 1d
b. Click the Link button.
c. At the Insert Hyperlink dialog box,
click the Place in This Document
button in the Link to section. 1e
d. Select the text in the Type the cell
reference text box and then type g20.
e. Click January in the Or select a place in
this document list box.
f. Click OK to close the Insert Hyperlink
dialog box.
2. Make cell C8 active and then complete steps similar to those in Steps 1b through 1f except
click February in the Or select a place in this document list box.
3. Make cell D8 active and then complete steps similar to those in Steps 1b through 1f
except click March in the Or select a place in this document list box.
4. Click the hyperlinked amount in cell B8. (This makes cell G20 active in the January
worksheet.)
5. Click the Summary sheet tab.
6. Click the hyperlinked amount in cell C8. (This makes cell G20 active in the February
worksheet.)
8. Click the hyperlinked amount in cell D8. (This makes cell G20 active in the March
worksheet.)

10. Use the first pyramid graphic image in cell A1 to create a link to the company web page by
a. Right-click the first pyramid graphic image in cell A1
and then click Link at the shortcut menu.
b. At the Insert Hyperlink dialog box, if necessary, click
the Existing File or Web Page button in the Link to
section.
c. Type www.paradigmeducation.com in the Address text
box.
d. Click the ScreenTip button in the upper right
10a
corner of the dialog box.
e. At the Set Hyperlink ScreenTip dialog box, type
View the company website. and then click OK.
f. Click OK to close the Insert Hyperlink dialog box.
11. Make cell A5 active.
12. Navigate to the company website (the publishing
company website) by clicking the first pyramid graphic
image.
13. Close the web browser.
14. Save 6-PSAccts.
Check Your Work
Tutorial Modifying, Editing, and Removing a Hyperlink

Modifying, Editing, The hyperlink text or destination can be modified. To do this, right-click the
and Removing a hyperlink and then click Edit Hyperlink at the shortcut menu. At the Edit
Hyperlink
Hyperlink dialog box, make changes and then close the dialog box. The same
options are provided at the Edit Hyperlink dialog box as the Insert Hyperlink
dialog box.
The hyperlinked text in a cell can also be modified. To do this, make the
cell active and then make the changes, such as applying a different font or font
size, changing the text color, and adding a text effect. Remove a hyperlink from
a workbook by right-clicking the cell containing the hyperlink and then clicking
Remove Hyperlink at the shortcut menu.
Activity 3c Modifying, Editing, and Removing a Hyperlink Part 3 of 3
1. With 6-PSAccts open, modify the Semiannual sales hyperlink by completing the following
steps:
a. Position the mouse pointer on the Semiannual sales hyperlink in cell A11, click the right
mouse button, and then click Edit Hyperlink
at the shortcut menu.
b. At the Edit Hyperlink dialog box, select
the text Semiannual sales in the Text to
display text box and then type Customer 1b
sales analysis.

c. Click the ScreenTip button in the upper right corner of the dialog box.
d. At the Set Hyperlink ScreenTip dialog box, type Click this hyperlink to display the
workbook containing customer sales analysis.
e. Click OK to close the Set Hyperlink ScreenTip dialog box.
f. Click OK to close the Edit Hyperlink dialog box.
2. Click the Customer sales analysis hyperlink.
3. After looking at the PSSalesAnalysis workbook, close it.
4. With cell A11 active, edit the Customer sales analysis hyperlink text by completing the
following steps:
a. Click the Home tab.
b. Click the Font Color button arrow and then click the Dark Red color option (first option
in the Standard Colors section).
c. Click the Bold button.
d. Click the Underline button. (This removes underlining from the text.)
5. Remove the Company information hyperlink by right-clicking in cell A13 and then clicking
Remove Hyperlink at the shortcut menu.
6. Press the Delete key to remove the contents of cell A13.
7. Save, print only the first worksheet (the Summary worksheet), and then close
6-PSAccts.
Check Your Work
Activity 4 Create a Billing Statement Using a Template; 3 Parts

Posting, Editing and Deleting Comments
You will open a billing statement template provided by Excel, add data, and then
save the template as an Excel workbook. You will also post, edit, and delete
comments in the billing statement workbook.
Tutorial Using Excel Templates

Using Templates Excel provides a number of template worksheet forms for specific uses. Use Excel
templates to create a variety of worksheets with specialized formatting, such as
balance sheets, billing statements, loan amortizations, sales invoices, and time
cards. Display installed templates by clicking the File tab and then clicking the New
option. This displays the New backstage area, as shown in Figure 6.7.
uick Steps Click a template in the New backstage area and a preview of the template
Use Excel Template displays in a window. Click the Create button in the template window and a
1. Click File tab. workbook based on the template opens and displays on the screen.
2. Click New option.
3. Double-click Locations for personalized text are shown in placeholders in the worksheet.
template. To enter information in the worksheet, position the mouse pointer (white plus
symbol [+]) in the location the data is to be typed and then click the left mouse
button. After typing the data, click the next location. The insertion point can also
be moved to another cell using the commands learned in Chapter 1. For example,
press the Tab key to make the next cell active or press Shift + Tab to make the
previous cell active. If the computer is connected to the internet, a number of
templates offered by Microsoft can be downloaded.

Figure 6.7 New Backstage Area
The templates shown in this section
Use this option to search of the New backstage area will vary
for templates online. from what is shown in this figure.
Activity 4a Preparing a Billing Statement Using a Template Part 1 of 3
1. Click the File tab and then click the New option.
2. At the New backstage area, click in the search text box, type billing statement, and then
3. Double-click the Billing statement template (see image below). If you are unable to access
online templates, open the BillingStatement file in your EL1C6 folder.
4. Make cell B1 active and then type IN-FLOW SYSTEMS.

5. Click in the cell to the right of Street Address (cell C2) and then type 320 Milander Way.

6. Click in each of the cells for the labels specified below and then type the text indicated:
Address 2 (cell C3): P.O. Box 2300
City, ST ZIP Code (cell C4): Boston, MA 02188
Phone (cell G2): (617) 555-3900
Fax (cell G3): (617) 555-3945
E-mail (cell G4): inflow@ppi-edu.net
Statement # (cell C6): 5432
Date (cell C7): =TODAY()
Customer ID (cell C8): 25-345
Name (cell G6): Aidan Mackenzie
Company Name (cell G7): Stanfield Enterprises
Street Address (cell G8): 9921 South 42nd Avenue
Address 2 (cell G9): P.O. Box 5540
City, ST ZIP Code (cell G10): Boston, MA 02193
Type (cell C13): System Unit
Invoice # (cell D13): 7452
Description (cell E13): Calibration Unit
Amount (cell F13): 950
Payment (cell G13): 200
Customer Name (cell C22): Stanfield Enterprises
Amount Enclosed (cell C27): 750
4-6
7. Save the completed invoice and name it 6-Billing.
Check Your Work

Tutorial Inserting and Managing Comments
Inserting, Editing, Excel includes a comment feature that allows users to post, edit, reply, and delete
and Printing comments. A comment is a pop-up box that is attached to a cell and contains
Comments
text pertaining to the contents of the cell, as shown in Figure 6.8. Other users can
post replies to a comment, starting a dialog between users to assist in reviewing a
workbook. A cell that contains a comment will show a colored comment icon in
the upper right corner of a cell, alerting the reader that a comment exists. Display
a comment by hovering the mouse over the cell that contains a comment. Insert
and manage comments with buttons in the Comments group on the Review tab,
as shown in Figure 6.9.
Inserting a New Comment

Insert a new comment in a cell by first making the desired cell active and then
New clicking the New Comment button in the Comments group on the Review tab.
Comment When a new comment is inserted, a comment pop-up box will appear, with the
insertion point in a text box. Type a comment in the text box regarding the
uick Steps contents of the cell.
Insert New Comment
1. Click in cell.
A new comment can also be inserted using the shortcut menu. Insert a new
2. Click Review tab. comment using the shortcut menu by right-clicking a cell and then clicking the
3. Click New Comment New Comment option on the shortcut menu.
button.
4. Type comment.
OR
1. Right-click cell. Posting a Comment
2. Click New Comment
option. Once a comment is typed into the text box of the comment pop-up box, click the
3. Type comment. Post button to post the comment. Once a comment has been posted, other users
can reply to it and additional comments can be added to the worksheet.
Figure 6.8 Comment Box

The name of the user that Cell reference of the
posted the comment displayed comment
Comment text
Thread options
and posting
date and time
Reply text box for other

users to reply to comment
Figure 6.9 Review Tab

Activity 4b Inserting and Posting Comments Part 2 of 3
1. With 6-Billing open, insert a new comment by completing the following steps:
b. Click the Review tab.
c. Click the New Comment button in the Comments group.
1b
1c
d. Type Please enter the new P.O. Box for the Billing
department here.
e. Click the Post button.
2. Insert a new comment indicating that the contact
person for Stanfield Enterprises has changed by
1d
a. Right-click cell G6.
b. Click the New Comment option at the shortcut menu.
c. Type Check with Stanfield Enterprises to learn the 1e
name of their new contact person.
d. Click the Post button.
2b 2c
2a
3. Insert a new comment about the payment amount 2d

b. Click the New Comment button.
c. Type Ask Roger if this is the correct payment previously sent by Stanfield Enterprises.
4. Insert a new comment about the balance due by completing the following steps:
a. Click in cell B20.
b. Click the New Comment button.
c. Type Did we switch to 45 days for the balance due date?
5. Save 6-Billing.

Editing and Deleting a Comment
After a comment has been posted, it can be edited by using the Edit button in the
comment box. Click in a cell that contains a posted comment and then position
the mouse pointer anywhere inside the comment box and an Edit button appears
in the lower right corner of the comment box. Click the Edit button and then use
the mouse and keyboard to make edits to the comment text.
If a comment is no longer needed or has been entered in the wrong cell, delete
Delete it using the Delete button in the Comment group on the Review tab or using the
Delete Comment option at the shortcut menu. All comments in a thread can be
deleted by clicking the Thread options button (shown as three dots in the upper
right corner of the comment box) and then clicking the Delete thread option at the
drop-down list.
Viewing and Managing Comments at the

Comments Task Pane
In a large worksheet, locating every cell that contains a comment may be difficult.
To view all comments at a glance, open the Comments task pane, as shown in
Show Figure 6.10. Open the Comments task pane by clicking the Show Comments
Comments button in the Comments group on the Review tab. Comments will appear in the
Comments task pane in order first by row number and then by column letter.
uick Steps Comments can be edited, deleted, and replied to in the Comments task pane. If a
Open Comments Task worksheet contains more comments than can be shown at one time in the
Pane
1. Click Review tab.
Comments task pane, a scroll bar is added to the task pane. Close the Comments
2. Click Show task pane by clicking the Close button in the task pane or by clicking the Show
Comments button. Comments button.
Figure 6.10 Comments task pane
All comments in a
Scroll bar appears
worksheet display in
when a worksheet
the Comments task
contains more
pane
comments than can
be shown at one
time in the task pane

Activity 4c Editing, Deleting, and Showing Comments Part 3 of 3
1. With 6-Billing open, edit the comment in cell G6

b. Position the mouse pointer anywhere in the 1c
Comment box.
c. Click the Edit button.
d. Move the insertion point to just before the
period, press the spacebar, and then type in the
Accounts department.
e. Click the Save button.
2. Click the Show Comments button in the Comments
group.
3. With the Comments task pane displayed, edit the
comment in cell G13 by completing the following
steps:
a. Click the comment box with the cell reference G13
in the upper right corner.
b. Click the Edit button.
c. Change the text Roger to Richard. 3c-
d. Click the Save button. 3d
4. Click the first comment box in the Comments
task pane and then click the Delete button in the
Comments group.
5. Change the settings in the Page Setup dialog box
in order to print the comments by completing the
following steps:
a. Click the Page Layout tab.
b. Click the Page Setup group dialog box launcher.
c. At the Page Setup dialog box, click the Sheet tab.
d. Click the Comments option box arrow and then click At end of sheet at the drop-down list.
5c
5d
e. Click OK.
6. Click the Close button in the Comments task pane.
7. Save, print, and then close 6-Billing.

Activity 5 Calculate Payments and the Future Value 2 Parts
of an Investment
You will use the PMT financial function to calculate payments and the FV financial
function to find the future value of an investment.
Tutorial Writing Formulas with Financial

Using Financial
Functions Functions
Excel provides a number of financial functions that can be used in formulas.
Use financial functions to determine different aspects of a financial loan or
investment, such as the payment amount, present value, future value, interest
rate, and number of payment periods. Each financial function requires some of
the variables listed below to return a result. Two such financial functions are the
PMT function and FV function. The PMT function calculates the payment for a
loan based on constant payments and a constant interest rate. The FV function
calculates the future value of an investment. Financial functions use some of the
following arguments:
• Rate: The rate is the interest rate for a payment period. The rate may need
to be modified for the function to produce the desired results. For example,
most rate values are given as an APR (annual percentage rate), which is the
percentage rate for one year, not a payment period. So a percentage rate may be
given as 12% APR but if the payment period is a month, then the percentage
rate for the function is 1%, not 12%. If a worksheet contains the annual
percentage rate, enter the cell reference in the function argument and specify
that it should be divided by 12 months. For example, if cell B6 contains the
annual interest rate, enter b6/12 as the Rate argument.
• Nper: The Nper is the number of payment periods in an investment. The Nper
may also need to be modified depending on what information is provided. For
example, if a loan duration is expressed in years but the payments are made
monthly, the Nper value needs to be adjusted accordingly. A five-year loan has
an Nper of 60 (five years times 12 months in each year).
• Pmt: The Pmt is the payment amount for each period. This argument describes
the payment amount for a period and is commonly expressed as a negative
value because it is an outflow of cash. However, the Pmt value can be entered
as a positive value if the present value (Pv) or future value (Fv) is entered as a
negative value. Whether the Pmt value is positive or negative depends on who
created the workbook. For example, a home owner lists the variable as outflow,
while the lending institution lists it as inflow.
• Pv: The Pv is the present value of an investment, expressed in a lump sum.
The Pv argument is generally the initial loan amount. For example, if a person
is purchasing a new home, the Pv is the amount of money he or she borrowed
to buy the home. Pv can be expressed as a negative value, which denotes it as
an investment instead of a loan. For example, if a bank issues a loan to a home
buyer, it enters the Pv value as negative because it is an outflow of cash.

• Fv: The Fv is the future value of an investment, expressed in a lump sum
amount. The Fv argument is generally the loan amount plus the amount of
interest paid during the loan. In the example of a home buyer, the Fv is the
sum of payments, which includes both the principle and interest paid on the
loan. In the example of a bank, the Fv is the total amount received after a
loan has been paid off. Fv can also be expressed as either a positive or negative
value, depending on which side of the transaction is being reviewed.
Finding the Periodic Payments for a Loan

The PMT function finds the payment for a loan based on constant payments
and a constant interest rate. In Activity 5a, the PMT function will be used to
determine monthly payments for equipment and a used van as well as monthly
income from selling equipment. The formulas created with the PMT function
will include Rate, Nper, and Pv arguments. The Nper argument is the number of
payments that will be made on the loan or investment, Pv is the current value of
amounts to be received or paid in the future, and Fv is the value of the loan or
investment at the end of all periods.
To write the PMT function, click the Formulas tab, click the Financial button
Financial
in the Function Library group, and then click the PMT function at the drop-down
list. This displays the Function Arguments dialog box with options for inserting
cell designations for Rate, Nper, and Pv. (These are the arguments displayed
in bold formatting in the Function Arguments dialog box. The dialog box also
contains the Fv and Type functions, which are dimmed.)
Activity 5a Calculating Payments Part 1 of 2
1. Open RPReports and then save it with the name 6-RPReports.

2. The owner of Real Photography is interested in purchasing a new developer and needs to
determine monthly payments on three different models. Insert a formula that calculates
monthly payments and then copy that formula by completing the following steps:
c. Click the Financial button in the Function Library group, scroll down the drop-down
list, and then click PMT.
2b
2c

d. At the Function Arguments dialog box, type c5/12 in the Rate text box. (This tells Excel
to divide the interest rate by 12 months.)
e. Press the Tab key. (This moves the insertion point to the Nper text box.)
f. Type d5. (This is the total number of months for the investment.)
g. Press the Tab key. (This moves the insertion point to the Pv text box.)
h. Type b5. (This is the purchase price of the developer.)
i. Click OK. (This closes the dialog box and inserts the monthly payment of ($316.98) in
cell E5. Excel shows the result of the PMT function as a negative number since the loan
represents money going out of the company—a negative cash flow.)
2d
2f
2h
2i
j. Copy the formula in cell E5 into cells E6 and E7.

3. The owner is interested in purchasing a used van for the company and wants an idea of
what monthly payments would be at various terms and rates. Insert a formula that calculates
monthly payments for a three-year loan at 5% interest by completing the following steps:
b. Make sure the Formulas tab is active.
c. Click the Financial button, scroll down the drop-down list, and then click PMT.
d. At the Function Arguments dialog box, type c12/12 in the Rate text box. (This tells Excel
to divide the interest rate by 12 months.)
e. Press the Tab key.
f. Type d12 in the Nper text box. (This is the total number
of months for the investment.)
g. Press the Tab key.
3j
h. Type b12 in the Pv text box.
i. Click OK. (This closes the dialog box and inserts the
monthly payment of ($299.71) in cell E12.)
j. Copy the formula in cell E12 to the range E13:E15.
4. The owner has discovered that the interest rate for a used van will be 6.25% instead of
5%. Change the percentages in the range C12:C15 to 6.25%.

5. The owner is selling a camera and wants to determine the monthly payments for a two-
year loan at 4.5% interest. Determine monthly payments on the camera (income to Real
Photography) by completing the following steps:
b. Make sure the Formulas tab is active.
c. Click the Financial button, scroll down the drop-down list, and then click PMT.
d. At the Function Arguments dialog box, type c20/12 in the Rate text box.
e. Press the Tab key.
f. Type d20 in the Nper text box.
g. Press the Tab key.
h. Type -b20 in the Pv text box. (Enter the Pv cell reference preceded by a hyphen because the
sale of the camera represents an outflow of an asset. Excel displays the result of the PMT
function as a positive number since the camera payments represent a positive cash inflow.)
i. Click OK. (This closes the dialog box and inserts the monthly income of $185.92 in cell E20.)
6. Save, print, and then close 6-RPReports.
Check Your Work
Tutorial Finding the Future Value of a Series of Payments

Using the FV The FV function calculates the future value of a series of equal payments or an
Function to Find annuity. Use this function to determine information such as how much money can
the Future Value of
an Investment
be earned in an investment account with a specific interest rate and over a specific
period of time.
Activity 5b Finding the Future Value of an Investment Part 2 of 2
1. Open RPInvest and then save it with the name 6-RPInvest.

2. The owner of Real Photography has decided to save the money needed to purchase a
new developer and wants to compute how much money can be earned by investing in an
investment account that returns 7.5% annual interest. The owner determines that $1,200
per month can be invested in the account for three years. Complete the following steps to
determine the future value of the investment account:
c. Click the Financial button in the Function Library group.
d. At the drop-down list, scroll down the list and then click FV.
e. At the Function Arguments dialog box, type b3/12 in the Rate text box.
f. Press the Tab key.
g. Type b4 in the Nper text box.
h. Press the Tab key.
i. Type b5 in the Pmt text box.
j. Click OK. (This closes the dialog box and also inserts the future value of $48,277.66 in
cell B6.)
3. Save and then print 6-RPInvest.
4. The owner decides to determine the future return after two years. To do this, change the
amount in cell B4 from 36 to 24 and then press the Enter key. (This recalculates the future
investment amount in cell B6.)
5. Save, print, and then close 6-RPInvest.
Check Your Work

Chapter Summary
■ Pin a frequently used workbook at the Recent options list at the Open backstage
area or at the Home backstage area.
■ Pinned workbooks will remain at the Open backstage area in the Recent options
list or at the Home backstage area until unpinned.
■ To move or copy a worksheet to another existing workbook, open both the
source workbook and the destination workbook and then open the Move or
Copy dialog box.
■ Use options from the Cell Styles button drop-down gallery to apply predesigned
styles to a cell or selected cells.
■ Automate the formatting of cells in a workbook by defining and then applying
cell styles. A style is a predefined set of formatting attributes.
■ Define a cell style with formats already applied to a cell or display the Style
dialog box, click the Format button, and then choose formatting options at the
Format Cells dialog box.
■ To apply a style, select the desired cell or cells, click the Cell Styles button in the
Styles group on the Home tab, and then click the style at the drop-down gallery.
■ Modify a style and all the cells to which it is applied update automatically. To
modify a style, click the Cell Styles button in the Styles group on the Home
tab, right-click the style, and then click Modify at the shortcut menu.
■ Custom styles are saved in the workbook they are created in but can be copied
to another workbook. Do this with options at the Merge Styles dialog box.
■ Remove any new style formatting in a cell by applying the Normal style to the
cell.
■ Delete cell styles at the Cell Styles drop-down gallery by right-clicking a style
and then clicking Delete.
■ With options at the Insert Hyperlink dialog box, create a hyperlink to a web
page, another workbook, a location within a workbook, a new workbook, or an
email address. Or create a hyperlink using a graphic.
■ Hyperlinks can be modified, edited, and removed.
■ Excel provides templates for creating forms. Search for and download templates
at the New backstage area.
■ Templates contain unique areas called placeholders where information is
entered at the keyboard. These areas vary depending on the template.
■ Comments are a feature that allows users to provide commentary on a specific
cell.
■ A comment must be posted before another comment is created or before
another user replies to the comment.
■ Display all of the comments in a worksheet by opening the Comments task
pane.
■ Financial functions are available in Excel that calculate an aspect of a financial
loan or investment.
■ Financial functions generally use Nper, FV, PV, and Pmt as function arguments.
■ Use the PMT function to determine the payments on a loan or investment.
■ Use the FV function to determine the future value on a loan or investment.

Commands Review
FEATURE RIBBON TAB, GROUP/ OPTION BUTTON, OPTION KEYBOARD SHORTCUT
cell styles Home, Styles
delete comment Review, Comments
financial functions Financial, Function Library
Insert Hyperlink dialog box Insert, Links Ctrl + K
Merge Styles dialog box Home, Styles

, Merge Styles
New backstage area File, New
new comment Review, Comments
Open backstage area File, Open Ctrl + O
show comments Review, Comments
Style dialog box Home, Styles

, New Cell Style

Microsoft ®
Excel
®
7
CHAPTER
Creating Charts and

Inserting Formulas
1 Create a chart with data in an Excel worksheet
2 Size, move, edit, format, and delete charts
3 Print a selected chart and print a worksheet containing a chart
4 Change a chart design
5 Change a chart location
6 Insert, move, size, and delete chart elements and shapes
7 Use the Quick Analysis feature
8 Format a chart at a task pane
9 Write formulas with the IF logical function
In previous chapters, you learned how to create and format worksheets in Excel to
display and organize data. While a worksheet does an adequate job of representing
data, some data are better represented visually with a chart. A chart, which is
sometimes referred to as a graph, is a picture of numeric data. In this chapter, you
will learn to create and customize charts in Excel. You will also learn how to write
formulas using logical functions.
Data Files
The online
course includes
resources.
177

Activity 1 Create a Quarterly Sales Column Chart 3 Parts
You will open a workbook containing quarterly sales data and then use the data
to create a column chart. You will decrease the size of the chart, move it to a
different location in the worksheet, and then make changes to sales numbers.
You will also use buttons to customize and filter chart elements and styles.
Tutorial Creating a Chart

Creating Charts To provide a visual representation of data, consider inserting data in a chart. Use
buttons in the Charts group on the Insert tab to create a variety of charts, such
as a column chart, line chart, pie chart, and much more. Excel provides 17 basic
chart types, as described in Table 7.1.
Table 7.1 Types of Charts

Chart Description
Displays values in vertical bars; useful for comparing items or showing
Column
how values vary over time.
Shows trends and overall change across time at even intervals. Emphasizes
Line
the rate of change across time rather than the magnitude of change.
Shows proportions and the relationship of the parts to the whole.
Pie
Shows individual figures at a specific time or shows variations between

Bar
components but not in relationship to the whole.
Similar to a line chart, but with the area below the line filled in.
Area
Emphasizes the magnitude of change over time.
Shows the relationships among numeric values in several data series
X Y (Scatter) or plots the interception points between x and y values. Shows uneven
intervals of data and is commonly used for scientific data.
Compares values and shows categories across geographical regions.
Map
Shows four values for a stock: open, high, low, and close.
Stock
Shows trends in values across two dimensions in a continuous curve.

Surface
Emphasizes differences and amounts of change over time as well as

Radar variations and trends. Each category has a value axis radiating from the
center point. Lines connect all values in the same series.
Provides a hierarchical view of data and compares proportions within the
Treemap
hierarchy.
Displays hierarchical data. Each level is represented by one ring; the
Sunburst
innermost ring is the top of the hierarchy.
Condenses a data series into a visual representation by grouping data
Histogram
points into logical ranges called bins.
continues
178 Excel Level 1 | Unit 2 Chapter 7 | Creating Charts and Inserting Formulas

Table 7.1 Types of Charts—continued
Chart Description
Displays medians, quartiles, and extremes of a data set on a number line
Box & Whisker to show the distribution of data. Lines extending vertically are called
whiskers and indicate variability outside the upper and lower quartiles.
Illustrates how an initial value is affected by a series of positive and
Waterfall
negative values.
Shows values over multiple stages in a process; typically, the values
Funnel
decrease, making the shape of the chart resemble a funnel.
Combines two or more chart types to make data easy to understand.
Combo
uick Steps To create a chart, select the cells in the worksheet to be charted, click the
Create Chart Insert tab, and then click a specific chart button in the Charts group. At the drop-
1. Select cells. down gallery, click a specific chart style. Excel will make a recommendation on the
type of chart that will best illustrate the data. To let Excel recommend a chart,
3. Click chart button.
select the data, click the Insert tab, and then click the Recommended Charts
4. Click chart style.
button. This displays the data in a chart in the Insert Chart dialog box. Customize
Recommended
the recommended chart with options in the left panel of the dialog box. Click the
Charts
OK button to insert the recommended chart in the worksheet. Another method
for inserting a recommended chart is to use the keyboard shortcut Alt + F1.
Tutorial Sizing and Moving a Chart

Resizing, By default, a chart is inserted in the same worksheet as the selected cells.
Positioning, and Figure 7.1 shows the worksheet and chart that will be created in Activity 1a. The
Moving Charts
chart is inserted in a box, which can be sized or moved within the worksheet.
Figure 7.1 Activity 1a Chart
source data
linked to chart
vertical axis
horizontal axis
legend
Excel Level 1 | Unit 2 Chapter 7 | Creating Charts and Inserting Formulas 179

Change the size of the chart using the sizing handles (white circles) on the
chart borders. Drag the top-middle and bottom-middle sizing handles to increase
or decrease the height of the chart; use the left-middle and right-middle sizing
handles to increase or decrease the width; and use the corner sizing handles
to increase or decrease the height and width at the same time. To increase or
decrease the size of the chart but maintain its proportions, press and hold down
the Shift key while dragging one of the chart’s corner borders.
To move the chart, make sure it is selected (a border with sizing handles
appears around the chart), position the mouse pointer on a border until the
pointer displays with a four-headed arrow attached, click and hold down the left
mouse button, drag to the new position, and then release the mouse button.
Tutorial Editing Data and Adding a Data Series

Editing Chart Data The cells selected to create a chart are linked to it. To change the data for a chart,
edit the data in the specific cells and the corresponding sections of the chart
update automatically. If data is added to cells within the range of cells used for
the chart, called the source data, the new data will be included in the chart. If a
data series is added in cells next to or below the source data, click in the chart to
display the source data with sizing handles and then drag with a sizing handle to
include the new data.
Activity 1a Creating a Chart Part 1 of 3
1. Open SalesChart and then save it with the name 7-SalesChart.

2. Select the range A1:E4.
3. Let Excel recommend a chart type by completing the following steps:
b. Click the Recommended Charts button in the Charts group.
3a
3b
c. At the Insert Chart dialog box, look at the options in the left panel and then click OK.
4. Slightly increase the size of the chart and maintain its proportions by completing the
following steps:
a. Position the mouse pointer on the sizing handle in the lower right corner of the chart
border until the pointer turns into a two-headed arrow pointing diagonally.
b. Press and hold down the Shift key and then click and hold down the left mouse button.

c. Drag out approximately 0.5 inch. Release the mouse button and then release the Shift key.
4c
5. Move the chart below the cells containing data by completing the following steps:
a. Make sure the chart is selected. (When the chart is selected, the border surrounding it
displays with sizing handles.)
b. Position the mouse pointer on the
chart border until the pointer displays
with a four-headed arrow attached.
button, drag the chart to row 6 below
the cells containing data, and then
6. Make the following changes to the
specified cells:
a. Make cell B2 active and then change 300,560 to 421,720. 5c
b. Make cell D2 active and then change 287,460 to 397,460.
7. Add a new data series by typing data in the following cells:
A5 Southeast
B5 290,450
C5 320,765
D5 270,450
E5 300,455
8. Add the new data series to the chart by completing the following steps:
a. Click in a blank area of the chart. (This selects the data source, which is the range A1:E4.)
b. Position the mouse pointer on the sizing handle in the lower right corner of cell E4 until
the pointer displays as a two-headed diagonally pointing arrow.
button, drag down into cell E5, and
then release the mouse button. (This
incorporates data row 5 in the chart.)
9. Save 7-SalesChart.
8c
Check Your Work

Tutorial Formatting with Chart Buttons
Formatting with When a chart is inserted in a worksheet, three buttons appear at the right of the
Chart Buttons chart border. Click the top button, Chart Elements, and a side menu displays
chart elements, as shown in Figure 7.2. The check boxes containing check marks
Chart indicate the elements that are currently part of the chart. Add a new element to
Elements
the chart by inserting a check mark in the check box for that element and remove
an element by removing the check mark. Remove the Chart Elements side menu by
clicking one of the other chart buttons or by clicking the Chart Elements button.
Excel offers a variety of chart styles that can be applied to a chart. Click the
Chart Styles button at the right of the chart and a side menu gallery of styles
Chart Styles
displays, as shown in Figure 7.3. Scroll down the gallery, hover the mouse pointer
over a style option, and the style formatting is applied to the chart. Click the chart
style that applies the desired formatting. Remove the Chart Styles side menu gallery
by clicking one of the other chart buttons or by clicking the Chart Styles button.
In addition to offering a variety of chart styles, the Chart Styles button side
menu gallery offers a variety of chart colors. Click the Chart Styles button and
then click the Color tab to the right of the Style tab. Click a color option at the
color palette. Hover the mouse pointer over a color option to view how the color
change affects the elements in the chart.
Use the bottom button, Chart Filters, to isolate specific data in the chart.
Chart Filters
Click the button and a side menu displays, as shown in Figure 7.4. Specify the
series or categories to display in the chart. To do this, remove the check marks
from those elements that should not appear in the chart. After removing the
specific check marks, click the Apply button at the bottom of the side menu.
Click the Names tab at the Chart Filters button side menu and options display for
turning on/off the display of column and row names.
Figure 7.2 Chart Elements Button Figure 7.3 Chart Styles Button Side
Side Menu Menu Gallery
Click the Chart Click the Chart

Elements button Styles button
to display this to display this
side menu. side menu
Add or remove gallery of chart
chart elements style options.
by inserting or
removing check
marks from
check boxes.

Figure 7.4 Chart Filters Button Side Menu
Click the Chart Filters

button to display this
side menu. Isolate
specific data in the
chart by inserting
check marks in check
boxes for those
elements that should
appear in the chart.
Click this button

to apply the
selected options
to the chart.
Activity 1b Formatting with Chart Buttons Part 2 of 3
1. With 7-SalesChart open, make the chart active by clicking inside it but outside any
elements.
2. Insert and remove chart elements by completing the following steps:
a. Click the Chart Elements button outside the upper right corner of the chart.
b. At the side menu, click the Chart Title check box to remove the check mark.
c. Click the Data Table check box to insert a check mark.
d. Hover the mouse pointer over Gridlines in the Chart Elements button side menu and
then click the right-pointing triangle.
e. At the side menu, click the Primary Major Vertical check box to insert a check mark.
2a
2b
2c
2d 2e
f. Click the Legend check box to remove the check mark.

3. Apply a different chart style by completing the following steps:
a. Click the Chart Styles button outside the upper
right corner of the chart (immediately below
the Chart Elements button). (Clicking the
3a
Chart Styles button removes the Chart
Elements button side menu.)
b. At the side menu gallery, click the Style 3
option (third option in the gallery).
4. Display only the first-quarter and second-quarter
sales by completing the following steps:
a. Click the Chart Filters button outside the upper
right corner of the chart (immediately below the
Chart Styles button). (Clicking the Chart Filters
button removes the Chart Styles button side
menu gallery.) 3b
b. Click the 3rd Qtr. check box in the Categories
section to remove the check mark.
c. Click the 4th Qtr. check box in the Categories
section to remove the check mark.
d. Click the Apply button at the bottom of the side menu.
e. Click the Chart Filters button to remove the side menu.
4a
4e
4b
4d
4c
5. Save 7-SalesChart.
Check Your Work
Tutorial Printing a Chart

Printing a Chart In a worksheet containing data in cells and in a chart, print only the chart by
selecting it, displaying the Print backstage area, and then clicking the Print button.
With the chart selected, the first gallery in the Settings category automatically
changes to Print Selected Chart. A preview of the chart is shown at the right side of
the Print backstage area.

Activity 1c Printing a Chart Part 3 of 3
1. With 7-SalesChart open,

make sure the chart is selected. 4 3
2. Click the File tab and then
click the Print option.
3. At the Print backstage area,
look at the preview of the
chart in the preview area and
notice that the first gallery
in the Settings category is set
to Print Selected Chart.
4. Click the Print button.
5. Save and then close
7-SalesChart.
Check Your Work
Activity 2 Create a Department Expenditures Bar Chart 2 Parts

and Column Chart
You will open a workbook containing expenditure data by department and then
create a bar chart with the data. You will then change the chart type, layout, and
style; add chart elements; and move the chart to a new worksheet.
Tutorial Changing the Chart Design

Changing Chart Along with the buttons at the upper right corner of the chart, buttons and options
Design on the Chart Tools Design tab can be used to apply formatting to change the
chart design. This tab, shown in Figure 7.5, appears when a chart is inserted in a
worksheet or a chart is selected. Use buttons and options on the tab to add chart
elements, change the chart type, specify a different layout or style for the chart,
and change the location of the chart so it appears in a separate worksheet.
Figure 7.5 Chart Tools Design Tab

Changing the Chart Style
uick Steps Excel offers a variety of custom charts and varying styles for each chart type. A
Change Chart Type chart style was applied to a chart in Activity 1b using the Chart Styles button
and Style outside the right border of the chart. The style of a chart can also be changed with
1. Make chart active.
2. Click Chart Tools
options in the Chart Styles group on the Chart Tools Design tab. To do this, click
Design tab. a chart style in the Chart Styles group or click the More Chart Styles button and
3. Click Change Chart then click the desired chart style.
Type button.
4. Click chart type. Another method for applying a chart style is to use options at the Change
5. Click chart style. Chart Type dialog box. Display this dialog box by clicking the Change Chart
6. Click OK.
Type button in the Type group. The dialog box displays with the All Charts tab
Change Chart
selected, as shown in Figure 7.6. Click a chart type in the left panel of the dialog
Type box, click the chart style in the row of options at the top right, and then click a
specific chart layout below the row of styles. Click the Recommended Charts tab
to display chart styles recommended for the data by Excel.
Switching Rows and Columns

Switch When creating a chart, Excel uses row headings for grouping data along the
Row/Column bottom of the chart (the horizontal axis) and column headings for the legend (the
area of a chart that identifies the data in the chart). Change this order by clicking
uick Steps the Switch Row/Column button in the Data group on the Chart Tools Design tab.
Switch Rows and Click this button and Excel uses the column headings to group data along the
Columns
horizontal axis and the row headings for the legend.
Design tab. Figure 7.6 Change Chart Type Dialog Box
3. Click Switch Row/
Column button.
Choose a
chart style
in this
section.
Choose a
Choose a custom chart layout
chart type in this in this
panel. section.

Activity 2a Creating a Chart and Changing the Design Part 1 of 2
1. Open DIDeptExp and then save it with the name

7-DIDeptExp. 2c 2d
2. Create a bar chart by completing the following steps:
a. Select the range A3:G9.
c. Click the Insert Column or Bar Chart button in the
Charts group.
d. Click the 3-D Clustered Bar option (first option in
the 3-D Bar section).
3. With the Chart Tools Design tab active, change the
chart type by completing the following steps:
a. Click the Change Chart Type button in the Type
group.
b. At the Change Chart Type dialog box, click the
Column option in the left panel.
c. Click the 3-D Clustered Column option in the top row
(fourth option from left).
d. Click OK to close the Change Chart
Type dialog box.
4. With the chart selected and the Chart 3b 3c
Tools Design tab active, click the Switch
Row/Column button in the Data group.
5. Save 7-DIDeptExp.
Check Your Work
Changing Chart Layout and Colors

The Chart Tools Design tab contains options for changing the chart layout and
chart colors. Click the Quick Layout button in the Chart Layouts group and a
Quick Layout
drop-down gallery of layout options displays. Hover the mouse pointer over a
layout option and the chart reflects the layout. Change the colors used in the
Change Colors
chart by clicking the Change Colors button in the Chart Styles group and then
clicking a color option at the drop-down gallery.

Changing the Chart Location
uick Steps Create a chart and it is inserted in the currently open worksheet as an embedded
Change Chart object. Change the location of a chart with the Move Chart button in the
Location Location group on the Chart Tools Design tab. Click this button and the Move
Chart dialog box displays, as shown in Figure 7.7. To move the chart to a new
Design tab. sheet in the workbook, click the New sheet option; Excel automatically names the
3. Click Move Chart new sheet Chart1. As explained earlier in the chapter, pressing Alt + F1 will insert
button.
4. Click New sheet a recommended chart in the active worksheet. To insert a recommended chart into
option. a separate worksheet, press the F11 function key.
5. Click OK.
A chart that is moved to a separate sheet can be moved back to the original
sheet or to a different sheet within the workbook. To move a chart to a different
sheet, click the Move Chart button in the Location group. At the Move Chart
Move Chart
dialog box, click the Object in option box arrow and then click the sheet at the
drop-down list. Click OK and the chart is inserted in the specified sheet as an
object that can be moved, sized, and formatted.
Tutorial Adding, Moving, and Deleting Chart Elements

Removing, In addition to adding chart elements with the Chart Elements button at the right
Modifying, and of a selected chart, chart elements can be added with the Add Chart Element
Adding Chart
Elements
button on the Chart Tools Design tab. Click this button and a drop-down list
of elements displays. Point to a category of elements and then click the desired
Add Chart element at the side menu.
Element
A chart element can be moved and/or sized. To move a chart element, click
the element to select it and then move the mouse pointer over the border until
uick Steps the pointer turns into a four-headed arrow. Click and hold down the left mouse
Delete Chart Element
1. Click chart element. button, drag the element to the new location, and then release the mouse button.
2. Press Delete key. To size a chart element, click to select the element and then use the sizing handles
OR to increase or decrease the size. To delete a chart element, click the element to
1. Right-click chart
element. select it and then press the Delete key. A chart element can also be deleted by
2. Click Delete. right-clicking it and then clicking Delete at the shortcut menu.
Figure 7.7 Move Chart Dialog Box

To move the chart to an existing sheet,
Click the New sheet option to click this option box arrow and then
insert the chart in a new sheet. click the sheet at the drop-down list.

Activity 2b Changing Chart Layout and Location and Adding Chart Elements Part 2 of 2
1. With 7-DIDeptExp open, make sure the Chart Tools Design tab is active. (If it is not,
make sure the chart is selected and then click the Chart Tools Design tab.)
2. Change the chart style by clicking the Style 5 option in the Chart Styles group (fifth
option from the left).
3. Change the chart colors by clicking the Change Colors

button in the Chart Styles group and then clicking the
Colorful Palette 3 option (third option in the Colorful group).
4. Change the chart layout by clicking the Quick Layout
button in the Chart Layouts group and then clicking the
Layout 1 option (first option in the drop-down gallery). 4
5. Add axis titles by completing the following steps:
a. Click the Add Chart Element button in the Chart Layouts
group on the Chart Tools Design tab.
b. Point to Axis Titles and then click Primary Horizontal at 5a 5b
the side menu.
c. Type Department and then press the Enter key. (The
word Department will appear in the Formula bar.)
d. Click the Add Chart Element button, point to Axis
Titles, and then click Primary Vertical at the side menu.
e. Type Expenditure Amounts and then press the Enter
key.
6. Click in the Chart Title placeholder text at the top of the
chart, type Half-Yearly Expenditures, and then press the
Enter key.
7. Delete the Expenditure Amounts axis title by clicking
anywhere in it and then pressing the Delete key.
8. Move the legend by completing the following steps: 8c
a. Click in the legend to select it.
b. Move the mouse pointer over the legend border until
the pointer turns into a four-headed arrow.
c. Click and hold down the left mouse button, drag
up until the top border of the legend aligns with the
top gridline in the chart, and then release the mouse
button.

9. Move the chart to a new
location by completing the
following steps:
a. Click the Move Chart button
in the Location group.
b. At the Move Chart dialog box,
click the New sheet option and
then click OK. (The chart is
inserted in a worksheet named
Chart1.)
10. Save 7-DIDeptExp. 9b
11. Print the Chart1 worksheet.
12. Move the chart from Chart1 to Sheet2 by completing the following steps:
a. Make sure that Chart1 is the
active worksheet and that the
chart is selected (not just an
element in the chart).
b. Make sure the Chart Tools Design
tab is active.
c. Click the Move Chart button in
the Location group.
d. At the Move Chart dialog box,
click the Object in option box
arrow and then click Sheet2 at the 12d
drop-down list.
e. Click OK.
13. Change the amounts in Sheet1 by completing the following steps:
b. Make cell B7 active and then change the amount from 10,540 to 19,750.
c. Make cell D8 active and then change the amount from 78,320 to 63,320.
d. Make cell G8 active and then change the amount from 60,570 to 75,570.
e. Make cell A2 active.
f. Click the Sheet2 tab and notice that the chart displays the updated amounts.
14. Click outside the chart to deselect it.
15. Insert a header in the Sheet2 worksheet that prints your name at the left, the current date
in the middle, and the workbook file name at the right.
16. Display the worksheet at the Print backstage area and make sure it will print on one
page. If the chart does not fit on the page, return to the worksheet and then move and/or
decrease the size of the chart until it fits on one page.
17. Print the active worksheet (Sheet2).
18. Save and then close 7-DIDeptExp.
Check Your Work
Activity 3 Create a Population Comparison Line Chart 2 Parts

You will open a workbook containing population comparison data for Seattle and
Portland and then create a line chart with the data. You will move the chart to a
new worksheet, format the chart elements, and insert a shape in the chart.

Tutorial Changing Chart Formatting
Changing Chart Customize the formatting of a chart and its elements with options on the Chart
Formatting Tools Format tab, as shown in Figure 7.8. Use buttons in the Current Selection
group to identify specific elements in the chart and then apply formatting. Insert
a shape in a chart with options in the Insert Shapes group and format shapes with
options in the Shape Styles group. Apply WordArt formatting to data in a chart
with options in the WordArt Styles group. Arrange, align, and size a chart with
options in the Arrange and Size groups.
Formatting a Selection
Identify a specific element in a chart for formatting by clicking the Chart Elements
option box arrow in the Current Selection group on the Chart Tools Format tab
and then clicking the element at the drop-down list. This selects the specific
element in the chart. Click the Reset to Match Style button to return the
formatting of the element back to the original style. Use buttons in the Shape
Styles group to apply formatting to a selected object and use buttons in the
WordArt Styles group to apply formatting to selected data.
Figure 7.8 Chart Tools Format Tab
Activity 3a Creating and Formatting a Line Chart Part 1 of 2
1. Open PopComp and then save it with the name 7-PopComp.

2. Create a line chart and add a chart element by completing the following steps:
a. Select the range A2:I4.
c. Click the Insert Line or Area Chart button in the Charts group.
d. Click the Line with Markers option at the drop-down list (fourth column, first row in the
2-D Line section).
e. Click the Chart Elements button at the upper right
corner of the chart.
f. Hover the mouse pointer over the Data Table option
at the side menu, click the right-pointing triangle,
and then click No Legend Keys at the side menu.
g. Click the Chart Elements button to remove the side
menu.
3. Move the chart to a new sheet by completing the
following steps:
a. Click the Move Chart button in the Location group 2e 2f
on the Chart Tools Design tab.
b. At the Move Chart dialog box, click the New sheet option.
c. Click OK.

4. Format the Portland line by completing the following steps:
a. Click the Chart Tools Format tab.
b. Click the Chart Elements option box arrow in the Current Selection group and then click
Series “Portland” at the drop-down list.
c. Click the Shape Fill button arrow in the Shape Styles group and then click the Green color
(sixth color in the Standard Colors section).
4b 4c
d. Click the Shape Outline button arrow in the Shape Styles group and then click the
Green color (sixth color in the Standard Colors section).
5. Type a title for the chart and format the title by completing the following steps:
a. Click the Chart Elements option box arrow in the Current Selection group and then click
Chart Title at the drop-down list.
b. Type Population Comparison between Seattle
and Portland and then press the Enter key. 5c
c. Click the Fill: Black, Text color 1; Shadow WordArt
style in the WordArt Styles group (first style in the
WordArt Styles gallery).
6. Format the legend by completing the following steps:
a. Click the Chart Elements option box arrow and then click Legend at the drop-down list.
b. Click the Colored Outline - Blue, Accent 1 shape style in the Shape Styles group (second
shape style).
7. Save 7-PopComp.
Check Your Work
Inserting a Shape
uick Steps The Insert Shapes group on the Chart Tools Format tab contains options for
Insert Shape inserting shapes in a chart. Click a shape option and the mouse pointer turns into
1. Make chart active. crosshairs (thin black plus symbol [+]). Click in the chart or drag with the mouse
Format tab.
to create the shape in the chart. The shape is inserted in the chart and the
3. Click More Shapes Drawing Tools Format tab is active. This tab contains many of the same options
button. as the Chart Tools Format tab. For example, a shape style or WordArt style can be
4. Click shape at drop-
down list. applied to the shape and the shape can be arranged and sized. Size a shape by
5. Click or drag to clicking the up and down arrows at the right sides of the Shape Height and Shape
create shape. Width measurement boxes in the Size group on the Drawing Tools Format tab. Or
select the current measurement in the Shape Height or Shape Width measurement
box and then type a specific measurement.

Creating Alternative Text for an Image
Alternative text, also known as alt text, is a brief description of an object, such
as a chart, that can be read by a screen reader to help a person with a visual
impairment understand what objects are included in a worksheet. Create
alternative text at the Alt Text task pane. Display this task pane by clicking the
Alt Text button in the Accessibility group on the Chart Tools Format tab. Or,
Alt Text
right-click a chart and then click Edit Alt Text at the shortcut menu. At the Alt Text
task pane, type a description of the chart. If the chart is only decorative and not
important for understanding the content of the worksheet, insert a check mark in
the Mark as decorative check box. A chart marked as decorative will not include any
description for screen readers.
Activity 3b Inserting and Customizing a Shape and Adding Alt Text to a Chart Part 2 of 2
1. With 7-PopComp open, create a shape similar to the one shown in Figure 7.9 by
a. Click the More Shapes button in the Insert Shapes
group on the Chart Tools Format tab.
b. Click the Callout: Up Arrow shape (last column, second
row in the Block Arrows section).
c. Click in the chart to insert the shape.
d. Click in the Shape Height measurement box in the Size
group on the Drawing Tools Format tab, type 1.5, and
e. Click in the Shape Width measurement box, type 1.5,
and then press the Enter key. 1b
f. Apply a shape style by clicking the More Shape Styles
button in the Shape Styles group and then clicking
the Subtle Effect - Blue, Accent 1 option (second column,
fourth row in the Theme Styles section).
g. Type Largest disparity in the shape,
press the Enter key, and then type
(184,411).
h. Select the text you just typed.
i. Click the Home tab.
j. Click the Bold button in the Font group.
k. Click the Font Size option box arrow and
then click 14.
l. Click the Center button in the
Alignment group.
2. With the shape selected, drag the
shape so it is positioned as shown in
Figure 7.9. 1f
3. Select the entire chart and then
create alternative text for the chart
a. Click the Drawing Tools Format tab.
b. Click the Alt Text button in the Accessibility group.

c. At the Alt Text task pane, click in the description text
box and then type Chart showing a comparison between
the population of Seattle and Portland.
d. Close the Alt Text task pane.
4. Save 7-PopComp, print the Chart1 worksheet, and then
close the workbook. 3c
Check Your Work

Figure 7.9 Activity 3 Chart
Activity 4 Create a Costs Pie Chart and Treemap Chart 2 Parts

You will create a pie chart and a treemap chart, add data labels, apply a style,
format chart elements, and then size and move the treemap chart.
Tutorial Using the Quick Analysis Feature

Using Quick A variety of methods are available for adding visual elements to a worksheet,
Analysis to Create including charts, sparklines, and conditional formatting. The Quick Analysis
a Chart
feature consists of a toolbar that has buttons and options for inserting all of these
visual elements plus common formulas in one location. When a range is selected,
Excel determines how the data in the range can be analyzed and then provides
buttons and options for inserting relevant visual elements or formulas. When
a range of data that is used to create a pie chart is selected, the Quick Analysis
Toolbar provides buttons and options for inserting many different visual elements
Hint Ctrl + Q is or formulas but also specifically including a pie chart.
the keyboard shortcut A Quick Analysis button appears at the bottom right corner of the selected range
to display the Quick
Analysis Toolbar for and when clicked, displays the Quick Analysis Toolbar, as shown in Figure 7.10. The
selected cells. Quick Analysis Toolbar includes the Formatting, Charts, Totals, Tables, and Sparklines

options. Each option provides buttons that relate to how the data can be analyzed.
Click a button to insert an element or formula into the worksheet.
Figure 7.10 Quick Analysis Toolbar
Applying Formatting at a Task Pane

uick Steps To view and apply more formatting options for charts, display the formatting task
Display Task Pane pane by clicking the Format Selection button in the Current Selection group on
1. Select chart or the Chart Tools Format tab. The task pane displays at the right side of the screen
specific element.
and the name of and contents in the task pane vary depending on what is
Format tab. selected. If the entire chart is selected, the Format Chart Area task pane displays,
3. Click Format as shown in Figure 7.11. Format the chart by clicking formatting options in the
Selection button.
task pane. Display additional formatting options by clicking the icons at the top
of the task pane. For example, click the Effects icon in the Format Chart Area task
pane and options display for applying shadow, glow, soft edges, and three-
dimensional formatting.
Format Click a chart element and then click the Format Selection button and the task
Selection pane name and options change. Another method for displaying the task pane is to
right-click a chart or chart element and then click the format option at the shortcut
menu. The name of the format option varies depending on the selected element.
Figure 7.11 Format Chart Area Task Pane

Click the Format Selection button
Display additional formatting with the chart selected to display this
options by clicking icons in task pane. Apply formatting to the
this section of the task pane. chart with options in the task pane.
Click an option
to expand it and
display additional
options.

Changing Chart Height and Width Measurements
uick Steps A chart that is inserted into the current worksheet (not a separate new worksheet)
Change Chart Height can be sized by selecting it and dragging a sizing handle. A chart can also be sized
and/or Width with the Shape Height and Shape Width measurement boxes in the Size group on
the Chart Tools Format tab. Click the up or down arrow at the right side of the
Format tab. measurement box to increase or decrease the size or click in the measurement box
3. Insert height and/or and then type a specific measurement. Another method for changing a chart size
width with Shape
Height and/or Shape is to use options at the Format Chart Area task pane. Display this task pane by
Width measurement clicking the Size group task pane launcher on the Chart Tools Format tab.
boxes.
Activity 4a Deleting a Chart and Creating and Formatting a Pie Chart Part 1 of 2
1. Open DIDeptCosts and then save it with the name 7-DIDeptCosts.

2. Create the pie chart shown in Figure 7.11 by 2b
a. Select the range A3:B9.
b. Click the Quick Analysis button at the bottom right
corner of the selected range.
c. Click the Charts option. 2c
d. Click the Pie button.
3. Insert data labels in the chart by completing the
following steps: 2d
a. Click the Chart Elements button outside the
upper right border of the chart.
b. Hover the mouse pointer over the Data Labels
option and then click the right-pointing 3c
triangle.
3a
c. Click Inside End at the side menu.
d. Click the Chart Elements button to hide
the side menu.
4. Click the Style 6 option in the Chart Styles group on the 3b
Chart Tools Design tab.
5. Type a title and then apply a WordArt style to it by
a. Click the Chart Tools Format tab.
b. Click the Chart Elements option box arrow in the Current
Selection group.
c. Click Chart Title at the drop-down list.
d. Type Costs Breakdown by Department and then press the
Enter key.
e. Click the More WordArt Styles button in the WordArt
Styles group.
f. Click the option in the fourth column, third row (white
fill with orange outline).
5f

6. Use the Format Legend task pane to apply formatting to the legend by completing the
following steps:
a. Click the Chart Elements option box arrow and then click 6a
Legend at the drop-down list.
b. Click the Format Selection button in the Current Selection
group.
c. At the Format Legend task pane, click the Left
option in the Legend Options section to select it.
6b
6c
d. Click the Effects icon in the task pane. (This changes the options in the task pane.)
e. Click Shadow to expand the shadow options in the task pane.
f. Click the Shadow button to the right of Presets and then click the Offset: Bottom Right
option (first option in the Outer section).
6d
6f
6e
g. Click the Fill & Line icon in the task pane.

h. Click Fill to expand the fill options in the task pane.
i. Click the Gradient fill option.
j. Close the task pane by clicking the Close button in the upper right corner of the task pane.

7. Use the Format Chart Area task pane to apply formatting to the chart by completing the
following steps:
a. Click inside the chart but outside any chart elements.
b. Click the Format Selection button in the Current Selection group.
c. Make sure the Fill & Line icon in the Format Chart Area task pane is selected. (If not,
click the icon.)
d. Make sure the Fill option is expanded. (If not, click Fill.)
e. Click the Gradient fill option.
f. Click the Size & Properties icon in the task pane.
g. Click Size to expand the size options in the task pane.
h. Select the current measurement in the Height measurement box, type 3.5, and then press
the Enter key.
i. Select the current measurement in the Width measurement box, type 5.5, and then press
the Enter key.
j. Close the task pane.
7j
7f
7h
7e
7i
7g
8. Save 7-DIDeptCosts and then print only the chart.

9. Change the chart style by completing the following steps:
a. Click the Chart Tools Design tab.
b. Click the More Chart Styles button in the Chart Styles group.
c. Click the Style 9 option at the drop-down gallery.
10. Move the chart so it is positioned below the cells containing data.
12. Display the Print backstage area, make sure the chart fits on one page with the data, and
then click the Print button.
13. Save 7-DIDeptCosts.
Check Your Work
Deleting a Chart
uick Steps Delete a chart created in Excel by clicking the chart to select it and then pressing
Delete Chart the Delete key. If a chart has been moved to a different worksheet in the
1. Click chart. workbook, deleting the chart will delete the chart but not the worksheet. To delete
2. Press Delete key.
OR
the worksheet and the chart, position the mouse pointer on the sheet tab, click
1. Right-click chart tab. the right mouse button, and then click Delete at the shortcut menu. At the
2. Click Delete. message box indicating that the selected sheet will be permanently deleted, click
the Delete button.

Activity 4b Deleting a Chart and Creating and Formatting a Treemap Chart Part 2 of 2
1. With 7-DIDeptCosts open, click the Sheet2 tab.

2. Delete the column chart by completing the following steps:
a. Click the column chart to select it. (Make sure the chart is selected, not a specific
element in the chart.)
b. Press the Delete key.
3. Create a treemap chart by completing the
following steps:
a. Select the range A2:C8. 3c
c. Click the Insert Hierarchy Chart button in
the Charts group. 3d
d. Click the Treemap option (first option).
4. Click the Style 4 option in the Chart Styles
group on the Chart Tools Design tab (fourth
option from the left).
5. Click the Change Colors button in the Chart
Styles group and then click the Colorful Palette 3
option in the Colorful section of the drop-down
gallery.
6. Click the Add Chart Element button, position
the mouse pointer over the Legend option, click
the right-pointing triangle, and then click the
None option.
7. Click in the Chart Title placeholder text 6
and then type Proportionate Departmental
Expenses.
8. Change the chart height and width by
a. Make the entire chart active and then click
the Chart Tools Format tab.
b. Click in the Shape Height measurement box,
type 5, and then press the Enter key.
c. Click in the Shape Width measurement box, type 4,
9. Move the chart so it is positioned below the cells
containing data.
11. Center the worksheet horizontally and vertically.
12. Save, print, and then close 7-DIDeptCosts.
8b 8c
Check Your Work

Activity 5 Insert Formulas with the IF Logical Function 3 Parts
You will write formulas using the IF logical function to calculate sales bonuses,
determine pass/fail grades based on averages, and identify discounts and
discount amounts.
Tutorial Writing Formulas with the

Using Logical IF
Functions Logical IF Function
A question that can be answered true or false is considered a logical test. The IF
function can be used to create a logical test that performs a particular action if the
answer is true (condition met) and another action if the answer is false (condition
not met).
For example, an IF function can be used to write a formula that calculates a
salesperson’s bonus as 10% if he or she sells more than $99,999 worth of product
and 0% if he or she does not sell more than $99,999 worth of product. When
writing a formula with an IF function, think about the words if and then. For
example, the formula written out for the bonus example would look like this:
If the salesperson sells more than $99,999 of product, then the
salesperson receives a bonus of 10%.
If the salesperson does not sell more than $99,999 of product, then the
salesperson receives a bonus of 0%.
When writing a formula with an IF function, use a comma to separate the
condition and the action. The formula for the bonus example would look like this:
= IF(sales >99999,sales*0.1,0). The formula contains three parts:
• the condition or logical test: IF(sales >99999
• the action taken if the condition or logical test is true: sales*0.1
• the action taken if the condition or logical test is false: 0
In Activity 5a, you will write a formula with cell references rather than cell
data. You will write a formula with an IF function that determines the following:
If the sales amount is greater than the quota amount, then the salesperson
will receive a 15% bonus.
If the sales amount is not greater than the quota amount, then the
salesperson will not receive a bonus.
Written with cell references in the activity, the formula looks like this:
=IF(C4>B4,C4*0.15,0). In this formula, the condition, or logical test, is whether
the number in cell C4 is greater than the number in cell B4. If the condition is
true and the number is greater, then the number in cell C4 is multiplied by 0.15
(providing a 15% bonus). If the condition is false and the number in cell C4 is
less than the number in cell B4, then nothing happens (no bonus). Notice how
commas are used to separate the logical test from the action.

Activity 5a Writing a Formula with an IF Function Part 1 of 3
1. Open CMPReports and then save it with the name 7-CMPReports.

2. Write a formula with the IF function that determines if a sales quota has been met and
if it has, inserts the bonus of 15% of actual sales. (If the quota has not been met, the
formula will insert a 0.) Write the formula by completing the following steps:
b. Type =if(c4>b4,c4*0.15,0) and then press the Enter key.
2b
c. Make cell D4 active and then use the fill handle to copy the formula to the range D5:D9.
3. Print the worksheet.
4. Revise the formula so it inserts a 20% bonus if the quota has been met by completing
b. Click in the Formula bar, edit the formula so it displays as = IF(C4>B4,C4*0.2,0),
and then click the Enter button on the Formula bar.
c. Copy the formula in cell D4 to the range D5:D9.
d. Make cell D4 active and then apply the Accounting format with a dollar symbol ($) and
two digits after the decimal point.
5. Save 7-CMPReports.
Check Your Work
Writing Formulas with an IF Function Using

the Function Arguments Dialog Box
A formula containing an IF function can be typed directly into a cell or the
Function Arguments dialog box can be used to help write the formula. To use
the Function Arguments dialog box to write a formula with the IF function, click
Logical the Formulas tab, click the Logical button in the Function Library group, and
then click IF at the drop-down list. This displays the Function Arguments dialog
box, shown in Figure 7.12. The Function Arguments dialog box displays the
information you will type in the three argument text boxes for Activity 5b.
At the Function Arguments dialog box, click in the Logical_test text box and
information about the Logical_test argument displays in the dialog box. In this text
box, type the cell designation followed by what is evaluated. In the figure, the
Logical_test text box contains b14>599, indicating that what is being evaluated is
whether the amount in cell B14 is greater than $599. The Value_ if_true text box
contains b14*0.95, indicating that if the logical test is true, then the amount in
cell B14 is multiplied by 0.95. (The discount for any product price greater than
$599 is 5%, and multiplying the product price by 0.95 determines the price after
the 5% discount is applied.) The Value_ if_ false text box contains b14, indicating
that if the logical test is false (the product price is not greater than $599), then the
amount from cell B14 is simply inserted.

Figure 7.12 Function Arguments Dialog Box
Insert the logical test Insert the action that will occur
(what is being evaluated). if the logical test is true.
Insert the action that will occur

if the logical test is false.
Activity 5b Writing a Formula with an IF Function Using the

Function Arguments Dialog Box Part 2 of 3
1. With 7-CMPReports open, insert a formula with an IF function using the Function
Arguments dialog box by completing the following steps:
c. Click the Logical button in the Function Library group.
d. Click IF at the drop-down list.
e. At the Function Arguments dialog box, type b14>599 in the Logical_test text box and
f. Type b14*0.95 in the Value_ if_true text box and then press the Tab key.
g. Type b14 in the Value_ if_ false text box.
1e 1f
1g
h. Click OK to close the Function Arguments dialog box.

2. Copy the formula in cell C14 to the range C15:C26.
3. Apply the Accounting format with a dollar symbol and two digits after the decimal point
to cell C14.
4. Save 7-CMPReports.
Check Your Work

Writing IF Statements Containing Text
When writing a formula with an IF statement, if text is to be inserted in a cell
rather than a value, put quotation marks around the text. For example, in Step 2
of Activity 5c, you will write a formula with an IF function that looks like this
when written out:
If the new employee averages more than 79 on the quizzes, then he or
she passes.
If the new employee does not average more than 79 on the quizzes,
then he or she fails.
In Activity 5c, you will write the formula so the word PASS is inserted in a
cell if the average of the new employee quizzes is greater than 79 and the word
FAIL is inserted if the condition is not met. The formula would be = IF(E31>79,
"PASS", "FAIL"). The quotation marks before and after PASS and FAIL identify
the data as text rather than values.
The Function Arguments dialog box can be used to write a formula with an IF
function that contains text. For example, in Step 3 of Activity 5c, you will write a
formula with an IF function using the Function Arguments dialog box that looks
like this when written out:
If the product price is greater than $599, then insert YES.
If the product price is not greater than $599, then insert NO.
To create the formula in Step 3 using the Function Arguments dialog box,
display the dialog box and then type b14>599 in the Logical_test text box, YES in
the Value_if_true text box and NO in the Value_ if_ false text box. When you press
the Enter key after typing YES in the Value_ if_true text box, Excel automatically
inserts quotation marks around the text. Excel will do the same thing for NO in
the Value_ if_ false text box.
Activity 5c Writing IF Statements Containing Text Part 3 of 3
1. With 7-CMPReports open, insert quiz averages by completing the following steps:
a. Make cell E31 active and then insert a formula that calculates the average of the test
scores in the range B31:D31.
b. Copy the formula in cell E31 to the range E32:E35.
2. Write a formula with an IF function that inserts the word PASS if the new employee quiz
average is greater than 79 and inserts the word FAIL if the quiz average is not greater than
79. Write the formula by completing the following steps:
a. Make cell F31 active.
b. Type =if(e31>79,"PASS","FAIL") and then press the Enter key.
2b
c. Copy the formula in cell F31 to the range F32:F35.

3. Write a formula with an IF function using the Function Arguments dialog box that inserts
the word YES in the cell if the product price is greater than $599 and inserts the word NO
if the price is not greater than $599. Write the formula by completing the following steps:
c. Click the Logical button in the 3e 3f
Function Library group.
d. Click IF at the drop-down list.
e. Type b14>599 in the Logical_test
text box and then press the Tab
key.
f. Type YES in the Value_ if_true text
box and then press the Tab key.
g. Type NO in the Value_ if_ false text
box. 3g
h. Click OK to close the Function Arguments dialog box.
i. Copy the formula in cell D14 to the range D15:D26.
4. Save and then print 7-CMPReports.
5. Press Ctrl + ` to turn on the display of formulas.
6. Print the worksheet again. (The worksheet will print on two pages.)
7. Press Ctrl + ` to turn off the display of formulas.
8. Save and then close 7-CMPReports.
Check Your Work
Chapter Summary
■ A chart is a visual presentation of data. Excel provides 17 basic chart types:
Column, Line, Pie, Bar, Area, X Y (Scatter), Map, Stock, Surface, Radar,
Treemap, Sunburst, Histogram, Box & Whisker, Waterfall, Funnel, and Combo.
■ To create a chart, select the cells, click the Insert tab, and then click a specific
chart button in the Charts group. Click the Recommended Charts button in the
Charts group and Excel will recommend a type of chart for the data.
■ A chart is inserted in the same worksheet as the selected cells by default.
■ Change the size of a chart using the mouse by dragging one of the sizing
handles that display around the border of the chart. When changing the chart
size, maintain the proportions of the chart by pressing and holding down the
Shift key while dragging a sizing handle.
■ Move a chart by positioning the mouse pointer on the chart border until the
pointer displays with a four-headed arrow attached and then dragging with the
mouse.
■ The cells selected to create a chart are linked to the chart. Changes made to the
data are reflected in the chart.
■ Three buttons appear outside the right border of a selected chart. Use the
Chart Elements button to insert or remove chart elements, use the Chart Styles
button to apply chart styles, and use the Chart Filters button to isolate specific
data in the chart.
■ Print a chart by selecting it, displaying the Print backstage area, and then
clicking the Print button.

■ When a chart is inserted in a worksheet, the Chart Tools Design tab is active.
Use buttons and options on this tab to add chart elements, change the chart
type, specify a different layout or style for the chart, and change the location of
the chart.
■ Choose a chart style with options in the Chart Styles group on the Chart Tools
Design tab or at the Change Chart Type dialog box.
■ Click the Switch Row/Column button in the Data group on the Chart Tools
Design tab to change what Excel uses to determine the grouping of data along
the horizontal axis and legend.
■ Use the Quick Layout button in the Chart Layouts group on the Chart Tools
Design tab to change the chart layout.
■ Use the Change Colors button in the Chart Styles group on the Chart Tools
Design tab to apply different colors to a chart.
■ Create a chart and it is inserted in the currently open worksheet. The chart can
be moved to a new worksheet in the workbook with the New sheet option at the
Move Chart dialog box.
■ Add chart elements with the Add Chart Element button in the Chart Layouts
group on the Chart Tools Design tab.
■ Move a chart element by selecting it and then dragging it with the mouse. Use
the sizing handles around a chart element to change its size. Delete a chart
element by selecting it and then pressing the Delete key or by right-clicking the
element and then clicking Delete at the shortcut menu.
■ Customize the formatting of a chart and chart elements with options on the
Chart Tools Format tab. Use these options to identify specific elements in
the chart for formatting, insert a shape, apply formatting to a shape, apply
WordArt formatting to data in a chart, insert alt text, and arrange, align, and
size a chart.
■ Insert a shape by clicking it in the Insert Shapes group on the Chart Tools
Format tab and then clicking or dragging in the chart.
■ Create alternate text for an object such as a chart and the text is read by a
screen reader, helping people with a visual impairment understand what objects
are included in the worksheet.
■ Excel provides additional formatting options at a formatting task pane. A
formatting task pane displays at the right side of the screen; the name and
the contents in the task pane vary depending on whether the entire chart or
an element in the chart is selected. Display a task pane by clicking the chart
or element in the chart and then clicking the Format Selection button in the
Current Selection group on the Chart Tools Format tab.
■ Change the size of a chart with the Shape Height and Shape Width measurement
boxes on the Chart Tools Format tab or at the Format Chart Area task pane.
■ To delete a chart in a worksheet, click the chart to select it and then press the
Delete key. To delete a chart created in a separate sheet, position the mouse
pointer on the chart sheet tab, click the right mouse button, and then click
Delete.
■ A logical test is a question that can be answered with true or false. Use the IF
function to create a logical test that performs one action if the answer is true
(condition met) or another action if the answer is false (condition not met).

Commands Review
add chart element Chart Tools Design, Chart Layouts
Change Chart Type dialog box Chart Tools Design, Type
change colors Chart Tools Design, Chart Styles
chart or chart element task pane Chart Tools Format, Current Selection
logical functions Formulas, Function Library
Move Chart dialog box Chart Tools Design, Location
quick layout Chart Tools Design, Chart Layouts
recommended chart Insert, Charts Alt + F1
recommended chart in separate sheet F11
switch row/column Chart Tools Design, Data

Microsoft ®
Excel
®
8
CHAPTER
Adding Visual Interest

to Workbooks
1 Insert symbols and special characters
2 Insert, size, move, and format images
3 Create and insert screenshots
4 Draw, format, and copy shapes
5 Insert, format, and type text in text boxes
6 Insert, format, and modify icons and 3D models
7 Insert, format, size, move, and delete SmartArt graphics
8 Insert, format, size, and move WordArt
Microsoft Excel includes a variety of features that you can use to enhance the
appearance of a workbook. Some of the methods for adding visual appeal that
you will learn in this chapter include inserting and modifying images, screenshots,
shapes, text boxes, icons, 3D models, SmartArt, and WordArt.
Data Files
The online
course includes
Before beginning the chapter work, copy the EL1C8 folder to additional training
your storage medium and then make EL1C8 the active folder. and assessment
resources.
207

Activity 1 Insert Symbols, Images, and Shapes in a 5 Parts
Financial Analysis Workbook
You will open a financial analysis workbook and then insert symbols and move,
size, and format an image in the workbook. You will also insert an arrow shape,
type and format text in the shape, and then copy the shape.
Tutorial Inserting Symbols and Special

Inserting Symbols
and Special Characters
Characters Use the Symbol button on the Insert tab to insert symbols in a worksheet. Click
the button and the Symbol dialog box displays, as shown in Figure 8.1. At the
Symbol dialog box, double-click a symbol to insert it, click the symbol and then click
the Insert button, or type the code in the Character code text box. Click the Close
uick Steps button to exit the dialog box.
Insert Symbol At the Symbol dialog box with the Symbols tab selected, additional symbols
1. Click in cell. are available with different fonts. Change the font by clicking the Font option box
3. Click Symbol button. arrow and then clicking a font at the drop-down list. Click the Special Characters
4. Double-click symbol. tab at the Symbol dialog box and a list of special characters displays. Insert a
5. Click Close. special character by double-clicking a character and then clicking the Close button
Insert Special or by clicking the character, clicking the Insert button, and then clicking the Close
Character
1. Click in cell. button.
3. Click Symbol button. Figure 8.1 Symbol Dialog Box with the Symbols Tab Selected
4. Click Special
Characters tab.
5. Double-click special Click this tab to display a
character. list of special characters.
6. Click Close.
Hint Increase
or decrease the size Use the Font option
of the Symbol dialog box to select a
box by positioning the
font with a set of
mouse pointer on the
lower right corner until characters.
the pointer displays as
a two-headed arrow
and then dragging with
the mouse.
This section of the

dialog box displays
the most recently
used symbols.
The Character code text box displays

the code that can be entered at the
keyboard to insert the symbol.
208 Excel Level 1 | Unit 2 Chapter 8 | Adding Visual Interest to Workbooks

Activity 1a Inserting Symbols and Special Characters Part 1 of 5
1. Open SMFFinCon and then save it with the name 8-SMFFinCon.

2. Insert a symbol by completing the following steps:
a. Double-click in cell A2.
b. Delete the e at the end of Qualite.
c. With the insertion point positioned
immediately right of the t in Qualit,
click the Insert tab.
d. Click the Symbol button in the
Symbols group.
e. At the Symbol dialog box, scroll down
the list box and then click the é symbol
(located in approximately the ninth
through eleventh rows). (You can also
type 00E9 in the Character code text box
to select the symbol.)
f. Click the Insert button and then click
the Close button.
3. Insert a special character by completing
2e 2f
a. With cell A2 selected and in Edit mode, move the
insertion point so it is positioned immediately right
of Group. 3c
b. Click the Symbol button in the Symbols group.
c. At the Symbol dialog box, click the Special
Characters tab.
3d
d. Double-click the ® Registered symbol (tenth option
from the top).
e. Click the Close button.
4. Insert a symbol by completing the following steps:
a. With cell A2 selected and in Edit mode, move
the insertion point so it is positioned
immediately left of the Q in Qualité. 4c 4d
b. Click the Symbol button in the
Symbols group.
c. At the Symbol dialog box, click the
Font option box arrow and then click
Wingdings at the drop-down list. (You
will need to scroll down the list to see
this option.)
d. Click the symbol (located in
approximately the fifth or sixth row).
(You can also type 118 in the Character
code text box to select the symbol.)
e. Click the Insert button and then click
the Close button.
5. Click in cell A3.
6. Save 8-SMFFinCon.
4e
Check Your Work
Excel Level 1 | Unit 2 Chapter 8 | Adding Visual Interest to Workbooks 209

Figure 8.2 Picture Tools Format Tab
Tutorial Inserting an Image

Inserting an Image Insert an image, such as a picture or clip art image, in an Excel workbook with
buttons in the Illustrations group on the Insert tab. Click the Pictures button to
Pictures display the Insert Picture dialog box with options for inserting an image from a
folder on the computer or a removable drive. Or click the Online Pictures button
and search for images online. When an image is inserted in a worksheet, the
Picture Tools Format tab appears, as shown in Figure 8.2.
Tutorial Customizing and Formatting an Image

Modifying Images Use buttons in the Adjust group on the Picture Tools Format tab to remove
unwanted parts of an image, correct the image brightness and contrast, change the
image color, apply artistic effects to the image, change to a different image, and
Compress restore the original image formatting. Use the Compress Pictures button in the
Pictures Adjust group to compress the size of an image file and reduce the amount of space
the image requires on the storage medium. Use buttons in the Picture Styles group
uick Steps to apply a predesigned style to the image, change the image border, or apply other
Insert Image effects to the image. Use the Alt Text button in the Accessibility group to add
2. Click Pictures button.
alternate text for the image. With options in the Arrange group, position the
3. Navigate to folder. image on the page, specify how text will wrap around the image, align the image
4. Double-click image. with other elements in the worksheet, and rotate the image. Use the Crop button
in the Size group to remove any unwanted parts of the image and use the Shape
Height and Shape Width measurement boxes to specify the image size.
In addition to options at the Picture Tools Format tab, options at the shortcut
menu can be used to format an image. Display this menu by right-clicking
the image. Use options at the shortcut menu to change the image, choose text
wrapping around the image, insert alt text, size and position the image, and
display the Format Picture task pane.
Sizing and Moving an Image

Change the size of an image with the Shape Height and Shape Width measurement
boxes in the Size group on the Picture Tools Format tab or with the sizing handles
around the selected image. To change size with a sizing handle, position the mouse
pointer on a sizing handle until the pointer turns into a double-headed arrow and
then drag in or out to decrease or increase the size of the image. Use the middle
sizing handles at the left and right sides of the image to make the image wider
or thinner. Use the middle sizing handles at the top and bottom of the image to
make the image taller or shorter. Use the sizing handles at the corners of the image
to change both the width and height at the same time. Press and hold down the
Shift key while dragging a sizing handle to maintain the proportions of the image.
Move an image by positioning the mouse pointer on the image border until the
pointer displays with a four-headed arrow attached and then dragging the image to the
new location. Rotate the image by positioning the mouse pointer on the white round
rotation handle until the pointer displays as a circular arrow. Click and hold down the
left mouse button, drag in the desired direction, and then release the mouse button.

Activity 1b Inserting and Formatting and Moving an Image Part 2 of 5
1. With 8-SMFFinCon open, insert an image by 1a

a. Click the Insert tab and then click the Pictures
button in the Illustrations group.
b. At the Insert Picture dialog box, navigate to your
EL1C8 folder and then double-click WallStreet.
2. Change the size of the image by clicking in the Shape
Height measurement box in the Size group on the
Picture Tools Format tab, typing 1.8, and then pressing
the Enter key. 3b
3. Remove the yellow background from the image by
a. Click the Remove Background button in the Adjust
group.
b. Click the Keep Changes button in the Close group on
the Background Removal tab.
4. Change the color by clicking the Color button in the Adjust group and then clicking the Blue,
Accent color 1 Light option (second column, third row in the Recolor section).
5. Apply a correction by clicking the Corrections button in the Adjust group and then
clicking the Brightness: +20% Contrast: +20% option (fourth column, fourth row in the
Brightness/Contrast section).
6. Apply an artistic effect by clicking the Artistic Effects button in the
Adjust group and then clicking the Glow Edges option (last option in
the drop-down gallery). 6
4
5
7. Move the image by completing the following steps:

a. Position the mouse pointer on the image
7b
(displays with a four-headed arrow attached).
b. Click and hold down the left mouse button,
drag the image to the upper left corner of the
worksheet, and then release the mouse button.
8. Save and then print 8-SMFFinCon.
Check Your Work

Formatting an Image at the Format Picture Task Pane
In addition to the Picture Tools Format tab, the Format Picture task pane provides
options for formatting an image. Click the Picture Styles group task pane launcher
or the Size group task pane launcher and the Format Picture task pane displays
at the right side of the screen. Click the Picture Styles group task pane launcher
and the task pane displays with the Effects icon selected; click the Size group
task pane launcher and the Size & Properties icon is selected. Two other icons
are also available in this task pane: the Fill & Line icon and the Picture icon. The
formatting options may need to be expanded. For example, click Size with the Size
& Properties icon selected and options for changing the size of the image display.
Close the task pane by clicking the Close button in the upper right corner.
Tutorial Inserting an Online Image

Inserting an Online Use the Bing Image Search feature to search for images online. To use this feature,
Image click the Insert tab and then click the Online Pictures button in the Illustrations
group. This displays the Online Pictures window, shown in Figure 8.3. Click in the
Online
Pictures
search text box, type the search term or topic, and then press the Enter key.
Images that match the search term or topic display in the window. To insert an
uick Steps image, click the image and then click the Insert button or double-click the image.
Insert Online Image This downloads the image to the document. Customize the image with options
1. Click Insert tab. and buttons on the Picture Tools Format tab.
2. Click Online Pictures
button.
3. Type search word or Figure 8.3 Online Pictures Window
topic.
4. Press Enter key. Type a search
5. Double-click image. term or topic in
this search box
to search for
images online
using the Bing
search engine.

search for images in
your OneDrive account.
Activity 1c Inserting and Formatting an Image Part 3 of 5
1. With 8-SMFFinCon open, delete the Wall Street sign image by clicking the image and
then pressing the Delete key.
2. Insert a different image by completing the following steps:
b. Click the Insert tab and then click the Online Pictures button in the Illustrations group.

c. At the Online Pictures window, type
stock market clip art in the search box 2c 2d
d. Double-click the graph image shown
below and to the right. (If this image is
not available online, click the Pictures
button on the Insert tab. At the Insert
Picture dialog box, navigate to your
EL1C8 folder and then double-click
StockMarket.)
3. Display the Format Picture task pane
with the Size & Properties icon selected
by clicking the Size group task pane
launcher on the Picture Tools Format tab.
4. If necessary, click Size in the task pane to
display the sizing options.
5. Change the height of the image by selecting the
current measurement in the Height measurement 4
box, typing 1.65, and then pressing the Enter key.
(The width automatically changes to maintain the
proportions of the image.) 5
6. Change the properties of the image by clicking
Properties in the Format Picture task pane to expand
the options and then clicking the Move and size with
cells option. (With this option selected, changing the 8
size of the row also changes the size of the image.)
7. Make a correction to the image by completing the
7a
following steps:
a. Click the Picture icon at the top of the task pane.
b. Click Picture Corrections to expand the options.
7b
c. Select the current percentage in the Brightness text
box and then type -25.
d. Select the current percentage in the Contrast text
7c
box, type 40, and then press the Enter key.
8. Close the Format Picture task pane by clicking
the Close button in the upper right corner.
9. Create alternative text for the image by completing 7d
a. Click the Alt Text button in the Accessibility group
on the Picture Tools Format tab.
b. At the Alt Text task pane, click in the description text
box and then type Chart containing an up-pointing
arrow.
c. Close the Alt Text task pane.
10. Click outside the image to deselect it. 9b
11. Increase the height of row 1 to 126.00 points and notice
that the image size increases with the row height.
Check Your Work

Tutorial Creating and Inserting a Screenshot
Creating and The Illustrations group on the Insert tab contains a Screenshot button that can be
Inserting a used to capture all or part of the contents of a screen as an image. This is useful
Screenshot
for capturing information from a web page or a file in another program. To create
a screenshot, open the web page or file to be captured so that it is visible on the
Screenshot screen. Next, make Excel active and open a workbook. Click the Insert tab, click
the Screenshot button, and then look in the drop-down list to see thumbnails of
uick Steps windows open in other programs. Click the thumbnail of the screen to be captured
Insert Screenshot and the screenshot is inserted as an image in the open workbook, the image is
1. Open window to be selected, and the Picture Tools Format tab is active. Use buttons on this tab to
captured.
2. Make Excel active.
customize the screenshot image.
3. Open workbook. A screenshot can also be made of a specific portion of the screen by clicking
5. Click Screenshot the Screen Clipping option at the Screenshot button drop-down list. Click this
button. option and the open web page, file, or Windows desktop displays in a dimmed
6. Click window at manner and the mouse pointer displays as crosshairs (a plus symbol [+]). Using
drop-down list.
OR the mouse, draw a border around the specific area of the screen to be captured.
1. Click Screenshot The area identified is inserted in the workbook as an image, the image is selected,
button and then and the Picture Tools Format tab is active.
Screen Clipping.
2. Drag to specify
capture area.
Activity 1d Inserting and Formatting a Screenshot Part 4 of 5
1. With 8-SMFFinCon open, make sure that no other programs are open.
2. Open Word and then open SMFProfile from your EL1C8 folder.
4. Insert a screenshot of the table in the
Word document by completing the 4a
following steps:
b. Click the Screenshot button in the
Illustrations group and then click
Screen Clipping at the drop-down list.
c. When SMFProfile displays in
a dimmed manner, position the
4b
mouse crosshairs in the upper left
corner of the table, click and hold
down the left mouse button, drag
down to the lower right corner
of the table, and then release the
mouse button. (This creates a
screenshot of the entire table.)
5. With the screenshot image inserted in 8-SMFFinCon, make the following changes:
a. Click in the Shape Width measurement box in the Size group on the Picture Tools
Format tab, type 3.7, and then press the Enter key.

b. Click the Corrections button
5b
and then click the Sharpen: 25%
option (fourth option in the
Sharpen/Soften section).
c. Click the Corrections button
and then click the Brightness:
0% (Normal) Contrast: -40%
(third column, first row in the
Brightness/Contrast section).
d. Using the mouse, drag the
screenshot image one row below
the data in row 10.
6. Make cell A4 active.
8. Click the Word button on the taskbar, close SMFProfile, and then close Word.
Check Your Work
Tutorial Inserting and Formatting a Shape

Inserting a Shape Chapter 7 covered how to insert shapes in a chart with options on the Chart Tools
Format tab. Shapes can also be inserted in a worksheet with the Shapes button in
Tutorial the Illustrations group on the Insert tab. Use the Shapes button to draw shapes in
Formatting a Shape
a worksheet, including lines, basic shapes, block arrows, flow chart symbols,
callouts, stars, and banners. Click a shape and the mouse pointer displays as
crosshairs. Click in the worksheet or position the crosshairs where the shape is to
Shapes
begin, click and hold down the left mouse button, drag to create the shape, and
then release the mouse button. Click or drag in the worksheet and the shape is
uick Steps inserted and the Drawing Tools Format tab, shown in Figure 8.4, becomes active.
Insert Shape Use options and buttons on this tab to choose a shape, apply a style to a shape,
2. Click Shapes button.
arrange a shape, and change the size of a shape.
3. Click shape option at Choose a shape in the Lines section of the Shapes button drop-down list and
drop-down list.
4. Click or drag in the shape that is drawn is considered a line drawing. Choose an option in another
worksheet. section of the drop-down list and the shape drawn is considered an enclosed
Copy Shape object. When drawing an enclosed object, maintain the proportions of the shape
1. Select shape. by pressing and holding down the Shift key while dragging with the mouse. Text
2. Click Copy button. can be typed in an enclosed object and then formatted using buttons in the
3. Position insertion
point in new location. WordArt Styles group (or options on the Home tab).
4. Click Paste button.
OR
Copy a shape in a worksheet by selecting the shape and then clicking the
1. Select shape. Copy button in the Clipboard group on the Home tab. Make active the cell where
2. Press and hold down the shape is to be copied and then click the Paste button. A shape can also be
Ctrl key.
3. Drag shape to new copied by pressing and holding down the Ctrl key while dragging the shape to the
location. new location.
Figure 8.4 Drawing Tools Format Tab

Activity 1e Drawing Arrow Shapes Part 5 of 5
1. With 8-SMFFinCon open, create the larger arrow shown in Figure 8.5 by completing the
following steps:
b. Click the Shapes button in the Illustrations group and
then click the Arrow: Up shape (third column, first
row in the Block Arrows section).
c. Position the mouse pointer (appears as crosshairs)
near the upper left corner of cell D1 and then click
the left mouse button. (This inserts the arrow in
the worksheet.) 1b
1c
d. Click in the Shape Height measurement box and then type 3.7.
e. Click in the Shape Width measurement box, type 2.1, and then press the Enter key.
f. If necessary, drag the arrow so it is positioned as shown in Figure 8.5. (To drag the
arrow, position the mouse pointer on the border of the selected arrow until the pointer
displays with a four-headed arrow attached, click and hold down the left mouse button,
drag the arrow to the new position, and then release the mouse button.)
g. Click the More Shape Styles button in the Shape Styles group on the Drawing Tools
Format tab and then click the Intense Effect - Blue, Accent 1 option (second column, last
row in the Theme Styles section).
h. Click the Shape Effects button in the Shape Styles group, point to Glow, and then click
the Glow: 11 point; Orange, Accent color 2 option (second column, third row in the Glow
Variations section).
1h
1g

2. Insert text in the arrow by completing the following steps:
a. With the arrow selected, type McGuire Mutual Shares 5.33%.
b. Select the text you just typed (McGuire Mutual Shares 5.33%).
c. Click the More WordArt Styles button in the
WordArt Styles group and then click the option
in the fourth column, third row (orange outline
with white fill).
d. Press Ctrl + E to center the text.
3. With the arrow selected, copy it by completing
a. Press and hold down the Ctrl key.
b. Position the mouse pointer on the arrow border
until the pointer displays with a square box and
plus symbol attached.
c. Click and hold down the left mouse button and
drag to the right so the outline of the arrow is
positioned at the right of the existing arrow. 2c
d. Release the mouse button and then release the
Ctrl key.
4. Format the second arrow by completing the following steps:
a. With the second arrow selected, click in the Shape Height measurement box on the
Drawing Tools Format tab and then type 2.
b. Click in the Shape Width measurement box, type 1.6, and then press the Enter key.
c. Select the text McGuire Mutual Shares 5.33% and then type SR Linus Fund 0.22%.
d. Drag the arrow so it is positioned as shown in Figure 8.5.
5. Change to landscape orientation. (Make sure the cells containing the data, screenshot
image, and arrows will print on the same page.)
6. Save, print, and then close 8-SMFFinCon.
Check Your Work
Figure 8.5 Activity 1e

Activity 2 Insert an Icon, 3D Model, and Text Box in a Division 2 Parts
Sales Workbook
You will open a division sales workbook and then insert, move, and size an image,
an icon, and a 3D model. You will also insert a text box and then format the text.
Tutorial Inserting and Modifying Text Boxes

Inserting and To draw a text box in a worksheet, click the Insert tab and then click the Text
Modifying Text Box button in the Text group. This causes the mouse pointer to display as a long,
Boxes
thin, upside-down cross ( ). Position the pointer in the worksheet and then drag
to create the text box. When a text box is selected, the Drawing Tools Format tab
Text Box
displays with options for customizing it.
Click a text box to select it and a dashed border and sizing handles display
around it. To delete the text box, click the border again to change the dashed lines
to solid lines and then press the Delete key.
Tutorial Inserting and Customizing Icons

Inserting and Use the Icons button in the Illustrations group on the Insert tab to insert an icon
Modifying an Icon in a Word document. An icon is a simple graphic used to represent a concept or
idea, such as emotions, weather, nature, the arts, and so on. Icons can be used
uick Steps to highlight or label data in a worksheet. These simple graphics draw the eye to
Draw Text Box
important information and can be understood at a glance. Click the Icons button
2. Click Text Box on the Insert tab and the Insert Icons window opens, as shown in Figure 8.6. At
button. this window, scroll down the list box to view the various icons or click a category
3. Click or drag in in the left panel to display a specific category of icons. To insert an icon in a
worksheet to create
text box. document, double-click the icon in the list box or click the icon and then click the
Insert Icons Insert button.
2. Click Icons button.
3. Click icon.
Figure 8.6 Insert Icons Window
4. Click Insert button.
Icons
Click a category in
this panel to display
icons relating to the
category.
Click an option in this list box

and then click the Insert button to
insert the icon into the worksheet.

When an icon is inserted and selected in a worksheet, the Graphics Tools
Format tab is active, as shown in Figure 8.7. Use options on this tab to apply a
graphic style, fill, outline, and effect; type alternate text for the icon; position,
align, group, rotate, and size the icon; and apply text wrapping.
Icons, like other images, can be formatted with options at the Format Graphic
task pane. Display this task pane by clicking the Graphics Styles group or Size
group task pane launcher. The task pane contains four icons: Fill & Line, Effects,
Size & Properties, and Picture. Use options at the Format Graphic task pane to
format an icon in a manner similar to formatting an image, shape, and text box.
Figure 8.7 Graphics Tools Format Tab
Activity 2a Inserting and Customizing an Icon and a Text Box Part 1 of 2
1. Open HPDivSales and then save it with the name 8-HPDivSales.

2. Insert and format an icon by completing the following steps:
a. Click in cell A2.
c. Click the Icons button in the Illustrations group.
2b
2c
d. At the Insert Icons window, click Arts at the left side of the window.
e. Click the video camera icon shown below and then click the Insert button.
2d
2e

f. With the Icon selected, click the Rotate button in the Arrange
group and then click the Flip Horizontal option at the drop-
down list.
g. Click the More Graphic Styles button in the Graphics
Styles group and then click the Transparent, Colored 2f
Outline - Dark 1 option at the drop-down gallery (first
column, last row).
h. Move the icon it so it is positioned as shown in Figure 8.8.
3. Draw a text box by completing the following steps:
b. Click the Text Box button in the Text group.
c. Drag to cell A1 to draw a text box the approximate
size and shape shown below.
2g
3c
4. Format the text box by completing the following steps:

a. Click the Drawing Tools Format tab.
b. Click the Shape Fill button arrow in the Shape
Styles group and then click No Fill at the drop-
down gallery.
c. Click the Shape Outline button arrow in the
Shape Styles group and then click No Outline at
the drop-down gallery.
5. Insert text in the text box by completing the 4b
following steps:
a. With the text box selected, click the Home tab.
b. Click the Font option box arrow and then
click Lucida Calligraphy at the drop-down gallery.
(Scroll down the gallery to display this font.)
c. Click the Font Size option box arrow and then click 24 at the drop-down gallery.
d. Click the Font Color button arrow and then click Blue, Accent 1, Darker 50% (fifth
column, last row in the Theme Colors section).
e. Click the Align Right button in the Alignment group.
f. Type Hummingbird Productions.
6. Move the text box so the text is positioned in cell A1, as shown in Figure 8.8.
7. Save 8-SPDivSales.
Check Your Work

Tutorial Inserting and Customizing

Inserting and
Modifying 3D 3D Models
Models A 3D model is a graphic file of an image shown in three dimensions. The model
can be rotated or tilted to allow viewing from various angles or to display a
uick Steps specific portion or feature. Microsoft’s Remix 3D library includes a collection
Insert 3D Model of free 3D models that can be inserted into a Word document, PowerPoint
2. Click 3D Models presentation, or Excel worksheet. Access these images by clicking the 3D Models
button. button in the Illustrations group on the Insert tab. At the Online 3D Models
3. Click category. window, shown in Figure 8.9, click a category to view all 3D models within the
4. Click model.
5. Click Insert button. category or type a keyword(s) in the search text box and then press the Enter key.
Insert a 3D model in a worksheet by double-clicking the model or clicking the
3D Model model and then clicking the Insert button.
Figure 8.9 Online 3D Models Window
Click a category to
display 3D model
in the category.

When a 3D model is inserted in a document, the 3D Model Tools Format tab
is active. Use buttons in the Adjust group to insert a different 3D model or reset
the selected model to its original size and position. The 3D Model Views group
includes a gallery of preset views for the model. Click the Alt Text button in the
Accessibility group and the Alt Text task pane displays, where a description of
the model can be added. Use options in the Arrange group to position the model,
apply text wrapping, send the model forward or backward, and align the model.
Change the height and width of the model with options in the Size group.
Pan & Zoom
The Size group also contains the Pan & Zoom button. Click this button to
lock the position of the 3D model and a button (a magnifying glass with a plus
symbol inside) will display at the right of the selected model. Position the mouse
pointer on this button, hold down the left mouse button, and then drag up to
increase the size of the model (zoom in) or drag down to decrease the size (zoom
out). Use the 3D control in the middle of the model to freely rotate the model.
Pan the model by clicking and dragging within the frame to change the model’s
position within the frame. Turn off the pan and zoom feature by clicking the Pan
& Zoom button to deactivate it.
Use the 3D control that displays in the middle of a selected 3D model to
rotate or tilt the model. To use the 3D control, position the mouse pointer on the
control, click and hold down the left mouse button, and then drag with the mouse
to rotate or tilt the model.
Options for formatting and customizing a 3D model are available at the
Format 3D Model task pane. Display the task pane by clicking the 3D Model
Views group or Size group task pane launcher. The task pane displays with four
icons: Fill & Line, Effects, Size & Properties, and 3D Model.
Click the Fill & Line icon to display options for formatting the border line and
fill of the 3D model. Use options at the task pane with the Effects icon selected
to apply formatting effects, such as shadow, reflection, glow, and soft edges, and to
format and rotate the model. Click the Size & Properties icon to display options
for adjusting the size of the 3D model, or click the 3D Model icon to specify the
rotation and camera view.
Activity 2b Inserting and Customizing a 3D Model Part 2 of 2
1. With 8-HPDivSales open, click in cell E1.

2. Insert a 3D model from the Remix 3D library by completing
b. Click the 3D Models button in the Illustrations group.
c. At the Online 3D Models window, click the Animals
category.
d. Scroll down and click the hummingbird model. 2d
e. Click the Insert button.
Note: If you do not have access to the Online 3D Models
window, open Bird3D from your EL1C8 folder. This
workbook contains the 3D hummingbird model. Copy the
model and then paste it into 8-DivSales.

3. Change the size of the model at the Format 3D
Model task pane by completing the following
steps:
a. Click the Size group task pane launcher.
b. Select the value in the Width measurement box.
c. Type 3 and then press the Enter key. 3c
4. Change the view of the model by clicking the Right
view (fifth option) in the 3D Model Views gallery.
5. Reset the bird model by clicking the Reset 3D Model button in

the Adjust group. 5
6. Use the 3D control that displays in the middle of the bird
model by positioning the mouse pointer on the 3D control,
pressing and holding down the left mouse button, and then
dragging with the mouse to rotate the model. Rotate the model so
it displays as shown in Figure 8.10.
7. Zoom in and pan the model by completing the following steps:
a. Click the Pan & Zoom button in the Size group on the 3D Model
Tools Format tab.
b. Position the mouse pointer on the button that displays as a
magnifying glass with a plus symbol inside (at the right of the
model), press and hold down the left mouse button, and then drag
down to decrease the size of the model so it displays as shown in Figure 8.10. 7a
c. Position the mouse inside the model and then pan the hummingbird within
the frame by click-dragging it to the position as shown in Figure 8.10.
d. Click the Pan & Zoom button to deactivate it.
e. Move the model to the upper left corner of cell A1.
8. Close the Format 3D Model task pane.
9. Save, print, and then close 8-HPDivSales.
Figure 8.10 Activity 2b

Activity 3 Insert and Format SmartArt Graphics in a 4 Parts
Company Sales Workbook
You will open a workbook that contains two company sales worksheets. You
will insert and format a SmartArt cycle graphic in one worksheet and a SmartArt
relationship graphic in the other. You will also create and format WordArt text.
Tutorial Inserting a SmartArt Graphic

Inserting a Use the SmartArt feature included in Excel to insert graphics, such as diagrams
SmartArt Graphic and organizational charts, in a worksheet. SmartArt offers a variety of predesigned
graphics that are available at the Choose a SmartArt Graphic dialog box, shown in
Figure 8.11. Display this dialog box by clicking the Insert tab and then clicking
SmartArt
the SmartArt button in the Illustrations group. At the dialog box, All is selected in
the left panel and all the predesigned graphics are available in the middle panel.
Use the scroll bar at the right side of the middle panel to scroll down the list of
uick Steps graphic choices. Click a graphic in the middle panel and the name of the graphic
Insert SmartArt displays in the right panel along with a description of the graphic type. SmartArt
Graphic
includes graphics for presenting lists of data; showing data processes, cycles, and
2. Click SmartArt relationships; and presenting data in a matrix or pyramid. Double-click a graphic
button. in the middle panel of the dialog box and the graphic is inserted in the worksheet.
3. Double-click graphic.
Entering Data in a SmartArt Graphic

Some SmartArt graphics are designed to include text. Type text in a graphic by
selecting a shape in the graphic and then typing text in the shape, or display a text
pane and then type text in the pane. Display the text pane by clicking the Text
Text Pane
Pane button in the Create Graphic group on the SmartArt Tools Design tab. Turn
off the display of the pane by clicking the Text Pane button or clicking the Close
Hint Generally, you button in the upper right corner of the pane.
would use a SmartArt
graphic to represent
text and a chart to Figure 8.11 Choose a SmartArt Graphic Dialog Box
represent numbers.
Use the scroll bar

to view the entire
list of choices.
Click a SmartArt
graphic in the
middle panel
and then read
a description
of the graphic
here.
Choose the SmartArt graphic Double-click the SmartArt graphic in this
category from options in this panel. panel to insert the graphic in the worksheet.

Tutorial Sizing, Moving, and Deleting a SmartArt Graphic
Modifying a Increase or decrease the size of a SmartArt graphic by dragging one of the sizing
SmartArt Graphic handles that display around the selected graphic. Use the corner sizing handles to
increase or decrease the height and width at the same time. Use the middle sizing
handles to increase or decrease the height or width of the SmartArt graphic.
To move a SmartArt graphic, select it and then position the mouse pointer on
the graphic border until the pointer displays with a four-headed arrow attached.
Click and hold down the left mouse button, drag the graphic to the new position,
and then release the mouse button. Delete a graphic by selecting it and then
pressing the Delete key.
Activity 3a Inserting, Moving, and Sizing a SmartArt Graphic in a Worksheet Part 1 of 4
1. Open EPCoSales and then save it with the

name 8-EPCoSales.
2. Create the SmartArt graphic shown in 4
Figure 8.12. To begin, click the Insert tab.
3. Click the SmartArt button in the Illustrations
group.
4. At the Choose a SmartArt Graphic dialog box,
click Cycle in the left panel.
5. Double-click Radial Cycle in the middle
5
panel (as shown in the image at the right).
6. If the text pane is not open, click the Text
Pane button in the Create Graphic group.
(The text pane will display at the left of the
SmartArt graphic.)
7. With the insertion point positioned after the top 6
bullet in the text pane, type Evergreen Products.
8. Click in the [Text] placeholder below Evergreen
Products and then type Seattle.
9. Click in the next [Text] placeholder and then type
Olympia.
Portland.
7-11
Spokane.
12. Click the Text Pane button to close the text pane.
13. Drag the SmartArt graphic so it is positioned as shown
in Figure 8.12. To drag the graphic, position the mouse pointer on the graphic border
until the pointer displays with a four-headed arrow attached. Click and hold down the left
mouse button, drag the graphic to the new position, and then release the mouse button.
14. Use the sizing handles around the SmartArt graphic to increase or decrease the size so it
displays as shown in Figure 8.12.
15. Save 8-EPCoSales.
Check Your Work

Changing the SmartArt Graphic Design

Hint To restore the Double-click a SmartArt graphic at the Choose a SmartArt Graphic dialog box and
SmartArt default layout the graphic is inserted in the worksheet and the SmartArt Tools Design tab is
and color, click the active. Use options and buttons on this tab to add objects, change the graphic
Reset Graphic button in
the Reset group on the layout, apply a style to the graphic, and reset the original formatting of the
SmartArt Tools Design graphic.
tab.
Activity 3b Changing the SmartArt Graphic Design Part 2 of 4
1. With 8-EPCoSales open, make sure the SmartArt Tools Design

tab is active and then click the Spokane circle shape in
the graphic to select it.
2. Click the Right to Left button in the Create Graphic
group. (This switches Olympia and Spokane.) 2
3. Click the More SmartArt Styles button in the
SmartArt Styles group and then click the Polished
option at the drop-down list (first column, first row in
the 3-D section).
4. Click the Change Colors button in the

SmartArt Styles group, scroll down the drop-down
gallery, and then click the Gradient Range - Accent 6
option (third option in the Accent 6 section).
5. Click outside the SmartArt graphic to deselect it.
6. Change to landscape orientation. (Make sure the
graphic fits on the first page.)
7. Save 8-EPCoSales and then print the Total Sales
worksheet.
Check Your Work

Changing the SmartArt Graphic Formatting
Click the SmartArt Tools Format tab and options display for formatting a
SmartArt graphic. Use buttons on this tab to insert and customize shapes; apply
a shape style; apply WordArt styles; and specify the position, alignment, rotation,
wrapping style, height, and width of a graphic.
Activity 3c Changing the SmartArt Graphic Formatting Part 3 of 4
1. With 8-EPCoSales open, click the Seattle Sales sheet tab.

2. Create the SmartArt graphic shown in Figure 8.13. To begin, click the Insert tab and then
click the SmartArt button in the Illustrations group.
3. At the Choose a SmartArt Graphic dialog box, click Relationship in the left panel and then
double-click Gear in the middle panel.
4. Click in the [Text] placeholder in the bottom gear and then type Quality Products.
5. Click in the [Text] placeholder in the left gear and then type Customized Plans.
6. Click in the [Text] placeholder in the top gear and then type Exemplary Service.
7. Click inside the SmartArt graphic border but outside any specific shape.
8. Click the More SmartArt Styles button in the SmartArt Styles group and then click the
Inset option (second column, first row in the 3-D section).
9. Click the Change Colors button and then click the
Gradient Loop - Accent 6 option (fourth option in the
Accent 6 section).
10. Click the SmartArt Tools Format tab.
11. Click in the Height measurement box in
the Size group and then type 4.
12. Click in the Width measurement box,
type 4.5, and then press the Enter key.
9
11
12
13. Click the bottom gear to select it.

14. Click the Shape Fill button arrow in the Shape Styles group
and then click the Green, Accent 6, Darker 50% option (last
15. Click the top gear to select it.
16. Click the Shape Fill button arrow and then click the Green,
Accent 6, Darker 25% option (last column, fifth row in the
Theme Colors section). 14
17. Change to landscape orientation.
18. Move the SmartArt graphic so it fits on the first page and
displays as shown in Figure 8.13.
19. Click outside the SmartArt graphic to deselect it.
20. Save 8-EPCoSales and then print the Seattle Sales
worksheet.
Check Your Work
Figure 8.13 Activity 3c
Tutorial Creating, Sizing, and Moving WordArt

Creating WordArt Use the WordArt feature to distort or modify text so it conforms to a variety
of shapes. This is useful for creating company logos and headings. Change the
WordArt font, style, and alignment of text with WordArt and use fill patterns and colors,
customize border lines, and add shadow and three-dimensional effects.
uick Steps To insert WordArt in an Excel worksheet, click the Insert tab, click the
Create WordArt Text button, click the WordArt button at the drop-down list, and then click an
1. Click Insert tab. option at the drop-down list. This inserts the text Your text here in the worksheet,
2. Click Text button.
3. Click WordArt button.
formatted in the WordArt option selected at the drop-down list. Type text and
4. Click WordArt style then use the options and buttons on the Drawing Tools Format tab to format the
at drop-down list. WordArt.
5. Type text.

Hint To remove WordArt text inserted in a worksheet is surrounded by white sizing handles.
a WordArt style from Use these sizing handles to change the height and width of the WordArt text. To
text and retain the text, move WordArt text, position the mouse pointer on the border of the WordArt text
click the More WordArt
Styles button in the box until the pointer displays with a four-headed arrow attached and then drag
WordArt Styles group the outline of the text box to the new location.
on the Drawing Tools
Format tab and then Make WordArt text conform to a variety of shapes using the Transform option
click Clear WordArt. from the Text Effects button drop-down list. Apply a transform shape and a small
yellow circle displays below the WordArt text. Use this circle to change the slant
of the WordArt text.
Activity 3d Inserting and Formatting WordArt Part 4 of 4
1. With 8-EPCoSales open, click the Total Sales sheet tab.

2. Make cell A1 active and then press the Delete key. (This
removes the text from the cell.)
3. Increase the height of row 1 to 138 points. 5
4. Click the Insert tab.
5. Click the Text button, click the WordArt button, and then
click the option in the first column, third row (black fill
with white outline).
6. Type Evergreen, press the Enter key, and then type Products.
7. Click the WordArt border to change it to a solid line (not a
dashed line).
8. Click the Text Fill button arrow in the WordArt Styles group
and then click the Green, Accent 6, Darker 50% option (last
9. Click the Text Effects button in the WordArt Styles group, 8
point to Transform, and then click the Warp Up option (third
column, fourth row in the Warp section).
10. Position the mouse pointer (turns into a white
arrow) on the small yellow circle immediately below
the d in Products, click and hold down the left mouse
button, drag up approximately 0.25 inch, and then
release the mouse button. (This changes the slant of
9
the text.)
11. Drag the WordArt text so it is positioned in cell A1.
12. If necessary, size the SmartArt graphic and position
it so it prints on one page with the data.
13. Click the Seattle Sales sheet tab and then complete
steps similar to those in Steps 2 through 11 to
insert Evergreen Products as WordArt in cell A1.
14. Make sure the SmartArt graphic fits on one page
with the data. If necessary, decrease the size of the
graphic.
15. Save 8-EPCoSales and then print both
worksheets.
16. Close 8-EPCoSales.
Check Your Work

Chapter Summary
■ Insert symbols with options at the Symbol dialog box with the Symbols tab or
Special Characters tab selected.
■ Use buttons in the Illustrations group on the Insert tab to insert an image such
as a picture, clip art image, screenshot, shape, or SmartArt graphic.
■ Insert an image by clicking the Insert tab, clicking the Pictures button in the
Illustrations group, and then double-clicking an image at the Insert Picture
dialog box.
■ Insert an image in a worksheet and the Picture Tools Format tab is active. It
provides options for adjusting the image, applying preformatted styles to the
image, and arranging and sizing the image.
■ Change the size of an image with the Shape Height and Shape Width
measurement boxes in the Size group on the Picture Tools Format tab or with
the sizing handles that display around a selected image.
■ Move an image by positioning the mouse pointer on the image border until the
pointer displays with a four-headed arrow attached and then dragging the image
to the new location.
■ Format and modify an image by displaying the Format Picture task pane and
using the options and buttons to alter the image.
■ Insert an online image with options at the Online Pictures window. Display this
window by clicking the Insert tab and then clicking the Online Pictures button
in the Illustrations group.
■ Use the Screenshot button in the Illustrations group on the Insert tab to
capture all or part of the contents of a screen as an image.
■ To draw a shape in a workbook, click the Insert tab, click the Shapes button in
the Illustrations group, and then click a shape at the drop-down list. Click or
drag in the worksheet to insert the shape. To maintain the proportions of the
shape, press and hold down the Shift key while dragging in the worksheet.
■ Copy a shape by using the Copy and Paste buttons in the Clipboard group on
the Home tab or by pressing and holding down the Ctrl key while dragging the
shape.
■ Draw a text box in a worksheet by clicking the Insert tab, clicking the Text Box
button in the Text group, and then clicking or dragging in the worksheet. Use
options on the Drawing Tools Format tab to format and customize the text box.
■ Use the Icons button to insert simple images into a worksheet. Customize the
appearance of an icon using buttons and options on the Graphics Tools Format
tab and at the Format Graphic task pane.
■ Insert a 3D model into a worksheet by clicking the 3D Model button in the
Illustrations group on the Insert tab. Customize the appearance of a 3D model
using the object control inside the model and also by using buttons and options
on the 3D Models Tool Format tab and at the Format 3D Model task pane.
■ Insert a SmartArt graphic in a worksheet by clicking the Insert tab, clicking the
SmartArt button in the Illustrations group, and then double-clicking a graphic at
the Choose a SmartArt Graphic dialog box. Customize a SmartArt graphic with
options on the SmartArt Tools Design tab and SmartArt Tools Format tab.
■ Use WordArt to create, distort, and modify text and to make it conform to a
variety of shapes. Insert WordArt in a worksheet with the WordArt button in
the Text button drop-down list on the Insert tab. Customize WordArt text with
options on the Drawing Tools Format tab.

Commands Review
FEATURE RIBBON TAB, GROUP BUTTON
alternative text Picture Tools Format, Accessibility
Choose a SmartArt Graphic dialog box Insert, Illustrations
Insert Icons window Insert, Illustrations
Insert Picture dialog box Insert, Illustrations
Insert WordArt button drop-down list Insert, Text
Online 3D Models window Insert, Illustrations
Online Pictures window Insert, Illustrations
screenshot Insert, Illustrations
Shapes button drop-down list Insert, Illustrations
Symbol dialog box Insert, Symbols
text box Insert, Text

Index
A bar chart, 178

billing statement, preparing,
finding and replacing,
102–103
absolute cell reference
using template, with Format Cells dialog
defined, 45
164–165 box, 67–74
using in formula, 45–46
Bold button, 59 merging, 21
Accounting, as category in
borders, adding, to cells, 71–72 linking between worksheets,
Format Cells dialog
Borders button, 59 137–138
box, 66
box & whisker chart, 179 range
accounting formatting, 22
Breaks button, 84 naming, 130
Accounting Number Format
budget, calculating percentage of using in formula, 130–131
button, 22
actual, 35 selecting, 19–20
active cell, 4, 5, 6
with keyboard, 19, 20
Add Chart Elements button, 188
with mouse, 19
addition
order of operations, 35
C Cells Styles button, 151
Calculate Now button, 44 cell styles
writing formula with, 32
Cancel button, 9 applying, 150, 152–153
addition, AutoSum to add
cascaded workbook, 133 copying to another workbook,
numbers, 17–18
cell address, 6 156, 157
alignment
cell pointer, 4, 5, 7 defining, 151–155
aligning data, 67–69
cell reference, 6 deleting, 157
applying formatting, 59–61
absolute, 45–46 formatting with, 150–157
alternative (alt) text, 210, 213,
checking in formula, 33 modifying, 155–156
222
mixed, 45, 47–48 removing, 157
creating for image, 193–194
relative, 45 Cell Styles button, 150
area chart, 178
cells centering
argument, defined, 38
active cells, 21
Arrange All button, 132
appearance of, 4, 5, 6, 14 worksheet horizontally/
Arrange Windows dialog box, 132
keyboard commands for, 6 vertically, 81–82
arrow shapes, drawing, 216–217
mouse for, 7 Change Chart Type button, 186
AutoComplete, 12, 13
clearing data in, 58 Change Chart Type dialog box,
AutoCorrect, 12–13
copying and pasting 186
AutoCorrect dialog box, 12–13,
cells from one worksheet to Change Colors button, 187
158–159
another, 136 Chart Elements button, 182
AutoFill, 14
with Clipboard task pane, Chart Filters button, 182–183
automatic entering features,
120–121 charts
12–14
pasting values only, 122– adding data series, 180
AutoSave, 7
123 creating, 178–184
AutoSum button
selected cells, 117–118 deleting, 196–199
to add numbers, 17–18
using Paste Options button, design changes
to average numbers, 17–18
118–120 adding, moving and
average
defined, 4 deleting chart
AutoSum to average numbers,
deleting, 57–58 elements, 188–190
18
editing data in, 9–10 chart layout and colors,
finding, 40–41
entering data in 187
AVERAGE function, 18, 40
with fill handle, 14, 15–16 chart location, 188–190
writing formulas with, 40–41
typing in, 6–7 chart style, 186
formatting switching rows and
B adding borders to, 71–72
adding fill and shading to,
columns, 186–187
editing data in, 180
Background button, 88 formatting
73–74
background picture, inserting, 88
centering, 21
233
233-240_BMK365-ExcelL1-Index.indd 233 7/10/19 9:49 AM

changing chart height and sorting in more than one, 106 3D Models, 221–223
width measurements, switching in charts, 186–187 Cut button, 117
196 Column Width dialog box, cutting, cells, 117–118
with chart buttons, 182– changing column
184 width at, 53
with Chart Tools Format combo chart, 179 D
tab, 191–192 comma formatting, 22 data
creating alt text for image, Comma Style button, 22 aligning, 67–69
193–194 Comment Box, 166 clearing, in cells, 58
Format Chart Area task comments copying, 136
pane, 195 deleting, 168–169 editing
inserting shape, 192 editing, 168–169 in cell, 9–10
line chart, 191–192 inserting, 166–167 in chart, 180
pie chart, 196–198 posting, 166–167 entering into cells
Quick Analysis feature, viewing and managing at with fill handle, 14, 15–16
194–195 Comments task pane, typing in, 6–7
treemap chart, 199 168–169 filtering, 106–108
inserting and customizing Comments task pane, 168–169 finding and replacing, 99–101
shapes, 192–194 Compress Pictures button, 210 indenting, 67–68
moving, 179–180 constant, defined, 38 linking, 137–138
printing, 184–185 Copy button, 117 moving, 136
sizing, 179–180 copying rotating, 68–69
types of, 178–179 cell styles, 156, 157 scaling, 87–88
Chart Styles button, 182 data, 136 selecting within cell
Chart Tools Design tab, 185, between programs, 138– with keyboard, 20
186 139 with mouse, 20
Chart Tools Format tab, 191 formulas sorting, 104–106
Clear button, 58 with fill handle, 18 data series, adding to chart, 180
clip art, inserting and formatting, with relative cell references, Date, as category in Format Cells
212–213 32–33 dialog box, 66
Clipboard task pane, 120–121 worksheet, 123–124 Date & Time button, 44
Close button, 11, 135 to another workbook, Decrease Decimal button, 22, 64
closing 146–147 Decrease Font Size button, 59
Excel, 11 copying and pasting, cells Define Name button, 130
workbook, 11 with Clipboard task pane, Delete button, 57
Collapse the Ribbon button, 4, 5 120–121 Delete dialog box, 57
color pasting values only, 122–123 Delete key, 58
change colors in charts, 187 selected cells, 119–120 deleting
change worksheet color, 124 using Paste Options button, cells, 57–58
font formatting and, 59 118–119 cell styles, 157
column boundary line, changing COUNTA function, 43 chart, 196–199
width with, 52–53 COUNT function, 40 chart element, 188
column chart, 178 writing formulas with, 43 columns, 57–58
column header, 5 Crop button, 210 comment, 168–169
columns Currency, as category in Format data in cell, 9
deleting, 57 Cells dialog box, 66 hyperlink, 162–163
formatting Currency format, 63 rows, 57
row height, 54–55 Custom, as category in Format SmartArt graphic, 225
width, 20–21, 52–53 Cells dialog box, 66 worksheet, 116–118, 123–124
hiding and unhiding, 75–76 customizing dependent worksheet, 137
inserting, 56–57 icons, 218–221 dialog box launcher, 4, 5
printing column headings, 89 images, 210–211 division
printing titles on multiple print jobs, 96–97 order of operations, 35
pages, 86–87 shapes in charts, 192–194
234 Excel Level 1 Index

writing formula with, 32 Find and Replace dialog box, pie chart, 196–198
DIV/O error code, 36 99–100 treemap chart, 199
down time, writing formula to find and replace feature clearing data in cells, 58
calculate percentage cell formatting, 102–103 clip art, 212–213
of, 37 data, 99–101 column row height, 54–55
drawing Find and Select button, 99 column width, 20–21, 52–53
arrow shapes, 216–217 folders, pinning, 15 deleting cells, rows or
icons, 218–221 font columns, 57–58
text boxes, 218–221 changing, at Format Cells font, 59–61, 69–70
Drawing Tools Format tab, 215 dialog box, 69–70 with Format Painter, 74–75
formatting, 59–61 images, 210–211
Font Color button, 59 inserting columns, 56–57
E Font Group, 59 inserting rows, 55–56
editing footers, inserting, 91–96 with Mini toolbar, 59
comments, 168–169 Format button, 125 numbers, 22–23, 63–67
data in cell, 9–10 Format Cells dialog box repeating last action, 73
data in chart, 180 adding borders to cells, 71–72 screenshots, 214–215
hyperlinks, 162–163 adding fill and shading, 73–74 shapes, 215–217
email address, linking using, 161 aligning and indenting data, text boxes, 218–221
Enter button, 9 67–69 WordArt, 228–229
error codes, common formula changing fonts, 69–70 worksheet
and function, 36 formatting cells with, 67–74 background picture,
Esc key, to escape backstage area, formatting numbers with, inserting, 88
10 65–67 centering horizontally/
Excel Format Chart Area task pane, vertically, 81–82
closing, 12 195 headers and footers,
copying and pasting data Format Painter, formatting with, inserting, 91–96
into Word document, 74–75 margin changes, 80–82
138–139 Format Picture task pane, 212 page breaks, inserting and
opening, 4 Format Selection button, 195 removing, 83–86
exponentiation formatting page orientation changes,
order of operations, 35 alignment, 59–61, 67–69 82–83
writing formula with, 32 applying theme, 62–63 page size changes, 83
cells scaling data, 87–88
adding borders to, 71–72 undo and redo, 97–98
F adding fill and shading, Formula AutoComplete, 40
File tab, 4, 5 73–74 Formula bar, 4, 5, 9
fill, adding to cells, 73–74 centering, 21 formulas
Fill button, 32 finding and replacing, absolute cell references in,
copying formula relatively in 102–103 45–46
worksheet, 32–33 Format Cells dialog box, checking cell references in, 33
Fill Color button, 59 67–69 copying, with relative cell
fill handle, 5 merging, 21 references, 32–33
to copy formula, 18 with cell styles, 150–157 defined, 17
copying formula relatively in charts determining order of
worksheet, 32–33 changing chart height and operations, 35
inserting data in cells with, width measurements, displaying, 44
14, 15–16 196–198 finding future value of
filter, 106 with chart buttons, 182–184 investment, 173
filtering data, 106–108 with Chart Tools Format finding periodic payments for
financial functions, writing tab, 191–192 loan, 171–173
formulas with, Format Chart Area task identifying common errors, 36
170–173 pane, 195 inserting
line chart, 191–192 AutoSum, 17–18

fill handle to copy formula,
18
with statistical functions,
40–43
I
icons, inserting and customizing,
with functions, 38–44 funnel chart, 179
218–221
mixed cell references in, 47–48 future value, 171
Icons button, 218
ranges in, 130–131 finding, 173
IF function, writing formulas
Trace Error button, 36 Fv, in financial functions, 171
with, 200–204
writing FV function, 170
IF statements
with AVERAGE, MIN,
writing, containing text,
MAX, COUNT
functions, 40–43 G images
203–204
with financial functions, Go To feature, 6 compress and crop, 210
170–173 graphic, linking using, 161–162 creating alternative text for,
with IF logical function, Graphics Tools Format Tab, 219 193–194
200–204 gridlines, 6 customizing and formatting,
with mathematical printing, 89 210–211
operators, 32–37
formatting with Format
with NOW and TODAY
Picture task pane, 212
function, 44 H inserting, 210–213
by pointing, 34–35 Header & Footer button, 91 inserting and formatting clip
with statistical functions, Header & Footer Tools Design art images, 212–213
40–43 tab, 91–92 sizing and moving, 210
Formula tab, 38 headers, inserting, 91–96 Increase Decimal button, 22, 64
Fraction, as category in Format headings, printing row and Increase Font Size button, 59
Cells dialog box, 66 column headings, 89 indenting, data, 67–68
Freeze Panes button, 128–129 Help feature Info backstage area, 10
Function Arguments dialog box, in dialog box or backstage Insert button, 55
39, 201–202 area, 28 Insert dialog box, 55
Function Library group, 38 Help Task Pane, 26 Insert Function button, 38
functions ScreenTips, 27 Insert Function dialog box,
argument, 38 Hide button, 134 38–39
AVERAGE, 18, 40–41 hiding Insert Hyperlink dialog box, 158
constants, 38 columns and rows, 75–76 inserting
COUNT, 43 worksheet, 125–126 background picture, 88
COUNTA, 43 histogram chart, 178 clip art, 212–213
defined, 38 horizontal scroll bar, 4, 5, 7 columns, 56–57
FV, 170 hyperlinks comments, 166–167
identifying common errors, 36 automatic formatting of, data in cells with fill handle,
inserting formulas with, 158–159 14, 15–16
38–44 editing, 162–163 footers, 91–96
MAX, 41–43 inserting, 158–163 formulas
MIN, 41–43 linking AutoSum, 17–18
NOW, 44 to existing web page or file, fill handle to copy, 18
PMT, 170 158–160 with functions, 38–44
SUM, 17 to new workbook, 160–162 headers, 91–96
TODAY, 44 to place in workbook, hyperlinks, 158–163
writing formulas 160–162 icons, 218–221
with financial functions, using email address, 161 images, 210–213
170–173 using graphic, 161–162 new worksheet, 116–118
finding future value of modifying, 162–163 page breaks, 83–86
investment, 173 navigating using, 159 rows, 55–56
finding periodic payments purposes of, 148 screenshots, 214–215
for loan, 171–173 removing, 162–163 shapes, 192–194, 215–217
with IF logical function,
SmartArt graphic, 224–228
200–204

symbols and special mathematical operations, writing NOW function, writing formulas
characters, 208–209 formulas with, 32–37 with, 44
text boxes, 218–221 MAX function, 40 Nper, in financial functions, 170
3D Models, 221–223 writing formulas with, 41–43 Number, as category in Format
WordArt, 228–229 Maximize button, 135 Cells dialog box, 66
integration, 138–139 Merge & Center button, 21, Number Format option box, 64
interest, simple, formula with 59–60 numbers
mixed cell references, Merge Styles dialog box, 157 AutoSum
48 merging, cells, 21 to add, 17–18
Italic button, 59 MIN function, 40 to average numbers, 18
writing formulas with, 41–43 formatting, 22–23
Minimize button, 135 with Format Cells dialog
K Mini toolbar, formatting with, box, 65–67
keyboard shortcuts 59 with Number group
to activate cells, 6 mixed cell reference, 45 buttons, 63–65
closing Excel, 12 mouse number symbol (###) for
closing workbook, 11 to activate cells, 7 exceeding space in
displaying Open backstage moving split lines, 128 cell, 7
area, 15 selecting cell with, 19 NUM! error code, 36
display Print backstage area, selecting data within cell, 20
10 Move Chart button, 188
insert SUM function, 17 Move Chart dialog box, 188 O
Open dialog box, 15 Move or Copy dialog box, 146 100% button, 127
repeat last action, 73 moving OneDrive, 7
selecting cell with, 19, 20 chart, 179–180 Online Pictures button, 212
selecting data within cell, chart element, 188 Open Backstage Area, elements
19–20 chart location, 188–190 of, 144
data, 136 Open dialog box, 15
images, 210 opening, workbook
L SmartArt graphic, 225 multiple, 132, 134
landscape orientation, 82 split lines, 128 from Open dialog box, 15
line chart, 178 WordArt, 229 from Recent option list, 15
creating and formatting, workbook, 135 order of operations, 35
191–192 worksheet, 123–124 Orientation button, 60, 82
Link button, 158 to another workbook,
linking 148–149
cells between worksheets, multiple cell reference, using in P
137–138 formula, 46 page break, inserting and
data, 137–138 multiplication, 32 removing, 83–86
live preview feature, 62 order of operations, 35 Page Break Preview button,
loan, finding periodic payments 84–85
for, 171–173 page orientation
logical test, 200 N changing, 82–83
N/A error code, 36 default, 80
Name box, 4, 5, 6 Page Setup dialog box
M NAME? error code, 36 centering horizontally/
map chart, 178 navigating, using hyperlinks, 159 vertically, 81–82
margins nested parentheses, 35 changing margins, 80
changing in worksheet, 80–82 New Comment button, 166 inserting headers and footers,
default settings, 80 New sheet button, 4, 5, 116 93–96
Margins button, 80 New Window button, 132 printing column and row titles
marquee, 117 Normal button, 84 on multiple pages,
86–87

printing gridlines and column row and column headings, 89 returning the result, 38
and row headings, 89 specific area of worksheet, Review tab, 166
printing specific area of 89–90 ribbon, 4, 5
worksheet, 89–90 specific pages of worksheet, rotating, text, 68–69
page size 96–97 row header, 5
changing, 83 workbook, 10–11 Row Height dialog box, 54–55
default, 80, 83 with multiple worksheets, rows
pane, freezing and unfreezing, 126–127 deleting, 57
128–129 Print Titles button, 86 hiding and unhiding, 75–76
Pan & Zoom button, 222 inserting, 55–56
Paste button, 117 Pv, in financial functions, 170 printing row headings, 89
Paste Options button, 118–120 printing titles on multiple
pasting pages, 86–87
cells, 117–120 Q switching in charts, 186–187
data, between programs, Quick Access toolbar, 4, 5
138–139 Print button on, 11
payroll, formulas with absolute Quick Analysis feature, 194–195 S
and mixed cell Quick Analysis Toolbar, 194–195 salary, calculating by inserting
references, 47 Quick Layout button, 187 and copying formula,
percentage 34
as category in Format Cells Save As backstage area, 7
dialog box, 66 R Save button, 7
writing formula with, 32 radar chart, 178 saving, workbook, 7–8
Percentage format, 63 range scaling data, 87–88
Percent Style button, 22 defined, 130 scatter chart, 178
pictures identifying, 6 Scientific, as category in Format
compress and crop, 210 naming, 130 Cells dialog box, 66
customizing and formatting, using in formula, 130–131 Screenshot button, 214
210 rate, in financial functions, 170 screenshots, inserting and
formatting with Format Recent option list formatting, 214–215
Picture task pane, 212 clearing, 145 ScreenTips, 27
inserting background picture, opening workbook from, 15, scroll bar
88 144–146 horizontal, 4, 5, 7
sizing and moving, 210 pinning workbook to, 15, vertical, 4, 5, 7
Pictures button, 210 145–146 Select All button, 5
Picture Tools Format tab, 210 recovering unsaved workbook, selecting
pie chart, 178 145 cells, 19–20
formatting, 196–198 unpinning workbook to, 145 multiple worksheets, 116–118
pinning, workbook to Recent Recommended Charts button, shading, adding to cells, 73–74
option list, 15, 179 shapes
145–146 Redo button, 97–98 adding alt text to, 193–194
Pmt, in financial functions, 170 REF! error code, 36 drawing arrow shapes, 216–
PMT function, 170 relative cell reference, 18 217
pointing, writing formula by, copying formulas with, 32–33 inserting and formatting,
34–35, 37 defined, 45 215–217
portrait orientation, 82 removing Shapes button, 215
posting, comments, 166–167 cell styles, 157 sheet tab, 4, 5
Print Area button, 89–90 hyperlink, 162–163 Sheet Tab shortcut menu,
Print backstage area, 10–11 page breaks, 83–86 123–124
printing worksheet, 123 Show Comments button, 168
charts, 184–185 renaming, worksheet, 123–124 Show Formulas button, 44
column and row titles on Repeat command, 73 simple interest, formula with
multiple pages, 86–87 Reset to Match Style button, 191 mixed cell references,
gridlines, 89 Restore Down button, 135 48

Size button, 83
sizing
T arranging workbooks in,
132–134
tab, 4, 5
chart, 179–180 cascaded workbooks, 133
Tell Me feature, 4, 5
image, 210 hiding/unhiding workbooks,
using, 24–25
SmartArt graphic, 225 134
templates, for worksheets,
WordArt, 229 opening multiple workbooks,
163–165
workbook, 135 132, 134
Text, as category in Format Cells
SmartArt button, 224 opening new window, 132
dialog box, 66
SmartArt graphic sizing and moving workbooks,
text, rotating, 68–69
changing design of, 226 135
Text Box button, 218
changing formatting of, splitting worksheet into,
text boxes, drawing and
227–228 128–129
formatting, 218–221
entering data in, 224 tiled workbooks, 132–133
Text Pane button, 224
sizing, moving and deleting, WordArt, inserting and
theme
225 formatting, 228–229
applying, 62–63
SmartArt Graphic dialog box, WordArt button, 228
defined, 62
224 Word document, copying and
Themes button, 62
Smart Lookup task pane, 24–25 pasting Excel data
3D Model button, 221
smart tag, 36 into, 138–139
3D Models, inserting and
Sort dialog box, 104–105 workbook
customizing, 221–223
Sort & Filter button, 104, 106 arranging, 132–134
tiled workbook, 132–133
sorting data, 104–106 automatic entering features,
Time, as category in Format
custom sort, 104–106 12–14
Cells dialog box, 66
more than one column, 106 cascaded, 133
Title bar, 4, 5
source data, 180 closing, 11
TODAY function, writing
source worksheet, 137 copying
formulas with, 44
Special, as category in Format cell styles to another
Trace Error button, 36
Cells dialog box, 66 workbook, 156, 157
treemap chart, 178, 199
special characters, inserting, worksheet to another,
208–209 146–147
Spelling button, 97
spelling checker, 97, 98–99
U creating, 4–8
with multiple worksheets,
Spelling dialog box, 98 Underline button, 59 116–118
Split button, 129 Undo button, 97–98 defined, 4
split lines, 129 Unfreeze Panes, 128–129 deleting worksheet in, 116–
statistical functions, writing Unhide button, 134 118
formulas with, 40–43 Unhide dialog box, 125–126 hide/unhiding, 134
Status bar, 4, 5, 6 unhiding, columns and rows, hide worksheet in, 125–126
stock chart, 178 75–76 inserting new worksheet,
Style dialog box, 152 unpinning, workbook to Recent 116–118
subtraction option list, 145 linking
inserting and copying formula, to new workbook, 160–162
33 to place in, 160–162
order of operations, 35 V maintaining, 144–149
writing formula with, 32 VALUE error code, 36 managing at Open Backstage
SUM function, 17, 40 vertical scroll bar, 4, 5, 7 Area, 144–146
sunburst chart, 178 maximizing, 135
surface chart, 178 minimizing, 135
Switch Row/Column button, 186 W moving, 135
Switch Windows button, 132 waterfall chart, 179 and copying data between,
Symbol button, 208 web page, linking to existing, 136
Symbol dialog box, 208 158–160 worksheet to another,
symbols, inserting, 208–209 Width option box, 87 148–149
windows naming, 6

opening, 15 centering horizontally/ specific pages of, 96–97
multiple, 132, 134 vertically, 81–82 workbook containing
pinning to Recent option list, headers and footers, multiple, 126–127
15, 145–146 inserting, 91–96 removing, 123
printing, 10–11 margin changes, 80–82 renaming, 123–124
with multiple worksheets, page breaks, inserting and selecting multiple, 116–118
126–127 removing, 83–86 sorting data
Recent List of, 144–146 page orientation changes, custom sort, 104–105
recovering unsaved workbook, 82–83 sorting more than one
145 page size changes, 82–83 column, 106
restoring, 135 scaling data, 87–88 source, 137
saving, 7–8 undo and redo, 97–98 spelling check, 97, 98–99
sizing, 135 freezing and unfreezing panes, splitting into windows,
tiled, 132–133 128–129 128–129
worksheet hiding, 125–126 templates for, 163–165
change color, 124 inserting worksheet area, 4, 5
column width changes, 52–53 columns, 56–57 Wrap Text button, 60
copying, 123–124 formulas, 17–18 writing, formulas
to another workbook, headers and footers, 91–96 with financial functions,
146–147 new, 116–118 170–173
defined, 4 rows, 55–56 with IF logical function,
deleting, 116–118, 123–124 linking cells between, 137– 200–204
dependent, 137 138 with mathematical operations,
elements of, 4–6 managing, 123–129, 146–149 32–37
filtering data, 106–108 moving, 123–124 by pointing, 34–35
finding and replacing data, to another workbook,
99–103 148–149
finding averages in, 40–41 moving and copying data X
finding maximum and between, 136 xy (scatter) chart, 178
minimum values in, printing
41–43 column and row titles on
formatting multiple pages, 86–87 Z
background picture, gridlines and row and zoom, using, 127, 129
inserting, 88 column headings, 89 Zoom button, 127
specific area of, 89–90 Zoom to Selection button, 127
Interior Photo Credits

Page GS-1, © lowball-jack/GettyImages, Courtesy of Paradigm Education Solutions; page GS-2, © irbis
picture/Shutterstock.com; page GS-3, © th3fisa/Shutterstock.com; page GS-4, © goldyg/Shutterstock.
com; page GS-5, © Pressmaster/Shutterstock.com.

Level 1
BENCHMARK SERIES
Excel
®
Microsoft ®
2019 Edition
Review and Assessment
Nita Rutkosky Audrey Roggenkamp Ian Rutkosky

Pierce College Puyallup Pierce College Puyallup
Puyallup, Washington Puyallup, Washington
00i-00iv_BMK365-ExcelL1-FM-EOC.indd 6/25/19
1/25/19 11:49
8:44 AM
Director of Content Development: Carley Fruzetti
ISBN 978-0-76388-725-4 (print)

ISBN 978-0-76388-709-4 (digital)

875 Montreal Way
St. Paul, MN 55102
the publisher.
28 27 26 25 24 23 22 21 20 19 1 2 3 4 5 6 7 8 9 10 11 12
00i-00iv_BMK365-ExcelL1-FM-EOC.indd 2 6/25/19 11:49 AM

Contents
Unit 1
Preparing and Formatting Worksheets 1
Chapter 1 Preparing an Excel Workbook 3
Chapter 2 Inserting Formulas in a Worksheet 9
Chapter 3 Formatting a Worksheet 13
Chapter 4 Enhancing a Worksheet 21
Unit 1 Performance Assessment 27
Unit 2
Enhancing the Display of Workbooks 33
Chapter 5 Moving Data within and between Workbooks 35
Chapter 6 Maintaining Workbooks 43
Chapter 7 Creating Charts and Inserting Formulas 49
Chapter 8 Adding Visual Interest to Workbooks 55
iii

Excel
Microsoft
®
®
Level 1
Unit 1
Preparing and Formatting Worksheets
Chapter 1 Preparing an Excel Workbook

Chapter 2 Inserting Formulas in a Worksheet
Chapter 3 Formatting a Worksheet
Chapter 4 Enhancing a Worksheet
Unit 1 Performance Assessment
001-008_BMK365-ExcelL1-C1-EOC.indd 1 6/25/19 11:49 AM

Microsoft Excel
® ®

CHAPTER
Preparing an Excel
Workbook 1
The online course includes additional review and assessment resources.
Skills Assessment
Assessment Create a Worksheet Using AutoCorrect and AutoComplete
1 1. Create the worksheet shown in Figure 1.1 with the following specifications:
a. To create the copyright symbol (©) in cell A1, type (c).
b. Type the misspelled words as shown and let the AutoCorrect feature correct
them. Use the AutoComplete feature to insert the second occurrences of
Category, Available, and Balance.
c. Merge and center cells A1 and B1.
2. Save the workbook and name it 1-Plan.
3. Print and then close 1-Plan.
Figure 1.1 Assessment 1
Assessment Create and Format a Worksheet

2 1. Create the worksheet shown in Figure 1.2 with the following specifications:
a. Merge and center the range A1:C1 and then type the data in the cells as
shown in Figure 1.2.
b. After typing the data, automatically adjust the width of column A.
c. Insert a SUM function in cell B8 that sums the amounts in the range B3:B7
and insert a SUM function in cell C8 that sums the amounts in the range
C3:C7.
d. Apply the Accounting format with no digits after the decimal point to the
ranges B3:C3 and B8:C8.

e. Apply the Comma format with no digits after the decimal point to the
range B4:C7.
f. If any number amount displays as number symbols (###), automatically
adjust the width of the appropriate column.
2. Save the workbook and name it 1-Exp.
3. Print and then close 1-Exp.
Assessment Create a Worksheet Using the Fill Handle

3 1. Type the worksheet data shown in Figure 1.3 with the following specifications:
a. Type Monday in cell B2 and then use the fill handle to fill in the remaining
days of the week.
b. Type 350 in cell B3 and then use the fill handle to fill in the remaining
numbers in the row.
c. Merge and center the range A1:G1.
2. Insert a SUM function in cell G3 that sums the amounts in the range B3:F3
and insert a SUM function in cell G4 that sums the amounts in the range
B4:F4.
3. After typing the data, select the range B3:G4 and then apply the Accounting
format with two digits shown past the decimal point.
4. If necessary, adjust the column widths.
5. Save the workbook and name it 1-Invest.
6. Print and then close 1-Invest.
4 Excel Level 1 | Unit 1 Chapter 1 | Review and Assessment

Assessment Insert Formulas in a Worksheet
4 1. Open DIAnalysis and then save it with the name 1-DIAnalysis.
2. Insert a SUM function in cell B15 that sums the amounts in the range
B4:B14.
3. Use the fill handle to copy the formula in cell B15 to cell C15.
4. Insert a formula in cell D4 that averages the amounts in cells B4 and C4.
5. Use the fill handle to copy the formula in cell D4 to the range D5:D15 and fill
without formatting. Hint: Click the Auto Fill Options button that appears after
filling the range to display additional auto fill options.
6. Save, print, and then close 1-DIAnalysis.
Visual Benchmark
Create, Format, and Insert Formulas in a Worksheet
1. At a blank workbook, create the worksheet shown in Figure 1.4 with the
following specifications:
a. Type data in the cells as shown in the figure. Use the fill handle when
appropriate, merge and center the text Personal Expenses - July through
December, and automatically adjust the column widths.
b. Insert formulas to determine averages and totals.
c. Apply the Accounting format with no digits after the decimal point to the
amounts in the range B3:H3 and the range B11:H11.
d. Apply the Comma format with no digits after the decimal point to the
amounts in the range B4:H10.
2. Save the workbook and name it 1-PersExps.
3. Print and then close 1-PersExps.
Figure 1.4 Visual Benchmark

Case Study
Part You are the office manager for Deering Industries. One of your responsibilities is
1
to create a monthly calendar containing information on staff meetings, training,
and due dates for time cards. Open DICalendar and then insert the following
information:
• Type November 2021 in cell A2.
• Insert the days of the week (Sunday, Monday, Tuesday, Wednesday, Thursday,
Friday, and Saturday) in the range A3:G3. (Use the fill handle to fill in the days
of the week and fill without formatting.)
• Insert the numbers 1 through 6 in the range B4:G4.
• Insert in the calendar the remaining numbers of the days (numbers 7 through
13 in the range A6:G6, numbers 14 through 20 in the range A8:G8, numbers
21 through 27 in the range A10:G10, and numbers 28 through 30 in the range
A12:C12. If you use the fill handle, fill without formatting.)
• Excel training will be held Thursday, November 5, from 9:00 to 11:00 a.m.
Insert this information in cell E5. (Insert the text on two lines by typing Excel
Training, pressing Alt + Enter to move the insertion point to the next line, and
then typing 9-11 a.m.)
• A staff meeting is held the second and fourth Monday of each month from 9:00
to 11:00 a.m. Insert this information in cell B7 and cell B11.
• Time cards are due the first and third Fridays of the month. Insert information
indicating that time cards are due in cells F5 and F9.
• A production team meeting is scheduled for Tuesday, November 24, from 1:00
to 3:00 p.m. Insert this information in cell C11.
Save the workbook and name it 1-DICalendar. Print and then close the
workbook.
Part The purchasing department manager at Deering Industries has asked you to
2
prepare a worksheet containing information on quarterly purchases. Open
DIExpenditures and then insert data as shown in Figure 1.5. After typing the
data, insert formulas in the appropriate cells to calculate averages and totals.
Apply the Comma format to the range F5:F8. Save the workbook and name it
1-DIExpenditures. Print and then close the workbook.

Part The manager of the Deering Industries Purchasing Department has asked you to
3
prepare a note to the finances coordinator, Ms. Strauss. In Word, type a note to
Jennifer Strauss explaining that you have prepared an Excel worksheet with the
Purchasing Department expenditures. You are including the cells from the worksheet
containing the expenditure information. In Excel, open 1-DIExpenditures, copy
the range A3:F9, and then paste the cells in the Word document. Make any
corrections to the table so the information is readable. Save the document and
name it 1-DINotetoJS. Print and then close the document. Close
1-DIExpenditures.
Part You will be ordering copy machines for several departments in Deering Industries
4
and have decided to research prices. Using the internet, find three companies that
sell copiers and record information on different copier models. Open DICopiers
and then type the company names, model numbers, and prices in the designated
cells. Save the completed workbook and name it 1-DICopiers. Print and then close
1-DICopiers.

Microsoft Excel
® ®

CHAPTER
Inserting Formulas
in a Worksheet 2
Skills Assessment
Assessment Insert AVERAGE, MAX, and MIN Functions
1 1. Open DISales and then save it with the name 2-DISales.
2. Use the AVERAGE function to determine the monthly sales (the range H4:H9).
3. Apply the Accounting format with no digits after the decimal point to cell H4.
4. Total each monthly column, including the Average column (the range B10:H10).
5. In cell B11, use the MAX function to determine the highest monthly total (for
the range B10:G10).
6. In cell B12, use the MIN function to determine the lowest monthly total (for
the range B10:G10).
7. Save, print, and then close 2-DISales.
Assessment Insert the SUM Function and Enter Formulas with

2 Mathematical Operators
1. Open CMIncome and then save it with the name 2-CMIncome.
2. The manager of Capstan Marine needs a condensed quarterly statement of
income for the third quarter. Insert each of the following formulas by typing it,
by using the pointing method, or by using the AutoSum button:
a. In cell B7, subtract cost of goods sold from sales by entering =b5-b6.
b. In cell B12, add the three expenses by entering =sum(b9:b11).
c. In cell B14, subtract total expenses from gross margin by entering =b7-b12.
d. In cell B15, multiply net income before taxes by 22% and then subtract that
value from net income before taxes by entering =b14-(b14*22%).
3. Relatively copy the formulas in column B to columns C and D using the fill
handle as follows:
a. Copy the formula in cell B7 to the range C7:D7.
b. Copy the formula in cell B12 to the range C12:D12.
c. Copy the formula in cell B14 to the range C14:D14.
d. Copy the formula in cell B15 to the range C15:D15.
4. Insert the total in cell E5 by using the AutoSum button to add the values in the
range B5:D5.
5. Use the fill handle to copy the SUM function in cell E5 to the range E6:E15.
(Cells E8 and E13 will contain hyphens.)
6. Delete the contents of cells E8 and E13.

7. Apply the Accounting format with a dollar symbol and one digit displayed
past the decimal point to the range B5:E5.
8. Insert a TODAY function in cell A18.
9. Save, print, and then close 2-CMIncome.
Assessment Write Formulas with Absolute Cell References

3 1. Open CCQuotas and then save it with the name 2-CCQuotas.
a. Insert a formula using an absolute reference to determine the projected
quotas with a 10% increase from the current quota (multiply the current
quota by the increase in cell B15).
b. Copy the formula in cell C4 to the range C5:C13.
c. Save and then print 2-CCQuotas.
d. Determine the projected quotas with a 15% increase from the current quota
by changing cell A15 to 15% Increase and cell B15 to 1.15.
e. Save and then print 2-CCQuotas.
f. Determine the projected quotas with a 20% increase from the current quota.
3. Apply the Accounting format with no digits after the decimal point to cell C4.
4. Save, print, and then close 2-CCQuotas.
Assessment Write Formulas with Mixed Cell References

4 1. Open AASMileage and then save it with the name 2-AASMileage.
2. Determine the mileage range of vehicles with different miles per gallon and
fuel tank capacities by following these steps:
a. In cell C5, multiply the vehicle fuel tank capacity by the vehicle miles per
gallon rating by entering =b5*c4.
b. Change the cell references in the formula so when it is copied, it will
multiply the correct values in the chart. Either type dollar symbols in the
formula or press the F4 function key until the correct mixed cell references
display. Hint: Refer to Activity 3d for assistance.
c. Use the fill handle to complete the chart (fill without formatting).
3. Save, print, and then close 2-AASMileage.
Assessment Use Help to Learn about Excel Options

5 1. Learn more about using parentheses within formulas by completing the
following steps:
a. At a blank workbook, display the Help task pane and then search for
information on the order in which Excel performs operations in formulas.
b. Read the information about using parentheses in formulas.
c. Close the Help task pane.
2. Open ParenFormulas and then save it with the name 2-ParenFormulas.
3. Change the results of the formulas individually (do not use the fill handle) in
the range B6:B10 by editing the formulas to include parentheses. Consider
writing the formulas on paper before inserting them in the cells. Note: The
formulas may require multiple sets of parentheses.
4. Once the formulas have been edited, compare the new results with the values
in column C.
5. Make sure that YES displays in column D for each formula.
6. Turn on the display of formulas.
7. Save, print, and then close 2-ParenFormulas.

Visual Benchmark
Create a Worksheet and Insert Formulas
1. At a blank workbook, type the data in the cells indicated in Figure 1.1 but
do not type the data in the following cells. Instead, insert the formulas as
indicated:
• In the range D3:D9, insert a formula that calculates the salaries.
• In the range D14:D19, insert a formula that calculates the differences.
• In the range B29:D29, insert a formula that calculates the averages.
• In the range E24:E28, insert a formula that calculates the weighted average
of test scores. Hint: Refer to Activity 3b, Step 2, for assistance on writing a
formula that determines weighted averages.
The results of your formulas should match the results shown in in the figure.
2. Apply any other formatting needed so your worksheet looks similar to the
worksheet shown in Figure 1.1.
3. Save the workbook and name it 2-Formulas.
4. Print 2-Formulas.
5. Turn on the display of formulas and then print the worksheet again.
6. Turn off the display of formulas and then close the workbook.

Case Study
Part You are the office manager for Allenmore Auto Sales and are responsible for
1
preparing the monthly sales worksheet. Open AASFebSales and then save it with
the name 2-AASFebSales. Complete the workbook by inserting the following
formulas:
• In column F, insert a formula that calculates the gross profit, which is the price
minus the dealer cost.
• In column H, insert a formula that multiplies the gross profit by the
commission percentage.
• In column I, insert a formula that calculates the net profit, which is the gross
profit minus the total commission.
• Apply the Accounting format to the amounts in cells D4, E4, F4, H4, and I4.
Save the workbook, print the workbook (it will print on two pages), and then
close the workbook.
Part The sales manager at Allenmore Auto Sales has asked you to determine the
2
percentage of the total commission that each salesperson has earned for February.
Open AASFebCom and then save it with the name 2-AASFebCom. Insert a
formula in cell C5 that divides cell B5 by the amount in cell C3. Use an absolute
cell reference for cell C3 when writing the formula. Copy the formula to the range
C6:C12. Save, print, and then close the workbook.
Part In your position at Allenmore Auto Sales, you have created a workbook for
3
automobile trade-ins for February. The sales manager wants used automobiles
to be wholesaled if they are not sold within a specific period of time. She wants
you to determine the date each February trade-in is to be wholesaled. She
wants any used automobile older than 2013 to be wholesaled after 45 days
and any automobile newer than 2012 to be wholesaled after 60 days. Open
AASFebTradeIns and then save it with the name 2-AASFebTradeIns. Insert
formulas in column G that add 45 days to the date in column B for trade-ins
2012 and older and that add 60 days to trade-ins 2013 and newer. (If you know
how, use an IF function in the formula so that the formula can be copied with the
fill handle.) Apply the Short Date format to the range G4:G20. Save, print, and
then close the workbook.
Part The sales manager for Allenmore Auto Sales has asked you to find at least
4
two websites that provide estimates of the value of used automobiles (such
as Kelley Blue Book [kbb.com] and Edmunds.com). She wants you to add
at least two hyperlinks to the February trade-ins workbook. Sales people can
use the hyperlinks in the workbook to quickly determine the value of a used
automobile. Use the Help feature to learn how to create hyperlinks in Excel.
Open the 2-AASFebTradeIns workbook and then save it with the name
2-AASFebTradeIns2. Add at least two hyperlinks to websites that provide
estimates of the value of used automobiles. Save, print, and then close the
workbook.

Microsoft Excel
® ®

CHAPTER
Formatting a Worksheet 3
Skills Assessment
Assessment Format a Sales Worksheet
1 1. Open NSPSales and then save it with the name 3-NSPSales.
2. Change the width of column A to 14.00 characters.
3. Change the width of columns B through E to 10.00 characters.
4. Select row 2 and then insert a new row.
5. Merge and center the range A2:E2.
6. Type Sales Department in cell A2 and then press the Enter key.
10. Make the following formatting changes to the worksheet:
a. Make cell A1 active, change the font size to 18 points, and then apply bold
formatting.
b. Make cell A2 active, change the font size to 14 points, and then apply bold
formatting.
c. Select the range A3:E3, apply bold formatting, and then click the Center
d. Select the range A1:E3 and then change the vertical alignment to Middle
Align.
11. Insert the following formulas in the worksheet:
a. Insert a formula in cell D4 that adds the amounts in cells B4 and C4. Copy
the formula to the range D5:D11.
b. Insert a formula in cell E4 that averages the amounts in cells B4 and C4.
Copy the formula to the range E5:E11.
a. Select the range B4:E4 and then apply the Accounting format with a dollar
symbol ($) and no digits after the decimal point.
b. Select the range B5:E11, apply the Comma format, and then change the
number of digits after the decimal point to 0.
c. Apply the Facet theme to the worksheet.
d. Add a double-line border around the range A1:E11. Hint: Use the More
Borders option at the Borders button drop down list and then use options at
the Format Cells dialog box with the Border tab selected to apply a double-line
border to the outside of the selected range.
13

e. Select cells A1 and A2 and then apply the Blue-Gray, Text 2, Lighter 80%
fill color (fourth column, second row in the Theme Colors section).
f. Select the range A3:E3 and then apply the Blue-Gray, Text 2, Lighter 60%
fill color (fourth column, third row in the Theme Colors section).
13. Save, print, and then close 3-NSPSales.
Assessment Format an Overdue Accounts Worksheet

2 1. Open CCorpAccts and then save it with the name 3-CCorpAccts.
2. Change the widths of columns as follows:
Column A: 21.00 characters
Column B: 10.00 characters
Column C: 12.00 characters
Column D: 13.00 characters
Column E: 7.00 characters
Column F: 12.00 characters
3. Make cell A1 active and then insert a new row.
4. Merge and center the range A1:F1.
5. Type Compass Corporation in cell A1 and then press the Enter key.
8. Make the following formatting changes to the worksheet:
a. Select the range A1:F11 and then change the font and font size to 10-point
Cambria.
b. Make cell A1 active, change the font size to 24 points, and then apply bold
formatting.
c. Make cell A2 active, change the font size to 18 points, and then apply bold
formatting.
d. Select the range A3:F3, apply bold formatting, and then click the Center
e. Select cell A1 and then click the Middle Align button.
f. Select the range B4:B11 and then click the Center button.
g. Select the range E4:E11 and then click the Center button.
9. Enter a formula in cell F4 that inserts the due date (the purchase date plus the
number of days in the Terms column). Copy the formula to the range F5:F11.
10. Apply the following borders and fill color:
a. Add a thick outside border around the range A1:F11.
b. Make cell A2 active and then add a double-line border at the top and
bottom of the cell.
c. Select the range A3:F3 and then add a single-line border to the bottoms of
the cells.
d. Select cells A1 and A2 and then apply the Blue, Accent 1, Lighter 80% fill
color (fifth column, second row in the Theme Colors section).
11. Save, print, and then close 3-CCorpAccts.
Assessment Format a Supplies and Equipment Worksheet

3 1. Open OEBudget and then save it with the name 3-OEBudget.
2. Select and then merge the range A1:D2. Hint: Use the Merge Across option
at the Merge & Center button drop-down list.
3. With cells A1 and A2 selected, click the Middle Align button in the Alignment
group and then click the Center button.
4. Make cell A1 active and then change the font size to 22 points and apply bold
formatting.

5. Make cell A2 active and then change the font size to 12 points and apply bold
formatting.
8. Change the width of column A to 15.00 characters.
9. Select the range A3:A17, apply bold formatting, and then click the Wrap Text
10. Make cell B3 active and then apply the Currency format with no digits after
the decimal point.
11. Select the range C6:C19 and then apply the Percentage format with one digit
after the decimal point.
12. Make cell D6 active and then type a formula that multiplies the absolute cell
reference $B$3 with the percentage in cell C6. Copy the formula to the range
D7:D19.
13. With the range D6:D19 selected and with the Currency format applied,
format the numbers with no digits after the decimal point.
14. Make cell D8 active and then clear its contents. Use the Repeat command, the
F4 function key, to clear the contents from cells D11, D14, and D17.
15. Select the range A1:D19, change the font to Constantia, and then change the
font color to standard dark blue.
16. Add the Green, Accent 6, Lighter 80% fill color (last column, second row
in the Theme Colors section) to the following cells: A1, A2, A5:D5, A8:D8,
A11:D11, A14:D14, and A17:D17.
17. Automatically adjust the width of column B.
18. Save, print, and then close 3-OEBudget.
Assessment Format a Financial Analysis Worksheet

4 1. At a blank workbook, display the Format Cells dialog box with the Alignment
tab selected and then experiment with the options in the Text alignment section
and the Text control section. Click the Cancel button to close the dialog box.
2. Open FinAnalysis and then save it with the name 3-FinAnalysis.
3. Make cell B9 active and then insert a formula that averages the percentages in
the range B3:B8. Copy the formula to C9 and D9.
4. Select the range B3:D9, display the Format Cells dialog box with the
Alignment tab selected, change the horizontal alignment to Right (Indent) and
the indent to 2, and then click OK.
5. Select the range A1:D9 and then change the font size to 14 points.
6. Select the range B2:D2 and then change the orientation to 45 degrees.
7. Automatically adjust the height of row 2.
8. Save, print, and then close 3-FinAnalysis.

Visual Benchmark
Create a Worksheet and Insert Formulas
1. At a blank workbook, type the data in the cells as indicated in Figure 3.1 but do
not type the data in the following ranges of cells: B8:D8, B14:D14, B20:D20,
B22:D22, and B25:D25. For these cells, enter the appropriate formulas so the
results match what you see in the figure. Calculate estimated gross profit by
multiplying the TOTAL by the Gross Profit Factor (include an absolute reference
so that the Gross Profit Factor cell reference stays the same when the formula is
copied).
2. Apply formatting so your worksheet looks similar to the one shown in
Figure 3.1.
3. Save the workbook and name it 3-BTBookings.
4. Print 3-BTBookings.

Case Study
Part You are the office manager for HealthWise Fitness Center and have decided to
1
prepare an Excel worksheet that shows the various plans offered by the health
club. In this worksheet, you want to include yearly dues for each plan as well as
quarterly and monthly payments. Open HFCDues and then save it with the name
3-HFCDues-1. Make the following changes to the worksheet:
• Select the range B3:D8 and then apply the Accounting format with two digits
after the decimal point and without dollar symbols.
• Make cell B3 active and then type 500.
• Make cell B4 active and then insert a formula that adds the amount in cell B3
with the product (multiplication) of cell B3 and 10%. (The formula should
look like this: =B3+(B3*10%). The Economy plan is the base plan and each
additional plan costs 10% more than the previous plan.)
• Copy the formula in cell B4 to the range B5:B8.
• Insert a formula in cell C3 that divides the amount in cell B3 by 4 and then
copy the formula to the range C4:C8.
• Insert a formula in cell D3 that divides the amount in cell B3 by 12 and then
copy the formula to the range D4:D8.
• Apply formatting to enhance the appearance of the worksheet.
Save and then print the completed worksheet.
With 3-HFCDues-1 open, save it with the name 3-HFCDues-2 and then
make the following changes:
• You have been informed that the base rate for yearly dues has increased from
$500.00 to $600.00. Change this amount in cell B3 of the worksheet.
• If clients are late with their quarterly or monthly dues payments, a late fee is
charged. You decide to add the late fee information to the worksheet. Insert a
new column to the right of column C. Type Late Fees in cell D2 and in cell F2.
• Insert a formula in cell D3 that multiplies the amount in C3 by 5%. Copy this
formula to the range D4:D8.
• Insert a formula in cell F3 that multiplies the amount in cell E3 by 7%. Copy
this formula to the range F4:F8. If necessary, apply the Accounting format
to the range F3:F8 with two digits after the decimal point and without dollar
symbols.
• Select the range B3:F3 and change the Accounting format to include dollar
symbols.
• Select the range B8:F8 and change the Accounting format to include dollar
symbols.
• Apply formatting to enhance the visual appearance of the worksheet.
Save, print, and then close 3-HFCDues-2.

Part Prepare a payroll sheet for the employees of HealthWise Fitness Center using the
2
information in Figure 3.2. Include the following information:
Insert a formula in the Overtime Pay column that multiplies the hourly wage by
the overtime rate, which is 1.5, and then multiplies that amount by the number of
overtime hours. (Include parentheses around the first part of the formula.)
Insert a formula in the Weekly Salary column that multiplies the hourly wage
by the number of hours and then adds the overtime pay. (Include parentheses
around the first part of the formula.)
Apply formatting to enhance the appearance of the worksheet. Save the
workbook and name it 3-HFCPayroll. Turn on the display of formulas, print the
worksheet, and then turn off the display of formulas.
Make the following changes to the worksheet:
• Change the hourly wage for Amanda Turney to $22.00.
• Increase the hours for Daniel Joyner to 20 hours.
• Remove the row for Grant Baker.
• Insert a row between Jean Overmeyer and Bonnie Haddon and then type
the following information in the cells in the new row: Employee: McGuire,
Tonya; Hourly Wage: $17.50; Hours: 15; Overtime Hours: 0.
Save and then print 3-HFCPayroll. Turn on the display of formulas, print the
worksheet again, and then turn off the display of formulas. Save and then close
3-HFCPayroll.
Figure 3.2 Case Study Part 2
HealthWise Fitness Center

Weekly Payroll
Hourly Overtime Overtime Weekly
Employee Wage Hours Hours Pay Salary
Heaton, Kelly $26.50 40 2
Severson, Joel $25.00 40 0
Turney, Amanda $20.00 15 0
Walters, Leslie $19.65 30 0
Overmeyer, Jean $18.00 20 0
Haddon, Bonnie $16.00 40 3
Baker, Grant $15.00 40 0
Calveri, Shannon $12.00 15 0
Dugan, Emily $10.50 40 4
Joyner, Daniel $10.50 10 0
Lee, Alexander $10.50 10 0

Part The manager of HealthWise Fitness Center is interested in ordering new
3
equipment for the health club. She would like to order three elliptical machines,
three recumbent bikes, and three upright bikes. She has asked you to use the
internet to research models and prices for this new equipment and then prepare a
worksheet with the information. Using the internet, search for information about
the following equipment:
• Search for elliptical machines for sale. Locate two different models and, if
possible, find at least two companies that sell each model. Record the company
names, model numbers, and prices.
• Search for recumbent bikes for sale. Locate two different models and, if
possible, find at least two companies that sell each model. Record the company
names, model numbers, and prices.
• Search for upright bikes for sale. Locate two different models and, if possible,
find at least two companies that sell each model. Record the company names,
model numbers, and prices.
Using the information you found, prepare an Excel worksheet with the
following information:
• Company name
• Equipment name
• Equipment model
• Price
• A column that multiplies the price by the number required (which is 3)
Add the fitness center name, HealthWise Fitness Center, and any other
information you think is necessary to the worksheet. Apply formatting to enhance
the appearance of the worksheet. Save the workbook and name it 3-HFCEquip.
Print and then close 3-HFCEquip.
Part When a prospective client contacts HealthWise Fitness Center about joining, you
4
send a letter containing information about the fitness center, the plans offered,
and the dues amounts. Use a letter template in Word to create a letter to send to
a prospective client. (You determine the client’s name and address.) Copy the cells
in 3-HFCDues-2 containing data and then paste them into the body of the letter.
Make formatting changes to make the data readable. Save the document and
name it 3-HFCLetter. Print and then close 3-HFCLetter.

Microsoft Excel
® ®

CHAPTER
Enhancing a Worksheet 4
The online content includes additional review and assessment resources.
Skills Assessment
Assessment Format a Data Analysis Worksheet
1 1. Open DISemiSales and then save it with the name 4-DISemiSales.
a. Insert a formula in cell H4 that averages the amounts in the range B4:G4.
b. Copy the formula in cell H4 to the range H5:H9.
c. Insert a formula in cell B10 that adds the amounts in the range B4:B9.
d. Copy the formula in cell B10 to the range C10:H10. (Click the Auto Fill
Options button and then click Fill Without Formatting at the drop-down list.)
e. Apply the Accounting format to cell H4.
f. Change to landscape orientation.
g. Change the top margin to 2.8 inches and the left margin to 1.3 inches.
3. Save and then print 4-DISemiSales.
a. Change back to portrait orientation.
b. Change the top margin to 1 inch and the left margin to 0.7 inch.
c. Horizontally and vertically center the worksheet on the page.
d. Scale the worksheet so it fits on one page.
e. Change the page size to A4.
5. Save, print, and then close 4-DISemiSales.
Assessment Format a Test Results Worksheet

2 1. Open CMTests and then save it with the name 4-CMTests.
a. Insert a formula in cell N4 that averages the test scores in the range B4:M4.
b. Copy the formula in cell N4 to the range N5:N21.
c. Type Average in cell A22.
d. Insert a formula in cell B22 that averages the test scores in the range B4:B21.
e. Copy the formula in cell B22 to the range C22:N22.
f. Insert a page break between columns G and H.
3. View the worksheet using Page Break Preview.
4. Change back to the Normal view.
5. Specify that the column titles (A3 through A22) are to print on each page.
6. Create a header that prints the page number at the right of the page.
21

7. Create a footer that prints your name at the left of the page and the workbook
file name at the right of the page.
8. Display the worksheet in Normal view.
9. Save and then print the worksheet.
10. Set a print area for the range N3:N22 and then print these cells.
11. Clear the print area.
12. Save and then close 4-CMTests.
Assessment Format an Equipment Rental Worksheet

3 1. Open HERInvoices and then save it with the name 4-HERInvoices.
2. Insert a formula in cell H3 that multiplies the rate in cell G3 by the hours in
cell F3. Copy the formula in cell H3 to the range H4:H16.
3. Insert a formula in cell H17 that sums the amounts in the range H3:H16.
4. Complete the following finds and replaces:
a. Find all occurrences of 75 and replace them with 90.
b. Find all occurrences of 55 and replace them with 60.
c. Find all occurrences of Barrier Concrete and replace them with Lee Sand
and Gravel.
d. Find all occurrences of 11-point Calibri and replace them with 10-point
Cambria.
e. After completing the finds and replaces, clear all formatting from the
Format buttons.
5. Insert a header that prints the date in the left header box and the time in the
right header box.
6. Insert a footer that prints your name in the left footer box and the workbook
file name in the right footer box.
7. Horizontally and vertically center the worksheet on the page.
8. Change the orientation to landscape.
9. Change the page size to letter.
10. Save, print, and then close 4-HERInvoices.
Assessment Format an Invoices Worksheet

4 1. Open RPInvoices and then save it with the name 4-RPInvoices.
2. Insert a formula in cell G4 that multiplies the amount in cell E4 by the
percentage in cell F4 and then adds the product to the amount in cell E4. (If
you write the formula correctly, the result in cell G4 will display as $488.25.)
3. Copy the formula in cell G4 to the range G5:G17, click the Auto Fill Options
button, and then click the Fill Without Formatting option.
4. Complete a spelling check on the worksheet.
5. Find all occurrences of Picture and replace them with Portrait. (Do not press
the spacebar after typing Picture or Portrait in the Find what text box because
you also want to find occurrences of each word that end with an s. Make sure
the Match entire cell contents check box does not contain a check mark.)
6. Sort the records by invoice number in ascending order (smallest to largest).
7. Complete a new sort that sorts the records by client number in ascending
order (A to Z).
8. Complete a custom sort that sorts by date in ascending order (oldest to
newest) and then by amount in descending order (largest to smallest).
9. Insert a footer in the worksheet that prints your name in the left footer box
and the current date in the right footer box.
10. Display the worksheet in Normal view.

11. Center the worksheet horizontally and vertically on the page.
12. Save and then print 4-RPInvoices.
13. Select the range A3:G3 and then turn on the filter feature and complete the
following filters:
a. Filter and then print a list of rows containing client number 11-279 and
then clear the filter.
b. Filter and then print a list of rows containing the three highest amounts due
and then clear the filter.
c. Filter and then print a list of rows containing amounts due that are less
than $500 and then clear the filter.
14. Save and then close 4-RPInvoices.
Assessment Create a Worksheet Containing Keyboard Shortcuts

5 1. Use Excel’s Help feature to learn about keyboard shortcuts in Excel. After
reading the information presented, create a worksheet with the following
features:
• Create a title for the worksheet.
• Include at least 10 keyboard shortcuts along with an explanation of each
shortcut.
• Set the data in cells in a typeface other than Calibri and change the data color.
• Add borders to the cells. (You determine the border style.)
• Add a fill color to cells. (You determine the color; make it complement the
data color.)
• Create a header that prints the date at the right margin and create a footer
that prints your name at the left margin and the file name at the right margin.
2. Save the workbook and name it 4-KeyboardShortcuts.
3. Print and then close 4-KeyboardShortcuts.
Visual Benchmark
Create and Format an Expense Worksheet
1. At a blank workbook, type the data in the cells as indicated in Figure 4.1
on the next page but do not type the data in the cells noted below. Instead,
insert the formulas as indicated:
• In the range N3:N8, insert a formula that sums the monthly expenses for
the year.
• In the range B9:N9, insert a formula that sums the monthly expenses for
each month and the entire year.
(The results of your formulas should match the results you see in the figure.)
2. Change the left and right margins to 0.45 inch and change the top margin to
1.5 inches.
3. Apply formatting so your worksheet looks similar to the one shown in
Figure 4.1. (Set the heading in 26-point Cambria and set the remaining data
in 10-point Cambria. Apply bold formatting as shown in the figure.)
4. Save the workbook and name it 4-HERExpenses.

5. Look at the printing of the worksheet shown in Figure 4.2 and then make the
following changes:
• Insert a page break between columns G and H.
• Insert the headers and footer as shown.
• Specify that the column titles print on the second page, as shown in
Figure 4.2.
6. Save and then print 4-HERExpenses. (Your worksheet should print on two
pages and appear as shown in Figure 4.2.)
7. Close 4-HERExpenses.
Figure 4.1 Visual Benchmark Data
Figure 4.2 Visual Benchmark Printed Pages
Student Name 1
Student Name 2
Hilltop Equipment Rental

Expenses January February March April May June
Lease $ 3,250 $ 3,250 $ 3,250 $ 3,250 $ 3,250 $ 3,250
Utilities
Payroll
3,209
10,545
2,994
9,533
2,987
11,542
2,500
10,548
2,057
11,499
1,988
12,675
Insurance 895 895 895 895 895 895 Expenses July August September October November December Total
Maintenance 2,439 1,856 2,455 5,410 3,498 3,110 Lease $ 3,250 $ 3,250 $ 3,250 $ 3,250 $ 3,250 $ 3,250 $ 39,000
Supplies 341 580 457 330 675 319 Utilities 1,845 1,555 1,890 2,451 2,899 3,005 29,380
Total Expenses $ 20,679 $ 19,108 $ 21,586 $ 22,933 $ 21,874 $ 22,237 Payroll 13,503 13,258 12,475 10,548 10,122 9,359 135,607
Insurance 895 895 895 895 895 895 10,740
Maintenance 2,479 3,100 1,870 6,105 4,220 3,544 40,086
Supplies 451 550 211 580 433 601 5,528
Total Expenses $ 22,423 $ 22,608 $ 20,591 $ 23,829 $ 21,819 $ 20,654 $ 260,341
4-HERExpenses.xlsx
4-HERExpenses.xlsx

Case Study
Part You are a sales associate for Macadam Realty. Your supervisor has asked you to
1
complete a form she started that contains information on sample mortgages.
She wants to make the form available in the reception area display rack. She has
already inserted a formula (in cell G4) that calculates monthly payments using
the PMT function. (You will learn more about this function in Chapter 6.) Open
MRMortgages and then save it with the name 4-MRMortgages-01. Add the
following information and make the following changes:
• In column C, insert a formula that determines the down payment amount.
Copy the formula in cell C4 to the range C5:C47.
• In column D, insert a formula that determines the loan amount. Copy the
formula in cell C4 to the range D5:D47.
• In column G, drag the formula in cell G4 to the range G5:G47.
• Insert the date and time as a header and your name and the workbook name
(4-MRMortgages-01) as a footer.
• Find 11-point Calibri formatting and replace it with 11-point Candara
formatting. After completing the find and replace, clear all formatting from the
Format buttons.
• Scale the worksheet so it prints on one page.
Save and then print 4-MRMortgages-01. After looking at the printed worksheet,
you decide to make the following changes:
• Sort the values in the Price of Home column from smallest to largest.
• Change the percentage amount in column E from 6% to 7%.
• Shade the cells in row 4 that contain data in the light-gold color that matches
the fill in cell A2. Copy this shading to every other row of cells in the
worksheet (stopping at row 46).
• Apply the Accounting format with a dollar symbol ($) and no digits after the
decimal point to cells A4, C4, D4, and G4.
Save the edited worksheet with Save As and name it 4-MRMortgages-02.
Make sure the worksheet prints on one page. Save, print, and then close
4-MRMortgages-02.
Part In your position at Macadam Realty, you are responsible for preparing a worksheet
2
that contains sales and commissions for the year. You will print the worksheet for
distribution to staff members who will be attending an upcoming meeting. You
have created the worksheet and included the sales and commission totals and now
need to insert formulas and format the worksheet. Open MRSalesComms and
then save it with the name 4-MRSalesComms. Make the following changes to
the worksheet:
• Calculate the sales and commissions and insert the totals in the appropriate
locations in the worksheet.
• Calculate the total sales and total commissions and insert the totals in the
appropriate locations in the worksheet.
• Apply appropriate number formatting.
• Apply formatting so the worksheet is formatted similarly to the worksheet you
prepared in Part 1.
• Change the top margin to 3 inches.
• Include a header that prints the page number and a footer that prints your name.

Save the worksheet and then print it so that the column titles (A4:A17) print
on all pages. After looking at the worksheet, you decide to make the following
changes:
• Remove the column titles from printing on each page.
• Remove the header containing the page number.
• Edit the footer so the date prints at the left margin and your name prints at the
right margin.
• Change to landscape orientation.
• Change the top margin to 2.5 inches.
• Scale the worksheet so it prints on one page.
Save, print, and then close 4-MRSalesComms.
Part As a sales associate at Macadam Realty, you have Canadian clients that are
3
interested in purchasing real estate in the United States. For those clients, you like
to keep a dollar conversion worksheet available. Using the internet, search for a
site that converts US dollars to Canadian dollars. Determine the current currency
exchange rate and then create a worksheet with the following specifications:
• Apply formatting that is similar to the formatting in the worksheets you
worked with in Parts 1 and 2 of the case study.
• Create a column for home prices in US dollars with amounts that begin with
$100,000, increase by increments of $50,000, and end with $1,000,000.
• Create a column for home prices converted to Canadian dollars. (Insert a
formula in the column that converts the US dollar amounts for home prices to
Canadian dollars.)
• Apply any other formatting you feel will improve the appearance of the
worksheet.
Save the completed workbook and name it 4-CanadaPrices. Display formulas
and then print the worksheet. Turn off the display of formulas and then save and
close the workbook.

Excel
Microsoft
®
®
Level 1

Data Files
Before beginning unit work, copy the EL1U1 folder to your

storage medium and then make EL1U1 the active folder.
Assessing Proficiency
In this unit, you have learned to create, save, print, edit, and format Excel
worksheets; create and insert formulas; sort and filter data; and enhance
worksheets with features such as headers, footers, and page numbering.
Assessment Calculate Total, Maximum, Minimum, and Average Yearly Sales

1 1. Open DISales and then save it with the name U1-DISales.
2. Insert in the range D4:D14 the appropriate sales totals.
3. Insert in cells B15, C15, and D15 the appropriate first-half, second-half, and
total sales, respectively.
4. Insert in cell B17 a formula that inserts the maximum total sales amount
from the range D4:D14.
5. Insert in cell B18 a formula that inserts the minimum total sales amount
from the range D4:D14.
6. Insert in cell B19 a formula that inserts the average of total sales in the
range D4:D14.
7. Apply the Accounting format to cell D4 with a dollar symbol ($). (Make
sure there are no digits after the decimal point.)
8. Save, print, and then close U1-DISales.
Assessment Create a Worksheet with AutoFill and Calculate Total Hours

2 and Gross Pay
1. Create the Excel worksheet shown in Figure U1.1. Use AutoFill to fill in the
days of the week and some of the hours. (Consider using Alt + Enter, when
necessary to wrap text in the column headings as shown in the figure.)
2. Insert a SUM function in the range H4:H10 that calculates the total hours.
3. Insert a formula in the range J4:J10 that calculates the gross pay (total hours
multiplied by pay rate).
27
027-032_BMK365-ExcelL1-U1PA-EOC.indd 27 6/25/19 11:51 AM

4. Insert a formula in the range B11:J11 that calculates the totals of the hours
for each day of the week as well as total hours, pay rate, and gross pay.
5. Apply formatting to the cells as shown in the figure.
6. Change the page orientation to landscape.
7. Save the worksheet and name it U1-CPPayroll.
8. Turn on the display of formulas, print the worksheet (prints on two pages),
and then turn off the display of formulas.
9. Save and then close U1-CPPayroll.
Figure U1.1 Assessment 2
Assessment Create a Sales Bonus Workbook

3 1. Create the Excel worksheet shown in Figure U1.2. Format the cells to match
how they appear in the figure.
2. Insert a formula in the range D4:D11 that calculates the bonus amount (sales
multiplied by bonus percentage).
3. Insert a formula in the range E4:E11 that calculates the net sales (sales minus
bonus amount).
4. Insert the sum of the values in the range B4:B11 in cell B12, the sum of the
values in the range D4:D11 in cell D12, and the sum of the values in the
range E4:E11 in cell E12.
5. Apply the Comma format with no digits after the decimal point to the range
B5:B11 and the range D5:E11.
6. Apply the Accounting format with a dollar symbol and no digits after the
decimal point to cells B4, D4, E4, B12, D12, and E12.
7. Insert a footer with your first and last names in the left footer box and the
current date in the right footer box.
8. Print the worksheet centered horizontally and vertically on the page.
9. Save the workbook and name it U1-SBASales.
10. Close U1-SBASales.
Assessment Format a Department Budget

4 1. Open CMBudgets and then save it with the name U1-CMBudgets.
2. Insert a formula in cell C5:C12 using an absolute cell reference to determine
the projected budget with an increase of 10% over the current budget. (Use
the number 1.1 in cell B3 when writing the formula.) Copy the formula to
C6:C12.
28 Excel Level 1 | Unit 1 Review and Assessment

3. Insert formulas to total the budget amounts and the projected budget amounts.
4. Make cell A15 active and then use the NOW function to insert the current
date and time.
6. Determine the projected budget with an increase of 5% over the current
budget by changing the text in cell A3 to 5% Increase and the number in cell
B3 to 1.05.
7. Apply the Wisp theme and then apply the Median theme colors.
8. Save, print, and then close U1-CMBudgets.
Assessment Format a Weekly Payroll Workbook

5 1. Open CCPayroll and then save it with the name U1-CCPayroll.
2. Insert a formula in cell E3 that multiplies the hourly rate by the hours and
then adds that amount to the product (multiplication) of the hourly rate by
the overtime pay rate (1.5) by the overtime hours. (Use parentheses in the
formula and use an absolute cell reference for the overtime pay rate. Refer to
Chapter 2, Activity 3c.) Copy the formula to the range E4:E16.
3. Insert a formula in cell F3 that multiplies the gross pay by the withholding
tax rate (W/H Rate). (Use an absolute cell reference for the cell containing the
withholding rate. Refer to Chapter 2, Activity 3c.) Copy the formula to the
range F4:F16.
4. Insert a formula in cell G3 that multiplies the gross pay by the social security
rate (SS Rate). (Use an absolute cell reference for the cell containing the social
security rate. Refer to Chapter 2, Activity 3c.) Copy the formula to the range
G4:G16.
5. Insert a formula in cell H3 that adds the social security tax and the
withholding tax and then subtracts that sum from the gross pay. (Refer to
Chapter 2, Activity 3c.) Copy the formula to the range H4:H16.
6. Sort the employee last names alphabetically in ascending order (A to Z).
Excel Level 1 | Unit 1 Performance Assessment 29

8. Apply the Retrospect theme and then apply the Blue Green theme colors.
9. Adjust column A to 18.00 points.
10. Insert a header with your name in the left header box and the file name in the
right header box.
11. Save, print, and then close U1-CCPayroll.
Assessment Format a Customer Sales Analysis Workbook

6 1. Open DIAnnualSales and then save it with the name U1-DIAnnualSales.
2. Insert formulas and copy formulas to complete the worksheet.
3. Insert in cell B11 the highest total from the range B10:M10. Insert in cell B12
the lowest total from the range B10:M10.
4. Change the orientation to landscape.
5. Insert a page break between columns G and H.
6. Insert a header with the page number in the right header box.
7. Insert a footer with your name in the right footer box.
9. Specify that the row headings in the range A3:A12 print on both pages.
10. Save, print, and then close U1-DIAnnualSales.
Assessment Format an Invoices Workbook

7 1. Open RPInvoices and then save it with the name U1-RPInvoices.
2. Insert a formula in cell G4 that multiplies the amount in cell E4 by the
percentage in cell F4 and then adds that amount to the amount in cell E4.
4. Apply the Accounting format with two digits after the decimal point and a
dollar symbol to cell G4. Apply the Comma format with two digits after the
decimal point to the range G5:G18.
5. Find all occurrences of 11-279 and replace them with 10-005.
6. Find all occurrences of 8.5 and replace them with 9.0.
7. Find all occurrences of the Calibri font and replace them with the Candara
font. (Do not specify a type size so Excel replaces all sizes of Calibri with
Candara.) After completing the find and replace, clear all formatting from the
Format buttons.
8. Print U1-RPInvoices.
9. Filter and then print a list of rows that contain only the client number
04-325. (After printing, return the list to (Select All).)
10. Filter and then print a list of rows that contain only the service Development.
(After printing, return the list to (Select All).)
11. Filter and then print a list of rows that contain the three highest totals in the
Amount Due column. (After printing, turn off the filter feature.)
12. Save and then close U1-RPInvoices.
Writing Activities
The following activities give you the opportunity to practice your writing skills
and demonstrate your understanding of some of the important Excel features you
have mastered in this unit. Use correct grammar, appropriate word choices, and
clear sentence construction.

Activity Plan and Prepare an Orders Summary Workbook
1 Plan and prepare a worksheet with the information shown in Figure U1.3. Apply
formatting of your choosing. Save the completed worksheet and name it
U1-OrdersSumm. Print and then close U1-OrdersSumm.
Figure U1.3 Activity 1
Prepare a weekly summary of orders taken that itemizes the products coming
into the company and the average order size. The products, order amounts, and
average order sizes are as follows:
Black and gold wall clock: $2,450 worth of orders, average order size of 125
units
Traveling alarm clock: $1,358 worth of orders, average order size of 195 units
Waterproof watch: $890 worth of orders, average order size of 90 units
Dashboard clock: $2,135 worth of orders, average order size of 230 units
Pyramid clock: $3,050 worth of orders, average order size of 375 units
Gold chain watch: $755 worth of orders, average order size of 80 units
In the worksheet, calculate the price per unit for each item and total the amount
of the orders. Sort the data in the worksheet by the order amount in descending
order.
Activity Prepare a Depreciation Workbook

2 Assets within a company, such as equipment, can be depreciated over time.
Several methods are available for determining the amount of depreciation, such as
the straight-line depreciation method, the fixed-declining balance method, and the
double-declining method. Use Excel’s Help feature to learn about two depreciation
methods: straight-line and double-declining depreciation. (The straight-line
depreciation function, SLN, and the double-declining depreciation function, DDB,
are in the Financial category.) After reading about the two methods, create an Excel
worksheet that describes the methods with the following information:
• An appropriate title
• A heading for straight-line depreciation
• The straight-line depreciation function
• The name of and a description of each straight-line depreciation function
argument category
• A heading for double-declining depreciation
• The double-declining depreciation function
• The name of and a description of each double-declining depreciation function
argument category
Apply formatting of your choosing to the worksheet. Save the completed
workbook and name it U1-DepMethods. Print the worksheet centered
horizontally and vertically on the page. Close U1-DepMethods.

Activity Insert a Straight-Line Depreciation Formula
3 Open RPDepreciation and then save it with the name U1-RPDepreciation.
Insert the function to determine straight-line depreciation in cell E4. Copy
the formula to the range E5:E9. Print the worksheet centered horizontally and
vertically on the page. Save and then close U1-RPDepreciation.
Optional: Briefly research straight-line and double-declining depreciation to find
out why businesses depreciate their assets. What purpose does it serve? Locate
information about the topics on the internet. Then use Word to write a half-
page, single-spaced report explaining the financial reasons for using depreciation
methods. Save the document and name it U1-DepReport. Print and then close
the document.
Internet Research
Create a Travel Planning Worksheet
Search online for information about traveling to a country that interests you. Find
sites that provide cost information for airfare, hotels, meals, entertainment, and
car rentals. Using the first week of the next month as the travel dates, create a
planning worksheet for a trip to that country that includes the following:
• An appropriate title
• Appropriate headings
• Round-trip airfare costs
• Hotel or vacation rental costs (off-season and in-season rates if available)
• Estimated meal costs
• Entertainment costs
• Car rental costs
Save the completed workbook and name it U1-TrvlWksht. Print and then close
the workbook.

Excel
Microsoft
®
®
Level 1
Unit 2
Enhancing the Display of Workbooks
Chapter 5 Moving Data within and between

Workbooks
Chapter 6 Maintaining Workbooks
Chapter 7 Creating Charts and Inserting Formulas
Chapter 8 Adding Visual Interest to Workbooks
33

Microsoft Excel
® ®

CHAPTER
Moving Data within and

between Workbooks 5
Skills Assessment
Assessment Copy and Paste Data between Worksheets in a Sales Workbook
1 1. Open EPSales and then save it with the name 5-EPSales.
2. Turn on the display of the Clipboard task pane, click the Clear All button to
clear any content, and then complete the following steps:
a. Select and copy the range A7:C7.
b. Select and copy the range A10:C10.
c. Select and copy the range A13:C13.
d. Display the second worksheet, make cell A7 active, and then paste the Avalon
Clinic cells.
e. Make cell A10 active and then paste the Stealth Media cells.
f. Make cell A13 active and then paste the Danmark Contracting cells.
g. Make the third worksheet active and then complete similar steps to paste the
cells in the same location as in the second worksheet.
h. Clear the contents of the Clipboard task pane and then close the task pane.
3. Change the name of the Sheet1 tab to 2019 Sales, the name of the Sheet2 tab
to 2020 Sales, and the name of the Sheet3 tab to 2021 Sales.
4. Change the color of the 2019 Sales tab to standard blue, the color of the 2020
Sales tab to standard green, and the color of the 2021 Sales tab to standard
yellow.
5. Make 2019 Sales the active worksheet, select all three tabs, and then insert a
formula in cell D4 that sums the amounts in cells B4 and C4. Copy the formula
in cell D4 to the range D5:D14.
6. Make cell D15 active and then insert a formula that sums the amounts in the
range D4:D14.
7. To cell D4 in all three worksheets, apply the Accounting format with a dollar
symbol ($) and no digits after the decimal point.
8. Insert a footer on all three worksheets that prints your name at the left and the
current date at the right.
9. Save 5-EPSales.
10. Print all three worksheets and then close 5-EPSales.
35

Assessment Copy, Paste, and Format Worksheets in an Income Statement
2 Workbook
1. Open CMJanIncome and then save it with the name 5-CMJanIncome.
2. Copy the range A1:B17 in Sheet1 and then paste the range into Sheet2.
(Click the Paste Options button and then click the Keep Source Column
Widths button in the Paste section at the drop-down list.)
3. Make the following changes to the Sheet2 worksheet:
a. Adjust the row heights so they match the heights in the Sheet1 worksheet.
b. Change the month from January to February.
c. Change the amount in cell B4 to 97,655.
d. Change the amount in cell B5 to 39,558.
e. Change the amount in cell B11 to 1,105.
4. Select both sheet tabs and then insert the following formulas:
a. Insert a formula in cell B6 that subtracts the cost of sales from the sales
revenue (=b4-b5).
b. Insert a formula in cell B16 that sums the amounts in the range B8:B15.
c. Insert a formula in cell B17 that subtracts the total expenses from the gross
profit (=b6-b16).
5. Change the name of the Sheet1 tab to January and the name of the Sheet2 tab
to February.
6. Change the color of the January tab to standard blue and the color of the
February tab to standard red.
7. Insert custom headers on both worksheets that print your name at the left,
the date in the middle, and the file name at the right.
8. Save, print, and then close 5-CMJanIncome.
Assessment Freeze and Unfreeze Window Panes in a Test Scores Workbook

3 1. Open CMCertTests and then save it with the name 5-CMCertTests.
2. Make cell B3 active and then freeze the window panes.
3. Add two rows immediately above row 18 and then type the following text in
the specified cells:
A18
Nauer, Sheryl A19 Nunez, James
B18
75 B19 98
C18
83 C19 96
D18
85 D19 100
E18
78 E19 90
F18
82 F19 95
G18
80 G19 93
H18
79 H19 88
I18
82 I19 91
J18
92 J19 89
K18
90 K19 100
L18
86 L19 96
M18
84 M19 98
4. Insert a formula in cell N3 that averages the percentages in the range B3:M3
and then copy the formula to the range N4:N22.
5. Unfreeze the window panes.
6. Change to landscape orientation and then scale the worksheet to print on one
page. Hint: Do this with the Width option in the Scale to Fit group on the
Page Layout tab.
7. Save, print, and then close 5-CMCertTests.

Assessment Create, Copy, Paste, and Format Cells in an Equipment Usage
4 Workbook
1. Create the worksheet shown in Figure 5.1. (Change the width of column A to
21.00 characters.)
2. Save the workbook and name it 5-HCMachRpt.
3. With 5-HCMachRpt open, open HCEqpRpt.
4. Select and copy the following cells from HCEqpRpt to 5-HCMachRpt:
a. Copy the range A4:G4 in HCEqpRpt and then paste the cells into
5-HCMachRpt beginning with cell A12.
b. Copy the range A10:G10 in HCEqpRpt and then paste the cells into
5-HCMachRpt beginning with cell A13.
5. With 5-HCMachRpt the active workbook, make cell A1 active and then
apply the following formatting:
a. Change the height of row 1 to 24.00 points.
b. Change the font size of the text in cell A1 to 18 points.
c. Apply the Blue, Accent 5, Lighter 80% fill color (ninth column, second row
in the Theme Colors section) to cell A1.
6. Select the range A2:G2 and then apply the Blue, Accent 5, Darker 50% fill
color (ninth column, last row in the Theme Colors section).
7. Select the range B2:G2 and then apply the White, Background 1 text color
(first column, first row in the Theme Colors section). (Make sure the text in the
cells is right-aligned.)
8. Select and then apply the Blue, Accent 5, Lighter 80% fill color (ninth
column, second row in the Theme Colors section) to the following ranges of
cells: A3:G3, A7:G7, and A11:G11.
9. Print the worksheet centered horizontally and vertically on the page.
10. Save and then close 5-HCMachRpt.
11. Close HCEqpRpt without saving the changes.

Assessment Copying and Linking Excel Data in a Word Document
5 1. In this chapter, you learned how to link data in cells between worksheets. You
can also copy data in an Excel worksheet and then paste and link the data
in a file in another program, such as Word. Use buttons at the Paste Options
button drop-down list to link data or use options at the Paste Special dialog
box. Open Word and then open the document DWLtr. Save the document
with the name 5-DWLtr.
2. Click the Excel button on the taskbar, open DWMortgages, and then save it
with the name 5-DWMortgages.
3. Select the range A2:G10 and then click the Copy button.
4. Click the Word button on the taskbar. (This displays 5-DWLtr.)
5. Position the insertion point between the two paragraphs of text.
6. Click the Paste button arrow and then click Paste Special at the drop-down list.
7. At the Paste Special dialog box, look at the options available. Click the Paste
link option, click Microsoft Excel Worksheet Object in the As list box, and then
click OK.
8. Save, print, and then close 5-DWLtr.
10. Make cell A3 active and then change the number from $300,000 to $400,000.
Using the fill without formatting option, copy the number in cell A3 to
the range A4:A10. (Cells in the range A3:A10 should contain the amount
$400,000.)
11. Save, print, and then close 5-DWMortgages.
12. Click the Word button on the taskbar.
13. Open 5-DWLtr. At the message that displays asking if you want to update
the data from the linked files, click Yes.
14. Change any instance of the amount $300,000 in the first paragraph of text to
$400,000.
15. Save, print, and then close 5-DWLtr.
16. Close Word.
Visual Benchmark
Create and Format a Sales Worksheet Using Formulas
1. At a blank workbook, create the worksheet shown in Figure 5.2 with the
• Do not type the data in cells in the range D4:D9. Instead, enter a formula
that totals the first-half and second-half yearly sales.
• Apply the formatting shown in the figure, including changing font sizes,
column widths, and row heights and inserting shading and border lines.
• Rename the sheet tab and change the tab color as shown in the figure.
2. Copy the range A1:D9 and then paste the cells in Sheet2.
3. Edit the cells and apply formatting so the worksheet matches the worksheet
shown in Figure 5.3. Rename the sheet tab and change the tab color as shown
in the figure.
4. Save the completed workbook and name it 5-CMSemiSales.
5. Print both worksheets.
6. Close 5-CMSemiSales.

Figure 5.2 Visual Benchmark - Sales 2020 Figure 5.3 Visual Benchmark - Sales 2021
Worksheet Worksheet
Case Study
Part In your position as an administrator for Gateway Global, an electronics
1
manufacturing corporation, you are gathering information on supplies and
equipment expenses. You have gathered information for the first quarter of the year
and decide to create a workbook containing worksheets for monthly information. To
do this, create a worksheet that contains the following information:
• The company name is Gateway Global.
• Create the title January Expenditures.
• Create the columns shown in Figure 5.4.
• Insert a formula in the Total column that sums the supplies and equipment
amounts in each row and insert a formula in the Total row that sums the
amounts in the Supplies, Equipment, and Total columns.
• Apply formatting such as fill color, borders, font color, font size, and shading to
enhance the appearance of the worksheet.
Figure 5.4 Case Study Part 1
Department Supplies Equipment Total

Production $25,425 $135,500
Technical Support 14,500 65,000
Finance 5,790 22,000
Sales and Marketing 35,425 8,525
Facilities 6,000 1,200
Total

After creating and formatting the worksheet, complete the following:
• Insert a new worksheet and then copy the data in Sheet1 to Sheet2.
• Insert a new worksheet and then copy the data in Sheet1 to Sheet3.
• Make the following changes to the data in Sheet2:
° Change January Expenditures to February Expenditures.
° Change the Production Department supplies amount to $38,550 and the
equipment amount to $88,500.
° Change the Technical Support Department equipment amount to $44,250.
° Change the Finance Department supplies amount to $7,500.
• Make the following changes to the data in Sheet3:
° Change January Expenditures to March Expenditures.
° Change the Production Department supplies amount to $65,000 and the
equipment amount to $150,000.
° Change the Technical Support Department supplies amount to $21,750 and
the equipment amount to $43,525.
° Change the Facilities Department equipment amount to $18,450.

Create a new worksheet that summarizes the supplies and equipment amounts
for January, February, and March. Apply the same formatting to the worksheet as
you applied to the other three worksheets. Change the tab name for Sheet1 to Jan
Exps, the tab name for Sheet2 to Feb Exps, the tab name for Sheet3 to Mar Exps,
and the tab name for Sheet4 to Qtr Summary. Change the color of each tab. (You
determine the colors.)
Insert a header that prints your name at the left side of each worksheet and
the current date at the right side of each worksheet. Save the workbook and
name it 5-GGExp. Print all the worksheets in the workbook and then close the
workbook.
Part Employees of Gateway Global have formed two intramural co-ed softball teams
2
and you have volunteered to keep statistics for the players. Open GGStats and
then make the following changes to both worksheets in the workbook:
• Insert a formula that calculates a player’s batting average: Hits / At Bats.
• Insert a formula that calculates a player’s on-base percentage:
(Walks + Hits) / (At Bats + Walks). Select the range E5:F13 and then specify
three digits after the decimal point.
• Insert the company name.
• Apply formatting to enhance the appearance of the worksheets.
• Center the worksheets horizontally and vertically on the page.
• Insert a footer on each worksheet that prints your name at the left and the date
at the right.
Use the Help or Tell Me feature to learn about applying cell styles, or click
the Cell Styles button in the Styles group on the Home tab and then experiment
with applying different styles. Apply the Good cell style to any cell in the
Batting Average column with a value over 0.400. Apply this style to cells in both
worksheets. Save the workbook and name it 5-GGStats. Print both worksheets
and then close 5-GGStats.

Part Many of the suppliers for Gateway Global are international and use metric
3
measurements. The purchasing manager has asked you to prepare a worksheet in
Excel that converts length measurements. Use the internet to locate information
on converting the following length measurements:
• 1 inch to centimeters
• 1 foot to meters
• 1 yard to meters
• 1 mile to kilometers
Locate a site on the internet that provides the formula for converting
Fahrenheit temperatures to Celsius temperatures and then create another
worksheet in the workbook with the following information:
• Insert Fahrenheit temperatures beginning with 0 and continuing to 100 in
increments of 5 (for example, 0, 5, 10, 15, and so on).
• Insert a formula that converts each Fahrenheit temperature to a Celsius
temperature.
Include the company name, Gateway Global, in both worksheets. Apply
additional formatting to improve the appearance of the worksheets. Rename each
worksheet and apply a color to each tab. (You determine the names and colors.)
Save the workbook and name it 5-GGConv. Print both worksheets centered
horizontally and vertically on the page and then close 5-GGConv.
Part Open Microsoft Word and then create a letterhead document that contains the
4
company name, Gateway Global; the address (you decide the street address, city,
state, and zip code or street address, city, province, and postal code); and the
telephone number (you decide). Apply formatting to improve the appearance of
the letterhead. Save the document and name it 5-GGLtrhd. Save the document
again and name it 5-GGConvLtr.
In Excel, open 5-GGConv (the workbook you created in Part 3). In the
Fahrenheit conversion worksheet, copy the cells containing data and then paste
them in 5-GGConvLtr as a picture object. Center the picture object between the
left and right margins. Save, print, and then close 5-GGConvLtr. Close Microsoft
Word and then in Excel close 5-GGConv.

Microsoft Excel
® ®

CHAPTER
Maintaining Workbooks 6
Skills Assessment
Assessment Define and Apply Cell Styles to a Projected Earnings Workbook
1 1. At a blank worksheet, define a style named C6Heading that contains the
following formatting:
a. Font: 14-point Cambria bold in standard dark blue
b. Horizontal alignment: Center alignment
c. Borders: Top and bottom in standard dark blue (use the thick line style in the
second column, fifth row of the Style option box)
d. Fill: Light yellow (eighth column, second row)
2. Define a style named C6Subheading that contains the following formatting:
a. Font: 12-point Cambria bold in standard dark blue
b. Horizontal alignment: Center alignment
c. Borders: Top and bottom in standard dark blue (use the thick line style in the
second column, fifth row of the Style option box)
d. Fill: Light green (last column, second row)
3. Define a style named C6Column that contains the following formatting:
a. Number: At the Style dialog box, click the Number check box to remove the
check mark.
b. Font: 12-point Cambria in standard dark blue
c. Fill: Light green (last column, second row)
4. Save the workbook and name it 6-Styles.
5. With 6-Styles open, open ProjEarnings.
6. Save the workbook and name it 6-ProjEarnings.
7. Make cell C6 active and then insert a formula that multiplies the percentage in
cell B6 by the amount in cell B3. (When writing the formula, identify cell B3 as
an absolute reference.) Copy the formula to the range C7:C17.
8. Make cell C6 active and then click the Accounting Number Format button.
9. Copy the styles from 6-Styles into 6-ProjEarnings. Hint: Do this at the Merge
Styles dialog box.
10. Apply the following styles:
a. Select cells A1 and A2 and then apply the C6Heading style.
b. Select the range A5:C5 and then apply the C6Subheading style.
c. Select the range A6:A17 and then apply the C6Column style.
11. Save the workbook and then print 6-ProjEarnings.
43

12. With 6-ProjEarnings open, modify the following styles:
a. Modify the C6Heading style so it changes the font color to dark green (last
column, sixth row), changes the vertical alignment to center alignment, and
changes the color of the top and bottom borders to dark green (last column,
sixth row).
b. Modify the C6Subheading style so it changes the font color to dark green
(last column, sixth row) and changes the color of the top and bottom
borders to dark green (last column, sixth row).
c. Modify the C6Column style so it changes the font color to dark green (last
column, sixth row). Do not change any of the other formatting attributes.
13. Save and then print the workbook.
14. Close 6-ProjEarnings and then close 6-Styles without saving the changes.
Assessment Insert Hyperlinks in a Bookstore Workbook

2 1. Open BGSpecials and then save it with the name 6-BGSpecials.
2. Make cell E3 active and then create a hyperlink to www.microsoft.com.
3. Make cell E4 active and then create a hyperlink to www.symantec.com.
4. Make cell E5 active and then create a hyperlink to www.nasa.gov.
5. Make cell E6 active and then create a hyperlink to www.cnn.com.
6. Make cell A8 active, type Weekly specials!, and then create a hyperlink to the
workbook named BGWklySpcls.
7. Click the hyperlink to the Microsoft website, explore the site, and then close
the web browser.
8. Click the hyperlink to the NASA website, explore the site, and then close the
web browser.
9. Click the Weekly specials! hyperlink, view the workbook, and then close the
workbook.
10. Save, print, and then close 6-BGSpecials.
Assessment Write a Formula with the PMT Function

3 1. Open CMIRefiPlan and then save it with the name 7-CMIRefiPlan.
2. The manager of Clearline Manufacturing is interested in refinancing a loan for
either $125,000 or $300,000 and wants to determine the monthly payments.
Make cell E4 active and then insert a formula using the PMT function. (For
assistance, refer to Activity 5a.) The monthly payment amounts will display as
negative numbers, representing an outflow of cash.
3. Copy the formula in cell E4 down into the range E5:E7.
4. Save, print, and then close 7-CMRefiPlan.
Assessment Write a Formula with the FV Function and Insert Comments

4 1. Open CMInvest and then save it with the name 6-CMInvest.
2. Make cell B6 active and then use the FV function to insert a formula
that calculates the future value of the investment. (For assistance, refer to
Activity 5b.)
a. Change the percentage in cell B3 from 6.5% to 8.0%.
b. Change the number in cell B4 from 48 to 60.
5. Insert a new comment in cell B3, type The rate needs to be divided by 12
because it is a yearly rate., and then post the comment.
6. Delete the comment in cell B6.

7. Change the print settings so comments print at the end of the sheet.
8. Save, print, and then close 6-CMInvest.
Assessment Apply Conditional Formatting to a Sales Workbook

5 1. Use Excel Help files or experiment with the options at the Conditional
Formatting button drop-down gallery (in the Styles group on the Home tab)
to learn about conditional formatting.
2. Open PSSales and then save it with the name 6-PSSales.
3. Select the range D5:D19 and then use conditional formatting to display the
amounts as data bars. (You choose the type of data bars.)
4. Insert a header that prints your name, a page number, and the current date.
5. Save, print, and then close 6-PSSales.
Visual Benchmark
Fill in an Expense Report Form
1. Display the New backstage area, search for an expense report template, and
then double-click the Expense report template shown in Figure 6.1. (If this
template is not available for download, open ExpenseReport from your
EL1C6 folder.)
2. Apply the Note cell style to the cells K1 and L1.
3. Type the information in the cells as shown in Figure 6.1.
4. Make cell L15 active and then apply the Good cell style.
5. Select the range L14:L16 and then apply the Accounting format.
6. Delete any empty expense rows in the report.
7. Save the completed workbook and name it 6-OEExpRpt.
8. Print and then close 6-OEExpRpt.

Case Study
Part You are the office manager for Leeward Marine and decide to consolidate into one
1
workbook several worksheets containing information on expenses. Open LMEstExp
and then save it with the name 6-LMExpSummary. Open LMActExp, copy the
worksheet into 6-LMExpSummary after Sheet1, make LMActExp the active
workbook, and then close it. Apply appropriate formatting to the numbers and insert
the necessary formulas in each worksheet. (Use the Clear button on the Home tab
to clear the contents of cells N8, N9, N13, and N14 in both worksheets.) Include
the company name in both worksheets. Create styles and apply them to the cells in
both worksheets to maintain consistent formatting. Automatically adjust the widths
of the columns to accommodate the longest entries. Save 6-LMExpSummary.
Part As the office manager for Leeward Marine, you decide to include in the workbook
2
another worksheet that displays the yearly estimated expenses, actual expenses,
and variances (differences) between the two. With 6-LMExpSummary open, open
LMExpVar. Copy the worksheet into 6-LMExpSummary as the last worksheet,
make LMExpVar the active workbook, and then close it. Rename the sheet tab
containing estimated expenses as Estimated Exp, rename the sheet tab containing
actual expenses as Actual Exp, and rename the sheet tab containing variances as
Summary. Apply a different color to each of the three sheet tabs you just renamed.
Select the yearly estimated expense amounts (column N) in the Estimated
Exp worksheet and then paste them in the appropriate cells in the Summary
worksheet. Click the Paste Options button and then click the Values & Number
Formatting button in the Paste Values section of the drop-down list. (This pastes
the value and the cell formatting, rather than just the formula.) Select the yearly
actual expense amounts (column N) in the Actual Exp worksheet and then paste
them in the appropriate cells in the Summary worksheet. Click the Paste Options
button and then click the Values & Number Formatting button in the Paste Values
section of the drop-down list. Apply appropriate formatting to the numbers and
insert a formula to calculate the variances (differences) between estimated and
actual expenses. Clear the contents of cells D8, D9, D13, and D14. Add the
company name and apply styles to the Summary worksheet so it is formatted
similarly to the Estimated Exp and Actual Exp worksheets.
Insert an appropriate header or footer in each worksheet. Change to landscape
orientation and then scale the worksheets so each prints on one page. Save, print
all the worksheets, and then close 6-LMExpSummary.
Part Based on the summary of the yearly expense variances, your supervisor at
3
Leeward Marine has projected expenses for next year and asked you to format
the worksheet. Open LMProjectedExp and then save it with the name
6-LMProjectedExp. Format the worksheet in a manner similar to the formatting
you applied to 6-LMExpSummary. Save and then close 6-LMProjectedExp.
Open 6-LMExpSummary, make the Summary worksheet active, and then insert
a hyperlink to the workbook named 6-LMProjectedExp. You determine the cell
location and hyperlink text for the hyperlink. Save 6-LMExpSummary and then
print only the Summary worksheet.

Part You need to print a number of copies of the summary worksheet in
4
6-LMExpSummary and you want the Leeward Marine letterhead to print at the
tops of the pages. You decide to use the letterhead in a Word document and copy
the summary data from Excel into the Word document. To do this, open Word
and then open the document LMLtrhd from your EL1C6 folder. Press the Enter
key two times. Make Excel the active program and with 6-LMExpSummary open,
make the Summary worksheet active, select and then copy the cells containing
information on the yearly expense variances (include the subtitle and all columns
but not the hyperlink), and then paste them into the LMLtrhd document as a
picture object. (Click the Paste Options button and then click the Picture button.)
Save the document with the name 6-LMExpSumDoc. Print and then close
6-LMExpSumDoc and then close Word. In Excel, close 6-LMExpSummary.

Microsoft Excel
® ®

CHAPTER
Creating Charts
and Inserting Formulas 7
Skills Assessment
Assessment Create a Net Profit Chart
1 1. Open NetProfit and then save it with the name 7-NetProfit.
2. Select the range A2:E7 and then create a chart using the Recommended Charts
button. (Accept the chart recommended by Excel.)
3. Use the Chart Elements button outside the right border of the chart to insert a
data table and remove the legend.
4. Use the Chart Styles button outside the right border of the chart to apply the
Style 7 chart style.
5. Use the Chart Filters button outside the right border of the chart to display
only the New York and Philadelphia net profits in the chart. (Make sure you
click the Apply button.)
6. Click in the Chart Title placeholder text, type Net Profit by Office, and then
7. Move the chart below the cells containing data, deselect the chart, make sure
the data and chart fit on one page, and then print the worksheet (data and
chart).
8. Save and then close 7-NetProfit.
Assessment Create a Company Sales Column Chart

2 1. Open CMSales and then save it with the name 7-CMSales.
2. Select the range A3:C15 and then create a column chart with the following
specifications:
a. Click the 3-D Clustered Column option at the Insert Column or Bar Chart
button drop-down gallery.
b. Click the Quick Layout button in the Chart Layouts group on the Chart
Tools Design tab and then click the Layout 3 option (third column, first row
at the drop-down gallery) at the drop-down gallery.
c. Apply the Style 11 chart style.
d. Click in the Chart Title placeholder text, type 2021 Company Sales, and then
e. Move the chart to a new sheet.
3. Print only the worksheet containing the chart.
4. Save and then close 7-CMSales.
49

Assessment Create Quarterly Domestic and Foreign Sales Bar Chart
3 1. Open CMPQtrlySales and then save it with the name 7-CMPQtrlySales.
2. Select the range A3:E5 and then create a bar chart with the following
specifications:
a. Click the 3-D Clustered Bar option at the Insert Column or Bar Chart
button drop-down gallery.
b. Use the Quick Layout button to apply the Layout 2 quick layout (second
column, first row at the drop-down gallery).
d. Type Quarterly Sales as the chart title. (Excel will convert the text to
uppercase letters.)
e. Click in the chart but outside any chart element.
f. Click the Chart Tools Format tab and then apply the Subtle
Effect - Gold, Accent 4 shape style (fifth column, fourth row).
g. Click the Chart Elements button arrow, click Series “Foreign” at the drop-
down list, and then apply the standard dark red shape fill. (Use the Shape
Fill button arrow in the Shape Styles group and click Dark Red in the
Standard Colors section.)
h. Select the chart title and then apply the Fill - Black, Text 1, Shadow
WordArt style (first column, first row).
i. Increase the height of the chart to 4 inches and the width to 6 inches.
3. Move the chart below the cells containing data, deselect the chart, make sure the
data and chart fit on one page, and then print the worksheet (data and chart).
4. Save and then close 7-CMPQtrlySales.
Assessment Create a Fund Allocations Pie Chart

4 1. Open SMFFunds and then save it with the name 7-SMFFunds.
2. Select the range A3:B7 and then create a pie chart with the following
specifications:
a. Click the 3-D Pie option at the Insert Pie or Doughnut Chart button
drop-down gallery.
b. Apply the Layout 1 quick layout (first column, first row at the drop-down
gallery).
d. Change the color to Colorful Palette 3.
e. Move the pie chart to a new worksheet.
f. Change the title to Fund Allocations.
g. Click the Chart Tools Format tab, make sure the chart (not a chart element)
is selected, and then click the Format Selection button.
h. At the Format Chart Area task pane, make sure the Fill & Line icon is
active, click Fill to display additional fill options, click the Gradient fill
option, and then close the task pane.
i. Use the Chart Elements option box arrow to select Series “Allocation” Data
Labels.
j. With the data labels selected, click the Text Fill button arrow (in the
WordArt Styles group) and then click the Orange, Accent 2, Darker 50%
option (sixth column, bottom row in the Theme Colors section).
k. With the data labels still selected, click the Home tab and then change the
font size to 18 points.
4. Save and then close 7-SMFFunds.

Assessment Write a Formula with the IF Function
5 1. Open DISalesBonuses and then save it with the name 7-DISalesBonuses.
2. Insert a formula in cell C4 that inserts the word YES if the amount in B4 is
greater than 99999 and NO if the amount is not greater than 99999. Copy
the formula in cell C4 to the range C5:C14.
3. Make cell D4 active and then type the formula =IF(C4="YES",B4*0.05,0). If
sales are over $99,999, this formula will multiply the sales amount by 5% and
then insert the product (result) of the formula in the cell. Copy the formula in
cell D4 to the range D5:D14.
4. Apply to cell D4 the Accounting format with a dollar symbol and no digits
5. Save and then print 7-DISalesBonuses.
6. Display the formulas in the worksheet and then print it.
7. Turn off the display of formulas.
8. Save and then close 7-DISalesBonuses.
Assessment Create a Stacked Column Chart

6 1. Use Excel’s Help feature to learn more about chart types and specifically
stacked column charts.
2. Open CMPerSales and then save it with the name 7-CMPerSales.
3. With the data in the worksheet, create a three-dimensional 100% stacked
column chart in a separate sheet. Create an appropriate title for the chart and
apply other formatting to enhance the appearance of the chart.
5. Close 7-CMPerSales.
Assessment Learn about Excel Options

7 1. Learn about specific options in the Excel Options dialog box by completing
a. At a blank workbook, display the Excel Options dialog box by clicking the
File tab and then clicking Options.
b. At the Excel Options dialog box, click the Advanced option in the left panel.
c. Scroll down the dialog box and look for the section Display options for this
workbook and then read the information. Also read the information in the
Display options for this worksheet section.
d. Write down the check box options available in the Display options for this
workbook section and the Display options for this worksheet section and identify
whether each check box contains a check mark. (Record only check box
options and ignore buttons and options preceded by circles.)
2. With the information you wrote down about the options, create an Excel
worksheet with the following information:
a. In column C, type each option you wrote down. (Include an appropriate
column heading.)
b. In column B, insert an X in each cell that precedes an option with a check
mark in the check box. (Include an appropriate column heading.)
c. In column A, write a formula with the IF function that inserts the word ON
in the cell if the cell in column B contains an X and OFF if it does not (the
cell is blank). (Include an appropriate column heading.)
d. Apply formatting to enhance the appearance of the worksheet.

3. Save the workbook and name it 7-DisplayOptions.
4. Turn on the display of formulas.
6. Turn off the display of formulas.
7. Save, print, and then close 7-DisplayOptions.
Visual Benchmark
Create and Format a Pie Chart
1. At a blank workbook, enter data and then create a pie chart in a separate
sheet, as shown in Figure 7.1. Use the information shown in the pie chart to
create the data. (To match the pie chart in the figure, type the expenses in
this order: Supplies, Utilities, Advertising, Marketing, Lease, Taxes, and then
Salaries.) Format the pie chart so it appears similarly to the one in Figure 7.1.
(Apply the Layout 4 quick style and the Style 8 chart style. Create and format
the title as shown in the figure and change the size of the data labels to 12
points.)
2. Save the completed workbook and name it 7-CMFebExp.
3. Print both worksheets in the workbook.
4. Close 7-CMFebExp.

Case Study
Part You are an administrator for Dollar Wise Financial Services and need to prepare
1
a chart that represents the amounts of home loans and commercial loans for the
past year. Use the information below to prepare a chart in Excel. You determine
the type and style of the chart and the layout and formatting. Insert a shape in
the chart that contains the text All-time High and points to the Commercial Loans
series second-quarter amount ($6,785,250).
Home Loans
1st Qtr. = $2,675,025
2nd Qtr. = $3,125,750
3rd Qtr. = $1,975,425
4th Qtr. = $875,650
Commercial Loans
1st Qtr. = $5,750,980
2nd Qtr. = $6,785,250
3rd Qtr. = $4,890,625
4th Qtr. = $2,975,900
Save the workbook and name it 7-DWQtrSales. Print only the chart and then
close 7-DWQtrSales.
Part Your supervisor at Dollar Wise Financial Services has asked you to present
2
information on the company’s budget. You have the dollar amounts and need to
convert each amount to a percentage of the entire budget. Use the information
below to calculate the percentage of the budget for each item and then create a
pie chart using the information. Hint: The formula will divide the amount of a
budget item by the total budget amount. You determine the chart style, layout, and
formatting.
Total Budget: $6,000,000
Building Costs = $720,000
Salaries = $2,340,000
Benefits = $480,000
Advertising = $840,000
Marketing = $600,000
Client Expenses = $480,000
Equipment = $420,000
Supplies = $120,000
Save the workbook containing the pie chart and name it 7-DWBudget. Print only
the chart and then close 7-DWBudget.
Part The loan officer for Dollar Wise Financial Services has asked you to prepare a
3
sample home mortgage worksheet to show prospective clients. This mortgage
worksheet will show the monthly payments on differently priced homes with
varying down payments. Open the worksheet named DWMortgagesWksht and
then complete the home mortgage worksheet by inserting the following formulas:
• Since many homes in your area sell for at least $400,000, you decide to
use that amount in the worksheet with down payments of 5%, 10%, 15%, and
20%. (Insert the amount $400,000 to the range A11:A14.)
• In column C, insert a formula that determines the down payment amount.
• In column D, insert a formula that determines the loan amount.

• In column G, insert a formula using the PMT function. (The monthly payment
will display as a negative number.)
• Use the fill handle to fill all the formulas into row 14.
Save the worksheet and name it 7-DWMortgagesWksht.
Part You know from working with the loan officer at Dollar Wise Financial Services
4
that if a home buyer puts down less than 20% of the home’s purchase price, he
or she is required to have mortgage insurance. With 7-DWMortgagesWksht
open, insert an IF statement in the cells in column H that inserts the word NO
if the percentage in column B is equal to or greater than 20% and inserts the
word YES if the percentage in column B is less than 20%. Save and then print
7-DWMortgagesWksht.
Part The loan officer at Dollar Wise Financial Services has asked you to prepare
5
information on mortgage interest rates for a community presentation. You decide
to provide the information in a chart for easy viewing. Use the internet to search
for historical data on the national average for mortgage interest rates. Determine
the average mortgage rate for a 30-year FRM (fixed-rate mortgage) for each
January and July beginning with the year 2016 and continuing to the current
year. Use this information to create the chart. Save the workbook and name it
7-DWRates. Print only the chart and then close 7-DWRates.

Microsoft Excel
® ®

CHAPTER
Adding Visual Interest

to Workbooks 8
Skills Assessment
Assessment Insert an Image and WordArt in an Equipment Sales Workbook
1 1. Open MSSalesPlans and then save it with the name 8-MSSalesPlans.
2. Insert a formula in cell E4 using the PMT function that calculates monthly
payments. (Type a minus symbol [–] before the cell designation in the Pv
text box at the Function Arguments dialog box.) Hint: For assistance, refer to
Chapter 6, Activity 5a.
3. Copy the formula in cell E4 into cells E5 and E6.
4. Insert a formula in cell F4 that calculates the total amount of the payments.
5. Copy the formula in cell F4 into cells F5 and F6.
6. Insert a formula in cell G4 that calculates the total amount of interest paid.
7. Copy the formula in cell G4 into cells G5 and G6.
8. Insert the image shown in Figure 8.1 with the following specifications:
a. Click the Insert tab and then click the Pictures button.
b. At the Insert Picture dialog box, navigate to your EL1C8 folder and then
double-click the image file MapleLeaf.
c. Apply the Orange, Accent color 2 Dark color (third column, second row in
the Recolor section).
d. Apply the Brightness: 0% Contrast: -20% correction (third column, second
row in the Brightness/Contrast section).
e. Apply the Drop Shadow Rectangle picture style (fourth option in the Picture
Styles gallery).
f. Size and move the image so it is positioned as shown in Figure 8.1.
9. Insert the company name Maplewood Suppliers in cell A1 as WordArt with the
a. Click the WordArt button on the Insert tab and then click the option in
the fourth column, third row (orange outline with white fill).
b. Apply the Orange, Accent 2, Darker 50% text fill (sixth column, last row in
c. Apply the Orange, Accent 2, Lighter 60% text outline (sixth column, third
d. Using the Text Effects button, apply the Square transform text effect (first
option in the Warp section).
e. Change the width of the WordArt to 5 inches.
f. Move the WordArt so it is positioned in cell A1, as shown in Figure 8.1.
11. Save, print, and then close 8-MSSalesPlans.
55

Assessment Insert Formulas and an Icon and Format a Travel Company Workbook
2 1. Open TSGEVacs and then save it with the name 8-TSGEVacs.
2. Insert appropriate formulas to calculate the prices based on 10% and 20%
discounts and then apply the appropriate number formatting. Hint: For the
10% discount column, multiply the price per person by 0.90 (which determines
90% of the price) and for the 20% discount column, multiply the price per
person by 0.80 (which determines 80% of the price).
3. Format the image of the airplane and position it as shown in Figure 8.2 with
the following specifications:
a. Remove some of the background from the image. (To do this, click the
Remove Background button in the Adjust group on the Picture Tools
Format tab. Click the Mark Areas to Keep button, click around the sun
image until it displays similar to what is shown in Figure 8.2, and then click
the Keep Changes button.)
b. Rotate the image to flip it horizontally.
c. Apply the Brightness: +20% Contrast: +20% correction (fourth column,
fourth row in the Brightness/Contrast section).
d. Change the height of the image to 1.4 inches and then position the image
as shown in the figure.
4. Open Word and then open TSAirfare from your EL1C8 folder. Click the
Excel button on the taskbar and then use the Screenshot button (with the
Screen Clipping option) to select and then insert the airfare information
in 8-TSGEVacs. Position the information at the right of the data in the
worksheet.
6. Insert and format the map compass icon as shown in Figure 8.2 with the
a. Display the Insert Icons window, click the Location category, click the map
compass icon, and then click the Insert button.
b. Apply the Colored Fill - Accent 1, Dark 1 Outline graphic style (second
column, third row at the drop-down gallery).
c. Change the size of the icon and then position the image as shown in the
figure.
7. Make sure the data and the airfare information display on one page and then
print the worksheet.
8. Save and then close 8-TSGEVacs.

9. Click the Word button on the taskbar, close TSAirfare, and then close Word.
Assessment Insert and Format Shapes in a Company Sales Workbook

3 1. Open MGSales and then save it with the name 8-MGSales.
2. Use the Isosceles Triangle shape in the Basic Shapes section of the Shapes drop-
down palette to draw a triangle, as shown in Figure 8.3.
3. Apply Green, Accent 6, Darker 50% shape outline color (last column, last row
in the Theme Colors section) to the triangle.
4. Apply Green, Accent 6, Darker 25% shape fill (last column, fifth row in the
Theme Colors section) to the triangle.
5. Copy the triangle three times.
6. Position and arrange the triangles as shown in Figure 8.3. (Use the Send
Backward button on the Drawing Tools Format tab for the first and third
triangles to move them behind the other triangles.)
7. Select the second and fourth triangles and then apply the Green, Accent 6,
Lighter 80% shape fill (last column, second row in the Theme Colors section).
8. Insert the total amounts in the range B10:D10.
9. Insert an arrow pointing to $97,549 with the following specifications:
a. Use the Left Arrow shape to draw the arrow.
b. Change the height of the arrow to 0.6 inch and the width to 1.2 inches.
c. Apply Green, Accent 6, Darker 25% shape fill and shape outline (last
column, fifth row in the Theme Colors section) to the arrow.
d. Type the text Largest Order in the arrow and then select the text. Change
the font to Candara, change the font size to 10 points, and apply bold
formatting.
e. Position the arrow as shown in Figure 8.3.
10. Format the worksheet as shown in Figure 8.3.
11. Save, print, and then close 8-MGSales.

Assessment Insert and Format a SmartArt Graphic in a Sales Workbook

4 1. Open PS2ndQtrSales and then save it with the name 8-PS2ndQtrSales.
3. Insert the Pyramid List SmartArt graphic at the right of the worksheet data
with the following specifications:
a. Apply the Gradient Loop - Accent 2 color (fourth option in the Accent 2
section).
b. Apply the Cartoon SmartArt style (third column, first row in the 3-D
section).
c. In the bottom text box, type Red Level, press the Enter key, and then type
$25,000 to $49,999.
d. In the middle text box, type Blue Level, press the Enter key, and then type
$50,000 to $99,999.
e. In the top text box, type Gold Level, press the Enter key, and then type
$100,000+.
f. Apply fill color to each text box to match the level color. (Use the Orange
fill color for the Gold Level text box.)
4. Size and/or move the SmartArt graphic so it displays attractively at the right
of the worksheet data. (Make sure the entire graphic will print on the same
page as the worksheet data.)
5. Save, print, and then close 8-PS2ndQtrSales.
Assessment Insert and Modify a 3D Model

5 1. Open RPRefiPlan and then save it with the name 8-RPRefiPlan.
2. Insert a formula in cell E4 using the PMT function that calculates monthly
payments. (Type a minus symbol [–] before the cell designation in the Pv text
box at the Function Arguments dialog box.) Copy the formula in cell E4 into
the range E5:E7 without formatting.
3. Insert a formula in cell F4 that calculates the total amount paid during the
duration of the loan, including interest, by multiplying the contents of cells D4
and E4. Copy the formula in cell F4 into the range F5:F7 without formatting.

4. Insert the camera 3D model shown in Figure 8.4 with the following
specifications:
a. Display the Online 3D Models window.
b. Click the Electronics and Gadgets category.
c. Insert the model of the camera shown in Figure 8.4.
d. Use the 3D control to rotate and tilt the camera model.
e. Size and position the camera model as shown in Figure 8.4.
5. Save and then close 8-RPRefiPlan.
Visual Benchmark
Insert Formulas, WordArt, an Image, and a Shape in a Worksheet
1. Open TSYrlySales and then save it with the name 8-TSYrlySales.
2. Insert formulas that will calculate the results shown in the worksheet in
Figure 8.5. (Do not type the data in the cells. Instead, insert the following
formulas. The results of your formulas should match the results shown in the
figure.)
• In the range C4:C14, insert a formula with an IF function that inserts 5% if
the amount in the cell in column B is greater than $249,999 and 2% if the
amount is not greater than $249,999. (Note: When creating the formula,
omit the comma and dollar sign from the amount 249999.)
• In the range D4:D14, insert a formula that multiplies the amount in
column B with the amount in column C.
• Apply to cell D4 the Accounting format with a dollar symbol and no digits
past the decimal point.
3. Insert the company name Target Supplies as WordArt with the following
specifications:
• Choose the Fill: Black, Text color 1; Outline: White, Background color 1; Hard
Shadow: Blue, Accent color 5 option (second column, third row).
• To type the WordArt text, press Ctrl + L (which applies left text
alignment), type Target, press the Enter key, and then type Supplies.

• Apply Orange, Accent 2, Darker 50% text fill color (sixth column, last row
in the Theme Colors section).
• Apply the Orange, Accent 2, Lighter 40% text outline color (sixth column,
fourth row in the Theme Colors section).
• Move the WordArt so it is positioned as shown in Figure 8.5.
4. Insert the Target image from your EL1C8 folder with the following
specifications:
• Apply the Orange, Accent color 2 Light color (third column, third row in
the Recolor section).
• Apply the Brightness: -40% Contrast: +40% correction (first column, last
row in the Brightness/Contrast section).
• Size and position the image as shown in the figure.
5. Draw the shape that displays below the data with the following specifications:
• Use the Rectangle: Beveled shape (located in the Basic Shapes section).
• Type the text in the shape, apply bold formatting, and then apply center
and middle alignment.
• Apply the Orange, Accent 2, Darker 50% shape fill color (sixth column, last
• Apply the Orange, Accent 2 shape outline color (sixth column, first row in

Case Study
Part As the office manager for Ocean Truck Sales, you are responsible for maintaining
1
a spreadsheet of the truck and SUV inventory. Open OTSales and then save
it with the name 8-OTSales. Apply formatting to enhance the appearance of
the worksheet and insert at least one image (related to a truck or ocean). Save
8-OTSales and then print the worksheet.
Part With 8-OTSales open, save it with the name 8-OTSalesF&C. You make the
2
inventory workbook available to each salesperson at Ocean Truck Sales at
the beginning of the week. For easier viewing, divide the workbook into two
worksheets, with one worksheet containing all Ford vehicles and the other
containing all Chevrolet vehicles. Rename the worksheet tabs to reflect the
contents. Sort the data in each worksheet by price from most expensive to least
expensive.
The owner of Ocean Truck Sales offers incentives each week to help motivate
the salespeople. Insert in the first worksheet a SmartArt graphic of your choosing
that contains the following information:
Small-sized truck: $200
2WD regular cab: $150
SUV 4x4: $100
Copy the SmartArt graphic in the first worksheet and then paste it into the
second worksheet. Change both worksheets to landscape orientation and then
save and print both worksheets. Close 8-OTSalesF&C.
Part Your supervisor at Ocean Truck Sales has asked you to save the inventory
3
worksheet as a web page for viewing online. Open 8-OTSales, display the Save
As dialog box, click the Save as type option, and then determine how to save the
workbook as a single-file web page. Save the workbook as a single-file web page
with the name 8-OTSales-WebPage. Open your internet browser and then open
the web page. Look at the information in the file and then close the internet
browser.
Part As part of your weekly duties at Ocean Truck Sales, you post the incentive
4
SmartArt graphic in various locations throughout the company. You decide to
insert the graphic in PowerPoint for easy printing. Open 8-OTSalesF&C and
then open PowerPoint. Change the slide layout in PowerPoint to Blank. Copy
the SmartArt graphic in the first worksheet and then paste it into the PowerPoint
blank slide. Increase and/or move the graphic so it better fills the slide. Print
the slide and then close PowerPoint without saving the presentation. Close
8-OTSalesF&C.

Excel
Microsoft
®
®
Level 1

Data Files

In this unit, you have learned how to work with multiple windows; move, copy,
link, and paste data within and between workbooks and programs; create and
customize charts with data in a worksheet; write formulas with PMT, FV, and
IF functions; save a workbook as a web page; insert hyperlinks; and insert and
customize images, shapes, icons, 3D models, SmartArt graphics, and WordArt.
Assessment Copy and Paste Data and Insert WordArt in a Training Scores
1 Workbook
1. Open RLTraining and then save it with the name U2-RLTraining.
2. Delete row 15 (the row for Kwieciak, Kathleen).
3. Insert a formula in cell D4 that averages the percentages in cells B4
and C4.
4. Copy the formula in cell D4 down to the range D5:D20.
5. Make cell A22 active, turn on bold formatting, and then type
Highest Averages.
6. Display the Clipboard task pane and make sure it is empty.
7. Select and then copy each of the following rows (individually): 7, 10, 14, 16,
and 18.
8. Make cell A23 active and then paste row 14 (the row for Jewett, Troy).
9. Make cell A24 active and then paste row 7 (the row for Cumpston, Kurt).
10. Make cell A25 active and then paste row 10 (the row for Fisher-Edwards,
Theresa).
11. Make cell A26 active and then paste row 16 (the row for Mathias, Caleb).
12. Make cell A27 active and then paste row 18 (the row for Nyegaard, Curtis).
13. Click the Clear All button in the Clipboard task pane and then close the task
pane.
14. Insert in cell A1 the text Roseland as WordArt. Format the WordArt text to add
visual interest to the worksheet.
15. Save, print, and then close U2-RLTraining.
63

Assessment Manage Multiple Worksheets in a Projected Earnings Workbook
2 1. Open RLProjEarnings and then save it with the name U2-RLProjEarnings.
2. Delete Roseland in cell A1. Open U2-RLTraining, copy the Roseland WordArt
text, and then paste it into cell A1 in U2-RLProjEarnings. If necessary,
increase the height of row 1 to accommodate the WordArt text.
3. Close U2-RLTraining.
4. Insert a new worksheet in the U2-RLProjEarnings workbook.
5. Select the range A1:C11 in Sheet1 and then copy and paste the cells to
Sheet2, keeping the source column widths.
6. With Sheet2 displayed, make the following changes:
a. Delete the contents of cell B2.
b. Change the contents of the following cells:
A6 Change January to July
A7 Change February to August
A8 Change March to September
A9 Change April to October
A10 Change May to November
A11 Change June to December
B6 Change 8.30% to 8.10%
B8 Change 9.30% to 8.70%
7. Make cell B2 active in Sheet2 and then link to cell B2 in Sheet1.
8. Rename Sheet1 First Half and rename Sheet2 Second Half.
9. Make the First Half worksheet active and then determine the effect on
projected monthly earnings if the projected yearly income is increased by 10%
by changing the number in cell B2 to $1,480,380.
10. Horizontally and vertically center both worksheets in the workbook and insert
a custom header with your name at the left, the current date in the center,
and the sheet name at the right (click the Sheet Name button in the Header
& Footer Elements group on the Header & Footer Tools Design tab).
11. Save and then print both worksheets.
12. Determine the effect on projected monthly earnings if the projected yearly
income is increased by 20% by changing the number in cell B2 to $1,614,960.
13. Save the workbook again and then print both worksheets.
14. Close U2-RLProjEarnings.
Assessment Create Charts in Worksheets in a Sales Totals Workbook

3 1. Open EPYrlySales and then save it with the name U2-EPYrlySales.
2. Rename Sheet1 as 2019 Sales, rename Sheet2 as 2020 Sales, and rename
Sheet3 as 2021 Sales.
3. Select all three sheet tabs, make cell A12 active, turn on bold formatting, and
then type Total. Make cell B12 active and then insert a formula to total the
amounts in the range B4:B11. Make cell C12 active and then insert a formula
to total the amounts in the range C4:C11.
4. Make the 2019 Sales worksheet active, select the range A3:C11 (being careful
not to select the totals in row 12), and then create a clustered column chart.
Click the Switch Row/Column button on the Chart Tools Design tab. Apply
formatting to enhance the appearance of the chart. Drag the chart below the
worksheet data. (Make sure the chart fits on one page.)

5. Make the 2020 Sales worksheet active and then create the same type of chart
you created in Step 4.
6. Make the 2021 Sales worksheet active and then create the same type of chart
you created in Step 4. Filter the records in this chart so that only the following
companies are shown: Harbor Manufacturing, Avalon Clinic, and Stealth Media.
7. Save the workbook and then print the entire workbook.
8. Close U2-EPYrlySales.
Assessment Create a Line Chart and Insert a Comment

4 1. Open ProfitCompare and then save it with the name U2-ProfitCompare.
2. Use the data in the workbook to create a line chart with the following
specifications:
a. Apply the Style 11 chart style.
b. Include the chart title NET PROFIT COMPARISON.
c. Apply the standard green shape fill and shape outline color to the Asia
series.
d. Move the chart below the data.
3. Insert the following new comment in cell E2: This was the lowest combined sales
year.
4. Set comments to print at the end of the sheet.
5. Save, print, and close U2-ProfitCompare.
Assessment Create a Pie Chart and Insert an Icon

5 1. Open EPProdDept and then save it with the name U2-EPProdDept.
2. Create a pie chart as a separate worksheet with the data in cells A3 through
B10. You determine the type of pie chart. Provide an appropriate title for the
chart and appropriate percentage labels.
3. Insert a pie chart icon, found in the Analytics category.
4. Apply the Transparent, Colored Outline - Accent 4 graphic style (fifth column,
last row) to the icon.
5. Position the pie chart icon in the lower right corner of the worksheet.
7. Save and then close U2-EPProdDept.
Assessment Use the PMT Function and Apply Formatting to a Workbook

6 1. Open HERSalesInfo and then save it with the name U2-HERSalesInfo.
2. The owner of Hilltop Equipment Rental is interested in selling three tractors
owned by the business and needs to determine the possible monthly income
from the sales. Using the PMT function, insert a formula in cell E4 that
calculates monthly payments. (Type a minus symbol [–] before the cell
designation in the Pv text box at the Function Arguments dialog box.)
3. Copy the formula in cell E4 into cells E5 and E6.
4. Insert a formula in cell F4 that multiplies the amount in cell E4 by the
amount in cell D4.
5. Copy the formula in cell F4 into cells F5 and F6.
6. Insert a formula in cell G4 that subtracts the amount in cell B4 from the
amount in cell F4. Hint: The formula should return a positive number.
7. Copy the formula in cell G4 into cells G5 and G6.
8. Save, print, and then close U2-HERSalesInfo.

Assessment Use the IF Function and Apply Formatting to a Workbook
7 1. Open PSQtrlySales and then save it with the name U2-PSQtrlySales.
2. Insert an IF statement in cell F4 that inserts Yes if cell E4 contains a number
greater than 74999 and inserts No if the number in cell E4 is not greater than
74999. Copy the formula in cell F4 to the range F5:F18. Center-align the text
in the range F4:F18.
3. Insert a footer with your name at the left, the current date in the middle, and
the current time at the right.
4. Turn on the display of formulas, print the worksheet in landscape orientation,
and then turn off the display of formulas. (The worksheet will print on two
pages.)
5. Save and then close U2-PSQtrlySales.
Assessment Insert a Text Box and Hyperlinks in a Travel Workbook

8 1. Open TravDest and then save it with the name U2-TravDest.
2. Insert a text box in the workbook with the following specifications:
a. Draw the text box at the right of the image.
b. Type Call 1-888-555-1288 for last-minute vacation specials!
c. Select the text and then change the font to 24-point Forte, change the fill to
No fill, and apply the standard blue color.
d. Size and position the text box so it appears visually balanced with the travel
image.
3. Make sure you are connected to the internet and then for each city in the
worksheet, search for sites that might be of interest to tourists. Write down
the web address of the best web page you find for each city.
4. Create a hyperlink with each city name to the web address you wrote down in
Step 3. (Select the hyperlink text in each cell and change the font size to 18
points.)
5. Test each hyperlink to make sure you entered the web address correctly. Click
the hyperlink and then close the web browser after the page has displayed.
6. Save, print, and then close U2-TravDest.
Assessment Insert an Image and a SmartArt Graphic in a Workbook

9 1. Open SalesQuotas and then save it with the name U2-SalesQuotas.
2. Insert a formula in cell C3 using an absolute reference to determine the
projected quotas at a 10% increase of the current quotas.
3. Copy the formula in cell C3 to the range C4:C12. Apply the Accounting
format with two digits after the decimal point and a dollar symbol [$] to
cell C3.
4. In row 1, insert the Money image from your EL1U2 folder (or search
online for an image related to money and then insert the image). You
determine the size, position, and formatting of the image. If necessary,
increase the height of the row.
5. Insert the Pyramid List SmartArt graphic at the right of the data. Insert the
following quota ranges in the rectangle shapes and apply the specified fill
colors. Note: The bottom rectangle shape will contain the range $50,000 to
$99,999.
$50,000 to $99,999 (apply a green color)
$100,000 to $149,999 (apply a blue color)
$150,000 to $200,000 (apply a red color)

6. Apply formatting to the SmartArt graphic to enhance the appearance.
7. Insert a custom header with your name at the left, the current date in the
middle, and the file name at the right.
8. Change the orientation to landscape and make sure the SmartArt graphic fits
on the page.
9. Save, print, and then close U2-SalesQuotas.
Assessment Insert a Symbol, WordArt, and Screenshot in a Sales Workbook

10 1. Open CISales and then save it with the name U2-CISales.
2. Delete the text Landower Company in cell A7 and then type Económico in the
cell. (Use the Symbol dialog box to insert ó.)
3. Insert a new row at the beginning of the worksheet.
4. Select and then merge cells A1 through D1.
6. Insert the text Custom Interiors as WordArt in cell A1. You determine the
formatting of the WordArt. Move and size the WordArt so it fits in cell A1.
7. Open Word and then open CICustomers from your EL1U2 folder. Click the
Excel button and with U2-CISales open, make a screenshot (using the Screen
Clipping option) of the customer information in the Word document. Position
the screenshot image below the data in the cells.
8. Insert a custom footer with your name at the left and the file name at the
right.
9. Make sure the data in the cells and the screenshot display on the same page
and then print the worksheet.
10. Save and then close U2-CISales.
11. Make Word the active program, close CICustomers, and then close Word.
Assessment Insert and Format a Shape in a Budget Workbook

11 1. Open SEExpenses and then save it with the name U2-SEExpenses.
2. Make the following changes to the worksheet so it displays as shown in
Figure U2.1:
a. Select and then merge cells A1 through D1.
b. Add fill to the cells as shown in Figure U2.1. (Use the Green, Accent 6,
Lighter 40% fill color in the last column, fourth row in the Theme Colors
section.)
c. Increase the height of row 1 to the approximate size shown in Figure U2.1.
d. Make cell A1 active, type SOLAR, press Alt + Enter, and then type
ENTERPRISES. Format the text you just typed in 20-point Calibri bold
and change the font color to Green, Accent 6, Darker 25% (last column,
fifth row in the Theme Colors section). Center and middle-align the text in
the cell.
e. Insert the sun shape (in the Basic Shapes section of the Shapes button
drop-down list). Apply the Gold, Accent 4, Lighter 40% shape fill (eighth
column, fourth row in the Theme Colors section) and change the shape
outline to Green, Accent 6, Darker 25% (last column, fifth row). Copy the
shape in the cell and then size and position the shapes as shown in the
figure.
3. Save, print, and then close U2-SEExpenses.

Writing Activities
and demonstrate your understanding of some of the important Excel features you
have mastered in this unit. Use correct grammar, appropriate word choices, and
clear sentence constructions.
Activity Prepare a Projected Budget

1 You are the accounting assistant in the Financial Department of McCormack
Funds and you have been asked to prepare a proposed annual department budget.
The total amount available to the department is $1,450,000. You are given these
percentages for the proposed budget items: salaries, 45%; benefits, 12%; training,
14%; administrative costs, 10%; equipment, 11%; and supplies, 8%. Create a
worksheet with this information that shows the projected yearly budget, the
budget items in the department, the percentage for each item, and the amount
for each item. After the worksheet is completed, save the workbook and name it
U2-MFBudget. Print and then close the workbook.
Optional: Using Word, write a memo to members of the McCormack Funds
Finance Department explaining that the proposed annual department budget is
attached for their review. Comments and suggestions are to be sent to you within
one week. Save the file and name it U2-MFMemo. Print and then close the file.

Activity Create a Travel Tours Bar Chart
2 Prepare a worksheet in Excel for Carefree Travels that includes the following
information:
Scandinavian Tours
Country Tours Booked
Norway 52
Sweden 62
Finland 29
Denmark 38
Use the information in the worksheet to create and format a bar chart in a
separate worksheet. Save the workbook and name it U2-CTTours. Print only the
worksheet containing the chart and then close U2-CTTours.
Activity Prepare a Ski Vacation Worksheet

3 Prepare a worksheet for Carefree Travels that advertises a snow skiing trip. Include
the following information in the announcement:
• At the beginning of the worksheet, create a company logo that includes the
company name Carefree Travels and an image related to travel.
• Include the heading Whistler Ski Vacation Package in the worksheet.
• Include the following details below the heading:
° Round-trip air transportation: $395
° Seven nights’ hotel accommodations: $1,550
° Four all-day ski passes: $425
° Compact rental car with unlimited mileage: $250
° Total price of the ski package: (calculate the total price)
• Include the following information somewhere in the worksheet:
° Book your vacation today at special discount prices.
° Two-for-one discount at many of the local ski resorts.
Save the workbook and name it U2-CTSkiTrips. Print and then close the
workbook.
Internet Research
Find Information on Excel Books and Present the Data in a
Worksheet
Locate two companies on the internet that sell new books. At the first new book
company site, locate three books on Microsoft Excel. Record the title, author, and price
for each book. At the second new book company site, locate the same three books and
record the prices. Create an Excel worksheet that includes the following information:
• Name of each new book company
• Title and author of each book
• Prices for each book from the two book company sites
Create a hyperlink to the website of each book company. Then save the completed
workbook and name it U2-Books. Print and then close the workbook.

Job Study
Create a Customized Time Card for a Landscaping Company
You are the manager of Landmark Landscaping Company and are responsible
for employee time cards. At the New backstage area, search for and download a
time card using the words weekly time sheet portrait to narrow the search. Use the
template to create a customized time card workbook for your company. With the
workbook based on the template open, insert additional blank rows to increase
the spacing above the Employee row. Insert an image related to landscaping or
gardening and position and size it attractively in the form. Include a text box with
the text Lawn and Landscaping Specialists inside the box. Format, size, and position
the text attractively in the form. Fill in the form for the current week with the
following employee information:
Employee: Jonathan Holder
Manager: (Your name)
Employee phone: (225) 555-3092
Employee email: None
Regular hours: 8 hours for Monday, Tuesday, Wednesday, and Thursday
Overtime: 2 hours on Wednesday
Sick hours: None
Vacation: 8 hours on Friday
Rate per hour: $20.00
Overtime pay: $30.00
Save the completed form and name it U2-TimeCard. Print and then close
U2-TimeCard.

Excel
Microsoft
®
®
Level 2
Unit 1
and Data Management

Chapter 4 Summarizing and Consolidating Data
001-030_BMK365_ExcelL2-C1.indd 1 7/10/19 10:50 AM

Microsoft ®
Excel
®
1
CHAPTER
Advanced Formatting
Techniques
1 Apply conditional formatting by entering parameters for a rule
2 Create and apply new rules for conditional formatting
3 Edit and delete conditional formatting rules
4 Apply conditional formatting using icon sets, data bars, and color scales
5 Apply conditional formatting using a formula
6 Apply conditional formatting using Quick Analysis
7 Apply fraction and scientific formatting
8 Apply special number formatting
9 Create custom number formats
10 Filter a worksheet using a custom AutoFilter
11 Filter and sort data using conditional formatting or cell attributes
12 Remove a filter from a worksheet
13 Apply an advanced filter
Excel provides many options for formatting worksheets. Buttons are available in
the Font, Alignment, and Number groups on the Home tab, as well as on the Mini
toolbar. Excel also offers advanced formatting techniques to help users explore and
analyze data. One of the most useful is conditional formatting. Conditional formatting
allows important information to be highlighted using a different format such as
a background color or font style. This formatting can help users quickly identify
trends and spot critical issues that need to be investigated or monitored.
Data Files
The online
course includes
resources.

Activity 1 Format Cells Based on Values in a Payroll Worksheet 2 Parts
Working with a payroll worksheet, you will change the appearance of cells based
on criteria related to pay rate and gross pay.
Tutorial Applying Conditional Formatting

Applying Conditional formatting makes it easier to spot important information in a
Conditional worksheet and analyze the data for patterns and trends. Cells within a specified
Formatting Using
Top/Bottom Rules
range that meet a specific condition can be highlighted using a different format
such as a background color or font style. For instance, values that are high or low
can be formatted in red font or with a yellow background to make them stand out.
Formatting can be applied based on a specific value or a value that falls
within a range or it can be applied by using a comparison operator, such as equal
to (=), greater than (>), or less than (<). Conditional formats can also be based
on dates, text entries, or duplicated values. Consider using conditional formatting
to analyze a question, such as Which store locations earned sales above their targets?
Using a different color to identify those stores that exceeded their target sales
makes it easy to quickly identify the top performers.
Excel provides predefined conditional formatting rules that can be accessed
Conditional from the Conditional Formatting button drop-down list, as shown in Figure 1.1.
Formatting Unique conditional formatting rules can also be created. Using options in the Top/
Bottom Rules drop-down list, cells can be highlighted based on a top 10 or bottom
uick Steps 10 value or percent or by above average or below average values.
Apply Conditional
Formatting Using
Predefined Rule Figure 1.1 Conditional Formatting Button Drop-Down List
1. Select range.
2. Click Conditional
Formatting button.
3. Point to rule
category.
4. Click rule.
5. If necessary, enter
parameter value.
6. If necessary, change
format options.
7. Click OK.
4 Excel Level 2 | Unit 1 Chapter 1 | Advanced Formatting Techniques

Activity 1a Formatting Cells Using the Highlight Cells Rules Option Part 1 of 2
1. Open VRPay-Oct23.
2. Save the workbook with the name 1-VRPay-Oct23.
3. Using conditional formatting, apply green fill with dark green text formatting to the pay
rate values to identify employees whose pay rate is less than $11.50 by completing the
following steps:
a. Select the range L6:L23.
b. Click the Conditional Formatting button in the Styles group on the Home tab.
c. Point to Highlight Cells Rules and then click Less Than at the drop-down list.
3b
3c
d. At the Less Than dialog box with the text automatically selected in the Format cells that
are LESS THAN text box, type 11.50.
e. Click the with option box arrow and then click Green Fill with Dark Green Text.
3d
3e
f. Click OK.
g. Click in any cell to deselect the range.
h. Review the cells that have been conditionally formatted.
4. Save 1-VRPay-Oct23.
Check Your Work
Excel Level 2 | Unit 1 Chapter 1 | Advanced Formatting Techniques 5

Activity 1b Formatting Cells Based on the Top/Bottom Rules Option Part 2 of 2
1. With 1-VRPay-Oct23 open, apply light red fill with dark red text conditional formatting
to the gross pay values to identify employees who earned above average wages for the
week by completing the following steps:
a. Select the range M6:M23.
b. Click the Conditional Formatting
button in the Styles group on the
Home tab. 1b
c. Point to Top/Bottom Rules and then
click Above Average at the drop-down list.
d. At the Above Average dialog box with Light
Red Fill with Dark Red Text selected in the
Format cells that are ABOVE AVERAGE
option box, click OK.
1c
1d
e. Click in any cell to deselect the range.

f. Review the cells that have been conditionally formatted.
3. Save and then close 1-VRPay-Oct23.
Check Your Work
Activity 2 Apply Conditional Formatting to Insurance Policy Data 6 Parts

You will format cells in an insurance claims worksheet by creating, editing,
clearing, and deleting conditional formatting rules and by visually identifying trends
within the data.
Tutorial Applying Conditional Formatting Using a New Rule

Applying Cells are conditionally formatted based on rules. A rule defines the criterion by
Conditional which cells are selected for formatting and includes the formatting attributes that are
Formatting Using a
New Rule
applied to cells that meet the criterion. The rules that were applied in Activity 1a
and Activity 1b applied conditional formatting using predefined options. At the New
Hint Create a rule Formatting Rule dialog box, shown in Figure 1.2, a custom conditional formatting
to format cells based rule can be created that defines all the parts of the criterion and the formatting. The
on cell values, specific Edit the Rule Description section of the dialog box varies depending on the active
text, dates, blanks, or
error values. option in the Select a Rule Type list box.
001-030_BMK365_ExcelL2-C1.indd 6 5/13/19 12:31 PM

uick Steps Figure 1.2 New Formatting Rule Dialog Box
Create and Apply New
Formatting Rule
1. Select range.
Formatting button. Begin creating a new
3. Click New Rule. rule by choosing the
4. Click rule type. type of condition for
5. Add criteria as
Excel to check before
required.
6. Click Format button. formatting.
7. Select formatting
attributes.
8. Click OK to close
Format Cells dialog This section varies
box.
9. Click OK to close depending on the
New Formatting Rule option selected in
dialog box. the Select a Rule
Type list box.
Activity 2a Applying Conditional Formatting Using a New Rule Part 1 of 6
1. Open ACInsce.
2. Save the workbook with the name 1-ACInsce.
3. The owner of AllClaims Insurance Brokers is considering 3b
changing the discount plan for customers with no claims
or with only one claim. The owner would like to see the
names of customers who meet either of the two claim
criteria formatted in color to provide a reference for how
many customers this discount would affect. Create the
first formatting rule, which changes the appearance of
cells in the Claims column that contain 0 by completing
the following steps: 3c
a. Select the range H4:H20.
b. Click the Conditional Formatting button in the Styles
group on the Home tab.
c. Click New Rule at the drop-down list.
d. At the New Formatting Rule dialog box, click Format only cells that contain in the Select a
Rule Type list box.
e. Click the second option box arrow (which displays between) in the Format only cells with
section and then click equal to at the drop-down list.
3e
3d

f. Click in the blank text box next to equal to and then type 0.
g. Click the Format button.
3f
3g
h. At the Format Cells dialog box with the Font tab selected, apply the Dark Red color
(first option in the Standard Colors section), apply bold formatting, and then click OK.
i. Click OK at the New Formatting Rule dialog box.
4. Create a second formatting rule, which changes the appearance of cells in the Claims
column that contain 1, by completing the following steps:
a. With the range H4:H20 still selected, click the Conditional Formatting button and then
click New Rule.
b. At the New Formatting Rule dialog box, click Format only cells that contain in the Select a
Rule Type list box.
c. Click the second option box arrow in the Format only cells with section (which displays
between) and then click equal to at the drop-down list.
d. Click in the blank text box next to equal to and then type 1.
e. Click the Format button.
f. At the Format Cells dialog box with the Font tab selected, apply the Blue color (eighth
option in the Standard Colors section), apply bold formatting, and then click OK.
g. Click OK at the New Formatting Rule dialog box.
4c
4d
Bold dark red
formatting has
been applied to
4e cells containing
This box displays a preview of the 0, and bold blue
4g
text formatting that will be applied formatting has
to cells that meet the condition. been applied to
cells containing 1.
5. Click in any cell to deselect the range and review the
conditionally formatted cells in the Claims column.
6. Save 1-ACInsce. 5
Check Your Work
Tutorial Editing and Deleting a Conditional Formatting Rule

Editing and To edit or delete a formatting rule, select the range, click the Conditional
Deleting a Formatting button in the Styles group on the Home tab, and then click the
Conditional
Formatting Rule
Manage Rule option to open the Conditional Formatting Rules Manager dialog
box. By default, Show formatting rules for is set to Current Selection when the

uick Steps Conditional Formatting Rules Manager dialog box is opened. If a range was not
Edit Formatting Rule selected and no rules display, click the option box arrow and then select This
1. Select range. Worksheet to show all the formatting rules in the current sheet. To edit the
Formatting button.
comparison rule criteria and/or formatting options, click to select the rule to
3. Click Manage Rules. change and then click the Edit Rule button. At the Edit Formatting Rule dialog
4. Click rule. box, make the required changes and then click OK two times. To remove a rule,
5. Click Edit Rule
button. click to select the rule to delete, click the Delete Rule button, and then click OK.
6. Make changes. Another way to remove conditional formatting is to select the range, click the
7. Click OK two times.
Conditional Formatting button, point to Clear Rules at the drop-down list, and
then click either Clear Rules from Selected Cells or Clear Rules from Entire Sheet.
uick Steps
Remove Conditional
Conditional formatting can also be removed using the Quick Analysis button.
Formatting Once the range has been selected, click the Quick Analysis button, which appears
1. Select range. at the bottom right corner of the selected data, and then click the Clear Format
2. Click Quick Analysis button in the drop-down gallery. The Quick Analysis gallery can also be accessed
button.
3. Click Clear Format using the keyboard shortcut Ctrl + Q. Formatting applied to the cells by the
button. deleted rule(s) will be removed.
Activity 2b Creating, Editing, and Deleting a Conditional Formatting Rule Part 2 of 6
1. With 1-ACInsce open, create a new formatting rule to add a fill color to the cells in the
No. of Autos column for those auto insurance policy holders who have more than two cars
a. Select the range C4:C20.
b. Click the Conditional Formatting button and then click New Rule at the drop-down list.
c. Click Format only cells that contain in the Select a Rule Type list box.
d. In the Edit the Rule Description section, change the parameters for the rule to format
only cells with values greater than 2. (If necessary, refer to Activity 2a, Steps 3e–3f, for
assistance.)
e. Click the Format button and then click the Fill tab at the Format Cells dialog box.
f. Click the Orange color (third column, bottom row in the Background Color palette) and
then click OK.
g. Click OK to close the New Formatting Rule dialog box.
1c
1d
1e- 1g
1f
h. Click in any cell to deselect the range.

2. After the formatted cells have been reviewed,
it is decided that cells should be formatted for
all policy holders with two or more cars. Edit
the formatting rule to include the value 2 by
b. Click the Conditional Formatting button Formatting has been
and then click Manage Rules at the drop- applied to cell values
down list. greater than 2.
c. Click Cell Value > 2 in the Conditional
Formatting Rules Manager dialog box to
select the rule and then click the Edit Rule
button.
2c
d. Click the second option box arrow (which displays greater than) and then click greater
than or equal to at the drop-down list.
e. Click OK. 2d 2e
f. Click OK to close the Conditional
Formatting Rules Manager dialog box.
3. Save and print the worksheet.
4. To prepare for experimenting with another
method of formatting the data, save
the revised worksheet with a new name
and then delete the formatting rule in the
original worksheet by completing the following steps:
a. Save the workbook with the name 1-ACInsce-Autos2+. Saving the workbook with a
new name ensures that a copy of the workbook with the conditional formatting applied
in this activity is kept.
b. Close 1-ACInsce-Autos2+.
c. Open 1-ACInsce.
d. Click the Conditional Formatting button and then click
4e
Manage Rules at the drop-down list.
e. Click the Show formatting rules for
option box arrow and then click This
Worksheet.
f. Click Cell Value >= 2 to select the rule
and then click the Delete Rule button.
g. Click OK to close the Conditional
Formatting Rules Manager dialog box. Notice
that the formatting has been removed from the 4f
cells in the No. of Autos column.
5. Save 1-ACInsce.
Check Your Work

Tutorial Applying Conditional Formatting Using an Icon Set
Applying Format a range of values using an icon set to organize data into three to five
Conditional categories. When this type of conditional formatting is applied, Excel places an icon
Formatting Using
an Icon Set
in a cell to visually portray the value of the cell relative to the values of the other cells
within the selected range. Using an icon set, similar data are categorized to easily
identify high points, low points, and other trends. Icons are assigned to cells based
on default threshold values for the selected range. For example, if the 3 Arrows
(Colored) icon set option is selected, icons are assigned as follows:
Green Up • Green up arrows for values greater than or equal to 67%
Arrow • Red down arrows for values less than 33%
Red Down
• Yellow sideways arrows for values between 33% and 67%
Arrow The available icon sets, shown in Figure 1.3, are organized into four sections:
Directional, Shapes, Indicators, and Ratings. Choose the icon set that best represents
Yellow
Sideways
the number of categories within the range and symbol type, such as directional
Arrow colored arrows, traffic light shapes, flag indicators, star ratings, and so on. Modify
the default threshold values or create unique icon sets by opening the Manage
uick Steps Rules dialog box and editing an existing rule or creating a new rule.
Apply Conditional
Formatting Using Figure 1.3 Conditional Formatting Icon Sets Gallery
Icon Set
1. Select range.
Formatting button.
3. Point to Icon Sets.
4. Click icon set.
5. Deselect range.

Activity 2c Applying Conditional Formatting Using an Icon Set Part 3 of 6
1. With 1-ACInsce open, select the range C4:C20.

2. Use an icon set to organize the number of automobiles into categories by completing the
following steps:
a. Click the Conditional Formatting button.
b. Point to Icon Sets and then click Red To Black (first column, third row in the Shapes section)
c. Click in any cell to deselect the range. Notice that Excel assigns an icon to each cell and
that these icons correlate with the values of the cells. For example, all cells containing the
value 1 have the same icon, all cells containing the value 2 have the same icon, and so on.
2b
2c
3. Save 1-ACInsce.
Check Your Work
Tutorial Applying Conditional Formatting Using

Applying
Conditional
Data Bars and Color Scales
Formatting Using Excel also provides the ability to conditionally format cells using data bars, two-color
Data Bars and scales, and three-color scales, to provide visual guides for identifying distributions or
Color Scales
variations within a range.
Use data bars to easily identify the highest and lowest values within a range. A
data bar appears in the background of a cell and the length of the bar depends on the
value within the cell. A cell with a higher value within the range displays a longer bar
than a cell with a lower value. Excel offers six colors for data bars and each color is
available in a gradient or solid fill.
Hint Be careful Color scales format a range using a two-color or three-color palette. Excel
not to use too many provides 12 color scale gradients, half of which are two-color combinations and half
icon sets, color scales, of which are three-color combinations. The gradation of color applied to a cell
and/or data bars.
Readers can quickly illustrates its value relative to the rest of the range. Color scales are useful for
lose focus when too reviewing the distribution of data. In a two-color scale, the shade applied to a cell
many items compete represents either a higher or lower value within the range. In a three-color scale, the
for their attention.
shade applied to a cell represents a higher, middle, or lower value within the range.

Activity 2d Applying Conditional Formatting Using Data Bars Part 4 of 6
1. With 1-ACInsce open, select the range I4:I20.

2. Apply gradient blue data bar formatting to the premium values to easily identify the higher
and lower premiums by completing the following steps:
a. Click the Conditional Formatting button.
b. Point to Data Bars and then click Blue Data Bar (first option in the Gradient Fill section)
c. Click in any cell to deselect the range. Notice that the lengths of the colored bars in the
cells reflect various premium amounts, with longer bars representing higher premiums.
2b
2c
3. Save 1-ACInsce.
Check Your Work
Tutorial Applying Conditional Formatting Using a Formula

Applying Use conditional formatting and a formula to format a cell based on the value in
Conditional another cell or using some logical test. At the New Formatting Rule dialog box,
Formatting Using a
Formula
choose Use a formula to determine which cells to format in the Select a Rule Type list
box. Enter a formula, such as an IF statement, to determine whether a cell will be
formatted.
For example, in Activity 2e, the premium values in column I of the insurance
worksheet are formatted based on the rating values for the policies stored in
column G. In this activity, the IF statement allows a premium to be conditionally
formatted if the rating value for the policy is greater than 3. The IF function’s
logical test returns only a true or false result. The value in the rating cell is either
greater than 3 (true) or not greater than 3 (false). Excel conditionally formats
only those cells in the Premium column for which the conditional test returns a
true result.
The formula that is entered into the New Formatting Rule dialog box in Activity
2e is =IF(G4:G20>3,TRUE,FALSE). Excel treats any formula entered for conditional
formatting as an array formula, which means one rule needs to be added for the
range G4:G20. In the first cell in the selected range (cell I4), Excel will perform the
following test: Is the value in G4 greater than 3? In the first row, this test returns a false
result, so Excel will not conditionally format the value in cell I4. Excel will apply bold
formatting and the standard red font color to those cells in column I for which the
test returns a true result based on the corresponding cell in column G.

Activity 2e Applying Conditional Formatting Using a Formula Part 5 of 6
1. With 1-ACInsce open, select the range I4:I20.

2. The owner of AllClaims Insurance Brokers would like the premiums for those clients with
ratings higher than 3 to stand out in the worksheet. Conditionally format the premiums in
column I using a formula that checks the ratings in column G by completing the following
steps:
a. Click the Conditional Formatting button and then click New Rule at the drop-down list.
b. At the New Formatting Rule dialog box, click Use a formula to determine which cells to format
in the Select a Rule Type list box.
c. Click in the Format values where this formula is true text box in the Edit the Rule Description
section of the New Formatting Rule dialog box and then type =if(g4:g20>3,true,false).
d. Click the Format button.
e. At the Format Cells dialog box, click the Font tab and apply the Red font color (second
option in the Standard Colors section), apply bold formatting, and then click OK.
f. Click OK to close the New Formatting Rule dialog box and apply the rule to the selected cells.
2b
2c
2d-
2e
2f
g. Click in any cell to deselect the range. Notice that the

cells in column I with bold formatting and the standard
red font color are those for which the corresponding
rating values in column G are greater than 3. For the
most part, the higher ratings correspond to higher
premiums, which are identified by the longer blue data
bars.
3. Save 1-ACInsce.
2g
Check Your Work

Tutorial Applying Conditional Formatting Using Quick Analysis
Applying Use the Quick Analysis button to quickly apply preset conditional formatting.
Conditional After the data is selected, the Quick Analysis button appears near the fill handle
Formatting Using
Quick Analysis
at the bottom right corner of the selection and the options shown in Figure 1.4
become available. Use these options to apply conditional formatting, create
Quick Analysis charts, add totals, create tables, and add Sparklines. With predefined conditional
formatting rules, Excel can quickly analyze and format the data. If more options
are required than those provided by the Quick Analysis button, access the rules
from the Conditional Formatting button drop-down list.
Figure 1.4 Quick Analysis Button Options

With the data selected,
use options on the
Formatting, Charts,
Totals, Tables, and
Sparklines tabs to
quickly format the data.
Activity 2f Apply Conditional Formatting Using the Quick Analysis Button Part 6 of 6
1. With 1-ACInsce open, apply conditional formatting to apply a light red fill with dark red
text for the number of drivers over three by completing the following steps:
a. Select the range F4:F20.
b. Click the Quick Analysis button at the bottom right of the selected range.
c. Click the Greater Than button on the Formatting tab.
1b
1c
d. At the Greater Than dialog box with the text already selected in the Format cells that are
GREATER THAN text box, type 3.
e. With Light Red Fill with Dark Red Text selected, click OK.
f. Click in any cell to deselect the range. Review the cells that have been conditionally
formatted. Notice that cells with values over 3 are formatted with a light red fill and
dark red text.
2. Save, print, and then close 1-ACInsce.
Check Your Work

Activity 3 Use Fraction and Scientific Formatting Options 1 Part
for a Lesson Plan Worksheet
Using two lesson plan worksheets, you will format cells in a solution column to
display the answers for a math tutor.
Tutorial Applying Fraction Formatting

Applying Fraction
and Scientific and Scientific Formatting
Formatting Most worksheet values are formatted using the Accounting Number Format,
Percent Style, or the Comma Style button in the Number group on the Home tab.
Tutorial However, some worksheets contain values that require other number formats.
Review: Applying When clicked, the Number Format option box arrow in the Number group on the
Number Formatting Home tab displays a drop-down list with additional format options, including
date, time, fraction, scientific, and text options.
uick Steps Click the Number group dialog box launcher at the bottom right of the
Apply Fraction
Formatting Number group on the Home tab to open the Format Cells dialog box with the
1. Select range. Number tab active, as shown in Figure 1.5. This dialog box may also be opened
2. Click Number group by clicking More Number Formats at the Number Format drop-down list or by using
3. Click Fraction in
the keyboard shortcut Ctrl + 1. At this dialog box, specify additional parameters
Category list box. for the number format categories. For example, with the Fraction category selected,
4. Click option in Type choose the type of fraction to be displayed.
list box.
5. Click OK. Scientific formatting converts a number to exponential notation. Part of the
6. Deselect range. number is replaced with E+n, where E means “exponent” and n represents the
Apply Scientific power. For example, the number 1,500,000.00 formatted in scientific number
Formatting
1. Select range.
format displays as 1.50E+06. In this example, +06 means “Add six zeros to
2. Click Number Format the right of the number left of E and then move the decimal point six places
option box arrow. to the right.” Scientists, mathematicians, engineers, and statisticians often use
3. Click Scientific.
4. Deselect range. exponential notation to write very large numbers and very small numbers in a
more manageable way.
and the Fraction Category Active
Review the options

in this list box and
then select the type
of fraction to create.

Activity 3 Applying Fraction Formatting and Scientific Formatting Part 1 of 1
1. Open JTutor.
2. Save the workbook with the name 1-JTutor.
3. Make Fractions the active worksheet by clicking the Fractions sheet tab.
4. Apply fraction formatting to the values in column D to create the solution column for the
math tutor by completing the following steps:
b. Click the Number group dialog box launcher on the
Home tab. 4b
c. At the Format Cells dialog box with the Number tab
selected, click Fraction in the Category list box.
d. Click Up to two digits (21/25) in the Type list box.
4c 4d
e. Click OK.
f. Click in any cell to deselect the range.
5. Click the Exponents sheet tab.
6. Apply scientific formatting to the
values in column D to create the
solution column for the math tutor by
b. Click the Number Format option box
6a-
arrow (which displays Custom) in the 6c
Number group on the Home tab and
then click Scientific at the drop-down
list.
c. Click in any cell to deselect the range.
7. Print the workbook.
8. Save and then close 1-JTutor.
Check Your Work

Activity 4 Apply Advanced Formatting Options to a 2 Parts
Products Worksheet
You will update a products worksheet by formatting telephone numbers and
creating a custom number format to add descriptive characters before and
after values.
Applying Special Number Formatting

uick Steps Excel provides special number formats that are specific to countries and languages
Apply Special Number at the Format Cells dialog box with the Number tab active. As shown in
Formatting Figure 1.6, when Special is selected in the Category list box and English (United
1. Select range. States) is selected in the Locale ( location) option box, the Type list box includes Zip
2. Click Number group
dialog box launcher. Code, Zip Code + 4, Phone Number, and Social Security Number. When the English
3. Click Special in (Canadian) option is selected in the Locale (location) option box, the Type list box
Category list box. includes Phone Number and Social Insurance Number.
4. Click option in Type
list box. Applying special number formatting can save time and keystrokes, as well as
5. Click OK. help to ensure consistent formatting. For example, if special social security number
6. Deselect range.
formatting is applied to a range, social security numbers can be typed into the
range without hyphens because Excel will add them. Typing 000223456 will enter
000-22-3456 in the cell with social security number formatting applied.
and the Special Category Active
These special number

format types are available
for the active locale.

Activity 4a Applying Special Number Formatting Part 1 of 2
1. Open Precision.
2. Save the workbook with the name 1-Precision.
3. Format the range that will contain telephone numbers to include brackets around each
area code and a hyphen between the first three and last four digits of each number by
b. Click the Number group dialog box
launcher.
c. At the Format Cells dialog box with the
Number tab selected, click Special in the
Category list box.
d. Click Phone Number in the Type list box 3d
and make sure the Locale (location) option
box is set to English (United States).
e. Click OK.
3c
f. Click in cell C15 to deselect the range and make the
first cell to contain a telephone number the active cell.
4. Type the telephone numbers for the sales representatives as follows:
C15: 8005553429
C16: 8005553439
C17: 8005553449
C18: 8005553459
4
C19: 8005553469
C20: 8005553479
5. Save 1-Precision.
Check Your Work
Tutorial Creating a Custom Number Format

Creating a Custom Use a custom number format for a worksheet to enter values that do not conform to
Number Format predefined number formats or values to which punctuation, text, or formatting such
as color is to be added. For example, in Activity 4b, a custom number format is
uick Steps created to automatically add two product category letters before each model number.
Create Custom
Number Format Formatting codes are used in custom formats to specify the types of
1. Select range. formatting to apply. Type unique custom number format codes or select from
2. Click Number group a list of custom formats and modify the codes as necessary. Table 1.1 displays
3. Click Custom in commonly used format codes along with examples of their uses.
Category list box. Once a custom format has been created, it can be applied elsewhere within
4. Select General in
Type text box. the workbook. To do this, select the text to be formatted, open the Format Cells
5. Press Delete. dialog box with the Number tab selected, select the Custom category, scroll down
6. Type custom format
code.
to the bottom of the Type list box, click to select the custom format code, and then
7. Click OK. click OK.
8. Deselect range.
Text, numbers, and punctuation added as part of a custom number format are
not saved as part of the cell value. In Activity 4b, a custom number format that
Hint Custom
number formats are displays PD- in front of each model number is created. The value in cell A5
stored in the workbook displays as PD-1140 but 1140 is the actual value that is stored. This is important
in which they are to remember when searching for or filtering data.
created.

Table 1.1 Examples of Custom Number Format Codes
Format Custom Number
Code Description Format Example Display Result
# Represents a digit; type one for each ###.### Typing 145.0068
number. Excel rounds numbers if displays 145.007.
necessary to fit the number of digits
0 Also represents a digit. Excel rounds 000.00 Typing 50.45 displays
numbers to fit the number of digits 050.45.
after the decimal point but also fills
in leading zeros.
? Rounds numbers to fit the number ???.??? Typing 123.5, .8, and 55.356
of digits after the decimal point but one below the other in a
also aligns numbers vertically on the column aligns the numbers
decimal point by adding spaces. vertically on the decimal
points.
"text" Adds the characters between the "Model No." ## Typing 58 displays
quotation marks to the entry. Model No. 58.
[color] Applies the font color specified in [Blue]##.## Typing 55.346 displays
square brackets to the cell entry. 55.35.
; Separates the positive value format [Blue];[Red] Typing 25 displays as 25 and
from the negative value format. typing -25 displays as 25.
uick Steps To delete a custom number format, open the workbook in which the custom
Delete Custom format code was created, open the Format Cells dialog box with the Number tab
Number Format selected, click Custom in the Category list box, scroll down the list of custom
1. Click Number group
formats in the Type list box to the bottom of the list, click the custom format code
2. Click Custom in that was added, and then click the Delete button. Deleting the formatting code
Category list box. also removes the custom formatting from any cells to which it was applied.
3. Click custom format
code.
4. Press Delete.
5. Click OK.
Activity 4b Creating a Custom Number Format Part 2 of 2
1. With 1-Precision open, select the range A5:A12.

2. Create a custom number format to
insert PD- before each model number
a. Click the Number group dialog box 2d
launcher.
b. Click Custom in the Category list box
in the Format Cells dialog box with
the Number tab selected.
2b

c. Scroll down the list of custom formats in the Type list box and notice the various
combinations of format codes for numbers, dates, and times.
d. Select General in the Type text box and then type "PD-"####.
e. Click OK.
f. With the range A5:A12 still selected, click the Center button in
the Alignment group on the Home tab.
3. Create a custom number format to insert lbs after the weights in 2f-
columns D and E by completing the following steps: 2g
a. Select the range D5:E12.
b. Click the Number group dialog box launcher.
c. Click Custom in the Category list box.
d. Select General in the Type text box and then type ### "lbs". Make sure to include one
space after ###.
e. Click OK.
f. Click in any cell to deselect the range.
3f
3c 3d
4. Save, print, and then close 1-Precision.
Check Your Work
Activity 5 Filter and Sort Insurance and Payroll Data on Values, 4 Parts
Icon Sets, and Colors
You will filter an insurance policy worksheet to show policies based on a range
of liability limits and by number of claims, filter policies based on the number of
automobiles, and filter and sort a payroll worksheet by font and cell colors. You
will also remove a filter.
Tutorial Filtering a Worksheet Using

Filtering a
Worksheet Using a a Custom AutoFilter
Custom AutoFilter The Custom AutoFilter feature is used to display only the rows that meet specific
criteria defined using the filter arrow at the top of each column. Rows that do not
meet the criteria are temporarily hidden from view. At the top of each column in

uick Steps the selected range or table, click a filter arrow to display a drop-down list of all the
Filter Using Custom unique field values that exist within the column. To filter the values by more than
AutoFilter one criterion using a comparison operator, open the Custom AutoFilter dialog box,
1. Select range.
shown in Figure 1.7. Use the ? and * wildcard characters in a custom filter. For
button. example, filter a list of products by a product number beginning with P by using P*
3. Click Filter. as the criteria.
4. Deselect range.
5. Click filter arrow at To display the Custom AutoFilter dialog box, select the range to filter, click the
top of column to be Sort & Filter button in the Editing group on the Home tab, and then click Filter
filtered.
6. Point to Number at the drop-down list to add filter arrows. Filter arrows can also be added using
Filters. the keyboard shortcut Ctrl + Shift + L. Click the filter arrow in the column that
7. Click filter category. contains the criteria. Point to Number Filters or Text Filters and then choose one of
8. Enter criteria at
Custom AutoFilter the options at the drop-down list. The type of filter and options available depend
dialog box. on the type of data in the column—for example, text or numbers.
9. Click OK.
Figure 1.7 Custom AutoFilter Dialog Box

Sort & Filter
Use the Custom AutoFilter

dialog box to specify two
criteria by which to filter
using either an And or an
Or statement.
Activity 5a Filtering Policy Information Using a Custom AutoFilter Part 1 of 4
1. Open 1-ACInsce.
2. Save the workbook with the name 1-ACInsce-LL.
3. The owner of AllClaims Insurance Brokers wants to review policies with liability limits
from $500,000 to $1,000,000 that have had more than one claim to determine if
customers should increase their coverage. Filter the policy information to produce the list
of policies that meet the owner’s request by completing the following steps:
a. Select the range A3:I20.
b. Click the Sort & Filter button in the Editing group on the Home tab.
c. Click Filter at the drop-down list. A filter arrow displays at the top of each column.
d. Deselect the range.
e. Click the filter arrow next to Liability Limit in cell E3.
f. Point to Number Filters and then click Between at the drop-down list.
3b
3c
3e
3f

g. At the Custom AutoFilter dialog box with the insertion point positioned in the blank
text box next to is greater than or equal to, type 500000.
h. Notice that And is the option selected between the criteria. This is correct, since the
owner wants a list of policies with liability limits greater than or equal to $500,000 and
less than or equal to $1,000,000.
i. Click in the blank text box next to is less than or equal to and type 1000000.
3g
3h 3i
j. Click OK to close the Custom AutoFilter dialog box. The range is filtered to display the
rows for customers with liability limits from $500,000 to $1,000,000.
k. Click the filter arrow next to Claims in cell H3.
l. Point to Number Filters and then click Greater Than at the drop-down list.
m. At the Custom AutoFilter dialog box with the
insertion point positioned in the blank text
box next to is greater than, type 1 and then
click OK.
4. Print the filtered worksheet.
5. Save 1-ACInsce-LL.
3m
Check Your Work
Tutorial Filtering and Sorting Data

Filtering Data
Using Conditional and Removing a Filter
Formatting or Cell A worksheet with cells that have been formatted manually or by conditional
Attributes
formatting to change the cell or font color can be filtered by color. In addition, a
worksheet conditionally formatted using an icon set can be filtered using an icon.
Hint If an error
message about merged When the data needs to be redisplayed, remove the filter.
cells needing to be
the same size appears
when sorting, select
the range to be sorted
Filtering and Sorting Data Using Conditional Formatting
and do a custom sort.
or Cell Attributes
To filter by color or icon, select the range, click the Sort & Filter button, click
Filter, and then deselect the range. Click the filter arrow in the column to
filter and then point to Filter by Color at the drop-down list. Depending on the
formatting that has been applied, the list contains cell colors, font colors, or icon
sets. Click the specific color or icon option to filter the column.

uick Steps The filter drop-down list also contains a Sort by Color option to sort rows within a
Filter or Sort by Color range or table by a specified cell color, font color, or cell icon. To sort by color, follow
or Icon Set steps similar to those used to filter by color. For example, to sort a column by font
1. Select range.
color, point to Sort by Color from the column filter drop-down list and then click the
button. specific font color. Excel sorts the column by placing cells with the specified font
3. Click Filter. color at the top. The list does not sort itself within the different color groupings.
4. Deselect range.
5. Click filter arrow at The shortcut menu can also be used to sort or filter data. To do this, right-click
top of column to be a cell that contains the color or icon to filter, point to Filter, and then click Filter by
filtered.
6. Point to Filter by Selected Cell’s Color, Filter by Selected Cell’s Font Color, or Filter by Selected Cell’s Icon.
Color or Sort by
Color.
7. Click color or icon. Removing a Filter
uick Steps To remove a filter, click in the filtered list, click the Sort & Filter button in the
Remove Filter Editing group on the Home tab, and then click Clear at the drop-down list. A filter
1. Click in filtered list. can also be removed by clicking the Clear button in the Sort & Filter group on the
button.
Data tab.
3. Click Clear at drop-
down list.
Defining a Custom Sort
Clear
Define a custom sort in a worksheet when more than one cell or font color is
applied to a column. Select the range, click the Sort & Filter button in the Editing
group on the Home tab, and then click Custom Sort at the drop-down list. At the
Sort dialog box, shown in Figure 1.8, define the color by which to sort first and
then add a level for each other color in the order in which the sorting is to occur.
Select Values, Cell Color, Font Color, or Conditional Formatting Icon from the Sort On
drop-down list at the Sort dialog box. Figure 1.8 illustrates a sort definition for a
column in which four conditional formatting icons have been used.
Figure 1.8 Sort Dialog Box with a Four-Color Sort Defined
Cells will be
sorted first by the
black icon, then
by the gray icon,
then by the pink
icon, and lastly
by the red icon.
Activity 5b Clearing a Filter and Filtering by an Icon Set Part 2 of 4
1. With 1-ACInsce-LL open, save the workbook as 1-ACInsce-1Auto.

2. Remove the filter by completing the following steps:
a. Click in the filtered list.
b. Click the Sort & Filter button.
c. Click Clear at the drop-down list.

3. Filter the worksheet to display the customers with coverage for only one automobile by
a. In Activity 2c, the Red to Black icon set was applied to the data in column C. Note that
the black circle icon represents the 1 data set. Click the filter arrow next to No. of Autos
in cell C3.
b. Point to Filter by Color at the drop-down list.
c. Click the black circle icon in the Filter by Cell Icon list.
3a
The worksheet
3b has been
filtered by the
black circle icon
3c representing
customers with
one auto.
5. Save 1-ACInsce-1Auto.
Check Your Work
Activity 5c Filtering by Font Color Part 3 of 4
1. With 1-ACInsce-1Auto open, further filter the list to display the customers that have
had zero claims. Recall that zero claims were conditionally formatted by applying a red
font color and bold formatting to cells with values equal to 0. Filter the worksheet by the
conditional formatting by completing the following steps:
a. Right-click in cell H5 (or in any other cell in column H with a red font color).
b. Point to Filter and then click Filter by Selected Cell’s Font Color at the shortcut menu.
1b

3. Save and then close 1-ACInsce-1Auto.
Check Your Work

Activity 5d Sorting by Cell Color Part 4 of 4
1. Open 1-VRPay-Oct23.
2. Save the workbook with the name 1-VRPay-Oct23-Sorted.
3. Sort the payroll worksheet by cell color by
a. Select the range A5:M23, click the Sort
& Filter button, and then click Filter at 3c
the drop-down list.
b. Deselect the range.
c. Click the filter arrow next to Gross Pay in
cell M5.
d. Point to Sort by Color and then click the
3d
pink fill color box in the Sort by Cell Color
section.
4. Print the sorted worksheet.
5. Save and then close 1-VRPay-Oct23-
Sorted.
Check Your Work
Activity 6 Apply an Advanced Filter to Create a Client List 2 Parts

You will use an advanced filter to create a list of clients of an insurance company
who have a good rating with no claims and filter the same list using And and Or
logical operators.
Tutorial Applying an Advanced Filter

Applying an Use an advanced filter when a range needs to be filtered on complex criteria. An
Advanced Filter advanced filter allows the data to be filtered using the And or Or logical operator
Advanced on more than one field. The list can either be filtered in place or copied to a new
Filter location.
To filter a range using an advanced filter, insert five or six rows at the top of
the worksheet and then copy the column header row to the new row 1. If your
worksheet has a title, insert the rows and the column header row under the title.
Enough rows are needed at the top of the worksheet to enter all the required
criteria and allow at least one blank row between the criteria range and the data
to be filtered. Enter the filter criteria under the appropriate column headers. Click
the Data tab and then click the Advanced button in the Sort & Filter group to
display the Advanced Filter dialog box. Use options at the dialog box to indicate
the filter criteria, as shown in Figure 1.9, and then click OK.
When using the And operator, enter criteria on the same row, and when using
the Or operator, enter the criteria in separate rows.

uick Steps If you need to filter a range using a criterion that falls between two values in
Apply Advanced Filter the same field, copy the field name and place it in the first empty cell in the row
in Place of the copied column header row. The worksheet in Figure 1.10 has been filtered
1. Select rows 1
through 5.
to show the policies that have at least one claim and a premium between $3,000
2. Right-click and and $4,000.
then click Insert.
3. Select column
header row. Figure 1.9 Advanced Filter Dialog Box
4. Press Ctrl + C.
5. Click in cell A1. Enter the range to
6. Press Ctrl + V. be filtered here.
7. Enter filter criteria Use these options to
under appropriate filter the list in place (in
column headers. its current location) or Include only the exact
8. Click Data tab. copy the filtered list to range here. Notice that
9. Click Advanced
another location on the columns A through
button.
10. Type range same worksheet. E are not included
to be filtered. because they do not
11. Press Tab key. contain criteria.
12. Type range
that contains Insert a check
criteria. mark in this check If you selected the
13. Click OK. box to display only Copy to another
unique records, not location option in the
duplicate records. Action section, this
option will be active.
Enter the location in
the current worksheet
where the filtered list
is to be placed.
Figure 1.10 Between Filter Applied Using the Advanced Filter Feature

The field name was copied into the first
empty cell in the column header row.
The criteria are

found in the
same row, so
the And operator
is used.
The criteria range, H3:J4,
retrieves the policies that
have at least one claim
and a premium between
$3,000 and $4,000.

Activity 6a Applying an Advanced Filter in Another Location Part 1 of 2
1. Open 1-ACInsce.
2. Save the workbook with the name 1-ACInsce-AF.
3. Filter the range and copy the results to a new location for those clients with a rating of 1
who have zero claims by completing the following steps:
a. Select rows 3 through 7.
b. Right-click in the selected range and then click the Insert option.
c. Select the range A8:I8, press Ctrl + C, click in cell A3, and then press Ctrl + V. Press
the Esc key.
d. Click in cell G4 and then type 1.
e. Click in cell H4, type 0 and then click the Enter button on the Formula bar.
3a-
3c
3d-
3e
f. Click the Data tab and then click the Advanced button in the Sort & Filter group.
g. If a Microsoft Excel message box displays, click OK.
h. Click the Copy to another location radio button.
i. Select the text in the List range text box, type a8:i25 and then press the Tab key.
j. With the insertion point in the Criteria range text box, type g3:h4 and then press the
Tab key.
k. With the insertion point in the Copy to text box, type a30.
l. Click OK.
3i
3h
3j
3k
3l
4. Save 1-ACInsce-AF.
Check Your Work

Activity 6b Apply an Advanced Filter in Place Part 2 of 2
1. With 1-ACInsce-AF open, filter the range in its current location to show the records
for policies that have a rating higher than two and more than one claim or that have a
premium greater than 3,500 by completing the following steps:
a. Delete the contents of cell G4 and H4.
b. Click in cell G4 and then type >2.
c. Click in cell H4 and then type >1.
d. Click in cell I5 and type >3500, and then press the Enter key.
1a-
1d
e. Click the Advanced button in the Sort & Filter group.

f. Verify that the Filter the list, in-place radio button contains a bullet.
g. Verify that the text in the List range text box is $A$8:$1$25 and then press the Tab key.
h. With the text selected in the Criteria range text box, type f3:i5.
i. Click OK.
2. Save, print, and then close 1-ACInsce-AF.
Check Your Work
Chapter Summary
■ Conditional formatting applies special formatting to cells based on a condition;
cells that meet the condition have the formatting applied, and cells that do not
meet the condition remain unformatted.
■ Conditional formats can be based on values, dates, text entries, or duplicated values.
■ Use the Top/Bottom Rules option at the Conditional Formatting button drop-
down list to conditionally format based on the top 10 or bottom 10 value or
percent or by above average or below average values.
■ Use the Highlight Cells Rules option at the Conditional Formatting button drop-
down list to conditionally format based on a value comparison.
■ Conditional formats are based on rules that define criteria by which cells are
selected for formatting and include the formatting attributes that are applied to cells
that meet the criteria.
■ Create a new conditional formatting rule by selecting New Rule at the
Conditional Formatting button drop-down list.
■ Edit or delete a rule at the Conditional Formatting Rules Manager dialog box.
■ Apply conditional formatting using data bars, color scales, or icon sets to add
small bar charts, gradations of color, or icons, respectively, to cells to make it
easier to identify certain data.
■ Apply conditional formatting using a formula to apply formatting to a cell
based on the value in another cell or using some logical test. Excel treats any
formula entered for conditional formatting as an array formula, which means
one rule needs to be added for a selected range.

■ An IF statement can be used to conditionally format those cells for which the
conditional test returns a true result.
■ Use the Quick Analysis button to quickly apply preset conditional formatting.
■ Fraction formatting converts decimal values to fractions. To choose the type
of fraction to create, open the Format Cells dialog box with the Number tab
selected and the Fraction category active.
■ Scientific formatting displays numbers in exponential notation, in which part
of the number is replaced with E+n, where E stands for “exponent” and n
represents the power.
■ Excel provides special number formats that are specific to countries and languages
to format entries such as telephone numbers and social security numbers.
■ Custom number formats use formatting codes to specify the types of formatting
to apply.
■ Display the Custom AutoFilter dialog box to filter values by more than one
criterion using a comparison operator, such as greater than (>) or equal to (=).
■ A worksheet with cells that have been formatted manually or by conditional
formatting can be filtered by color or icon.
■ To remove a filter, click anywhere in the filtered list, click the Sort & Filter
button in the Editing group on the Home tab, and then click Clear at the drop-
down list.
■ To specify the order of the sorted colors, define a custom sort if the worksheet
contains more than one cell color, font color, or cell icon.
■ Apply an advanced filter when a range needs to be filter on complex criteria.
An advanced filter allows filtering the data using the And or Or logical operator
on more than one field. The criteria in an advanced filter are entered directly in
the worksheet and establish the criteria range.
Commands Review
apply advanced filter Data, Sort & Filter
clear all filters Home, Editing

OR
Data, Sort & Filter
conditional formatting Home, Styles

OR
Quick Analysis Ctrl + Q
custom AutoFilter Home, Editing Ctrl + Shift + L
custom number format Home, Number Ctrl + 1
fraction formatting Home, Number Ctrl + 1
scientific formatting Home, Number Ctrl + 1
special number formatting Home, Number Ctrl + 1

Microsoft ®
Excel
®
2
CHAPTER
Advanced Functions
and Formulas
1 Create and manage names for ranges of cells
2 Write formulas with the COUNTBLANK, COUNTIF, and COUNTIFS
statistical functions
3 Write formulas with the AVERAGEIF and AVERAGEIFS statistical
functions
4 Write formulas with the SUMIF and SUMIFS math and trigonometry
functions
5 Write formulas with the VLOOKUP and HLOOKUP lookup functions
6 Write formulas with the PPMT financial function
7 Write formulas with the nested IF, AND, and OR logical functions and
the IFS logical function
8 Write formulas with the ROUND math and trigonometry function
9 Expand the Formula bar to view longer formulas
To help make complex calculations easier to perform, Excel provides numerous

preset formulas called functions. These are grouped into thirteen different categories
to facilitate calculations in worksheets containing financial, logical, mathematical,
statistical, or other types of data. The Insert function dialog box provides options
for locating and building formulas with various functions. The structure of a
function formula includes an equals sign (=) followed by the name of the function
and then the function argument. Argument is the term given to the values to be
included in the calculation. The structure of the argument is dependent on the type
of function being used and can include references to values in a single cell, a range,
multiple ranges, or any combination of these.
Data Files
The online
course includes
resources.
31

Activity 1 Calculate Statistics and Sums Using 6 Parts
Conditional Formulas for an Insurance Claims Worksheet
You will manage range names in an insurance claims worksheet and use the range
names in statistical formulas that count, average, and sum based on single and
multiple criteria.
Tutorial Managing Range Names

Managing Range Recall that a range name is a name assigned to a cell or range of cells. Range
Names names provide the option of referencing a source using a descriptive label, rather
than the cell address or range address, when creating a formula, printing a
Tutorial worksheet, or navigating in a worksheet. Creating range names makes the task of
Review: Naming managing complex formulas easier and helps others who may work in or edit a
and Using a Range worksheet to understand the purpose of a formula more quickly.
By default, a range name is an absolute reference to a cell or range of cells.
Name Manager
This means that if the formula is copied or moved to a different location, the
references will not change. Later in this chapter, when creating a lookup formula,
uick Steps take advantage of the absolute referencing of a range name when including a group
Modify Range Name of cells in the formula that stay fixed when the formula is copied. A range name
and Reference
also includes the worksheet reference by default; therefore, typing the range name
2. Click Name Manager in the formula automatically references the correct worksheet. For example, assume
button. that cell A3 in Sheet 2 has been named ProductA and cell A3 in Sheet 3 has been
3. Click range name. named ProductB. To add the two values, type the formula =ProductA+ProductB in
4. Click Edit button.
5. Type new range the formula cell. Notice that the worksheet references do not need to be included.
name in Name text The Name Manager dialog box, shown in Figure 2.1, is opened by clicking the
box.
6. Type new range Name Manager button in the Defined Names group on the Formulas tab or by
address at Refers tousing the keyboard shortcut Ctrl + F3. The Name Manager dialog box can be used
text box.
7. Click OK. to create, edit, and delete range names. A range name can be edited by changing
8. Click Close. the name or modifying the range address associated with it. A range name can also
be deleted, but extra caution should be used when doing so. Cells that include a
Hint The Formulas deleted range name in the formula will display the error text #NAME? Also use the
tab contains a Create Name Manager dialog box to add new range names to a worksheet.
from Selection button
in the Defined Names
group that can be used Figure 2.1 Name Manager Dialog Box
to automatically create
range names for a list
or table. Select the list
or table and click the
button. Excel uses the
names in the top row
or left-most column as
the range names.

Activity 1a Modifying and Deleting Range Names Part 1 of 6
1. Open ACOctVehRpt.
2. Save the workbook with the name 2-ACOctVehRpt.
3. Named ranges have been created for the auto number, driver number, rating, claim estimate,
and repair shop data. Modify the range name Drver by completing the following steps:
a. Click the Formulas tab.
b. Click the Name Manager button in the Defined Names group.
c. Click Drver in the Name column and then click the Edit button.
d. At the Edit Name dialog box with Drver selected in the Name text box, type DriverNo
and then click OK.
3c
3d
4. Modify the references in the range named Rating

to include cell F24 by completing following steps:
a. Click Rating at the Name Manager dialog box
and then click the Edit button.
b. At the Edit Name dialog box, click right of the text in the Refers to text box (which
displays Claims!$F$4:$F:$23), press the Backspace key, type 4, and then click OK.
4b
5. Delete the range name AutoNo by completing the following steps:

a. Click AutoNo at the Name Manager dialog box and then click the Delete button.
b. Click OK.
6. Click the Close button.
Tutorial Using Statistical Functions

Review: Using Commonly used statistical functions include AVERAGE, MAX, and MIN.
Statistical AVERAGE returns the arithmetic mean, MAX returns the largest value, and MIN
Functions
returns the smallest value in the range. Other common functions, COUNT and
COUNTA, return the number of cells based on what is contained in the cells.
More Functions
COUNT is used when the cells contain numbers or dates and COUNTA is used
when the cells contain text or a combination of text and numbers. Excel provides
additional AVERAGE and COUNT functions, such as the COUNTBLANK
function to find counts or averages for a range based on a criterion. The
COUNTBLANK function counts the number of empty cells in range.

Insert Function Open the Insert Function Dialog box by clicking the Insert Function button in
the Formula bar or in the Insert Function group on the Formulas tab or by using
the shortcut combination of Shift + F3. At the Insert Function dialog box, change
the Or select a category option to Statistical and then scroll down the list of available
functions or click the More Functions button in the Function Library group on
the Formulas tab, click the Statistical option, and then scroll down the list of
available functions.
Tutorial Using Statistical Functions: COUNTIF and COUNTIFS

Using Statistical Use the COUNTIF function to count cells within a range that meet a single
Functions: COUNTIF criterion or condition. For example, in a grades worksheet, use a COUNTIF
and COUNTIFS
function to count the number of students who achieved greater than 75%. The
structure of a COUNTIF function is =COUNTIF(range,criteria). The range is
uick Steps where to look for the data. The criteria defines a conditional test that must
Create COUNTIF
Formula be passed (what to look for) in order for the cell to be counted. For the grades
1. Make cell active. worksheet example, the formula to count the cells of students who achieved
2. Click Insert greater than 75% is =COUNTIF(grades,">75"), assuming the range name grades
Function button.
3. Change category to has been defined. Each time Excel finds a grade greater than 75, the count
Statistical. increases by 1. Notice that the syntax of the argument requires enclosing the
4. Select COUNTIF. criteria in quotation marks. If the Insert Function dialog box is used to create a
5. Click OK.
6. Enter range or formula, Excel adds the required syntax automatically. A cell reference may also
range name in be used as the criterion. A cell reference is not enclosed in quotation marks and
Range text box. should only contain the exact criterion.
7. Enter condition
expression or text The COUNTIFS function is used to count cells when more than one
in Criteria text box.
8. Click OK. condition must be met. The formula uses the same structure as COUNTIF but
Create COUNTIFS includes additional ranges and criteria within the argument. The structure of a
Formula COUNTIFS function is =COUNTIFS(range1,criteria1,range2,criteria2,. . .). For
1. Make cell active. every range (where to look), there is a corresponding criteria or conditional test
2. Click Insert (what to look for). If all the conditions are met for each range, then the count
Function button.
3. Change category to increases by 1. Figure 2.2 shows a nursing education worksheet with a single-
Statistical. criterion COUNTIF to count the number of nurses (RNs) and a multiple-criteria
4. Select COUNTIFS.
5. Click OK.
6. Enter range or Figure 2.2 COUNTIF and COUNTIFS Formulas
range name in
Criteria_range1 text
box.
7. Enter condition
expression or text
in Criteria1 text
box.
8. Enter range or
range name in
Criteria_range2
text box.
9. Enter condition
expression or text formula
in Criteria2 text =COUNTIF(Title,"RN")
box.
10. Continue adding
criteria range
expressions and
criteria as needed.
11. Click OK. formula
=COUNTIFS(Title,"RN",PDCurrent,"Yes")

COUNTIFS to count the number of RNs who are current with their professional
development (PD) activities. The formulas shown in Figure 2.2 (on page 34)
include range names for which Title references the entries in column D and
PDCurrent references the entries in column H. The ranges do not have to be
adjacent but they must have the same number of rows and columns.
Activity 1b Creating COUNTBLANK and COUNTIF Formulas Part 2 of 6
1. With 2-ACOctVehRpt open, make cell I25 active.

2. Create a COUNTBLANK function to count any cells in which repair shop information has
not been entered by completing the following steps:
a. Click the Insert Function button in the
Formula bar.
2b
b. At the Insert Function dialog box,
click the Or select a category option box
arrow and then click Statistical at the
drop-down list. Note: Skip this step
2c
if Statistical is already selected as the
category.
c. Scroll down the Select a function list
box and then click COUNTBLANK.
d. Read the formula description below the
2d
function list box and then click OK.
e. At the Function Arguments dialog box
with the insertion point positioned in
the Range text box type repshop. Recall
from Activity 1a that a range name
2e
exists for the entries in column I. Note:
If the dialog box is obscuring the view of
the worksheet, drag the Function Arguments dialog box title bar left or right.
f. Click OK. Excel returns the value 0 in cell I25 as all the repair shop information has
been entered.
3. Click in cell L4.
4. Create a COUNTIF function to count the number of auto insurance claims for which
Dunbar Auto is the repair shop by completing the following steps:
b. With Statistical selected in the Or select
a category option box, scroll down the
Select a function list box and then click
COUNTIF.
c. Read the formula description below the
4b
4c

d. At the Function Arguments dialog box with the insertion point positioned in the Range
text box, type repshop and then press the Tab key.
e. With the insertion point positioned in the Criteria text box, type Dunbar Auto and then
press the Tab key. When the Tab key is pressed, Excel adds quotation marks around the
criteria text.
4d
4e
f. Click OK. Excel returns the value 3 in cell L4.

g. Look at the formula in the Formula bar created by the Function Arguments dialog box:
=COUNTIF(RepShop,"Dunbar Auto").
5. Make cell L5 active. The repair shop names are in the
range K4:K7. Use cell K5 as the cell reference for JFJ 5
Auto by typing the formula =countif(repshop,k5) and
then press the Enter key. (When entering a formula,
type the cell references and range names in lowercase
letters. Excel will automatically display uppercase
letters once the formula has been entered.)
6. Use the fill handle to copy the formula in cell L5 to
the range L6:L7. When completed, the COUNTIF
formulas will be as follows:
L6: =COUNTIF(RepShop,K6)
L7: =COUNTIF(RepShop,K7) 6
Check Your Work
Activity 1c Creating COUNTIFS Formulas Part 3 of 6
1. With 2-ACOctVehRpt open, make cell L10 active.

2. Create a COUNTIFS function to count the number of auto insurance claims for which the
repair shop is JFJ Auto and the claims estimate is greater than $5,000 by completing the
following steps:
a. Click the Insert Function button in the
Formula bar.
b. With Statistical selected in the Or select
a category option box, scroll down the 2b
Select a function list box and then click
COUNTIFS.
c. Read the formula description below the
2c

d. At the Function Arguments dialog box with the insertion point positioned in the
Criteria_range1 text box, type repshop and then press the Tab key. After the Tab key is
pressed, a Criteria_range2 text box is added to the dialog box.
e. With the insertion point positioned in the Criteria1 text box, type k10 as the cell
reference for JFJ Auto and then press the Tab key. After the Tab key is pressed, a
Criteria2 text box is added to the dialog box.
f. With the insertion point positioned in the Criteria_range2 text box, type claimest and
then press the Tab key. After the Tab key is pressed, a Criteria_range3 text box is added
to the dialog box.
g. With the insertion point positioned in the Criteria2 text box, type >5000 and then press the
Tab key. When the Tab key is pressed, Excel adds quotation marks around the criteria text.
h. Click OK. Excel returns the value 5 in cell L10.
2d
2e
2f
2h
2g
3. Look at the formula in the Formula bar created by the Function Arguments dialog box:
=COUNTIFS(RepShop,K10,ClaimEst,">5000").
4. In cell L13, enter a COUNTIFS formula to count the number of claims for which the
repair shop is JFJ Auto and the rating is greater than 3 by using the Insert Function dialog
box or by typing the following formula into the cell: =countifs(repshop,k13,rating,">3").
Check Your Work

Tutorial Using Statistical Functions: AVERAGEIF and AVERAGEIFS
Using Statistical The AVERAGEIF function is used to find the arithmetic mean of the cells within
Functions: a specified range that meet a single criterion or condition. The structure of an
AVERAGEIF and
AVERAGEIFS
AVERAGEIF function is =AVERAGEIF(range,criteria,average_range). Range is the
cells to be tested for the criterion or where to look for the data. Criteria is the
uick Steps conditional test that must be passed (what to look for). Average_range is the range
Create AVERAGEIF containing the values to average. If average_range is omitted, the cells in the range
Formula are used to calculate the average. The AVERAGEIFS function is used to average
1. Make cell active. cells that meet multiple criteria using the formula =AVERAGEIFS(average_
2. Click Insert Function
button. range,criteria_range1,criteria1,criteria_range2,criteria2,. . .). Notice that the average_
3. Change category to range (what to actually average) is at the beginning of the formula. It is followed
Statistical. by pairs of ranges (where to look for the specific condition) and criteria (the
4. Select AVERAGEIF.
5. Click OK. conditions that must be met).
6. Enter range or range Figure 2.3 shows an executive management salary report for a hospital. Average
name in Range text
box. salary statistics are shown below the salary data. In the first two rows of salary
7. Enter condition statistics, the average total salary is calculated for each of two hospital campuses. In
expression or text in the second two rows of salary statistics, the average total salary is calculated for each
Criteria text box.
8. Enter range or range campus for executives hired before 2018. The formulas shown in Figure 2.3 include
name to average in range names for which Year references the values in column E, Campus references the
Average_range text
box.
entries in column F, and Total references the values in column I.
9. Click OK.
Create AVERAGEIFS Figure 2.3 AVERAGEIF and AVERAGEIFS Formulas
Formula
2. Click Insert
Function button.
3. Change category to
Statistical.
4. Select AVERAGEIFS.
5. Click OK.
6. Enter range or
range name
to average in
Average_range text
box.
7. Enter range or
range name in
box.
8. Enter condition
expression or text
in Criteria1 text
box.
9. Enter range or
range name in
box.
10. Enter condition formula formula
expression or text =AVERAGEIFS(Total,Campus,"Sunnyside",Year,"<2018") =AVERAGEIF(Campus,"Portland",Total)
in Criteria2 text
box.
11. Continue adding
criteria range
expressions and
criteria as needed.
12. Click OK.

Activity 1d Creating AVERAGEIF Formulas Part 4 of 6

2. Create an AVERAGEIF function to calculate the average auto insurance claim estimate for
those claims with a rating of 1 by completing the following steps:
b. With Statistical selected in the Or
AVERAGEIF in the Select a function
2b
list box.
c. Read the formula description below
the function list box and then click
OK.
in the Range text box, type rating and
e. With the insertion point positioned in
the Criteria text box, type 1 and then
press the Tab key.
f. With the insertion point positioned
in the Average_range text box, type 2c
claimest.
2d
2e
2g
2f
h. Look at the formula in the Formula bar created by the Function Arguments dialog box:
=AVERAGEIF(Rating,1,ClaimEst).
4. Make cell M17 active, type the formula =averageif(rating,k17,claimest), and then
6. With cell M17 active, drag the fill handle into cell M20. When completed, the
AVERAGEIF formulas will be as follows:
M20: =AVERAGEIF(Rating,K20,ClaimEst) 6
Check Your Work

Activity 1e Creating AVERAGEIFS Formulas Part 5 of 6

2. Create an AVERAGEIFS function to calculate the average auto insurance claim estimate for
those claims with a rating of 2 and a driver number of 1 by completing the following steps:
b. With Statistical selected in the Or
AVERAGEIFS in the Select a
2b
function list box.
c. Read the formula description and
then click OK.
the Average_range text box, type claimest
and then press the Tab key.
e. Type rating in the Criteria_range1 text
f. Type 2 in the Criteria1 text box and then
press the Tab key.
g. Type driverno in the Criteria_range2 text
2c
h. Type 1 in the Criteria2 text box.
i. Click OK. Excel returns the value 6272.6667 in cell M22.
2d
2e
2f
2g
2h
2i
j. Apply the Comma format with no digits after the decimal point to cell M22.
3. Copy the AVERAGEIFS formula in cell M22 and paste it into cell M23.
4. Edit the formula in cell M23 to change the rating criterion from 2 to 3. When completed,
the AVERAGEIFS formula will be =AVERAGEIFS(ClaimEst,Rating,3,DriverNo,1).
Check Your Work

Tutorial Using Math and Trigonometry
Using Math and
Trigonometry Functions: SUMIF and SUMIFS
Functions: SUMIF Excel provides several math and trigonometry functions, such as ABS to return
and SUMIFS
the absolute value of a number, SQRT to find the square root of a number, and
RAND to return a random number between 0 and 1, to name a few. At the Insert
Math & Trig Function dialog box, change the Or select a category option to Math & Trig or click
the Math & Trig button in the Function Library group and then scroll down the
list of available functions.
uick Steps Within the category of math and trigonometry functions, Excel includes SUMIF
Create SUMIF to add the cells within a range that meet a single criterion or condition and SUMIFS
Formula to add the cells within a range that meet multiple criteria or conditions. The
structure of the SUMIF function is =SUMIF(range,criteria,sum_range), where range is
3. Click Math & Trig where to look for the data, criteria is the conditional statement (the conditions that
button. must be met or what to look for), and sum_range is the range containing the values to
4. Scroll down and click
SUMIF. add. The SUMIFS function is used to add cells that meet multiple criteria using the
5. Enter range or range formula =SUMIFS(sum_range,criteria_range1,criteria1,criteria_range2,criteria2,. . .).
name in Range text Similar to the AVERAGEIFS function, the sum_range (what to actually sum) appears
box.
6. Enter condition at the beginning of the formula. It is followed by pairs of ranges (where to look for
expression or text in the specific conditions) and criteria (the conditions that must be met).
Criteria text box.
7. Enter range or range Figure 2.4 shows how the SUMIF and SUMIFS formulas are used in the
name to add in standard cost worksheet for examination room supplies at a medical clinic. Right
Sum_range text box.
8. Click OK.
of the clinic supplies inventory data, a SUMIF formula adds up the costs of items
by supplier number. A SUMIFS formula adds up the costs by supplier number
for items that require a minimum stock quantity of more than four. The formulas
shown in Figure 2.4 include the range names Supplier, which references the entries
in column C; MinQty, which references the values in column E; and StdCost, which
references the values in column F.
Figure 2.4 SUMIF and SUMIFS Formulas
formula formula
=SUMIF(Supplier,"101",StdCost) =SUMIFS(StdCost,Supplier,"350",MinQty,">4")

Activity 1f Creating SUMIF Formulas Part 6 of 6
Note: In Step 4, check with your instructor before printing

to see if two copies of the worksheets for the activities in this
chapter need to be printed: one as displayed and another 2a
displaying the cell formulas. Save the worksheet before
displaying formulas (Ctrl + `) so that column widths can
be adjusted as necessary and then close without saving the 2b
changes.
2. Create a SUMIF function to add up the auto insurance
claim estimates for those claims being repaired at
Dunbar Auto by completing the following steps:
a. Click the Formulas tab.
b. Click the Math & Trig button in the Function
Library group.
2c
c. Scroll down the drop-down list and then click
SUMIF.
d. At the Function Arguments dialog box with the
insertion point positioned in the Range text box,
type repshop and then press the Tab key.
e. Designate cell K4 as the cell reference for Dunbar
Auto by typing k4 in the Criteria text box and then press the Tab key.
f. Type claimest in the Sum_range text box.
2d
2e
2g
2f
h. Apply the Comma format with no digits after the decimal point to cell M4.
3. Use the fill handle to copy the formula in cell M4 to the range M5:M7. When completed,
the SUMIF formulas will be as follows:
M5: =SUMIF(RepShop,K5,ClaimEst)
4. Save, print, and then close 2-ACOctVehRpt.
3
Check Your Work

Activity 2 Populate Cells by Looking Up Data in a Discount Table 1 Part
You will use a lookup formula to automatically enter discounts for containers and
then calculate net prices.
Tutorial Using Lookup Functions

Using Lookup The Lookup & Reference functions provide formulas for looking up values in
Functions a range and can be found by clicking the Lookup & Reference button in the
Function Library group. For example, in a grades worksheet, a letter grade can be
Lookup & generated by looking up the final numerical score in a range of cells that contain
Reference the letter grades with corresponding numerical scores. Being able to look up a
value automates data entry in large worksheets and, when used properly, can
prevent inaccuracies caused by data entry errors.
Excel provides the VLOOKUP and HLOOKUP functions, which refer to vertical
and horizontal lookups, respectively. The layout of the lookup range (referred to as
a lookup table) determines whether to use VLOOKUP or HLOOKUP. VLOOKUP is
used more commonly, since most lookup tables are arranged with comparison data
in columns (which means Excel searches for the lookup value in a vertical order).
HLOOKUP is used when the lookup range contains comparison data in rows
(which means Excel searches for the lookup value in a horizontal order).
Using the VLOOKUP Function

The structure of a VLOOKUP function is =VLOOKUP(lookup_value,table_
array,col_index_num,range_lookup). Table 2.1 explains all the parameters of a
VLOOKUP argument.
The VLOOKUP function is easier to understand when explained using an
example. In the worksheet shown in Figure 2.5, VLOOKUP is used to return the
starting salary for new hires at a medical center. Each new hire is assigned a salary
grid number depending on his or her education and years of work experience. This
Table 2.1 VLOOKUP Argument Parameters

Argument Parameter Description
lookup_value The value that Excel should search for in the lookup table. Enter a value or
cell reference to a value.
table_array The range address or range name for the lookup table that Excel should
search for. Do not include column headers in the range. Use range names or
absolute cell referencing.
col_index_num The column number from the lookup table that contains the data to be
placed in the formula cell.
range_lookup Enter TRUE to instruct Excel to find an exact or approximate match for the
lookup value. If this parameter is left out of the formula, Excel assumes TRUE,
which means if an exact match is not found, Excel returns the value for the last
category into which the known value fits. For the formula to work properly,
the first column of the lookup table must be sorted in ascending order. Enter
FALSE to instruct Excel to return only exact matches to the lookup value.

salary grid number determines the new hire’s starting salary. The lookup table
uick Steps contains the grid numbers with the corresponding starting salaries. In column E,
Create VLOOKUP VLOOKUP formulas automatically insert the starting salary for each new employee
Formula based on his or her salary grid rating in column D. In the formula shown in
Figure 2.5, a range named Grid represents the lookup table in the range G4:H8.
3. Click Lookup &
Reference button. Figure 2.5 VLOOKUP Example
4. Click VLOOKUP.
5. Enter cell address,
range name, or value
in Lookup_value text
box.
6. Enter range or range
name in Table_array
text box.
7. Type column number
to return values from The lookup
in Col_index_num
text box. table is
8. Type false or leave named Grid.
blank for TRUE in
Range_lookup text
box.
9. Click OK.
formula =VLOOKUP(D4,Grid,2)
The VLOOKUP formula populates the

range E4:E13 by matching the salary
grid rating number in column D with
the corresponding salary grid rating
number in the lookup table named Grid.
Activity 2 Creating a VLOOKUP Formula Part 1 of 1
1. Open PrecisionPrices.
2. Save the workbook with the name 2-PrecisionPrices.
3. Create a VLOOKUP formula to find the correct discount 3b
value for each product by completing the following steps:
a. Select the range H4:I8 and name it DiscTable. DiscTable is
the range name used for the lookup table.
3c
b. Make cell E4 active and then click the Formulas tab.
c. Click the Lookup & Reference button in the Function
Library group.
d. Click VLOOKUP at the drop-down list.
e. If necessary, drag the Function Arguments dialog box out of
the way so that the first few rows of the product price list
and discount table data can be seen.
3d

f. With the insertion point positioned in the Lookup_value text box, type c4 and then
press the Tab key. Product discounts are categorized by letter codes. To find the correct
discount, Excel needs to look for the matching category letter code found in cell
C4 within the first column of the discount table. Notice that the letter codes in the
discount table are listed in ascending order.
g. Type disctable in the Table_array text box and then press the Tab key. Using a range
name for a reference table is a good idea, since the formula will be copied and absolute
references are needed for the cells in the lookup table.
h. Type 2 in the Col_index_num text box and then press the Tab key. The discount
percentage in column 2 of DiscTable will be placed in cell E4.
i. Type false in the Range_lookup text box (Entering false instructs Excel to return values
for exact matches only. Should a discount category be typed into a cell in column C for
which no entry exists in the discount table, Excel will return #N/A in the formula cell;
this is an alert that an error has occurred in the data entry.)
j. Click OK.
3f
3g
3h
3j
3i
4. Look at the formula in the Formula bar: =VLOOKUP(C4,DiscTable,2,FALSE).

5. Apply the Percent format to cell E4.
6. Make cell F4 active, type the formula =d4-(d4*e4) to calculate the net price, and then
7. Select the range E4:F4 and then drag the fill handle into row 21.
8. Deselect the range.
10. Save and then close 2-PrecisionPrices.
Check Your Work

Using the HLOOKUP Function
The HLOOKUP function uses the same argument parameters as the VLOOKUP
function. Use HLOOKUP when the table being searched for a comparison
value is arranged horizontally, like the one shown in the range J3:O4 in
Figure 2.6. Excel searches across the table in the first row for a matching value
and then returns to the formula cell the value from the same column.
The structure of an HLOOKUP function is =HLOOKUP(lookup_value,table_
array,row_index_num,range_lookup). The argument parameters are similar to the
VLOOKUP parameters described in Table 2.1 on page 43. Excel searches the first
row of the table for the lookup value. When a match is found, Excel returns the value
from the same column in the row number specified in the row_index_num argument.
formula
Figure 2.6 HLOOKUP Example =HLOOKUP(F4,GradeTable,2)
The lookup table is

named GradeTable.
The HLOOKUP formula populates the range G4:G12 by looking

up the total value in column F in the first row in the lookup
table (GradeTable). The formula stops at the largest value in
the table that is less than or equal to the lookup value. For
example, looking for 62.3 would make Excel stop at 60.
Activity 3 Analyze an Expansion Project Loan 1 Part

You will use a financial function to calculate the principal portion of an expansion
loan payment for two lenders. You will then calculate the total loan payments and
analyze the results.
Tutorial Using the PPMT Financial Function

Using the PPMT Financial functions can be used to perform a variety of financial analyses,
Financial Function including loan amortizations, annuity payments, investment planning,
depreciation, and so on and can be found by clicking the Financial button in the
Tutorial Function Library group. The PMT function is used to calculate a payment for a
Review: Using loan based on a constant interest rate and constant payments for a set period.
Financial Functions Excel provides two related financial functions: PPMT, to calculate the principal
portion of the loan payment, and IPMT, to calculate the interest portion.
Financial

uick Steps Knowing the principal portion of a loan payment is useful in determining the
Create PPMT Formula amount of the payment being used to reduce the principal balance owed. The
1. Make cell active. difference between the loan payment and the PPMT value represents the interest cost.
3. Click Financial
The function returns the principal portion of a specific payment for a loan. For
button. example, calculate the principal on the first payment, last payment, or any payment
4. Click PPMT. in between. The structure of a PPMT function is =PPMT(rate,per,nper,pv,fv,type), where
5. Enter value, cell
address, or range • rate is the interest rate per period,
name for interest • per is the period for which to find the principal portion of the payment,
rate in Rate text box.
6. Enter number • nper is the number of payment periods,
representing payment • pv is the amount of money borrowed,
to find principal for • fv is the balance at the end of the loan (if left blank, 0 is assumed), and
Per text box.
7. Enter value, cell • type is either 0 (payment at end of period) or 1 (payment at beginning of period).
address, or range Make sure to be consistent with the units for the interest rate and payment
name for total
number of payments periods. If the interest rate is divided by 12 for a monthly rate, the payment
in Nper text box. period should also be expressed monthly. For example, multiply the term by 12
8. Enter value, cell
address, or range if the amortization is entered in the worksheet in years.
name for amount
borrowed in Pv text
box.
9. Click OK.
Activity 3 Calculating Principal Portions of Loan Payments Using the PPMT Function Part 1 of 1
1. Open DExpansion.
2. Save the workbook with the name 2-DExpansion.
3b
3. Calculate the principal portion of the first loan payment for
two loan proposals to fund a building expansion activity by
completing the following steps: 3c
b. If necessary, click the Formulas tab.
c. Click the Financial button in the Function Library group.
d. Scroll down the drop-down list and then click PPMT.
e. If necessary, move the Function Arguments dialog box to
the right side of the screen so that all the values in column
C can be seen.
3d

f. With the insertion point positioned in the Rate text box, type c4/12 and then press the
Tab key. Since the interest rate is stated per annum (per year), dividing the rate by 12
calculates the monthly rate.
g. Type 1 in the Per text box to calculate the principal for the first loan payment and then
press the Tab key.
h. Type c5*12 in the Nper text box and then press the Tab key. Since a loan payment is
made each month, the number of payments is 12 times the amortization period.
i. Type c6 in the Pv text box. Pv refers to present value; in this example, it means the loan
amount for which the payments are being calculated. It is positive because it represents
cash received by the company.
j. Click OK. Excel returns the value -1853.05 in cell C10. Payments are shown as negative
numbers because they represent cash that is paid out. In this worksheet, negative
numbers have been formatted to display in red and enclosed in parentheses.
3f
3g
3h
3i
3j
4. Copy and paste the formula from cell C10 into cell E10 and then press the Esc key to
remove the scrolling marquee from cell C10.
5. Make cell C12 active, type =c8*12*c5, and then press the Enter key.
6. Copy and paste the formula from cell C12 into cell E12. Press the Esc key to remove the
scrolling marquee from cell C12 and then AutoFit the width of column E. Notice that the
loan from Dominion Trust is a better choice for Deering Industries, assuming the company
can afford the higher monthly payments. Although the interest rate is higher than that
for the Victory Trust loan, the shorter term means the loan will be repaid sooner and at a
lesser total cost.
8. Save and then close 2-DExpansion.
Check Your Work

Activity 4 Calculate Benefit Costs Using Conditional Logic 3 Parts
You will create formulas to calculate the employee benefit costs and bonuses for
ViewRite using logical functions to test multiple conditions.
Tutorial Using and Nesting Logical Functions

Using the Nested IF Using conditional logic in a formula requires Excel to perform a calculation based on
Logical Function the outcome of a logical or conditional test. One calculation is performed if the test
proves true and another calculation is performed if the test proves false. For example,
Tutorial the following is an IF formula using named ranges that could be used to calculate
Review: Using a salesperson’s bonus if his or her sales exceed a target: =IF(Sales>Target,Bonus,0).
Logical IF Excel first tests the value in the cell named Sales to see if it is greater than the
Functions value in the cell named Target. If the condition proves true, then Excel returns
the value of the cell named Bonus. If the sales value is not greater than the
Logical target value, then the condition proves false and Excel places a 0 in the cell. The
structure of the IF function is =IF(logical_test,value_if_true,value_if_false). Logical
functions can be found by clicking the Logical button in the Function Library
group.
Using the Nested IF Logical Function

uick Steps When more than two outcomes are possible or a decision is based on more than
Create IF Formula one field, a nested IF statement is used. A nested IF function is one IF function
1. Make cell active. inside another. The structure of a nested IF statement is =IF(logical_test,value_if_
3. Click Logical
true,IF(logical_test,value_if_true,value_if_false)). Excel evaluates the first logical_test.
button. If the answer is true, then depending on what is entered for the value_if_true, a
4. Click IF. calculation is performed and text or numbers are entered; if the value_if_true is
5. Type conditional
test argument in omitted, a 0 is entered. If the first logical_test is not true, then the next logical_test
Logical_test text is evaluated and if the answer is true, the value_if_true is placed in the cell. Excel
box. stops evaluating the formula once the logical_test has been answered as true. If
6. Type argument in
Value_if_true text the answer is never true, then depending on what is entered as the value_if_false,
box. a calculation is performed and text or numbers are entered; if the value_if_false is
7. Type argument in omitted, then a 0 is entered.
Value_if_false text
box. For example, assume that a company has three sales commission rates based
8. Click OK.
on the level of sales achieved by the salesperson. If sales are less than $40,000, the
salesperson earns a 5% commission; if sales are greater than or equal to $40,000
Hint If you type
a nested IF function but less than $80,000, the salesperson earns a 7% commission; and if sales are
directly into a cell, greater than or equal to $80,000, the salesperson earns a 9% commission. Since
Excel color-codes the there are three possible sales commission rates, a single IF function will not work.
parentheses for the
different IF functions so To correctly calculate the sales commission rate, two conditional tests must be
you can keep track of created. The last level (or in this case, the third commission rate of 9%) is used for
them separately. the value_if_false.
Hint The number Consider the following formula: =IF(Sales<40000,Sales*5%,IF(Sales<80000,
of right parentheses Sales*7%,Sales*9%)). This formula includes two IF functions. In the first IF
needed to end a nested function, the conditional test is to determine if the sales value is less than $40,000
IF statement equals
the number of times IF (Sales<40000). If the test proves true (for example, sales are $25,000), then Excel
appears in the formula. calculates the sales times 5% and returns the result in the active cell. If the test is

uick Steps not true, then Excel reads the next section of the argument, which is the next IF
Create AND Formula function that includes the conditional test to determine if sales are less than
1. Make cell active OR $80,000 (Sales<80000). If this second conditional test proves true, then Excel
nest formula in IF
statement Logical_
calculates the sales times 7%. If the test proves false, then Excel calculates the sales
test text box. times 9%. Since these are the only three possible actions, the formula ends. While
2. Type =and( or up to 64 IF functions can be nested, doing this would create a very complex
and( if nesting
in IF statement. formula. Consider using a VLOOKUP or HLOOKUP to test different conditions.
3. Type first conditional Any function can be nested inside another function. For example, in the
test argument.
4. Type ,. PPMT formula discussed in the previous section, Excel returns a negative value
5. Type second for the principal portion of the payment. The PPMT formula can be nested inside
conditional test the ABS formula to have the principal payment displayed without a negative
argument.
6. Repeat Steps 4–5 symbol. ABS is the function used to return the absolute value of a number (that
for remaining is, the number without its sign). For example, =ABS(PPMT(C4/12,1,C5*12,C6))
conditions.
7. Type ).
displays the payment calculated in Activity 3 as $1,853.05 instead of -$1,853.05.
Tutorial Using Logical Functions: Nested IF, AND, and OR

Using Logical Other logical functions offered in Excel include AND and OR. These functions use
Functions: Nested Boolean logic to construct a conditional test in a formula to be either true or false.
IF, AND, and OR
Table 2.2 describes how each function works to test a statement and provides an
example of each function.
Hint Nest an AND
or OR function with
an IF function to test Table 2.2 AND and OR Logical Functions
multiple conditions.
Logical
uick Steps Function Description Example
Create OR Formula
1. Make cell active OR AND All conditions must be =AND(Sales>Target,NewClients>5)
nest formula in IF true for a result of TRUE.
statement Logical_ Returns TRUE if both test true
test text box.
If any are false, the
2. Type =or( or or( function returns FALSE. Returns FALSE if Sales is greater than
if nesting in IF Target but NewClients is less than 5.
statement.
3. Type first conditional Returns FALSE if Sales is less than Target
test argument.
4. Type ,.
but NewClients is greater than 5.
5. Type second
conditional test OR Returns TRUE if any of =OR(Sales>Target,NewClients>5)
argument. the conditions tests true;
6. Repeat Steps 4–5 Returns TRUE if Sales is greater than Target
returns FALSE only when
for remaining or NewClients is greater than 5.
conditions. all conditions are false.
7. Type ). Returns FALSE only if Sales is not greater
than Target and NewClients is not greater
than 5.

Using the ROUND Function
ROUND is another example of a function that can easily be nested with other
functions. Excel uses the entire number stored in the cell and not just the visible
number in any calculations. The function ROUND is used to modify the actual
number of characters by rounding the value. The structure of this function is
=ROUND(number,num_digits). Number can be a number or a formula. The num_
digits number can be positive or negative. A positive number rounds the decimal
value (the numbers right of the decimal point) to the designated number of places.
A negative number rounds the numbers left of the decimal point to the nearest
ones, tens, hundreds, and so on. Table 2.3 demonstrates how positive and negative
num_digits are handled.
When nesting the ROUND function, make sure that the original function
is working before rounding the final result. In Activity 4a, the nested IF AND
formula used to calculate the pension contributions returns some values with three
digits after the decimal point. The ROUND function will be added after the IF
AND statement.
Table 2.3 Examples of Applying the ROUND Function

Example Description Result
=ROUND(1625.09,1) Rounds 1625.09 to one digit past the 1625.1
decimal point.
=ROUND(1625.1,0) Rounds 1625.1 to zero digits past the 1625
decimal point.
=ROUND(1625,-1) Rounds 1625 to the nearest tens value. 1630
Activity 4a Calculating Pension Costs Using Nested IF, AND, and ROUND Functions Part 1 of 3
1. Open VRSalCost.
2. Save the workbook with the name 2-VRSalCost.
3. ViewRite contributes 5.575% of an employee’s salary into a privately managed company
retirement account if the employee works full time and earns more than $50,000 a year.
Calculate the pension benefit costs for eligible employees by completing the following steps:
a. Make cell H6 the active cell.
c. Click the Logical button in the Function Library group and then click IF at the drop-
down list.
d. If necessary, drag the Function Arguments dialog box down until all of row 6 can be seen
in the worksheet.

e. With the insertion point positioned in the Logical_test text box, type and(c6="FT",g6>50000)
and then press the Tab key. An AND function is required, since both conditions must
be true for the company to contribute to the pension plan. The two conditions—being
a full-time (FT) employee and having a salary over $50,000—are separated by a comma.
Note: Excel requires
having quotation marks
around text when it is 3e
used in a conditional
test formula.
3f
f. Type g6*5.575% in the
Value_if_true text box
and then press the Tab
3g
key.
g. Type 0 in the Value_if_
false text box and then
click OK.
h. Look at the formula =IF(AND(C6="FT",G6>50000),G6*5.575%,0) in the Formula bar.
Notice that the AND function is nested within the IF function. Since both conditions
for the first employee tested true, the pension cost is calculated.
4. With cell H6 selected, increase the number of digits after the display point to three. Use
the ROUND function to round the pension amount to the nearest penny by completing
a. Click to the right of the equals sign in the
4c
Formula bar.
b. Type round( and then press the End key
to move to the end of the formula.
c. Type ,2) and then press the Enter key.
d. Select cell H6, decrease the number of digits after the decimal
point to two, and then copy the formula in cell H6 to the range
H7:H14. Deselect the range. Notice that only the first four
employees have pension benefit values. This is because they 4d
are the only employees who both work full time and earn
over $50,000 a year in salary.
5. Save 2-VRSalCost.
Check Your Work
Activity 4b Calculating Health and Dental Costs Using Nested IF and OR Functions Part 2 of 3
1. With 2-VRSalCost open, make cell I6 the active cell.

2. ViewRite offers to pay the annual health premiums for employees not covered by other
medical plans. The company pays $3,600 per year per employee for family coverage,
$2,580 per year per employee for single coverage, and $0 per year if the employee declines
coverage. Calculate the cost for each employee who chose to join the health plan by
a. This formula requires a nested IF
statement, since the result will be $3,600, 2a
$2,580, or 0 depending on the contents
of cell D6. (An OR statement will not work for this formula, since two different health
premiums are used.) In cell I6, type =if(d6="Family",3600,if(d6="Single",2580,0)) and

then press the Enter key. Note: Recall that Excel requires the use of quotation marks
around text entries within an IF function.
b. Copy the formula in cell I6 to the range I7:I14. Notice the cells in column I for
which no values are entered. In column D in the corresponding row, the text Declined
displays. Excel returned a value of 0 in column I because the conditions D6="Family" and
D6="Single" both proved false.
3. ViewRite has negotiated a flat fee with its dental benefit service provider. The company
pays $2,750 per year for each employee, regardless of the type of coverage. However, the
service provider requires ViewRite to report each person’s coverage as Family or Single for
audit purposes. The dental plan is optional and some employees have declined coverage.
Calculate the cost of the dental plan by completing the following steps:
a. Make cell J6 the active cell.
b. If necessary, click the Formulas tab.
c. Click the Logical button and then click IF at the drop-down list.
d. If necessary, drag the Function Arguments dialog box down until all of row 6 can be seen
in the worksheet.
e. With the insertion point positioned in the Logical_test text box, type
or(e6="Family",e6="Single") and then press the Tab key. An OR function is appropriate
for calculating this benefit, since either condition can be true for the company to
contribute to the dental plan. The two conditions—being a family or being single—are
separated by a comma.
f. Type 2750 in the Value_if_true text box and then press the Tab key.
g. Type 0 in the Value_if_false text box and then click OK.
h. Look at the formula =IF(OR(E6="Family", E6="Single"),2750,0) in the Formula bar.
Notice that the OR function is nested within the IF function. Since cell E6 contains
neither Family nor Single, the OR statement tests false and 0 is returned in cell J6.
3e
3f
3g
i. Copy the formula in cell J6 to the range J7:J14 and then deselect the range.
3i
4. Save 2-VRSalCost.
Check Your Work

Using the IFS Logical Function
An alternative to using a nested IF function is to use an IFS function. The
result of the IFS function must test true; in contrast, the last argument of the IF
function tests false. If you can change the last argument to test true, then the IFS
function can be used instead of a nested IF function. If no condition tests true,
then the IFS function returns the error code #NA. The IFS function can test up
to 127 conditions. Unlike a nested IF function, an IFS function does not require
each argument to be enclosed in parentheses. This difference makes the IFS
function easier to read.
uick Steps The structure of the IFS function is =IFS(logical_test1,value_if_true1,logical_
Create IFS Formula test2,value_if_true2,...). Just as with a nested IF statement, Excel evaluates the first
1. Make cell active. logical_test. If the answer is true, then depending on what is entered for the
3. Click Logical
value_if_true, a calculation is performed and text or numbers are entered. If the
button. first logical_test is not true, then the next logical_test is evaluated and if the answer
4. Click IFS. is true, the value_if_true is placed in the cell. Excel stops evaluating the formula
5. Type conditional
test argument in once the logical_test has been answered as true. If the answer is never true, then
Logical_test1 text #NA is placed in the cell.
box.
6. Type argument in
Value_if_true1 text
box. Viewing Long Formulas in the Formula Bar
7. Add necessary Formulas containing nested or lengthy functions can get quite long and be
pairs of Logical_
tests and Value_if difficult to read when viewed in the Formula bar. To make a formula easier to
true. read, place each logical test on a separate line and expand the Formula bar.
8. Click OK.
To place an argument or logical test on a new line in the Formula bar, place
the insertion point immediately before the logical test and then press Alt + Enter.
To expand the Formula bar, hover the mouse pointer over the bottom of the bar
until the pointer turns into a two-headed arrow, click and hold down the left
mouse button, drag the border down until the new size is achieved, and then
release the mouse button. Figure 2.7 shows the IFS function for Activity 4c with
each argument displayed on a separate line in an expanded Formula bar.
Figure 2.7 IFS Function

Each argument is displayed on
a separate line and individual
arguments are separated by
commas. The IFS function does
not require each argument to be
enclosed in parentheses.

Activity 4c Calculating Bonuses Using an IFS Function Part 3 of 3
1. With 2-VRSalCost open, click the Bonus worksheet tab and then click in cell D5.
2. ViewRite offers an employee bonus based on sales. Enter a formula that uses an IFS
function using the following data:
Sales Bonus Percentage

>$749,999 1.5%
>$499,999 1%
>$349,999 0.75%
>$199,999 0.5%
Between $0 and $199,000 0%
Follow these steps to create the formula:

a. If necessary, click the Formulas tab.
b. Click the Logical button and then click IFS at the drop-down list.
c. Type c5>749999 in the Logical_test1 text box and then press the Tab key.
d. Type 1.5% in the Value_if_true1 text box and then press the Tab key.
e. Type c5>499999 in the Logical_test2 text box and then press the Tab key.
f. Type 1% in the Value_if_true2 text box and then press the Tab key.
g. With the insertion point in the Logical_test3 text box, type c5>349999 and then press
the Tab key.
2c
2d
2e
2f
2g

h. Type 0.75% in the
Value_if_true3 text 2h
box and then press
the Tab key.
i. In the Logical_test4 2i
text box type
c5>199999 and
2j
then press the Tab
key.
j. Type 0.5% in the 2k
Value_if_true4 text
box and then press
the Tab key. 2l
k. In the Logical_test5
text box type c5>0
l. Type 0% in the Value_if_true5 text box and then click OK.
3. Look at the formula in the Formula bar created by the Function Arguments dialog box:
=IFS(C5>749999,1.5%,C5>499999,1%,C5>349999,0.75%,C5>199999,0.5%,C5>0,0%).
4. Apply the Percent format, increase the number of decimals to two digits after the decimal
point, and then drag the fill handle into row 15.
5. View each argument on a separate line and then expand the Formula bar by completing
a. Click in the Formula bar after the second comma between 1.5% and C5 and then press
Alt + Enter.
5a
b. Click in the Formula bar after the second visible comma between 1% and C5 and then
press Alt + Enter.
c. Click in the formula bar after the second visible comma between 0.75% and C5 and
then press Alt + Enter.
d. Click in the formula bar after the second visible comma between 0.5% and C5 and then
press Alt + Enter.
e. Press the Enter key and then click in cell D5.
f. Hover the mouse pointer over the bottom of the Formula bar
until the pointer turns into a two-headed arrow, click and
hold down the left mouse button, drag the bottom of the bar
down until all the rows of the formula can be seen, and then 5f
6. Collapse the Formula bar by completing the following steps:
a. Hover the mouse pointer over the bottom of the Formula bar until
the pointer turns into a two-headed arrow.
b. Click and hold down the left mouse button, drag the bottom of the
bar up until only one row is displayed, and then release the mouse button.
7. Save, print and then close 2-VRSalCost.
Check Your Work

Chapter Summary
■ Using range names in formulas makes it easier to manage complex formulas and
helps others who work in or edit a worksheet to understand the purpose of a
formula more quickly.
■ Click the Name Manager button in the Defined Names group on the Formulas
tab to open the Name Manager dialog box. Use options at the Name Manager
dialog box to create, edit, or delete a range name or edit the cells that a range
name references.
■ To insert a formula click the Insert Function button in the Formula bar, click
the name of the function at the drop-down list, and then enter arguments at
the Insert Function dialog box. Alternatively, you can click a button in the
Function Library group on the Formulas tab, click the name of the function at
the drop-down list, and then enter arguments at the Insert Function dialog box.
■ The COUNTBLANK function counts the number of empty cells in a range.
The COUNTIF statistical function counts cells within a range that meet a
single criterion or condition; the COUNTIFS statistical function counts cells
within a range that meet multiple criteria or conditions.
■ Find the arithmetic mean of a range of cells that meet a single criterion or
condition using the AVERAGEIF statistical function. Use the AVERAGEIFS
statistical function to find the arithmetic mean for a range that meet multiple
criteria or conditions.
■ The math function SUMIF adds cells within a range that meet a single
criterion or condition. To add cells within a range based on multiple criteria or
conditions, use the SUMIFS math function.
■ The Lookup & Reference functions VLOOKUP and HLOOKUP look up data
in a reference table and return in the formula cell a value from a column or row,
respectively, in the lookup table.
■ The PPMT financial function returns the principal portion of a specified loan
payment within the term based on an interest rate, total number of payments,
and loan amount.
■ Using conditional logic in a formula requires Excel to perform a calculation
based on the outcome of a logical or conditional test, in which one calculation
is performed if the test proves true and another calculation is performed if the
test proves false.
■ A nested function is one function inside another function. Nest an IF function
to test an additional condition.
■ Use the ROUND function to modify the number of characters by rounding the
value.
■ Use the AND logical function to test multiple conditions. Excel returns TRUE
if all the conditions test true and FALSE if any of the conditions tests false.
■ The OR logical function also tests multiple conditions. The function returns
TRUE if any of the conditions tests true and FALSE if all the conditions test false.
■ The IFS logical function is similar to the IF function, but the IFS function does
not require each argument to be enclosed in parentheses and the results of the
IFS function must test true.
■ To make a formula containing a long function easier to read, place each logical
test on a separate line and expand the Formula bar.

Commands Review
financial functions Formulas, Function Library
Insert Function dialog box Formulas, Function Library Shift + F3
logical functions Formulas, Function Library
lookup and reference functions Formulas, Function Library
math and trigonometry functions Formulas, Function Library
Name Manager dialog box Formulas, Defined Names Ctrl + F3

Microsoft ®
Excel
®
3
CHAPTER
Working with Tables

and Data Features
1 Create a table in a worksheet
2 Expand a table to include new rows and columns
3 Add a calculated column in a table
4 Format a table by applying table styles and table style options
5 Name a table
6 Add a Total row to a table and formulas to sum cells
7 Sort and filter a table
8 Use Data Tools to split the contents of a cell into separate columns
9 Remove duplicate records
10 Restrict data entry by creating validation criteria
11 Convert a table to a normal range
12 Create and modify subtotals of data and select data from
different outline levels
13 Group and ungroup data
A table is a range that can be managed separately from other rows and columns in a
worksheet. Data in a table can be sorted, filtered, and totaled as a separate unit. A
worksheet can contain more than one table, which allows managing multiple groups
of data separately within the same workbook. In this chapter, you will learn how to
use the table feature to manage a range. You will use tools to validate data, search
for and remove duplicate records, and convert text to a table. You will also convert
a table back to a normal range and use data tools such as grouping related records
and calculating subtotals.
Data Files
The online
course includes
resources.
59

Activity 1 Create and Modify a Table in a 4 Parts
Billing Summary Worksheet
You will convert data in a billing summary worksheet to a table and then modify
the table by adding a row and calculated columns, applying table styles and
sorting and filtering the data.
Tutorial Formatting Data as a Table

Creating, A table in Excel is similar in structure to a database. Columns are called fields. Each
Formatting, and field is used to store a single unit of information about a person, place, or object.
Naming a Table
The first row of a table contains the column headings and is called the field names
row or header row. Each column heading in the table should be unique. Below the
uick Steps field names, data is entered in rows called records. A record contains all the field
Create Table
1. Select range. values related to the single person, place, or object that is the topic of the table.
2. Click Quick Analysis No blank rows exist within the table, as shown in Figure 3.1.
button.
3. Click Tables tab. To create a table in Excel, enter the data in the worksheet and then define the
4. Click Table button. desired range as a table using the Table button in the Tables group on the Insert
5. Deselect range. tab, the Format as Table button in the Styles group on the Home tab, Ctrl + T,
or the Table button on the Tables tab in the Quick Analysis button at the bottom
Table right of the selected range. Before converting a range to a table, delete any blank
rows between the column headings and the data or within the data range.
Figure 3.1 Worksheet with the Range Formatted as a Table

The first row of a table contains field
names and is called the header row.
A row in a table A column in a table contains a single unit of

is called a record. information for each record and is called a field.
60 Excel Level 2 | Unit 1 Chapter 3 | Working with Tables and Data Features

Activity 1a Converting a Range to a Table Part 1 of 4
1. Open BillSumOctWk1.
2. Save the workbook with the name 3-BillSumOctWk1. 3b
3. Convert the billing summary data to a table by
a. Select the range A4:I24. 3c
c. Click the Table button in the Tables group.
d. At the Create Table dialog box with =$A$4:$I$24
selected in the Where is the data for your table? text box
and the My table has headers check box selected, click OK. 3d
e. Deselect the range.
4. Select columns A through I and AutoFit the column widths.
5. Deselect the columns.
6. Save 3-BillSumOctWk1.
Check Your Work
Tutorial Modifying a Table

Adding a Row Once a table has been defined, typing new data in the row immediately below the
to a Table last row of the table or in the column immediately right of the last column causes
the table to automatically expand to include the new entries. Excel displays the
Tutorial AutoCorrect Options button when the table is expanded. Click the button to
Applying Table display a drop-down list with the options Undo Table AutoExpansion and Stop
Style Options Automatically Expanding Tables. To add data near a table without having the table
and Adding a expand, leave a blank column or row between the table and the new data.
Calculated Column
Typing a formula in the first record of a new table column automatically creates
uick Steps a calculated column. In a calculated column, Excel copies the formula from the first
Add Calculated cell to the remaining cells in the column immediately after the formula is entered.
Column The AutoCorrect Options button appears when Excel converts a column to a
1. Type formula in first calculated column. Click the button to display the options Undo Calculated Column,
record in column.
2. Press Enter key. Stop Automatically Creating Calculated Columns, and Control AutoCorrect Options. If the
formula is entered by typing the cell references, as in Activity 1b, a normal formula
is entered. If the formula is entered by selecting the cells or ranges involved, Excel
inserts a structured reference using the column name instead of the cell or range
reference. For example, if the formula entered in Activity 1b Step 2b were entered
by selecting the cells instead of typing the references, the formula in cell J5 would
be =[@[Billable Hours]]*[@Rate] instead of H5*I5.
Activity 1b Adding a Row and Calculated Columns to a Table Part 2 of 4
1. With 3-BillSumOctWk1 open, add a new record to the table by completing the following
steps:
a. Make cell A25 active, type RE-522, and then press 1a
the Tab key. Excel automatically expands the table
to include the new row and displays the AutoCorrect
Options button. AutoCorrect Options button
Excel Level 2 | Unit 1 Chapter 3 | Working with Tables and Data Features 61

b. With cell B25 active, type the remainder of the record as follows. Press the Tab key to
move from column to column in the table.
Client 10512
Date 10/8/2021
Client Name Connie Melanson
Attorney FName Kyle
Attorney LName Williams
Area Real Estate
Billable Hours 2.5
c. With cell I25 active, type 250 and then press the Enter key. (If you press the Tab key, a
new table row will be created.)
2. Add a calculated column to multiply the billable hours times the rate by completing the
following steps:
a. Make cell J4 active, type Fees Due, and then press the Enter
2a
key. Excel automatically expands the table to include the new
column.
b. With cell J5 active, type =h5*i5 and then press the Enter key.
2b
Excel creates a calculated column and copies the formula to
the rest of the rows in the table.
c. Double-click the column J boundary to AutoFit the column.
3. Calculate the 6.5% tax owing using a structured reference and a
ROUND function that rounds the result to two digits after the
decimal point by completing the following steps:
a. Make cell K4 active, type Taxes Due, and then press the Enter
key.
b. With cell K5 active, type =round(, click in cell J5, type
*.065,2), and then press the Enter key. Excel creates a
calculated column using a structured reference and copies the
formula to the rest of the rows in the table.
c. Double-click the column K boundary to AutoFit the column.
4. Adjust the centering and fill color of the titles across the top of
the table by completing the following steps:
a. Select the range A1:K1 and then click the Merge & Center button in the Alignment
group on the Home tab two times.
b. Select the range A2:K2 and then press the F4 function key to repeat the command to
merge and center row 2 across columns A through K.
c. Select the range A3:K3 and then press the F4 function key to repeat the command to
merge and center row 3 across columns A through K.
Check Your Work

Applying Table Styles, Table Style Options,
and Table Properties
uick Steps The contextual Table Tools Design tab, shown in Figure 3.2, contains options for
Change Table Style formatting the table. Apply a different visual style to a table using the Table Styles
1. Make table cell gallery. Excel provides several table styles, which are categorized by Light, Medium,
active.
2. If necessary, click
and Dark color themes. By default, Excel bands the rows within the table, which
Table Tools Design means that even-numbered rows are formatted differently from odd-numbered
tab. rows. Banding rows or columns makes it easier to read data across a row or down
3. Click style in Table
Styles gallery. a column in a large table. The banding can be removed from the rows and/or
OR added to the columns. Insert a check mark in the First Column or Last Column
3. Click More button in check box in the Table Style Options group to add emphasis to the first or last
Table Styles gallery.
4. Click desired style at column in the table by formatting them differently from the rest of the table. Use
drop-down gallery. the Header Row check box to show or hide the column headings in the table. Use
Add Total Row the Filter Button check box to remove the filter arrows from the header row.
1. Make table cell
active. Click the Total Row check box or click the keyboard shortcut Ctrl + Shift + T
2. If necessary, click to add a total row. Adding a Total row causes Excel to add the word Total in the
Table Tools Design leftmost cell of a new row at the bottom of the table. A Sum function is added
tab.
3. Click Total Row automatically to the last numeric column in the table. Click in a cell in the Total
check box. row to display an option box arrow that when clicked displays a pop-up list; a
4. Click in cell in Total function formula can be selected from this list.
row.
5. Click option box A table name is a unique name used to reference an entire table and helps users
arrow.
6. Click function.
easily identify the table if the workbook contains more than one. The table name
Name Table
appears in the Table Name text box. To name a table, click in any cell in the table,
1. Make table cell type the name in the Table Name text box in the Properties group on the Table
active. Tools Design tab, and then press the Enter key. To select a table, click its name
2. If necessary, click in the Name box. If a cell within a table is referenced in a formula in another cell
Table Tools Design
tab. outside the table then the name of the table is included in the formula.
3. Type table name in
Table Name text box.
4. Press Enter key.
Figure 3.2 Table Tools Design Tab

Click this check box to add a Total Click this check box Add emphasis to the first or
row to the table. Once you add to show or hide the last column with these check
the Total row, you can choose the column headings in boxes. The formatting depends
function to apply to numeric columns. the table. on the table style in effect.
To change the title of a By default, the Banded Rows check box Use this option to format Uncheck this check
table from the default contains a check mark, which means even- every other column using box to remove the filter
title, Table#, type a numbered rows are formatted differently a different fill color and/or arrows from the header
descriptive name in the from odd-numbered rows. The formatting to add borders, depending row.
Table Name text box. depends on the table style in effect. on the table style in effect.

Activity 1c Formatting a Table and Adding a Total Row and a Structured
Reference Formula Part 3 of 4
1. With 3-BillSumOctWk1 open, change the table style by completing the following steps:
a. Click in any cell in the table to activate the table.
b. Click the Table Tools Design tab.
c. Click the More button in the Table Styles gallery.
d. Click White, Table Style Medium 15 at the drop-down gallery (first column, third row in
the Medium section). Notice that the header row stays a dark blue and does not change
to black.
1d
2. Change the table style options to remove the row banding, insert column banding, and
emphasize the first column by completing the following steps:
a. Click the Banded Rows check box in the Table Style Options group on the Table Tools
Design tab to remove the check mark. All the rows in the table are now formatted the
same.
b. Click the Banded Columns check box in the Table Style Options group to insert a check
mark. Every other column in the table is now formatted differently.
c. Click the First Column check box in the Table Style Options group to insert a check mark.
Notice that a darker fill color and reverse font color are applied to the first column.
2c
2a 2b
d. Click the Header Row check box in the Table Style Options group to remove the check
mark. Notice that the first row of the table (the row containing the column headings)
disappears and is replaced with empty cells. The row is also removed from the table range
definition.
e. Click the Header Row check box to insert a check mark and redisplay the column headings.
f. Click in the Table Name text box in the Properties group, type OctWk1, and then press
the Enter key.

3. Add a Total row and add function formulas by completing the following steps:
a. Click the Total Row check box in the Table Style Options group to add a Total row to the
bottom of the table. Excel formats row 26 as a Total row, adds the label Total in cell A26,
and automatically creates a Sum function in cell K26.
b. Select the range K5:K26 and then apply comma formatting.
c. In the Fees Due column, make cell J26
active, click the option box arrow that
appears just right of the cell, and then
click Sum at the pop-up list.
d. Make cell B26 active, click the The Taxes Due column
automatically sums
option box arrow that appears, 3c when a Total row is
and then click Count at the added in Step 3a.
pop-up list.
3d
4. Click in cell M4 and type Proposed Tax Rate and then press the Enter key.
5. With the insertion point in cell M5 create a structured reference formula that calculates a
proposed tax decrease of 15% on the current taxes due by completing the following steps:
a. Type =round(, click in cell K5, type *0.85,2), and then press the Enter key. Excel creates
a structured reference formula using the table name and the column name.
b. Click in cell M5 and look at the formula =ROUND(OctWk1[@[Taxes Due]]*0.85,2) in
the Formula bar.
c. Copy the formula down into cell M25.
d. Apply Comma formatting and then deselect the range.
6. Click the Page Layout tab and change the Width option to 1 page in the Scale to Fit group.
7. Preview and then print the worksheet.
8. Delete the data in column M.
Check Your Work
Sorting and Filtering a Table

By default, Excel displays a filter arrow next to each label in the table header row.
Tutorial Click the filter arrow to display a drop-down list with the same sort and filter
Sorting a Table options used in Chapter 1.
A table can also be filtered using the Slicer feature. When a Slicer is added, a
Tutorial Slicer pane containing all the unique values for the specified field is opened. Click
Filtering a Table an option in the Slicer pane to immediately filter the table. Add several Slicer
panes to filter by more than one field, as needed.
Tutorial To insert a Slicer pane, make any cell within the table active, click the Table
Filtering a Table Tools Design tab if necessary, and then click the Insert Slicer button in the Tools
with a Slicer group. Excel opens the Insert Slicers dialog box, which contains a list of the fields
Slicer

uick Steps in the table with a check box next to each field. Click to insert a check mark in
Sort or Filter Table the check box for each field to be filtered and then click OK. Click the option that
1. Click filter arrow. the list is to be filtered on. Use the Shift and Ctrl keys to select several adjacent
2. Click sort or filter
options.
and nonadjacent options respectively or click the Multi-Select button at the top of
3. Click OK. the Slicer pane.
Custom Sort Table
button.
2. Click Custom Sort.
3. Define sort levels.
4. Click OK.
Activity 1d Sorting and Filtering a Table Part 4 of 4
1. With 3-BillSumOctWk1 open, filter the table by

attorney last name to print a list of billable hours for
O’Donovan by completing the following steps:
a. Click the filter arrow next to Attorney LName in
cell F4. 1b
b. Click the (Select All) check box to remove the check
mark.
c. Click the O’Donovan check box to insert a check mark
and then click OK. The table is filtered to display only
those records with O’Donovan in the Attorney LName
field. The Sum functions in columns J and K reflect
the totals for the filtered records only. 1c
d. Print the filtered worksheet.
2. Redisplay all the records by clicking the Attorney LName
filter arrow and then clicking Clear Filter From “Attorney
LName” at the drop-down list.
3. Click the Filter Button check box in the Table Style Options
group on the Table Tools Design tab to remove the check
mark. Notice that the filter arrows disappear from the
header row.
4. Filter the table with Slicers using the area of law by
a. With any cell active in the table, click the Insert Slicer
button in the Tools group.
b. At the Insert Slicers dialog box, click the Area check
box to insert a check mark and then click OK. Excel 4b
inserts a Slicer pane in the worksheet with all the areas
of law listed.
c. If necessary, position the mouse pointer at the top of
the Area Slicer pane until the pointer changes to a
four-headed arrow and then drag the pane to an empty
location at the right of the table.

d. Click Corporate in the Area Slicer pane to filter the table. Excel filters the table by the
Corporate area.
e. Click the Multi-Select button in the Slicer pane and then click Employment. Excel adds
the Employment area to the filter.
6. Click the Clear Filter button at the top right of the Area Slicer pane to redisplay all the data.
The Area Slicer 6

pane has filtered
the table by
Corporate and 4d-
Employment. 4e
7. Click in the Area Slicer pane and then press the Delete key to remove the Slicer pane.
8. Use the Sort dialog box to sort the table first by attorney last name, then by area of law,
and then by client name by completing the following steps:
a. With any cell within the table active, click the Home tab.
b. Click the Sort & Filter button in the Editing group and then click Custom Sort at the
drop-down list.
c. At the Sort dialog box, click the Sort by option box arrow in the Column section and then
click Attorney LName at the drop-down list. The default options for Sort On and Order are
correct since the cell values are to be sorted in ascending order.
d. Click the Add Level button.
e. Click the Then by option box arrow and then click Area at the drop-down list.
f. Click the Add Level button.
g. Click the second Then by option box arrow and then click Client Name at the drop-down
list.
h. Click OK.
8d,
8e
8f
8c
8g 8h
9. Print the sorted table.

Check Your Work

Activity 2 Use Data Tools to Split Data and Ensure Data Integrity 5 Parts
in a Billing Summary Workbook for a Law Office
You will use Excel’s data tools in a billing summary workbook to split clients’ first
and last names into two columns, remove duplicate records, and restrict the type
of data that can be entered into a field.
Working with Data Tools

The Data Tools group on the Data tab, shown in Figure 3.3, includes useful features
for working with data in tables.
Tutorial Separating Data Using Text to Columns

Separating Data When data in one field needs to be separated in multiple columns, use the Text to
Using Text to Columns feature. For example, a column that has first and last names in the same
Columns
cell can be split so the first name appears in one column and the last name appears
Text to in a separate column. Breaking up the data into separate columns better facilitates
Columns sorting and other data management tasks.
Before using the Text to Columns feature, insert the required number of blank
uick Steps columns to separate the data immediately right of the column to be split. Select
Split Text into
Multiple Columns
the column to be split and then click the Text to Columns button to start the
1. Insert column(s). Convert Text to Columns Wizard. Work through the three dialog boxes of the
2. Select data to be wizard to separate the data.
split.
3. Click Data tab.
4. Click Text to Figure 3.3 Data Tools Group on the Data Tab
Columns button.
5. Click Next at first
dialog box.
6. Select delimiter
check box.
7. Click Next.
8. Click Finish.
Activity 2a Separating Client Names into Two Columns Part 1 of 5
1. With 3-BillSumOctWk1 open, save the workbook with the name 3-BillSumOctWk1-2.
2. Modify the custom sort to sort the table first by date (oldest to newest) and then by client
(smallest to largest) by completing the following steps:
a. Click the Sort & Filter button in the Editing group on the Home tab and then click Custom
Sort at the drop-down list.
b. At the Sort dialog box, click the first Sort by option box
arrow in the Column section and then click Date at the
drop-down list.
c. Click the first Then by option box arrow in the Column
section and then click Client at the drop-down list.
d. Click the second Then by on the third line and then click
the Delete Level button. 2d
e. Click OK.

3. Split the client first and last names in column D into two columns by completing the
following steps:
a. Right-click column letter E at the top of the worksheet area and then click Insert at the
shortcut menu to insert a blank column between the Client Name and Attorney FName
columns in the table.
b. Select the range D5:D25.
c. Click the Data tab.
d. Click the Text to Columns button in the
Data Tools group.
e. At the Convert Text to Columns
Wizard - Step 1 of 3 dialog box,
with Delimited selected in the
Choose the file type that best describes 3e
your data section, click Next.
f. In the Delimiters section of the Convert
Text to Columns Wizard - Step 2 of 3
dialog box, click the Space check box to
insert a check mark and then click Next.
The Data preview section of the dialog
box updates after the Space check box is
clicked to show the names split into two
columns. 4 5
Client first
and last
3f
names are
split into two
columns in
Steps 6a–6g.
g. Click Finish at the last Convert Text to

Columns Wizard dialog box to accept
the default General data format for both
columns.
h. Deselect the range.
4. Make cell D4 active, change the label to Client FName, and then AutoFit the column width.
5. Make cell E4 active, change the label to Client LName, and then AutoFit the column width.
6. Save 3-BillSumOctWk1-2.
Check Your Work
Tutorial Identifying and Removing Duplicate Records

Identifying Excel can compare records within a worksheet and automatically delete duplicate
and Removing rows based on the columns selected that might contain duplicate values. All the
Duplicate Records
columns are selected by default when the Remove Duplicates dialog box, shown in

uick Steps Figure 3.4, is opened. Click the Unselect All button to remove the check marks
Remove Duplicate from all the columns, click the individual columns to compare, and then click OK.
Rows Excel automatically deletes the rows that contain duplicate values, and when the
1. Select range or
make cell active in
operation is completed, it displays a message with the number of rows that were
table. removed from the worksheet or table and the number of unique values that remain.
2. Click Data tab.
3. Click Remove Consider conditionally formatting duplicate values first to view the records
Duplicates button. that will be deleted. To do this, use the Duplicate Values option. Access this option
4. Select columns to by clicking the Conditional Formatting button in the Styles group on the Home
compare.
5. Click OK two times. tab and then pointing to Highlight Cells Rules at the Conditional Formatting drop-
down list.
Remove Excel includes the Remove Duplicates button in the Data Tools group on the
Duplicates Data tab and in the Tools group on the Table Tools Design tab. Click Undo to
restore any duplicate rows removed by mistake.
Figure 3.4 Remove Duplicates Dialog Box
Choose the columns

in which Excel is
to compare data
and flag duplicate
entries for removal.
Activity 2b Removing Duplicate Rows Part 2 of 5
1. With 3-BillSumOctWk1-2 open, remove the duplicate rows in the billing summary table
a. With any cell in the table active, click the Remove Duplicates button in the Data Tools
group on the Data tab.
b. At the Remove Duplicates dialog box with all the columns selected in the Columns list
box, click the Unselect All button.
c. In the billing summary table, only
one record should be assigned per file
per date, since the attorneys record
once per day the total hours spent on
each file. (Records are duplicates if the 1c 1b
same values exist in the two columns
that store the file number and date).
Click the File check box to insert a
check mark. 1d
d. Click the Date check box to insert a
check mark and then click OK.
e. Click OK at the Microsoft Excel message
box stating that a duplicate value was
found and removed and that 20 unique
1e
values remain.

2. Scroll down the worksheet to view the total in cell L25. Compare the total with the
printout from Activity 1d, Step 5. Notice that the total of the taxes due is now 1,433.50
compared with 1,500.04 in the printout.
Check Your Work
Tutorial Validating Data Entry

Validating Data Excel’s data validation feature allows controlling the type of data that is accepted
Entry for entry in a cell. The type of data can be specified, along with parameters that
Data validate whether the entry is within a certain range of acceptable values, dates,
Validation times, or text lengths. A list of values can also be set up that displays as a drop-
down list when the cell is made active.
uick Steps To do this, click the Data Validation button in the Data Tools group on the
Create Data Data tab. At the Data Validation dialog box, shown in Figure 3.5, choose the type
Validation Rule
of data to be validated in the Allow option box on the Settings tab. Additional list
1. Select range.
2. Click Data tab. or text boxes appear in the dialog box depending on the option chosen in the
3. Click Data Allow drop-down list.
Validation button.
4. Specify validation If a custom number format adds punctuation or text that appears in a cell,
criteria in Settings ignore the added characters when validating or restricting data entry. For example,
tab.
5. Click Input a cell that contains the number 1234, has a custom number format "PD-"####,
Message tab. and displays as PD-1234 has a text length equal to four characters.
6. Type input message
title and text. In addition to defining acceptable data entry parameters, there is the option
7. Click Error Alert tab. of adding an input message and an error alert message to the range. Customized
8. Select error style. text can be added to define these messages.
9. Type error alert title
and message text. When a cell to which data validation rules apply is made active, an input
10. Click OK. message displays. This kind of message is informational in nature. An error alert
message appears when incorrect data is entered in a cell. There are three styles of
error alerts, and a description and example of each type is provided in Table 3.1.
If an error alert message has not been defined, Excel displays the Stop error alert
with this default error message: The value you entered is not valid. A user has restricted
values that can be entered into this cell.
Figure 3.5 Data Validation Dialog Box with the Settings Tab Selected
Specify the type of data that

can be entered into cells in
the range by specifying one
of the following options:
Whole number, Decimal,
List, Date, Time, Text length,
or Custom. Other parameter
boxes may also appear,
depending on the selection
made in the Allow option box.

Table 3.1 Data Validation Error Alert Message Styles
Error Alert Error Alert
Icon Style Description Message Box Example
Stop Prevents the data from being
entered into the cell. The error
alert message box provides
three buttons to ensure that
new data is entered.
Warning Does not prevent the data from
being entered into the cell. The
error alert message box provides
four buttons below the prompt
Continue?
Information Does not prevent the data from
being entered into the cell. The
error alert message box provides
three buttons below the error
message.
Activity 2c Restricting Data Entry to Dates within a Range Part 3 of 5
1. With 3-BillSumOctWk1-2 open, create a validation rule, input message, and error alert
for dates in the billing summary worksheet by completing the following steps:
b. Click the Data Validation button in the Data Tools group on the Data tab.
c. With Settings the active tab in the Data Validation dialog box, click the Allow option
box arrow (displays Any value) and then click
Date at the drop-down list. Validation options 1f
are dependent on the Allow setting. When Date
is chosen, Excel adds Start date and End date text
boxes to the Validation criteria section.
d. With between selected in the Data option box, 1c
click in the Start date text box and then type
10/4/2021. 1d
e. Click in the End date text box and then type
10/8/2021. (Since the billing summary worksheet 1e
is for the work week of October 4 to 8, 2021,
entering this validation criteria will ensure that
only dates between the start date and end
date are accepted.) 1i
f. Click the Input Message tab.
g. Click in the Title text box and then type
Billing Date. 1g
h. Click in the Input message text box and then
type This worksheet is for the week of
October 4 to October 8 only. 1h
i. Click the Error Alert tab.

j. With Stop selected in the Style option box, click in the Title text box and then type
Date is outside accepted range.
k. Click in the Error message text box and then type Please enter a date from October 4 to
October 8, 2021.
l. Click OK. Since the range is active for which the data validation rules apply, the input
message box appears.
1j
1k
1l
m. Deselect the range.

2. Add a new record to the table to test the date validation rule by completing the following
steps:
a. Right-click row number 25 and then click Insert at the 2b 2c
shortcut menu to insert a new row into the table.
b. Make cell A25 active, type PL-348, and then
press the Tab key.
c. Type 10420 in the Client column and then
press the Tab key. The input message title and
text appear when the Date column is made
active.
d. Type 10/15/2021 and then press the Tab key.
Since the date entered is invalid, the error alert
message box appears. 2d
e. Click the Retry button.
f. Type 10/8/2021 and then press the Tab key.
g. Enter the data in the remaining fields as follows
(pressing the Tab key to move from column to
column and pressing the Enter key after the fees
due calculation is done):
Client FName Alexander
Client LName Torrez 2e
Attorney FName Rosa
Attorney LName Martinez
Area Patent
Billable Hours 2.25
Rate 325.00
Check Your Work

Activity 2d Restricting Data Entry to Values within a List Part 4 of 5
1. With 3-BillSumOctWk1-2 open, create a list of values allowed in a cell by completing the
following steps:
a. Select the range J5:J25.
b. Click the Data Validation button in the Data Tools group on the Data tab.
c. If necessary, click the Settings tab.
d. Click the Allow option box arrow and then click List at the drop-down list.
e. Click in the Source text box and then type 195.00,205.00,250.00,325.00.
f. Click OK.
1d
1e
1f
g. Deselect the range.

2. Add a new record to the table to test the rate validation list by completing the following steps:
a. Right-click row number 26 and then click Insert at the shortcut menu to insert a new
row in the table.
b. Make cell A26 active and then type data in the fields as follows (pressing the Tab key to
move from column to column):
File IN-745
Client 10210
Date 10/8/2021
Client FName Victor
Client LName Boscovic
Attorney FName Rosa
Attorney LName Martinez
Area Insurance
Billable Hours 1.75
c. At the Rate field, the validation list becomes active and an option box arrow appears
at the right of the cell. Type 225.00 and then press the Tab key to test the validation
rule. Since no error alert message was
entered, the default message appears.
2d
d. Click the Cancel button. The value is
cleared from the field.
e. Make cell J26 the active cell, click the
option box arrow at the right of the
cell, click 325.00 at the drop-down list.
3. Save 3-BillSumOctWk1-2. 2e
Check Your Work

Activity 2e Ensuring Data Entered Is a Specified Text Length Part 5 of 5
1. With 3-BillSumOctWk1-2 open, create a validation rule to ensure that all client
identification numbers are five characters (to be compatible with the firm’s accounting
system) by completing the following steps:
a. Select the range B5:B26 and then click the Data Validation button in the Data Tools
group on the Data tab.
b. With the Settings tab active, click the Allow option box arrow and then click Text length at
the drop-down list.
c. Click the Data option box arrow and then click equal to at the drop-down list.
d. Click in the Length text box and then type 5.
e. Click OK.
1b
1c
1d 1e
f. Deselect the range.

2. Add a new record to the table to test the client identification validation rule by completing
a. Right-click row number 27 and then click Insert at the shortcut menu.
b. Make cell A27 active, type FL-325, and then press the Tab key.
c. Type 1010411 in cell B27 and then press the Tab key. Since this value is greater than
the number of characters allowed in the cell, the default error message appears.
d. Click the Retry button.
e. Delete the selected text, type 1010, and then press the Tab key. Since this value is less
than the specified text length, the default error message appears again. (Using a Text
Length validation rule ensures that all entries in the range have the same number of
characters. This rule is useful for validating customer numbers, employee numbers,
inventory numbers, or any other data that requires a consistent number of characters.)
f. Click the Cancel button, type 10104, and then press the Tab key. Since this entry is five
characters in length, Excel moves to the next field.
g. Enter the remaining fields as follows:
Date 10/8/2021
Client FName Joseph
Client LName Ferreira
Attorney FName Marty
Attorney LName O’Donovan
Area Divorce
Billable Hours 5.75
Rate 205.00
3. Save and then print 3-BillSumOctWk1-2.
Check Your Work

Activity 3 Group and Subtotal Related Records 4 Parts
in a Billing Summary Workbook for a Law Office
You will open a billing summary workbook and convert the billing summary table
to a normal range, sort the rows by the attorney names, and then add subtotals
to display total fees due, a count of fees, and the average billable hours and fees
due for each attorney.
Tutorial Converting a Table to a Normal

Converting a Table
to a Normal Range Range and Subtotaling Related Data
and Subtotaling A table can be converted to a normal range using the Convert to Range button in
Related Data
the Tools group on the Table Tools Design tab. Convert a table to a range to use
Convert to the Subtotal feature or when the data no longer needs to be treated as a table,
Range independent of the data in the rest of the worksheet. Remove some or all the table
styles before converting the table to a range. Use the Clear button in the Table
Subtotal Styles gallery or click the individual options in the Table Style Options group to
remove any unwanted formatting.
uick Steps A range of data with a column that has multiple rows with the same field
Convert Table
to Range
value can be grouped and subtotals can be created for each group automatically by
1. Make table cell active. using the Subtotal button in the Outline group on the Data tab. For example, a
2. Click Table Tools worksheet with multiple records with the same department name in a field can be
Design tab. grouped by department name and a subtotal of a numeric field can be calculated
3. Click Convert to
Range button. for each department. Choose from a list of functions for the subtotal, such as
4. Click Yes. Average and Sum. Before creating subtotals, sort the data by the fields in which
Create Subtotal the records are to be grouped. Remove any blank rows within the range that is to
1. Select range. be grouped and subtotaled.
2. Click Data tab.
3. Click Subtotal button. Excel displays a new row with a summary total when the field value for the
4. Select field to group specified subtotal column changes. A grand total is also automatically included at
by in At each change
in option box. the bottom of the range. Excel displays the subtotals with buttons along the left
5. Select function in Use of the worksheet area. These buttons are used to show or hide the details for each
function option box. group using the Outline feature. Excel can create an outline with up to eight levels.
6. Select field(s) to
subtotal in Add Figure 3.6 illustrates the data that will be grouped and subtotaled in Activity 3a;
subtotal to list box.
7. Click OK.
the data is displayed with the worksheet at level 2 of the outline. Figure 3.7 shows
the same worksheet with two attorney groups expanded to show the detail records.
Figure 3.6 Worksheet with Subtotals by Attorney Last Name Displayed at Level 2 of Outline
outline level buttons
Hide Detail Show Detail

button button

Figure 3.7 Worksheet with Subtotals by Attorney Last Name with Martinez and Sullivan Groups Expanded
Activity 3a Converting a Table to a Normal Range and Subtotaling Related Data Part 1 of 4
1. With 3-BillSumOctWk1-2 open, save the workbook with the name

3-BillSumOctWk1-3.
2. Remove style options and convert the table to a normal range to group and subtotal the
records by completing the following steps:
a. Click in any cell in the table and then click the Table Tools Design tab.
b. Click the Total Row check box in the Table Style Options group to remove the Total row
from the table. The Subtotal feature includes a grand total automatically, so the Total
row is no longer needed.
c. Click the Banded Columns check box in the Table Style Options group to remove the
banded formatting.
d. Click the Convert to Range button in the Tools group.
e. Click Yes at the Microsoft Excel message box asking if you want to convert the table to a
normal range.
2e
3. Sort the data by the fields to be subtotaled and grouped by completing the following steps:
a. Select the range A4:L27.
b. Click the Sort & Filter button in the Editing group on the Home tab and then click
Custom Sort at the drop-down list.

c. At the Sort dialog box, define three levels to group and sort the records as follows:
Column Sort On Order
Attorney LName Cell Values A to Z
Client Cell Values Smallest to Largest
Date Cell Values Oldest to Newest
d. Click OK.
3c
3d
4. Create a subtotal for the fees and taxes due at each change in attorney last name by
a. With the range A4:L27 still selected, click the Data tab.
b. Click the Subtotal button in the Outline group.
4b
c. At the Subtotal dialog box, click the At each change in option box
arrow (which displays File), scroll down the list, and then click
Attorney LName.
d. Click the Fees Due check box in the Add subtotal to list box to add a checkmark. Excel adds
subtotals to the Fees Due and Taxes Due columns.
e. With Use function set to Sum, click OK.
4c
4d
4e
f. Deselect the range.

5. Select columns A through L and AutoFit the column widths. Deselect the columns.
Check Your Work

Activity 3b Working with Outline Levels Part 2 of 4
1. With 3-BillSumOctWk1-3 open, show and hide levels in the outlined worksheet by
a. Click the level 1 button at the top left of the worksheet area
below the Name text box. Excel collapses the worksheet to 1a
display only the grand total of the Fees Due and Taxes Due
columns.
b. Click the level 2 button to display the subtotals by attorney last
names. Notice that a button with a plus symbol (+) displays next 1b
to each subtotal in the Outline section at the left of the worksheet
area. The button with the plus symbol is the Show Detail
button and the button with the minus symbol (–) is the Hide
Detail button. Compare your worksheet with the one shown in
Figure 3.6 (on page 76).
c. Click the Show Detail button (which displays as a plus symbol)
next to the row with the Martinez subtotal. The detail rows for
the group of records for Martinez are displayed.
d. Click the Show Detail button next to the row with the Sullivan
subtotal. 1c
e. Compare your worksheet with the one shown in Figure 3.7 (on
page 77).
f. Click the level 3 button to display all the detail rows.
Modifying Subtotals
uick Steps Modify subtotals to include more than one type of calculation. For example, if
Add Additional subtotals are inserted that sum data, subtotals that count and average the same
Subtotal data can be added. When a new subtotal is added, it is placed above the existing
1. Select range.
2. Click Data tab.
subtotal or subtotals.
3. Click Subtotal button. To add a subtotal to a data range that already has one or more subtotals, select
4. Select field to group
by in At each change a cell in the range that has been subtotaled and then click the Subtotal button in
in option box. the Outline group on the Data tab. Select the field to insert the new subtotal at
5. Select function in Use the At each change in drop-down list, select a function for the new subtotal at the
function option box.
6. Select field(s) to Use function drop-down list, click the check box to insert a check mark for the field
subtotal in Add to which you are adding a subtotal, click the Replace current subtotals check box to
subtotal to list box. remove the check mark, and then click OK.
7. Click Replace current
subtotals check box To replace all the subtotals, click in a cell in the range; display the Subtotal
to remove check dialog box; select the location, function, and field or fields for the replacement;
mark.
8. Click OK. verify that the Replace current subtotals check box contains a check mark; and then
click OK.
To remove all the subtotals, select a cell in the range that has been subtotaled,
click the Subtotal button, and then click the Remove All button.

Selecting Data from Different Outline Levels
Find & Select
By default, when a subtotal or grand total is selected in a collapsed outline, the
underlying data is also selected. To select only specific subtotals and/or grand
totals, click the Find & Select button in the Editing group on the Home tab, click
uick Steps the Go To Special option to display the Go To Special dialog box, click the Visible
Select Visible Cells cells only radio button to insert a bullet, and then click OK. After you have selected
Only
1. Click Find & Select
the visible subtotals, you can copy them to a new range or format the cells
button. containing them.
2. Click Go to Special
option.
3. Click Visible cells
only radio button.
4. Click OK.
Activity 3c Modifying and Formatting Subtotals Part 3 of 4
1. With 3-BillSumOctWk1-3 open, add a subtotal to count the 1c

number of billable records for each attorney for the week
a. Select the range A4:L32 and then click the Subtotal
button in the Outline group on the Data tab. The
Subtotal dialog box opens with the settings used for the
subtotals created in Activity 3a.
b. Click the Replace current subtotals check box to remove
the check mark. With this check box cleared, Excel
adds another subtotal row to each group. 1d
c. Click the Use function option box arrow and then 1e
click Count at the drop-down list.
d. Click the Fees Due check box in the Add subtotal to 1b
list box to remove the check mark.
e. With Attorney LName still selected in the At each change in list box and Taxes Due still
selected in the Add subtotal to list box, click OK. Excel adds a new subtotal row to each
group with the count of records displayed.
2. Add a subtotal to calculate the average billable hours and average fees due for each
attorney by completing the following steps:
a. With the data range still selected, click the Subtotal button.
b. Click the Use function option box arrow and then click Average at the drop-down list.
c. Click the Billable Hours, Fees Due, and Taxes Due check boxes in the Add subtotal to list box
to insert check marks in the Billable Hours and Fees Due check boxes and to remove the
check mark from the Taxes Due check box.
d. Click OK.
Excel adds a
The averages of the
new subtotal
Billable Hours and
row to each Fees Due columns
group with the are added to the
average billable subtotals for all the
hours and attorneys in Steps
average fees 2a–2c. The data for
due for each the Martinez group
attorney. is shown.

3. Format the average, count, total, and grand total
subtotals by completing the following steps:
a. Click the level 4 outline button.
b. Select the range G15:L42, click the Home tab, and
then click the Find & Select button in the Editing
group.
c. Click the Go To Special option.
d. Click the Visible cells only radio button and then
click OK.
e. Apply bold formatting and the White, Background 1, 3d
Darker 15% fill (first column, third row). Note that
you will have to click the Bold button twice to apply
Bold formatting.
f. Click the level 5 outline button.
g. Deselect the range.
4. Click the Page Layout tab and scale the height of the worksheet to 1 page.
5. Save the revised workbook with the name 3-BillSumOctWk1-3c.
6. Print and then close 3-BillSumOctWk1-3c.
Check Your Work
Tutorial Grouping and Ungrouping Data

Grouping and Use the Group and Ungroup buttons in the Outline group on the Data tab to
Ungrouping Data further collapse and expand subgroups of records at various levels or use the
keyboard shortcuts Shift + Alt + Right Arrow key to group data and Shift +
Group Alt + Left Arrow key to ungroup data. For example, in an outlined worksheet with
detailed rows displayed, a group of records can be further grouped by selecting a
group of records and clicking the Group button to open the Group dialog box,
Ungroup shown in Figure 3.8. Clicking OK with Rows selected adds a further group feature
to the selection. Selecting records that have been grouped and clicking the
Ungroup button removes the group feature added to the selection and removes
uick Steps the Hide Detail button.
Group Data by Rows
1. Select range to Columns can also be grouped and ungrouped. The outline section with the
be grouped within level numbers and the Show Detail and Hide Detail buttons displays across the
outlined worksheet.
2. Click Data tab.
top of the worksheet area. For example, in a worksheet in which two columns are
3. Click Group button. used to arrive at a formula, the source columns can be grouped and the details
4. Click OK. hidden so that only the formula column with the calculated results is displayed in
Ungroup Data by an outlined worksheet.
Rows
1. Select grouped
range within outlined Figure 3.8 Group Dialog Box
worksheet.
2. Click Data tab.
3. Click Ungroup
button.
4. Click OK.

Activity 3d Grouping and Ungrouping Data Part 4 of 4
1. Open 3-BillSumOctWk1-3. Group client data within the Martinez attorney group by
a. Select the range A5:L7. These three rows contain billing
information for client 10210. 1b
b. Click the Group button in the Outline group on the Data tab.
(Click the button and not the button arrow.)
c. At the Group dialog box with Rows selected, click OK. Excel
adds a fourth outline level to the worksheet and a Hide
Detail button below the last row of the grouped records in
1c
the Outline section.
d. Select the range A12:L13, click the Group button, and then
click OK at the Group dialog box.
e. Deselect the range.
2. Experiment with the Hide Detail
buttons in the Martinez group by
hiding the detail for client 10210 and
then hiding the detail for client 10420.
3. Redisplay the detail rows by clicking
the Show Detail button for each client.
4. Select the range A5:L7, click the
Ungroup button (click the button and These records
not the button arrow), and then click are grouped
in Step 1d.
OK at the Ungroup dialog box.
5. Select the range A12:L13, click the
Ungroup button, and then click OK at the Ungroup dialog box.
6. Select the range A5:L14, click the Ungroup button, and then click OK at the Ungroup
dialog box. Notice that the Hide Detail button is removed for the entire Martinez group.
7. Deselect the range and then click the level 4 button at the top of the outline section.
Notice that the data for the Martinez records do not collapse like the others, since they are
no longer grouped.
8. Save the revised workbook with the name 3-BillSumOctWk1-3d.
9. Print and then close 3-BillSumOctWk1-3d.
Check Your Work
Chapter Summary
■ A table in Excel is a range of cells similar in structure to a database in which
there are no blank rows and the first row of the range contains column
headings.
■ Columns in a table are called fields and rows are called records. The first row of
a table contains the column headings and is called the field names row or header
row.
■ Define a range as a table using the Table button in the Tables group on the
Insert tab. Type data in adjacent rows and columns and the table will expand
automatically to include them.
■ Typing a formula in the first record of a new column causes Excel to define the
column as a calculated column and to automatically copy the formula to the
remaining cells in the column.

■ The contextual Table Tools Design tab contains options for formatting tables.
■ The Table Styles gallery contains several options for changing the visual
appearance of a table.
■ Banding rows or columns formats every other row or column differently to
make reading a large table easier.
■ Insert check marks in the First Column and Last Column check boxes in the Table
Style Options group to add emphasis to the first column or last column in a
table.
■ The row containing column headings in a table can be shown or hidden using
the Header Row option in the Table Style Options group.
■ Adding a Total row to a table causes Excel to add the word Total in the leftmost
column and to create a Sum function in the last numeric column in the table.
Additional functions can be added by clicking in a column in the Total row and
selecting a function from the pop-up list.
■ By default, Excel displays a filter arrow next to each label in the table header
row. Use these arrows to filter and sort the table.
■ Slicers are used to filter data in a table using a Slicer pane, which contains all
the items in the designated field.
■ A column containing text that can be split can be separated into multiple
columns using the Text to Columns feature. The Convert Text to Columns
Wizard contains three dialog boxes that define how to split the data.
■ Use options at the Remove Duplicates dialog box to compare records within a
worksheet and automatically delete rows that contain duplicate values.
■ Data can be validated as it is being entered into a worksheet, and invalid data
can be prevented from being stored or a warning can be issued stating that data
has been entered that does not conform to the parameters.
■ Define the validation criteria for a cell entry at the Settings tab in the Data
Validation dialog box. Data can be allowed based on values, dates, times, and
text lengths or restricted to values within a drop-down list.
■ Define a message that pops up when a cell for which data is restricted becomes
active at the Input Message tab in the Data Validation dialog box.
■ Define the type of error alert to display and the content of the error message at
the Error Alert tab in the Data Validation dialog box.
■ Convert a table to a normal range using the Convert to Range button in the
Tools group on the Table Tools Design tab. Convert a table to a range to use
the Subtotal feature or when a range of cells no longer needs to be treated
independently from the rest of the worksheet.
■ Sort a worksheet by column(s) to group data for subtotals before opening the
Subtotals dialog box.
■ A range of data with a column that has multiple rows with the same field value
can be grouped and subtotals created for each group automatically by using the
Subtotal button in the Outline group on the Data tab.
■ Excel adds a subtotal automatically at each change in content for the column
specified as the subtotal field. A grand total is also automatically added to the
bottom of the range.
■ Display more than one subtotal row for a group to calculate multiple functions,
such as Sum and Average.

■ A subtotaled range is outlined and record details can be collapsed or expanded
using the level number, Hide Detail, and Show Detail buttons.
■ To select only specific subtotals and/or grand totals, click the Find & Select
button in the Editing group on the Home tab, click the Go To Special option to
display the Go To Special dialog box, click the Visible cells only radio button to
insert a bullet, and then click OK.
■ When a worksheet is outlined, use the Group and Ungroup buttons in the
Outline group on the Data tab to manage the display of individual groups.
Commands Review
convert table to range Table Tools Design, Tools
create table Insert, Tables Ctrl + T
group data Data, Outline Shift + Alt + Right Arrow key
remove duplicates Data, Data Tools OR

Table Tools Design, Tools
sort and filter table Home, Editing
subtotals Data, Outline
table styles Table Tools Design, Table Styles

text to columns Data, Data Tools
Total row Table Tools Design, Table Style Options Ctrl + Shift + T
ungroup Data, Outline Shift + Alt + Left Arrow key
validate data Data, Data Tools
visible cells only Home, Editing Ctrl + G

Microsoft ®
Excel
®
4
CHAPTER
Summarizing and
Consolidating Data
1 Summarize data by creating formulas with range names that reference
cells in other worksheets
2 Summarize data by creating 3-D references
3 Create formulas that link to cells in other worksheets or workbooks
4 Edit a link to a source workbook
5 Edit or break a link to an external source
6 Use the Consolidate feature to summarize data from multiple
worksheets in a master worksheet
7 Create, edit, and format a PivotTable
8 Filter a PivotTable using Slicers and Timelines
9 Create and format a PivotChart
10 Create and format Sparklines
While working with Excel, you may find it useful to summarize and report data
from various worksheets. Data can be summarized by creating formulas that
reference cells in other areas of the same worksheet or workbook, or by linking to
cells in other worksheets or workbooks. The Consolidate feature can also be used to
summarize data and consolidate it into a master worksheet. Once the data has been
summarized, consider presenting or analyzing the data by creating and formatting
a PivotTable or PivotChart. Also consider creating Sparklines, which are miniature
charts inserted into cells that reveal trends or other patterns in the data. Timelines
allow the filtering of a PivotTable or PivotChart using a specified timeframe. In this
chapter, you will learn how to summarize and filter data using a variety of methods
and then present visually summarized data for analysis.
Data Files
The online
course includes
resources.
85

Activity 1 Calculate Park Attendance Totals 5 Parts
You will calculate total park attendance at three national parks by using data
stored in separate worksheets and linking to a cell in another workbook. You will
also edit a linked workbook and update and remove the link in the destination file.
Tutorial Summarizing Data in Multiple

Summarizing
Data in Multiple Worksheets Using Range Names
Worksheets Using
Range Names and 3-D References
A workbook that has been organized with data in separate worksheets can be
uick Steps summarized by creating formulas that reference cells in other worksheets. When
Sum Multiple a formula is created that references a cell in the same worksheet, the sheet name
Worksheets Using
Range Names does not need to be included in the reference. For example, the formula =A3+A4
1. Make formula cell causes Excel to add the value in cell A3 in the active worksheet to the value in cell
active. A4 in the active worksheet. However, when a formula is created that references a
2. Type =sum(.
3. Type first range cell in a different worksheet, the sheet name must be included in the formula.
name. Assume that Excel is to add the value in cell A3 that resides in Sheet2 to
4. Type comma ,.
5. Type second range the value in cell A3 that resides in Sheet3 in the workbook. To do this, include
name. the worksheet name in the formula by typing =Sheet2!A3+Sheet3!A3 into the
6. Type comma ,. formula cell. This formula contains both worksheet references and cell references.
7. Continue typing
range names The worksheet reference precedes the cell reference and is separated from the
separated by cell reference with an exclamation point. Without a worksheet reference, Excel
commas until
finished.
assumes the cells are in the active worksheet.
8. Type ). A formula that references the same cell in a range that extends over two or
9. Press Enter key.
more worksheets is often called a 3-D reference. For a formula that includes a
3-D reference, the 3-D reference can be typed directly in a cell or entered using
a point-and-click approach. Formulas that include 3-D references are sometimes
referred to as 3-D formulas.
As an alternative, consider using range names to simplify formulas that
summarize data in multiple worksheets. Recall from Chapter 2 that a range name
includes the worksheet reference by default; therefore, typing the range name in
the formula automatically references the correct worksheet. Another advantage to
using a range name is that the name can describe the worksheet with the source
data. When range names are used, the two worksheets do not have to be made
identical in organizational structure.
Activity 1a Summarizing Data in Multiple Worksheets Using Range Names Part 1 of 5
1. Open MayEntries.
2. Save the workbook with the name 4-MayEntries.
3. Click each sheet tab and review the data. Attendance data for each park is entered as a
separate worksheet.
86 Excel Level 2 | Unit 1 Chapter 4 | Summarizing and Consolidating Data

4. In the workbook, range names have already been created. Check each range name to find
out what it references.
These ranges are automatically

selected when Bryce is
selected in the Name box.
5. Create a formula to add the total attendance for May at all three parks by completing the
following steps:
a. Click the AttendanceSummary tab to activate the worksheet.
b. If necessary, make cell F7 active, type =sum(bryce,grand,mesa), and then press the Enter
key. Notice that in a SUM formula, multiple range names are separated with commas.
Excel returns the result 10460 in cell F7 of the AttendanceSummary worksheet.
5b
c. Apply the Comma format with no digits after the decimal point to cell F7.
6. Save and then close 4-MayEntries.
Check Your Work
A disadvantage to using range names emerges when several worksheets need

to be summarized because the range name references must be created in each
worksheet. If several worksheets need to be summarized, a more efficient method
is to use a 3-D reference. Generally, when using a 3-D reference, it is a good idea
to set up the data in each worksheet in identical cells. In Activity 1b, you will
calculate the same attendance total for the three parks using a 3-D reference
instead of range names.
Excel Level 2 | Unit 1 Chapter 4 | Summarizing and Consolidating Data 87

Activity 1b Summarizing Data in Multiple Worksheets Using a
3-D Reference Formula Part 2 of 5
1. Open MayEntries.
2. Save the workbook with the name 4-3D-MayEntries.
3. Calculate the attendance total for the three parks using a point-and-click approach to
create a 3-D reference by completing the following steps:
a. In the AttendanceSummary
worksheet, make cell F7 active
and then type =sum(.
b. Click the BryceCanyon sheet
tab.
c. Press and hold down the
Shift key, click the MesaVerde
sheet tab, and then release
the Shift key. (Holding down
the Shift key while clicking
a sheet tab selects all the
worksheets from the first
sheet tab to the last sheet tab
clicked.) Notice in the Formula
bar that the formula reads
=sum(′BryceCanyon:MesaVerde′! 3d 3b
d. With BryceCanyon the active
worksheet, select the range
B7:B22, press and hold down
the Ctrl key, select the range
E7:E21, and then release the The three worksheets are grouped into
Ctrl key. the 3-D reference in Steps 3b and 3c.
e. Type ) and then press the Enter
key. Excel returns the value 10460 in cell F7 in the AttendanceSummary worksheet.
f. Apply the Comma format with no digits after the decimal point to cell F7.
4. With cell F7 the active cell, compare your formula with the one shown in Figure 4.1.
5. Save and then close 4-3D-MayEntries.
Check Your Work
Figure 4.1 3-D Formula Created in Activity 1b

This 3-D formula is created in Activity 1b,
Step 3, using a point-and-click approach.

Tutorial Summarizing Data by Linking to
Linking Data
Ranges in Other Worksheets or
Workbooks
uick Steps Using a method similar to that used in Activity 1a or Activity 1b, data can be
Create Link to summarized in one workbook by linking to a cell, range, or range name in another
External Source worksheet or workbook. When data is linked, a change made in the source cell
1. Open source
workbook.
(the cell in which the original data is stored) is updated in any other cell to which
2. Open destination the source cell has been linked. A link is established by creating a formula that
workbook. references the source data. For example, entering the formula =Sheet1!B10 into a
3. Arrange windows as
desired. cell in Sheet2 creates a link. The cell in Sheet2 displays the value in the source
4. Make formula cell cell. If the data in cell B10 in Sheet1 is changed, the value in the linked cell in
active in destination Sheet2 also changes.
workbook.
5. Type =. As an alternative to creating a formula, copy the source cell to the Clipboard
6. Click to activate task pane. Make the destination cell active, click the Paste button arrow in the
source workbook.
7. Click source cell. Clipboard group, and then click the Paste Link button in the Other Paste Options
8. Press Enter key. section of the drop-down gallery. Excel creates the link formula using an absolute
reference to the source cell.
Linking to a cell in another workbook incorporates external references and
requires adding a workbook name reference to the formula. For example, linking
to cell A3 in a sheet named ProductA in a workbook named Sales requires
entering =[Sales.xlsx]ProductA!A3 in the cell. Notice that the workbook reference
is entered first in square brackets. The workbook in which the external reference is
added is called the destination workbook. The workbook containing the data that is
linked to the destination workbook is called the source workbook. In Activity 1c, you
will create a link to an external cell containing the attendance total for tour group
entrances for the three parks.
The point-and-click approach to creating a linked external reference creates
an absolute reference to the source cell. Delete the dollar symbols ($) in the cell
reference if the formula is to be copied and the source cell needs to be relative.
Note that the workbook and worksheet references remain absolute regardless.
Activity 1c Summarizing Data by Linking to Another Workbook Part 3 of 5
1. Open 4-MayEntries.
2. Open MayGroupSales. This workbook contains tour group attendance data for the three
national parks. Tour groups are charged a flat-rate entrance fee, so their attendance values
represent bus capacities rather than the actual numbers of patrons on the buses.
3. Click the View tab, click the Arrange All button in the Window group, click Vertical in the
Arrange section of the Arrange Windows dialog box, and then click OK.
4. In the worksheet used in Activity 1a, create a linked external reference to the total
attendance in the worksheet with the commercial tour vehicle attendance data by completing
a. Click in 4-MayEntries to make the workbook active. Make sure the active worksheet is
AttendanceSummary.
b. Make cell A9 active, type Commercial Tour Vehicles Only, and then press the Enter key.
c. Make cell F9 active and then type =.

d. Click the MayGroupSales title bar to activate the workbook and then click in cell F7.
Notice that the formula being entered into the formula cell contains a workbook
reference and a worksheet reference in front of the cell reference.
f. Apply the Comma format with no digits after the decimal point to cell F9.
g. With cell F9 active, compare your worksheet with the 4-MayEntries worksheet shown
below.
This formula contains the linked

external reference created in Step 4.
MayGroupSales 4-MayEntries
This source cell is linked to cell This destination cell is linked to

F9 in the other open workbook. cell F7 in the other open workbook.
5. Click the Maximize button in the 4-MayEntries title bar.

6. Make cell A11 active, type Total Attendance, and then press the Enter key.
7. Make cell F11 active and then create a formula to add the values in cells F7 and F9.
8. Print the AttendanceSummary worksheet in 4-MayEntries. Note: If you submit your
work as hard copy, check with your instructor to see if you need to print two copies of the
worksheet, with one copy displaying the cell formulas.
10. Close MayGroupSales. Click Don’t Save if prompted to save changes.
Check Your Work
Maintaining External References

uick Steps In Excel, an external reference is a link to a cell or cells in another workbook.
Edit Link to External The reference includes a path to the specific drive or folder where the source
Source workbook is located. If the source workbook is moved or the workbook name
1. Open destination
workbook.
is changed, the link will no longer work. By default, when a linked workbook is
2. Click Data tab. opened, the automatic updates feature is disabled and Excel displays a security
3. Click Edit Links warning message in the Message bar area above the workbook. From the message
button.
4. Click link. bar, the content can be enabled so that links can be updated.
5. Click Change Source Links can be edited or broken at the Edit Links dialog box, shown in Figure 4.2.
button.
6. Navigate to drive Open the dialog box by clicking the Edit Links button in the Queries & Connections
and/or folder. group on the Data tab. If more than one link is present in the workbook, begin by
7. Double-click source clicking the link to be changed in the Source list. Click the Change Source button
workbook file name.
8. Click Close button. to open the Change Source dialog box and navigate to the drive and/or folder in
9. Save and close which the source workbook was moved or renamed. Click the Break Link button to
destination
workbook.
permanently remove the linked reference and convert the linked cells to their existing
values. Links cannot be restored using the Undo feature. If a broken link needs to be
Edit Links restored, the linked formula will have to be recreated.

uick Steps Figure 4.2 Edit Links Dialog Box
Break Link to External
Reference
1. Open destination
workbook.
2. Click Data tab.
3. Click Edit Links
button.
4. Click link.
5. Click Break Link
button.
6. Click Break Links
button.
7. Click Close button.
8. Save and close
destination
workbook.
Activity 1d Editing Source Data and Updating an External Link Part 4 of 5
1. Open MayGroupSales and maximize the screen.

2. Save the workbook with the name 4-Source.
3. Edit the attendance data value at each park by completing the following steps:
a. Click the BryceCanyon sheet tab.
b. Make cell B8 active and then change the value from 55 to 361.
c. Click the GrandCanyon sheet tab.
d. Make cell B20 active and then change the value from 275 to 240.
e. Click the MesaVerde sheet tab.
f. Make cell E21 active and then change the value from 312 to 406.
4. Click the AttendanceSummary tab. Note that the updated value in cell F7 is 15,434.
5. Save and then close 4-Source.
6. Open 4-MayEntries. Notice the security warning in the Message bar above the worksheet
area that states that the automatic update of links has been disabled. Instruct Excel to
allow automatic updates for this workbook (since you are sure the content is from a trusted
source) by clicking the Enable Content button next to the message. Note: If a Security
Warning dialog box appears asking if you want to make the file a trusted document, click No.
7. Edit the link to retrieve the data from the workbook you revised in Steps 2–5 by
a. Click the Data tab.
b. Click the Edit Links button in the Queries & Connections group.

c. At the Edit Links dialog box, click the Change Source button.
d. If necessary, navigate to the EL2C4 folder. At the Change Source: MayGroupSales.xlsx
dialog box, double-click 4-Source in the file list box. Excel returns to the Edit Links dialog
box and updates the source workbook file name and path.
e. Click the Close button.
These are the

updated source
workbook file name 7c
and path edited in
Steps 7a–7d.
7e
8. Click in cell F9 in the

AttendanceSummary
worksheet to view
the updated linked
formula. Notice
that the workbook 8
reference in the
formula is [4-Source.
xlsx] and the drive and
path are included in
the formula. (Your
drive and/or path may
vary from the one shown. If the entire formula is not shown, click the Expand Formula bar
down arrow to show the entire formula and then click the Collapse Formula bar up arrow to
return the formula bar to one line.)
9. Print the AttendanceSummary worksheet.
Check Your Work
Activity 1e Removing a Linked External Reference Part 5 of 5
1. Open 4-MayEntries.
2. At the Microsoft Excel message box that states that the workbook contains links to external
sources, read the message text and then click the Update button to update the links. Note:
Depending on the system settings on the computer you are using, this message may not appear.
Proceed to Step 3.

3. Remove the linked external reference to attendance values for commercial tour vehicles by
a. With the Data tab active, click the Edit Links button in the Queries & Connections group.
b. Click the Break Link
button at the Edit Links
dialog box.
c. Click the Break Links
button at the Microsoft
Excel message box
warning that breaking
links permanently
converts formulas and 3b
external references to
their existing values and
asking if you are sure you
want to break the links.
3c
d. Click the Close button at the Edit Links dialog box with no links displayed.
4. In the AttendanceSummary worksheet with cell F9 active, look in the Formula bar. Notice
that the linked formula has been replaced with the latest cell value, 15434.
6. Reopen 4-MayEntries. Notice that since the workbook no longer contains a link to an
external reference, the security warning no longer appears in the Message bar.
7. Close 4-MayEntries. Click Don’t Save if prompted to save changes.
Check Your Work
Activity 2 Calculate Total Fees Billed by Three Dentists 1 Part

You will use the Consolidate feature to summarize the total dental fees billed by
treatment category for three dentists.
Tutorial Summarizing Data Using

Summarizing
Data Using the the Consolidate Feature
Consolidate The Consolidate feature is another tool that can be used to summarize data from
Feature
multiple worksheets into a master worksheet. The worksheets can be located in
the same workbook as the master worksheet or in a separate workbook. Open the
Consolidate Consolidate dialog box, shown in Figure 4.3, by clicking the Consolidate button in
the Data Tools group on the Data tab.

uick Steps Figure 4.3 Consolidate Dialog Box
Consolidate Data
1. Make starting cell
active.
2. Click Data tab.
3. Click Consolidate
button.
4. If necessary,
change function.
5. Enter first range in
Reference text box.
6. Click Add button.
7. Enter next range in
Reference text box.
9. Repeat Steps 7–8
until all ranges
have been added.
Top row and/or When the Consolidate dialog box opens, the Sum function is selected by
Left column check
boxes. default. Change to a different function, such as Count or Average, using the
11. If necessary, click Function drop-down list. In the Reference text box, type the range name or use the
Create links to
source data check
Collapse Dialog button to navigate to the cells to be consolidated. If the cells are
box. in another workbook, use the Browse button to navigate to the drive and/or folder
12. Click OK. and locate the file name. Once the correct reference is inserted in the Reference text
box, click the Add button. Continue adding references for all the units of data to be
summarized.
In the Use labels in section, click to insert a check mark in the Top row or Left
column check boxes to indicate where the labels are located in the source ranges.
Insert a check mark in the Create links to source data check box to instruct Excel
to update the data automatically when the source ranges change. Make sure
enough empty cells are available to the right of and below the active cell when the
Consolidate dialog box is opened, since Excel populates the rows and columns based
on the size of the source data.
Activity 2 Summarizing Data Using the Consolidate Feature Part 1 of 1
1. Open NADQ1Fees.
2. Save the workbook with the name 4-NADQ1Fees.
3. The workbook is organized with the first-quarter fees for each of three dentists entered
in separate worksheets. Range names have been defined for each dentist’s first-quarter
earnings. Review the workbook structure by completing the following steps:
a. Click the Name box arrow and then click Popovich at the drop-down list. Excel makes the
Popovich worksheet active and selects the range A2:E12.
b. Deselect the range.
c. Display the defined range for the range name Vanket and then deselect the range.
d. Display the defined range for the range name Jones and then deselect the range.
4. Use the Consolidate feature to total the fees billed by treatment category for each month
a. Make FeeSummary the active worksheet.
b. Make cell A4 active, if necessary, and then click the Data tab.
c. Click the Consolidate button in the Data Tools group.

d. With Sum selected in the Function option
box at the Consolidate dialog box and
the Reference text box, type Popovich and
then click the Add button.
e. With the text Popovich selected in the
Reference text box, type Vanket and then
click the Add button.
f. With the text Vanket selected in the
4d
Reference text box, type Jones and then
click the Add button.
g. Click the Top row and Left column check
boxes in the Use labels in section to
insert check marks.
h. Click OK.
5. Deselect the consolidated range in the
FeeSummary worksheet.
6. AutoFit the width of each column in the
FeeSummary worksheet.
7. Use the Format Painter to apply 4g
the formatting options for the
column headings and the Total row
from any of the three dentist worksheets
to the FeeSummary worksheet. 4h
8. Print the FeeSummary worksheet.
9. Save and then close 4-NADQ1Fees.
Check Your Work
Activity 3 Analyze Fitness Equipment Sales Data in a 8 Parts

PivotTable and PivotChart
You will create and edit PivotTables and PivotCharts to analyze fitness equipment
sales by region, product, manufacturer, and salesperson. You will change the
PivotTable summary function and filter PivotTables using Slicers and a Timeline.
Creating PivotTables
uick Steps A PivotTable is an interactive table that allows large worksheets to be manipulated
Create PivotTable in different ways. It organizes and summarizes data based on fields (column
1. Select source range. headings) and records (rows). A numeric column is selected and then grouped by
3. Click PivotTable
the rows and columns category; the data is summarized using a function such as
button. Sum, Average, or Count. PivotTables are useful management tools, since they
4. Click OK. allow data to be analyzed in a variety of scenarios by filtering a row or column
5. Add fields as needed
using PivotTable category and instantly seeing the change in results. The interactivity of a
Fields task pane. PivotTable allows a variety of scenarios to be examined with just a few mouse
6. Modify and/or format clicks. Create a PivotTable using the PivotTable button in the Tables group on the
as required.
Insert tab.
PivotTable

Hint Make sure Before creating a PivotTable, examine the source data and determine the
that the source data following elements:
contains no blank
rows or columns and • Which rows and columns will define how to format and group the data?
is structured in such a • Which numeric field contains the values to be grouped?
way that repeated data • Which summary function will be applied to the values? For example, should
in columns or rows can
be grouped. the values be summed, averaged, or counted?
• Should it be possible to filter the report as a whole, as well as by columns or
rows?
• Should the PivotTable be beside the source data or in a new sheet?
• How many reports should be extracted from the PivotTable by filtering fields?
Tutorial Creating a Recommended PivotTable

Creating, Click the Recommended PivotTables button to show different PivotTable previews.
Modifying, After the PivotTable is created, it can then be edited and formatted further if
and Filtering a
Recommended
required. (You will learn how to format a PivotTable in Activity 3c.)
PivotTable To have Excel analyze the data and create a PivotTable using a recommended
view, select the source range, click the Insert tab, change the source data if
Recommended required, and then click the Recommended PivotTables button in the Tables
PivotTables group. Click a PivotTable in the left panel of the Recommended PivotTables dialog
box to preview it. Click OK to insert the selected PivotTable.
Tutorial Building a PivotTable

Building a To build a PivotTable using the PivotTable button in the Tables group on the
PivotTable Insert tab, select the source range or make sure the active cell is positioned within
the list range, click the Insert tab, and then click the PivotTable button in the
Tables group. At the Create PivotTable dialog box, confirm that the source range is
correct and then select whether to place the PivotTable in the existing worksheet
or a new worksheet. Figure 4.4 presents the initial PivotTable and PivotTable
Fields task pane, in which the report layout is defined. Each column or row
heading in the source range becomes a field in the PivotTable Fields task pane
list. A PivotTable can also be created by using the Blank PivotTable button in the
Tables tab on the Quick Analysis button.
Build a PivotTable by selecting fields in the PivotTable Fields task pane. Click
the check box next to a field to insert a check mark and add it to the PivotTable.
By default, non-numeric fields are added to the Rows box and numeric fields
are added to the Values box in the layout section of the pane. Once a field has
been added, it can be moved to a different box by dragging the field header or
clicking the field to display a shortcut menu. As each field is added, the PivotTable
updates to show the results. Check and uncheck the various field check boxes to
view the data in different scenarios. Figure 4.5 displays the PivotTable built in
Activity 3b.

Figure 4.4 PivotTable and PivotTable Fields Task Pane Used to Define the Report Layout
Available fields are derived from

the column and row headings
in the source range selected for
the PivotTable. Add a field to the
layout section by clicking the
check box for the field or dragging
The PivotTable appears the field name into the required
in this placeholder. As box in the layout section below.
each field is added, the
PivotTable updates to
show the results.
This is the layout

section of the PivotTable
Fields task pane.
When a field is added to the report, Excel adds the header of

the field to the corresponding list box in the layout section.
Figure 4.5 PivotTable for Activity 3b

Activity 3a Creating a PivotTable Using Recommended PivotTables Part 1 of 8
1. Open PFSales.
2. Save the workbook with the name 4-PFSales.
3. Create a PivotTable to summarize the price by product by completing the following steps:
a. A range has been defined to select the list data. Click
the Name box arrow and then click FirstQ at the drop-
down list. 3b
b. Click the Insert tab. 3c
c. Click the Recommended PivotTables button in the
Tables group.
d. Click the Change Source Data hyperlink at the bottom of the Recommended
PivotTables dialog box to expand the range.
3d
e. At the Choose Data Source dialog box,

with FirstQuarterSales!$A$4:$G$47
entered in the Table/Range text box,
click OK.
f. Click the second PivotTable scenario
3e
in the left column to select the Sum of
Price by Product PivotTable.
g. Click OK to insert the PivotTable in a
new worksheet.
3f
3g
4. Apply the Comma format with no digits after the decimal point to the range B4:B9.
5. Rename the worksheet PriceByProduct.
6. Save 4-PFSales.
Check Your Work

Activity 3b Building a PivotTable Part 2 of 8
1. With 4-PFSales open, make the FirstQuarterSales worksheet active. The FirstQ range
should still be selected.
2. Create a PivotTable to summarize fitness equipment sales by region and salesperson, as
shown in Figure 4.5 (on page 97), by completing the following steps:
b. Click the PivotTable button in the Tables group.
c. At the Create PivotTable dialog box, with
2a
FirstQuarterSales!$A$4:$G$47 entered in the 2b
Table/Range text box and New Worksheet selected
for Choose where you want the PivotTable report to
be placed, click OK.
d. Click the Region check box in the PivotTable Fields
task pane. Region is added to the Rows list box in
the layout section of the task pane and the report 2d
updates to show one row per region with a filter
arrow at the top of the column and a Grand Total
row automatically added to the bottom of the
2e
table. Since Region is a non-numeric field, Excel
automatically places it in the Rows list box.
e. Click the Salesperson check box in the PivotTable
Fields task pane. Excel automatically adds
Salesperson to the Rows list box in the layout section.
f. Click the Salesperson field header in the Rows list box
in the layout section and then click Move to Column
Labels at the pop-up list. Notice that the layout of
the report now displays one row per region and one
column per salesperson. 2f
g. Hover the mouse pointer over Model in the
PivotTable Fields task pane, click and hold down
the left mouse button, drag the field into the Filters
list box in the layout section, and then release the
mouse button. Notice that Model is added as a filter
at the top left of the PivotTable in the range A1:B1.
h. Click the Price check box in the PivotTable Fields
task pane. Since the field is numeric, Excel
automatically adds it to the Values list box in the
layout section and the report updates to show
the Sum function applied to the grouped values
in the PivotTable. Compare your results with the
PivotTable shown in Figure 4.5.
3. Rename the worksheet SalesByRegion.
4. Save 4-PFSales. 2g
Check Your Work

Formatting and Filtering a PivotTable
When the active cell is positioned inside a PivotTable, the contextual PivotTable
Tools Analyze and PivotTable Tools Design tabs become available. The formatting
features on the PivotTable Tools Design tab, shown in Figure 4.6, are similar to
those on the Table Tools Design tab, which was discussed in Chapter 3.
To filter a PivotTable, click the filter arrow next to Row Labels or Column
Labels, click the (Select All) check box to remove all the check marks next to the
items, and then click the check boxes for the items to show in the PivotTable.
Click OK. The PivotTable filters the data to show the items that were checked
and the filter arrow changes to indicate that a filter is applied. If a field has been
placed in the Filters list box, click the filter arrow next to (All), click the Select
Multiple Items check box, click the (All) check box to remove all the check marks
next to the items, and then click the check boxes for the items to show in the
PivotTable. Click OK.
Figure 4.6 PivotTable Tools Design Tab
Activity 3c Formatting and Filtering a PivotTable Part 3 of 8
1. With 4-PFSales open and the SalesByRegion worksheet active, apply formatting options to
the PivotTable to improve the appearance of the report by completing the following steps:
a. With the active cell positioned in the PivotTable, click the PivotTable Tools Design tab.
b. Click the More button in the PivotTable Styles gallery.
c. Click Light Orange, Pivot Style Medium 10 at the drop-down gallery (third column, second
row of the Medium section).
d. Click the Banded Rows check box in the PivotTable Style Options group to insert a check
mark. Excel adds border lines between the rows in the PivotTable. Recall from Chapter
3 that banding rows or columns adds a fill color or border style, depending on the style
that has been applied to the PivotTable.
e. Apply the Comma format with no digits after the decimal point to the range B5:F10.
f. Change the width of columns B through F to 12 characters.
Formatting
options are
applied to the
PivotTable in
Steps 1a–1f.
g. To stop Excel from using AutoFit to adjust the column widths after the cell content
has been updated, right-click in the PivotTable and then click PivotTable Options at the
shortcut menu. The PivotTable Options dialog box opens.

h. On the Layout & Format tab of the
PivotTable Options dialog box, click Your
the Autofit column widths on update PivotTable
check box to remove the check mark. number
i. Click OK. may vary.
2. Filter the PivotTable to view sales for
a group of product model numbers by
a. Click the filter arrow next to (All) in
cell B1.
b. Click the Select Multiple Items check box
to insert a check mark and turn
on the display of check boxes
next to all the model numbers in 1h
the drop-down list.
c. Click the (All) check box to 1i
remove the check marks next to all
the model numbers.
d. Click the check boxes for those model
numbers that begin with CX to insert
check marks. This selects all six models
from Cybex. 2c 2a
e. Click OK.
f. Print the filtered PivotTable.
g. Click the filter arrow next to (Multiple
Items) in cell B1, click the (All) check box
2d
to select all the model numbers in the
drop-down list, and then click OK.
h. Experiment with the column labels and the row
labels filter arrows to filter the PivotTable
by region or salesperson. 2e
i. Make sure all the filters are cleared. Note: 2b
To remove all filters, click the (All) check
box to insert a check mark.
3. Save 4-PFSales.
Check Your Work
Changing the PivotTable Summary Function

uick Steps By default, Excel uses the Sum function to summarize the numeric value added to
Change the a PivotTable. To change Sum to another function, click any numeric value within
PivotTable Summary the PivotTable or click the cell containing Sum of [Fieldname] at the top left of the
Function
1. Make any PivotTable
PivotTable. Click the PivotTable Tools Analyze tab and then click the Field Settings
cell active. button in the Active Field group. This opens the Value Field Settings dialog box,
2. Click PivotTable Tools where a function other than Sum can be chosen. Alternatively, right-click any
Analyze tab.
3. Click Field Settings numeric value within the PivotTable, point to Summarize Values By at the shortcut
button. menu, and then click a function name.
4. Click function.
5. Click OK.
Field Settings

Activity 3d Changing the PivotTable Summary Function Part 4 of 8
1. With 4-PFSales open, save the workbook with the name 4-PFAvgSales.
2. With the SalesByRegion worksheet active, change the function for the Price field from Sum
to Average by completing the following steps:
a. Make cell A3 the active cell in the PivotTable. This cell contains the label Sum of Price.
b. Click the PivotTable Tools Analyze tab.
c. Click the Field Settings button in the Active Field group.
d. At the Value Field Settings dialog box with the
2c
Summarize Values By tab active, click Average in the
Summarize value field by list box.
e. Click OK.
2d
2e
3. Change the page layout to Landscape orientation and then print the revised PivotTable.
4. Save and then close 4-PFAvgSales.
Check Your Work
Tutorial Filtering a PivotTable Using Slicers

Filtering a Recall from Chapter 3 that Slicers allow you to filter without using a filter arrow.
PivotTable Using When Slicers are added to a PivotTable or PivotChart, a Slicer pane containing all
Slicers
the unique values for the specified field is added to the window.
Insert Slicer To insert a Slicer pane, make any cell within the PivotTable active, click the
PivotTable Tools Analyze tab, and then click the Insert Slicer button in the Filter
group. Excel opens the Insert Slicers dialog box, which contains a list of the fields
uick Steps in the PivotTable with a check box next to each field. Click to insert a check
Add Slicer to
PivotTable
mark in the check box for each field to which a Slicer pane is to be added and
1. Make any cell within then click OK.
PivotTable active. Click to select one item that Excel should use to filter the list. To select more
2. Click PivotTable Tools
Analyze tab. items, click the Multi-Select button at the top of the Slicer pane. Other ways to
3. Click Insert Slicer select items are to press and hold down the Ctrl key, click each additional item,
button. and then release the Ctrl key or to press Ctrl + S and then select the items.
4. Click check box for
specific field. A Slicer pane can be customized with buttons on the Slicer Tools Options
5. Click OK.
tab. Click a Slicer pane to activate this tab. Click the tab to display customization
options, such as Slicer Styles. The height and width of the buttons in the Slicer
pane and/or the height and width of the pane can also be changed with options on
this tab.

Activity 3e Filtering a PivotTable Using Slicers Part 5 of 8
1. Open 4-PFSales, make PriceByProduct the active worksheet, and then display a Slicer
pane for the manufacturer by completing the following steps:
a. Make any cell active within the PivotTable.
b. Add Manufacturer to the Filters list box and Region to
the Columns list box. (If necessary, refer to Activity 3b,
Steps 2e–2g for assistance.) 1d
c. Click the PivotTable Tools Analyze tab.
d. Click the Insert Slicer button in the Filter group.
e. At the Insert Slicers dialog box, click the Manufacturer
check box to insert a check mark.
f. Click OK. Excel inserts a Slicer pane in the worksheet
with all the manufacturer names.
2. If necessary, hover the mouse pointer at the top of the
Manufacturer Slicer pane until the pointer changes to a
four-headed arrow and then drag the pane into an
empty area below the PivotTable.
3. Click Vision in the Manufacturer Slicer pane to filter 1e
the PivotTable. Excel filters the PivotTable by the Vision
manufacturer. Notice that the Manufacturer filter arrow
in cell B1 displays Vision.
1f
4. Click the Multi-Select button in the Slicer pane and
then click Cybex to add another manufacturer to the
filter.
5. Click the Clear Filter button at the top right of the Manufacturer Slicer pane to redisplay all
the data, and then click the Multi-Select button to deactivate it.
PivotTable is filtered by
Multiple manufacturers.
3 5

6. Add a second Slicer pane and filter by two fields by completing the following steps:
a. If necessary, make any cell active within the PivotTable.
b. Click the PivotTable Tools Analyze tab and then click the Insert Slicer button.
c. At the Insert Slicers dialog box, click
the Region check box to insert a check
mark and then click OK.
d. Drag the Region Slicer pane below the
PivotTable next to the Manufacturer
Slicer pane.
e. Click West in the Region Slicer pane to
filter the PivotTable.
f. Click Vision in the Manufacturer Slicer
pane to filter West region sales by the
Vision manufacturer.
7. Print the filtered PivotTable.
6f 6e
8. Redisplay all the data and remove the
two Slicer panes by completing the
following steps:
a. Click the Clear Filter button at the top
right of the Manufacturer Slicer pane.
b. Click the Clear Filter button at the top right
of the Region Slicer pane.
c. Right-click the top of the Manufacturer Slicer
pane and then click Remove "Manufacturer" at 8c
the shortcut menu.
d. Right-click the top of the Region Slicer pane
and then click Remove "Region" at the shortcut
menu.
9. Save 4-PFSales.
Check Your Work
Tutorial Filtering a PivotTable Using a Timeline

Filtering a A Timeline groups and filters a PivotTable or PivotChart based on a specific
PivotTable Using timeframe. Select a field formatted as a date and a Timeline pane containing
a Timeline
a timeline slicer is added to the PivotTable. The timeframe can be extended or
shortened to instantly filter the data by the selected date range.
Insert Timeline
To insert a Timeline, make any cell within the PivotTable active, click the
PivotTable Tools Analyze tab, and then click the Insert Timeline button in the
uick Steps Filter group. Excel opens the Insert Timelines dialog box and displays any field that
Add Timeline to
PivotTable
contains data formatted as a date along with a check box next to it. Click to insert
1. Make any cell within a check mark in the check box of any date field to which a Timeline pane is to be
PivotTable active. added and then click OK. More than one Timeline pane can be open but the data
2. Click PivotTable Tools can only be filtered using one Timeline at a time. The PivotTable will display the
Analyze tab.
3. Click Insert Timeline data for the time period that is selected. Use the Time Level indicator at the upper
button. right of the pane to change the time period to years, quarters, months, or days.
4. Click check box for
field. Customize the Timeline pane with buttons on the Timeline Tools Options tab.
5. Click OK. Click a Timeline pane to activate the Timeline Tools Options tab. Click the tab to
6. Select timeframe.
display customization options, such as Timeline styles. The height and width of
the buttons in the Timeline pane and/or the height and width of the pane can also
be changed.

Activity 3f Filtering a PivotTable Using a Timeline Part 6 of 8
1. With 4-PFSales open, make the SalesByRegion worksheet active. Display one Timeline for
January and then another for February and March combined by completing the following
steps:
a. Make any cell active within the PivotTable.
c. Click the Insert Timeline button in the Filter group. Excel
displays an Insert Timelines dialog box with all the fields that 1c
have been formatted as dates.
d. Click the check box next to Purchase Date in the Insert
Timelines dialog box to insert a check mark.
e. Click OK. Excel inserts a Timeline pane in the worksheet. The selection label displays
All Periods to indicate that the PivotTable displays all periods.
2. If necessary, hover the mouse pointer at the top of the Timeline pane until the pointer
changes to a four-headed arrow and then drag the pane into an empty area below the
PivotTable.
3. Click the left scroll arrow at the bottom of the Timeline pane until JAN displays under
2021 and then click JAN. Excel filters the PivotTable by January. Notice that the selection
label displays Jan 2021.
4. Click immediately right of the orange box on the Timeline to filter the PivotTable to
include only the sales for February 2021. The selection label displays Feb 2021.
5. Hover the mouse pointer over the orange box

representing February, click and hold down
the left mouse button, drag the mouse pointer 5
into the orange box representing March, and
then release the mouse button. The February
timeframe is extended to include March. The
selection label displays Feb - Mar 2021 to indicate
that the PivotTable has been filtered to include data for February and March.
6. Change the page layout to Landscape orientation and then print the filtered PivotTable.
7. Redisplay all the data and remove the Timeline pane by completing the following steps:
a. Click the Clear Filter button at the top right of the Timeline pane.
b. Right-click the top of the Timeline pane and then click Remove Timeline at the shortcut menu.
8. Save 4-PFSales.
Check Your Work

Tutorial Creating a PivotChart
Creating a A PivotChart displays data in chart form. Like the data in a PivotTable, the data
PivotChart in a PivotChart can be filtered to examine various scenarios between categories.
As changes are made to the PivotChart, the PivotTable associated with it also
PivotChart
updates. Figure 4.7 displays the PivotChart you will create in Activity 3g.
In a worksheet that already contains a PivotTable, position the active cell
uick Steps anywhere in the PivotTable, click the PivotTable Tools Analyze tab, and then click
Create PivotChart the PivotChart button in the Tools group to create a chart from the existing
from PivotTable
summary data. The Insert Chart dialog box displays with a preview of the type of
1. Make cell active
within PivotTable. chart to create. Once the PivotChart has been generated, the PivotTable and
2. Click PivotTable Tools PivotChart become connected. Making changes to the data by filtering in one
Analyze tab.
3. Click PivotChart
causes the other to update with the same filter. For example, filtering the
button. PivotChart by an individual salesperson name causes the PivotTable to filter by
4. Select chart type. the same name.
5. Click OK.
If a PivotChart is created without a PivotTable, then Excel displays a blank
chart, a PivotTable placeholder, and the PivotTable Fields task pane. Build the
chart using the same techniques used to build a PivotTable. As the PivotChart is
built, Excel also builds a PivotTable that is connected to the PivotChart.
Figure 4.7 PivotChart for Activity 3g

uick Steps Before creating a PivotChart from scratch, examine the source data and
Create PivotChart determine the following:
without Existing
PivotTable • Which fields should display along the x (horizontal) axis? In other words, how
1. Select range should the data be compared when viewing the chart: by time period (such as
containing data for months or years), by salesperson name, by department name, or by some other
chart.
2. Click Insert tab. category?
3. Click PivotChart • Which fields should display in the legend? In other words, how many data
button arrow.
4. Click PivotChart. series (bars in a column chart) should be viewed in the chart: one for each
5. Click OK. region, product, salesperson, department, or other category?
6. Add fields as needed
in PivotTable Fields • Which numeric field contains the values to graph in the chart?
task pane to build Use the Chart Elements button and the Chart Styles button at the upper right
chart.
7. Modify and/or format corner of the PivotChart to add or remove titles, labels, or other chart elements
as required. and to apply a style or color scheme to the PivotChart. To move the chart to a
new sheet, use the Move Chart button in the Actions group on the PivotChart
Move Chart Tools Analyze tab.
Activity 3g Creating a PivotChart Using a PivotTable Part 7 of 8
1. With 4-PFSales open, make the SalesByRegion sheet active, if necessary.

2. Create a PivotChart to visually present the data in the
PivotTable by completing the following steps:
a. If necessary, click in any cell within the PivotTable to activate
the PivotTable Tools contextual tabs. 2c
c. Click the PivotChart button in the Tools group.
d. At the Insert Chart dialog box with Column selected in the left pane, click 3-D Clustered
Column (fourth option above the preview) and then click OK.
2d

3. Filter the PivotChart to display sales for only one salesperson by completing the following
steps:
a. Click the Salesperson field button in the PivotChart. (This is the button above the
salesperson names in the PivotChart legend.)
b. Click the (Select All) check box to clear all the check boxes.
c. Click the Kazmarek check box to insert a check mark.
d. Click OK.
e. Notice that the PivotTable behind the chart is also filtered to reflect the display of the
chart. Note: If the chart is obscuring your view of the PivotTable, drag the PivotChart
border to move it out of the way.
f. Click the Salesperson field button in the PivotChart and then click Clear Filter From
"Salesperson".
The PivotTable is
updated to reflect
the current settings
in the PivotChart. 3b
3a, 3c
3f
3d
4. Move the PivotChart to a separate worksheet 4a

a. Click the Move Chart button
in the Actions group on the
PivotChart Tools Analyze tab.
b. At the Move Chart dialog box,
click the New sheet option and
then type PivotChart in the New
sheet text box. 4b
c. Click OK. Excel moves the
PivotChart to a separate
worksheet. Compare your
PivotChart with the one shown in 4c
Figure 4.7 (on page 106).
5. Print the PivotChart.
6. Save 4-PFSales.
Check Your Work

Activity 3h Creating a PivotChart from Scratch Part 8 of 8
1. With 4-PFSales open, save the workbook with the name 4-PFChart.
2. Create a PivotChart to display the sales by manufacturer by region by completing the
following steps:
a. Make the FirstQuarterSales worksheet active, select the named range FirstQ, and then
click the Insert tab.
b. Click the PivotChart button arrow in the
Charts group and then click PivotChart at
the drop-down list. 2b
c. At the Create PivotChart dialog box with
FirstQuarterSales!$A$4:$G$47 entered in the Table/
Range text box and New Worksheet selected in the
Choose where you want the PivotChart to be placed section, click OK.
d. Excel displays a blank sheet with the PivotChart Fields task pane at the right side of the
window. A PivotTable placeholder and chart placeholder appear in the worksheet area.
As you build the PivotChart, notice that a PivotTable is created automatically.
e. Click the Manufacturer check box in the PivotChart Fields task pane. Excel adds the field
to the Axis (Categories) list box in the layout section.
f. Click the Region check box in the PivotChart Fields task pane. Excel adds the field below
Manufacturer in the Axis (Categories) list box in the layout section.
g. Click the Region field header in the Axis (Categories) list
box and then click Move to Legend Fields (Series) at the
pop-up list. Excel moves the field and updates the chart
and PivotTable.
h. Click the Price check box in the PivotTable Fields task
pane. Excel graphs the sum of the price values in the
PivotChart and updates the PivotTable.
3. Point to the border of the PivotChart and then drag the
2g
PivotChart below the PivotTable.
4. Resize the chart to the approximate height and width of the
chart shown below.
5. Experiment with the Chart Elements and Chart
Styles buttons at the upper right corner of the chart.
(See Level 1, Chapter 7
for more information on
these buttons.)
6. Rename the sheet
containing the PivotTable
and PivotChart as
SummaryData.
7. Deselect the PivotChart
and then print the 5
PivotTable and
PivotChart worksheet.
8. Save and then close 3-4
4-PFChart.
Check Your Work

Activity 4 Add Sparklines in a Worksheet to Show Trends 2 Parts
You will add and format Sparklines to identify trends in fees for dental services
over the first quarter.
Tutorial Summarizing Data with Sparklines

Summarizing Sparklines are miniature charts that can be embedded into the background of a
Data with cell. Entire charts exist in single cells. Since Sparklines can be placed directly next
Sparklines
to the data set being represented, viewing them allows the quick determination of
trends or patterns within the data. Consider using Sparklines to illustrate high and
uick Steps low values within a range, as well as trends and other patterns. Figure 4.8
Create Sparklines
1. Select empty range illustrates the three buttons in the Sparklines group used to create Sparkline
in which to insert charts: Line, Column, and Win/Loss.
Sparklines.
3. Click Line, Column, Creating Sparklines
or Win/Loss button
in Sparklines group. To create Sparklines, select the empty cell range in which to insert the miniature
4. Type data range charts, click the Insert tab, and then click either the Line, Column, or Win/Loss
address or drag to button in the Sparklines group. At the Create Sparklines dialog box, type or click
select data range in
Data Range text box. the range of the cells that contain the data to graph in the Data Range text box
5. Click OK. and then click OK.
Figure 4.8 Line, Column, and Win/Loss Sparklines Added to a Worksheet
Use the Line or Column

buttons to create Sparklines to
show trends or patterns over a
time period.
Since Sparklines are part of

the background of a cell, text
can be added to any cells that
contain Sparklines.
Use the Win/Loss button to

create Sparklines to show
positive and negative values
using bars. Notice that the bars
are all the same height but
that those quarters in which
fees are lower than last year
(negative percentages) show
as red bars below the baseline.

Activity 4a Creating Sparklines Part 1 of 2
1. Open 4-NADQ1Fees.
2. Save the workbook with the name
4-NADQ1Fees-4.
3. Create Sparklines to illustrate
the trends in categories of dental
service fees during the first quarter
3c
a. With the FeeSummary
worksheet active, select the
range F5:F13.
c. Click the Line button in the
Sparklines group.
d. At the Create Sparklines dialog box
in the Data Range text box, type b5:d13.
e. Click OK. Excel inserts miniature line
charts within the cells.
f. Click in any cell to deselect the range. 3d
4. Spend a few moments reviewing the Sparklines
to determine what the charts indicate. Notice
that the lines in cell F7 (Teeth Whitening) and
cell F10 (Crowns and Bridges) slope up and then
3e
downward. This shows that these dental services
peaked in February and then began to decline.
5. Save 4-NADQ1Fees-4.
Check Your Work
Customizing Sparklines
uick Steps Activate any Sparkline cell and then click the Sparkline Tools Design tab to
Customize Sparklines display the contextual tab shown in Figure 4.9. Click the Edit Data button to
1. Click in any edit the range used to generate the Sparklines or instruct Excel how to graph
Sparkline cell.
2. Click Sparkline Tools
hidden or empty cells in the data range. Use buttons in the Type group to change
Design tab. the chart type from Line to Column or Win/Loss. Click the check boxes in the
3. Change chart type, Show group to show or hide data points in the chart or to show markers. Use
show/hide points or
markers, and change options in the Style group to change the appearance of line and/or marker. Click
chart style, color, or the Axis button in the last group to customize the horizontal or vertical axis in
marker color. the charts. Sparklines can be grouped, ungrouped, or cleared using the last three
buttons on the tab.
Figure 4.9 Sparkline Tools Design Tab

Activity 4b Customizing Sparklines Part 2 of 2
1. With 4-NADQ1Fees-4 open, customize the Sparklines by

a. If necessary, click in a Sparkline cell and then click the
Sparkline Tools Design tab. 1b
b. Click the Sparkline Color button in the Style group and then
click Dark Red (first option in the Standard Colors section) at
the drop-down color palette.
c. Click the High Point check box in the Show group to insert a
check mark. Excel adds a marker at the highest point on each
line graph.
d. Click the Markers check box in the Show group to
insert a check mark. Excel adds markers to all the 1c 1d
other data points on each line.
e. Click the Marker Color button in the Style group,
point to High Point, and then click Black, Text 1
(second column, first row in the Theme Colors section)
at the drop-down color palette.
1e
2. Widen the column and add a fill color to improve

the appearance of the Sparklines by completing
the following steps: 3
a. Change the width of column F to 22 characters.
b. Select the range F5:F13, click the Home tab,
and then apply the Aqua, Accent 5, Lighter
80% fill color (ninth column, second row in the
Theme Colors section) to the selected cells. 2a-
c. Click in any cell to deselect the range. 2c
3. Make cell F4 active, type January to March
Trends, press the Enter key, and then, if necessary,
format the title so it has the same formatting as
the other titles in row 4.
4. Change the page layout to Landscape orientation
and then print the FeeSummary worksheet.
5. Save and then close 4-NADQ1Fees-4.
Check Your Work

Chapter Summary
■ A formula that references a cell in another worksheet within the same
workbook contains a worksheet reference and a cell reference separated by an
exclamation point.
■ Range names can be used to simplify references to cells in other worksheets
because the worksheet reference is automatically included in the definition of
each range name.
■ A disadvantage to using range names to reference other worksheets emerges if
several worksheets are to be summarized because each name has to be defined
before the formula can be created.
■ A 3-D reference is used to summarize the same cell in a range that extends over
two or more worksheets. A 3-D reference includes the starting worksheet name
and ending worksheet name separated by a colon, similar to the method used
to define a range of cells.
■ A formula that references another worksheet is linked to that worksheet, so that
a change made in the source cell is automatically made in the other worksheet.
A formula that references a cell in another workbook must include a workbook
reference before the worksheet and cell references. The workbook reference is
enclosed in square brackets.
■ The workbook in which the external reference is added is called the destination
workbook. The workbook containing the data that is linked to the destination
workbook is called the source workbook.
■ When a formula that links to an external reference is created, Excel includes
the drive and folder names in the path to the source workbook. If the source
workbook is moved or the source workbook file name is changed, the link will
no longer work.
■ Open the Edit Links dialog box to edit or remove a linked external reference.
■ The Consolidate feature is another tool that can be used to summarize the data
from multiple worksheets into a master worksheet. Open the Consolidate dialog
box by clicking the Consolidate button is in the Data Tools group on the Data
tab.
■ At the Consolidate dialog box, the Sum function is selected by default. Add the
references containing the data to summarize, specify the location of the labels
to duplicate, and indicate whether to create a link to the source data.
■ A PivotTable is an interactive table that organizes and summarizes data based
on categories in rows or columns. Create a PivotTable using the PivotTable
button in the Tables group on the Insert tab.
■ Preview different PivotTable scenarios by clicking the Recommended
PivotTables button.
■ Add fields to a PivotTable using the field name check boxes in the PivotTable
Fields task pane.
■ Use buttons on the contextual PivotTable Tools Analyze and PivotTable Tools
Design tabs to format the PivotTable and/or edit the features used in it.
■ Once created, a PivotTable can be used to view a variety of scenarios by
filtering the row, column, or report headings.

■ Slicers allow filtering data in a PivotTable or PivotChart without using a filter
arrow. Because the Slicer pane contains all the items in the designated field, the
report can be filtered with one mouse click. Click the Insert Slicer button in
the Filter group on the PivotTable Tools Analyze tab to add a Slicer pane to a
PivotTable.
■ Timelines group and filter data in a PivotTable or PivotChart based on specific
timeframes, such as years, quarters, months, and days. With any cell within
the PivotTable active, click the PivotTable Analyze tab and then click the Insert
Timeline button in the Filter group.
■ A PivotChart displays data in chart form. As changes are made to the
PivotChart, the PivotTable associated with it also updates. Filter a PivotChart
using the legend or axis field buttons on the PivotChart.
■ Sparklines are miniature charts inserted into the backgrounds of cells. Add
Sparklines to a worksheet to show trends or high or low values in a range of
source data.
■ To create Sparklines, select the empty cell range in which to insert the
miniature charts, click the Insert tab, and then click the chart type in the
Sparklines group. At the Create Sparklines dialog box, type or click the range
of cells that contain the values to graph and then click OK. Sparklines can be
customized using options in the Sparkline Tools Design tab.
Commands Review
Consolidate Data, Data Tools
edit links Data, Queries & Connections
PivotChart Insert, Charts OR

PivotTables Tools Analyze, Tools
PivotTable Insert, Tables
Slicer PivotTable Tools Analyze, Filter
Sparklines Insert, Sparklines
Timelines PivotTable Tools Analyze, Filter

Excel
Microsoft
®
®
Level 2
Unit 2
Managing and Integrating Data
and the Excel Environment
Chapter 5 Using Data Analysis Features

Chapter 6 Exporting, Importing, and
Transforming Data
and Customizing Excel
Chapter 8 Protecting and Distributing
a Workbook
115

Microsoft ®
Excel
®
5
CHAPTER
Using Data Analysis

Features
1 Transpose data arranged in columns to rows and vice versa
2 Perform a mathematical operation during a paste routine
3 Populate cells using Goal Seek
4 Save and display various worksheet models using the
Scenario Manager
5 Generate a scenario summary report
6 Create one-variable and two-variable data tables
7 Use auditing tools to view relationships between cells in formulas
8 Identify Excel error message codes and troubleshoot formulas using
formula auditing tools
9 Use the Circle Invalid Data feature
10 Use the Watch Window to track cells affected by key formulas
Excel’s Paste Special dialog box includes several options for pasting copied data.
Choose to paste attributes of a copied cell or alter the paste routine to perform a
more complex operation. Apply a variety of What-If Analysis tools to manage data
and assist with decision-making and management tasks. Use formula-auditing tools to
troubleshoot formulas or view dependencies between cells. By working through the
activities in this chapter, you will learn about these tools and features available in
Excel to assist with accurate data analysis.
Data Files
The online
course includes
resources.
117

Activity 1 Analyze Data from a Request for Proposal 2 Parts
You will manipulate a worksheet containing vendor quotations for an enterprise
resource-planning information system by copying and pasting using Paste Special
options.
Tutorial Pasting Data Using

Pasting Data
Using Paste Paste Special Options
Special Options Clicking the Paste button arrow in the Clipboard group on the Home tab opens the
Paste drop-down gallery. This gallery contains many options for pasting copied data
Paste and is divided into three sections: Paste, Paste Values, and Other Paste Options. The
Paste drop-down gallery includes a live preview of how the data will be pasted to
assist in choosing the correct paste option. Click Paste Special at the bottom of the
Paste drop-down gallery to open the Paste Special dialog box, shown in Figure 5.1.
Use options in this dialog box to paste specific attributes of the source data, perform
a mathematical operation in the destination range based on values in the source
range, or carry out a more complex paste sequence.
Several options in the Paste Special dialog box are also available by clicking
a button at the Paste drop-down gallery. For example, to copy a range of cells
that has border formatting applied and then paste the range without the borders,
click the Paste button arrow and then click the No Borders button (first column,
second row in the Paste section) at the drop-down gallery. This produces the same
result as clicking the Paste button arrow, clicking Paste Special at the drop-down
gallery, clicking All except borders in the Paste section of the Paste Special dialog box,
and then clicking OK.
Figure 5.1 Paste Special Dialog Box
Use these options

to specify the
attributes from the
source range to
Instruct Excel to add, be applied to the
subtract, multiply, destination range.
or divide the source
data values into the Use the Transpose
destination values. option to convert
source data
Check this box to ensure that from a column
if a blank cell occurs in the arrangement to a
source range, existing data row arrangement
in the equivalent position in and vice versa.
the destination range is not
replaced with a blank.
118 Excel Level 2 | Unit 2 Chapter 5 | Using Data Analysis Features

Selecting Other Paste Special Options
A variety of options can be selected at the Paste Special dialog box. Click Formulas
or Values to paste only the source formulas or displayed values, click Formats to paste
only the formatting options from the source, and click Validation to paste a validation
rule. Click All using Source theme to apply the theme from the source, click All except
borders to paste everything but the borders from the source, and click Column widths
to adjust the destination cells to the same column widths as the source. To paste
formulas or values including the number formats from the source, click the Formulas
and number formats option or the Values and number formats option.
Transposing Data
uick Steps In some cases, the data in a worksheet is arranged in a way that is not suitable for
Transpose Range performing the required analysis. For example, examine the worksheet shown in
1. Select source range. Figure 5.2. This is the worksheet used in Activity 1. Notice that each company
3. Click starting cell in
that submitted a proposal appears in a separate column and the criteria for
destination range. analysis (such as the cost of the hardware) are arranged in rows. At first glance,
4. Click Paste button this layout may seem appropriate but consider that only those vendors that offer
arrow.
5. Click Transpose five-year contracts are to be examined. To use the filter feature on this data, the
button. contract term needs to be displayed in a columnar format. Rearranging the data in
this worksheet manually would be time consuming and risky due to the possibility
of making errors. To avoid this, convert the columns to rows and the rows to
columns using the Transpose button in the Paste button drop-down gallery or the
Transpose
Paste Special dialog box.
Figure 5.2 Activity 1 Worksheet
Activity 1a Converting Data from Rows to Columns Part 1 of 2
1. Open PreERP.
2. Save the workbook with the name 5-PreERP.
3. Convert the worksheet to arrange the company names in rows and the criteria data in
columns by completing the following steps:
a. Select the range A5:F11.
Excel Level 2 | Unit 2 Chapter 5 | Using Data Analysis Features 119

c. Click in cell A13.
d. Click the Paste button arrow and then hover the mouse pointer over the Transpose
button (third column, second row in the Paste section) at the drop-down gallery. A live
preview shows how the copied data will be pasted. Click the Transpose button.
3d
This live preview

shows how the
copied data will
be pasted using
3c the Transpose
button.
e. Press the Esc key to remove the scrolling marquee from the source range and then click
in any cell to deselect the range.
4. Delete rows 5 through 12.
5. Correct the merge and centering in rows 1 through 4 to extend the titles across columns A
through G. If necessary, move or otherwise adjust the position of the picture at the right
side of the worksheet after merging and centering.
6. Add a thick bottom border to cells A3 and A4 separately.
7. Apply bold formatting to and center-align the labels in the range A5:G5.
8. Select the range A5:G10, turn on the Filter feature, and then click in any cell to deselect
the range.
9. Filter the worksheet to display only those
vendors offering five year contracts by
a. Click the filter arrow in cell F5.
b. Click the (Select All) check box.
9b
c. Click the 5 check box and then click OK.
9c

10. Click the filter arrow in cell E5 and then filter the remaining rows to display only those
vendors offering same-day service using the same method utilized in Step 9.
10
12. Turn off the Filter feature and then save 5-PreERP.
Check Your Work
Performing a Mathematical Operation While Pasting

uick Steps A range of cells in a copied source range can be added to, subtracted from,
Perform multiplied by, or divided by the cells in the destination range. To do this, open the
Mathematical Paste Special dialog box and then select the mathematical operation to be
Operation While
Pasting performed. For example, in the worksheet for Activity 1a, the values in the
1. Select source range Maintenance column are the annual maintenance fees charged by the various
values. vendors. To compare the fees across all the vendors, the maintenance value for the
3. Click starting cell in life cycle of the contract must be known.
destination range. In Activity 1b, this calculation will be performed by copying and pasting
arrow. using a multiply operation. Using this method makes it unnecessary to add a new
5. Click Paste Special. column to the worksheet to show the maintenance fees for the entire term of the
6. Click mathematical contract.
operation.
7. Click OK.
Activity 1b Multiplying Source Cell Values by Destination Cell Values Part 2 of 2
1. With 5-PreERP open, select the range F6:F10. These cells

contain the terms for each company’s individual contract. The
data in the Maintenance column contains the cost of yearly
maintenance while the data in the Hardware and Software
columns contain data for the entire duration of the term.
2. Click the Copy button.
3. Paste the source range and instruct Excel to multiply the
values in the Maintenance column by the values in the Term
column when pasting by completing the following steps: 3b
a. Click in cell D6.
b. Click the Paste button arrow and then click Paste Special at
the drop-down gallery.

c. Click Multiply in the Operation section of the
Paste Special dialog box and then click OK.
d. Press the Esc key to remove the scrolling
marquee from the source range and then
click in any cell to deselect the range.
5. Save and then close 5-PreERP.
3c
Check Your Work
Activity 2 Calculate a Target Test Score 1 Part

Using a grades worksheet, you will determine the score a student needs to earn
on a final test to achieve a specified final average grade.
Tutorial Using Goal Seek to Populate Cells

Using Goal Seek When the result of a formula is known, use the Goal Seek feature to determine what
to Populate a Cell input value should be entered in one cell to achieve the result of the formula. For
example, the worksheet shown in Figure 5.3 shows Whitney’s grades on the first four
uick Steps tutoring assessments. The value in cell B11 (average grade) is the average of the five
Use Goal Seek to
Return Value
values in the range B5:B9. Note that the final test shows a grade of 0 even though the
1. Make cell active. test has not yet occurred. Once the final test grade is entered, the value in cell B11 will
2. Click Data tab. update to reflect the average of all five scores. Suppose Whitney wants to achieve a
3. Click What-If final average grade of 76% in her tutoring assessments. Goal Seek will determine the
Analysis button.
4. Click Goal Seek. score she needs to earn on the final test to achieve the 76% average. In Activity 2,
5. Enter cell address in Goal Seek will return a value in cell B9 based on the target value of cell B11.
Set cell text box.
6. Enter target value in Goal Seek causes Excel to calculate in reverse. The ending value is specified
To value text box. and Excel figures out the input numbers that will achieve the result that is wanted.
7. Enter dependent
cell address in By Note that the cell in which Excel is to calculate the target value must be referenced
changing cell text box. by a formula in the Set cell text box. Goal Seek is useful for any situation in which
8. Click OK. the wanted result is known but the value needed to get it is not.
9. Click OK or Cancel.
What-If Figure 5.3 Activity 2 Worksheet

Analysis
Use Goal Seek to

determine the value needed
in cell B9 for the final test
to achieve the desired
average grade in cell B11.

Activity 2 Using Goal Seek to Return a Target Value Part 1 of 1
1. Open JTutor.
2. Save the workbook with the name 5-JTutor.
3. Use Goal Seek to find the score Whitney needs to earn on the final test to achieve a 76%
average grade by completing the following steps:
b. Click the Data tab.
c. Click the What-If Analysis button in the Forecast group
and then click Goal Seek at the drop-down list.
d. If necessary, drag the Goal Seek dialog box so you can see all 3c
the values in column B.
e. With B11 already entered in the Set cell text box, click in the
To value text box and then type 76.
f. Press the Tab key and then type b9 in the By changing cell text box.
g. Click OK.
h. Click OK at the Goal Seek Status dialog box, which shows that Excel found a solution.
3e
3h
3f
3g
4. Notice that Excel entered the value 81.5 in cell B9. This is the score Whitney must earn to
achieve a final average grade of 76%.
5. Assume that Whitney wants to achieve a final average grade of 80%. Use Goal Seek to
find the score she will need to earn on the final test to accomplish the new target by
a. Click the What-If Analysis button and then click Goal Seek at the drop-down list.
b. With B11 already entered in the Set cell text box, click in the To value text box, type 80,
c. Type b9 in the By changing cell text box.
d. Click OK.
e. Notice that the value
entered in cell B9 is
101.5. This is the
score Whitney needs
on the final test to
earn an 80% average
grade.
f. The final test is worth
only 100, so Whitney
will not be able to score 101.5. Restore the previous 5e 5f
values in the report by clicking the Cancel button at
the Goal Seek Status dialog box.
6. Save, print, and then close 5-JTutor.
Check Your Work

Activity 3 Forecast a Budget Based on Various Inflation Rates 3 Parts
You will determine how various rates of inflation impact a department’s budget to
determine the funding request to present to management to maintain service.
Tutorial Adding, Editing, and Applying

Adding Scenarios
Scenarios
Tutorial The Scenario Manager allows storing multiple sets of assumptions about data and
then viewing how each set of assumptions affects the worksheet. Switch between
Editing and
Applying scenarios to test the various inputs on the worksheet model. Save each scenario
Scenarios using a descriptive name, such as BestCase or WorstCase, to indicate the type of
data assumptions stored in it. Generally, the first scenario created should contain
uick Steps the original values in the worksheet, since Excel replaces the content of each
Add Scenario changing cell when a scenario is shown.
1. Click Data tab.
2. Click What-If Examine the worksheet shown in Figure 5.4. In it, the Computing Services
Analysis button. Department budget for the next year has been calculated based on projected
3. Click Scenario percentage increases for various expense items. Assume that the department
Manager.
4. Click Add button. manager has more than one projected increase for each expense item based on
5. Type name in different inflation rates or vendor rate increases for next year. The manager can
Scenario name create and save various scenarios to view the impact on total costs that results
text box.
6. Type or select from a combination of different forecasts.
variable cells in Using the Scenario Manager dialog box, shown in Figure 5.5, create as many
Changing cells
text box. models as needed to test various what-if conditions. For example, two scenarios have
7. Click OK. been saved in the example shown in Figure 5.5: LowInflation and HighInflation. When
8. Enter value for
each changing cell. a scenario is added, define which cells will change and then enter the data to be
9. Click OK. stored under the new scenario name.
10. Click Close button.
Figure 5.4 Activity 3 Worksheet
Hint Create a
range name for each
changing cell. This
allows a descriptive
reference next to the
input text box, rather
than a cell address,
when adding a
scenario.

Figure 5.5 Scenario Manager Dialog Box and Scenario Values Dialog Box
Clicking the
Add button
opens the
Scenario
Values
These cells will dialog box.
change when the
scenario is applied.
These values are stored in the scenario

named HighInflation. The cells defined
in the scenario as Changing cells
($C$4:$C$7) have range names applied
so that descriptive references can be
viewed when entering data values.
Activity 3a Adding Scenarios to a Worksheet Model Part 1 of 3
1. Open NationalBdgt.
2. Save the workbook with the name 5-NationalBdgt.
3. View the range names already created in the worksheet by clicking the Name box arrow and
then clicking WageInc at the drop-down list. Cell C4 becomes active. A range name has been
created for each data cell in column C, so a descriptive label displays when scenarios are
added in Steps 4 and 5.
4. Add a scenario, named OriginalForecast, that contains the original worksheet values by
b. Click the What-If Analysis button and then click Scenario Manager at the drop-down list.
c. Click the Add button at the Scenario Manager dialog box.
d. At the Add Scenario dialog box with the insertion point positioned in the Scenario name
text box, type OriginalForecast and then press the Tab key.
e. Type c4:c7 in the Changing cells text box. (As an alternative, move the dialog box out of
the way and select the cells that will change in the worksheet.)
f. Click OK.
4d
4e
By default, Excel stores

the user name and date 4f
the scenario was created.

g. At the Scenario Values dialog box, notice that the
original value is already entered in each text box.
Click OK. 4g
5. Add another scenario to the worksheet that assumes
low inflation for next year by completing the
following steps:
a. Click the Add button at the Scenario Manager
dialog box. Notice that the Changing cells text box
already contains the range C4:C7.
b. Type LowInflation in the Scenario name text box
5c-f
and then click OK.
c. At the Scenario Values dialog box, with the
insertion point positioned in the 1: WageInc text 5g
box, type 14010 and then press the Tab key.
d. Type 27500 and then press the Tab key.
e. Type 5979 and then press the Tab key.
f. Type 2005.
g. Click OK.
6. Add a third scenario named HighInflation, which assumes a high inflation rate, by
a. Click the Add button at the Scenario Manager dialog box.
b. Type HighInflation in the Scenario name text box and then click OK.
c. At the Scenario Values dialog box, type the following values into the text boxes
indicated:
1: WageInc 18224
2: SuppliesInc 3765
3: TrainingInc 9236
4: AdminIncrease 4195
d. Click OK.
7. Click the Close button to close the Scenario Manager dialog box.
8. Save 5-NationalBdgt.
Applying a Scenario
uick Steps After creating the various scenarios to save with the worksheet, apply the values
Apply Scenario stored in each scenario to the variable cells to view the effects on the worksheet
1. Click Data tab. model. To do this, open the Scenario Manager dialog box, click the name of the
2. Click What-If
Analysis button.
scenario that contains the values to be applied to the worksheet, and then click the
3. Click Scenario Show button. Click the Close button to close the Scenario Manager dialog box.
Manager at drop-
down list.
4. Click scenario name.
5. Click Show button.
Editing a Scenario
6. Click Close button. Change the values associated with a scenario by opening the Scenario Manager dialog
box, clicking the name of the scenario that contains the values to be changed, and then
clicking the Edit button. At the Edit Scenario dialog box, make any changes to the
scenario name and/or changing cells and then click OK to open the Scenario Values
dialog box to edit the individual value associated with each changing cell. When done,
click OK and then click the Close button.

Deleting a Scenario
To delete a scenario, open the Scenario Manager dialog box, click the scenario to
be removed, and then click the Delete button. Click the Close button to close the
Scenario Manager dialog box.
Activity 3b Applying and Editing Scenario Values Part 2 of 3
1. With 5-NationalBdgt open, apply the scenario

that assumes the low inflation rate by completing
a. With Data the active tab, click the What-If
Analysis button and then click Scenario Manager
b. If necessary, drag the Scenario Manager dialog 1c
box so you can see all the values in column D.
c. Click LowInflation in the Scenarios list box and
then click the Show button. Excel changes the
values in the range C4:C7 to the values stored
within the scenario. Notice that based on the
assumption of a low inflation rate, the total
cost of the new budget shown in cell D8 is
$875,839.
2. With the Scenario Manager dialog box still open, change the worksheet to display the
scenario that assumes a high inflation rate by clicking HighInflation in the Scenarios list box
and then clicking the Show button. Notice that in this high-inflation scenario, the total
cost of the new budget is $861,765.
3. After the data are reviewed, it is decided that the
projected increase for computer supplies should
3c
be $4,500. Edit the HighInflation scenario by
a. With HighInflation selected in the Scenarios list
3d
box, click the Edit button.
b. Click OK at the Edit Scenario dialog box.
c. Select 3765 in the SuppliesInc text box and then
type 4500.
d. Click OK and then click the Show button.
Excel displays the

worksheet with
the high inflation
values applied
and edited in
Steps 2 and 3.
4. Show the worksheet with the data values from the OriginalForecast scenario.
5. Click the Close button to close the Scenario Manager dialog box.
6. Save 5-NationalBdgt.
Check Your Work

Tutorial Generating a Scenario Summary Report
Generating Create a scenario summary report to compare scenarios side by side in a worksheet
a Scenario or PivotTable. At the Scenario Summary dialog box, shown in Figure 5.6, enter in
Summary Report
the Result cells text box the formula cell or cells that change when the data is
applied in the various scenarios. Enter multiple cell addresses in this text box and
uick Steps use commas to separate them.
Create Scenario
Summary Report
Figure 5.6 Scenario Summary Dialog Box
1. Click Data tab.
2. Click What-If
Analysis button. Enter the address of the cell
3. Click Scenario containing the total or other
Manager. formula results affected by the
4. Click Summary changing cells in each scenario.
button. Enter cell addresses for multiple
5. If necessary, change
cell address in results separated by commas or
Result cells text box. use a range if applicable.
6. Click OK.
Activity 3c Generating a Scenario Summary Report Part 3 of 3
1. With 5-NationalBdgt open, display a scenario summary report by completing the

following steps:
a. With Data the active tab, click the What-If Analysis button and then click Scenario
Manager at the drop-down list.
b. Click the Summary button at the Scenario Manager
dialog box.
c. At the Scenario Summary dialog box, with the Report
type set to Scenario summary and Result cells displaying 1c
the address D8, click OK.
2. Examine the Scenario Summary sheet added to the
workbook. It displays each changing cell with the input
for each scenario. Below the Changing Cells table, Excel
displays the Result Cells, which provide the values that
result from input from each scenario.
3. Print the Scenario Summary worksheet.
4. Save and then close 5-NationalBdgt.
In Step 2, examine
the Scenario
Summary report
created in Step 1.
Check Your Work

Activity 4 Compare the Effects of Various Inputs Related 2 Parts
to Cost and Sales Pricing
Using one-variable and two-variable data tables, you will analyze the effects on
the cost per unit and the selling price per unit of a manufactured container.
Performing What-If Analysis

Using Data Tables
The term data table refers to a range of cells that contains a series of input values.
Excel calculates a formula substituting each input value in the data table range and
places the result in the cell adjacent to the value. Either a one-variable or a two-
variable data table can be created. A one-variable data table calculates a formula
by modifying one input value in the formula. A two-variable data table calculates
a formula substituting two input values. Using data tables provides a means of
analyzing various outcomes in a calculation that occur as a result of changing a
dependent value without creating multiple formulas.
Tutorial Creating a One-Variable Data Table

Creating a Design a one-variable data table with the variable input data values in a series
One-Variable down a column or across a row. Examine the worksheet shown in Figure 5.7.
Data Table
Assume that management wants to calculate the effects on the cost per unit for a
variety of production volumes given a standard set of costs per factory shift. The
Data Table
worksheet includes the total costs for direct materials, direct labor, and overhead.
The formula in cell B8 sums the three cost categories. Based on a standard
uick Steps production volume of 500,000 units, the cost per unit is $3.21, calculated by
Create One-Variable
Data Table
dividing the total cost by the production volume (cell B8 divided by cell B10).
1. Create variable data In the range E6:E12, the factory manager has input varying levels of production.
in column at right of The manager would like to see the change in the cost per unit for each level of
worksheet. production volume, assuming the costs remain the same. In Activity 4a, a data
2. Enter formula one
row above and one table is used to show the various costs. This data table will manipulate one input
cell right of variable value—production volume—so it is a one-variable data table.
data.
3. Select data range,
including formula Figure 5.7 Activity 4a One-Variable Data Table
cell.
4. Click Data tab.
5. Click What-If
Analysis button.
6. Click Data Table.
7. Type cell address
for variable data in
source formula in
Column input cell In this area of the
text box.
8. Click OK.
worksheet, calculate
the change in cost
per unit based
on varying the
production volume
using a data table.

Activity 4a Creating a One-Variable Data Table Part 1 of 2
1. Open PreEBoxCost.
2. Save the workbook with the name 5-PreEBoxCost.
3. Calculate the cost per unit for seven different production levels using a one-variable data
table by completing the following steps:
a. In a data table, the formula for calculating the various outcomes must be placed in
the cell in the first row above and one column right of the table values. The data table
values have been entered in the range E6:E12; therefore, make cell F5 active.
b. The formula that calculates
the cost per unit is =B8/B10.
This formula has already been
entered in cell B12. Link to the
source formula by typing =b12
and then pressing the Enter key.
c. Select the range E5:F12.
d. Click the Data tab.
e. Click the What-If Analysis
button in the Forecast group 3b
and then click Data Table at the
drop-down list.
3e
3c
f. At the Data Table dialog box, click in the Column input 3f

cell text box and then type b10. At the Data Table dialog
box, Excel needs to know which reference in the source
formula is the address where the variable data is to be 3g
inserted. (The production volume is cell B10 in the
source formula.)
g. Click OK.
h. Click in any cell to deselect the range.
4. Print the worksheet. The data table calculates
5. Save and then close 5-PreEBoxCost. costs at all the production
volumes. Notice that the
costs are higher at lower
volumes and decrease as the
production volume increases.
Check Your Work

Tutorial Creating a Two-Variable Data Table
Creating Two- A data table can substitute two variables in a source formula. To modify two input
Variable Data cells, design the data table with a column along the left containing one set of
Table
variable input values and a row along the top containing a second set of variable
input values. In a two-variable data table, the source formula is placed at the top
uick Steps left cell in the table. In the worksheet shown in Figure 5.8, the source formula will
Create Two-Variable
Data Table be inserted in cell E5, which is the top left cell in the data table.
1. Create variable
data at right of Figure 5.8 Activity 4b Two-Variable Data Table
worksheet with
one input series in
column and another
in row across top of
table.
2. Enter formula in top
left cell of table.
3. Select data table
range.
4. Click Data tab.
5. Click What-If
Analysis button.
6. Click Data Table.
7. Type cell address
for variable data in This data table contains two
source formula in input variables: production units
Row input cell text and markup percentages. The
box.
8. Press Tab key. data table will calculate a selling
9. Type cell address price at each production volume
for variable data in and at each markup percentage.
source formula in
Column input cell
text box.
10. Click OK.
Activity 4b Creating a Two-Variable Data Table Part 2 of 2
1. Open PreEBoxSell.
2. Save the workbook with the name 5-PreEBoxSell.
3. Calculate the selling price per unit for seven different production levels and three different
markups using a two-variable data table by completing the following steps:
a. In a two-variable data table, the source formula
must be placed in the top left cell in the data
table; therefore, make cell E5 active.
b. Type =b14 and then press the Enter key. The
formula that Excel is to use to create the data
table is in cell B14. The selling price per unit,
found in cell B14, is calculated by adding 3b
the cost per unit (cell B12) to the result of
multiplying the cost per unit (cell B12) by the
markup (cell B13).
c. Select the range E5:H12.
d. Click the Data tab.
e. Click the What-If Analysis button and then
click Data Table at the drop-down list.

f. At the Data Table dialog box with the insertion point
positioned in the Row input cell text box, type b13 and 3f
then press the Tab key. Excel needs to know which
reference in the source formula is the address relating to
3g
the variable data in the first row of the data table. (The
markup value is in cell B13 in the source formula.)
g. Type b10 in the Column input cell text box. As in 3h
Activity 4a, Excel needs to know which reference relates
to the production volume in the source formula.
h. Click OK.
i. Click in any cell to deselect the range.
5. Save and then close 5-PreEBoxSell.
The selling price is calculated

by the data table at each
production volume and each
percentage markup.
Check Your Work
Activity 5 Audit a Worksheet to View and 3 Parts

Troubleshoot Formulas
You will use buttons in the Formula Auditing group to view relationships
between cells that comprise a formula, identify error codes in a worksheet, and
troubleshoot errors using error checking tools.
Tutorial Using Auditing Tools

Using Auditing The Formula Auditing group on the Formulas tab, shown in Figure 5.9, contains
Tools options that are useful for viewing relationships between cells in formulas.
Checking a formula for accuracy can be difficult when it is part of a complex
sequence of operations. Opening a worksheet created by someone else can also
present a challenge in understanding the relationships between sets of data. When
Excel displays an error message in a cell, finding the source of the error can be
made easier by viewing the relationships between the dependencies of cells.

uick Steps Figure 5.9 Formula Auditing Group on the Formulas Tab
Trace Precedent Cells
1. Open worksheet. Draw arrows to cells Toggle between
2. Make cell active. that provide data to formula display Show error checking
3. Click Formulas tab. the active cell. and cell display. tools for the active cell.
4. Click Trace
Precedents button.
5. Continue clicking Draw arrows to cells Open a window in which to
until all relationships that use the data in place cells for viewing while
are visible. the active cell. moving/editing within the
Trace Dependent worksheet.
Cells
1. Open worksheet. Clear the arrows to/from Work through a formula value by value to
3. Click Formulas tab. the active cell. determine how the result is calculated.
4. Click Trace
Dependents button.
5. Continue clicking
until all relationships Tracing Precedent and Dependent Cells
are visible.
Precedent cells provide data to formula cells. For example, if cell B3 contains the
formula =B1+B2, then cell B1 and cell B2 are precedent cells. Dependent cells
contain formulas that refer to other cells. In the previous example, cell B3 is the
dependent cell to cells B1 and B2, since cell B3 relies on the data from cells B1
and B2.
Trace Click in a cell and then click the Trace Precedents button to draw tracer
Precedents arrows that show direct relationships to a cell or cells that provide data to the
active cell. Click the button a second time to show indirect relationships to a cell
or cells that provide data to the active cell at the next level. Continue clicking the
button until no further arrows are drawn. Excel will sound a beep if the button is
clicked and no more relationships exist.
Trace Click in a cell and then click the Trace Dependents button to draw tracer
Dependents arrows that show direct relationships to other cells in the worksheet that use the
Remove contents of the active cell. As with the Trace Precedents button, click a second
Arrows time to show the next level of indirect relationships and continue clicking the
button until no further tracer arrows are drawn.
Show
Formulas Excel draws blue tracer arrows if no error is detected in the active cell and red
tracer arrows if an error is detected within the active cell.
Activity 5a Viewing Relationships between Cells and Formulas Part 1 of 3
1. Open 5-PreEBoxSell.
2. Display tracer arrows between cells to view the relationships between cells and formulas by
This blue precedent arrow is
drawn to cell B8 in Step 2c.
c. Click the Trace Precedents button in the
Formula Auditing group. Excel draws a blue
tracer arrow that shows the cells that provide 2a
data to cell B8.
d. Click the Remove Arrows button in the Formula
Auditing group. The blue tracer arrow leading to
cell B8 is cleared.
e. Make cell B14 active.

f. Click the Trace Precedents button.
g. Click the Trace Precedents button a second time to show the next level of cells that
provide data to cell B14.
h. Click the Trace Dependents button to view the cell dependent on cell B14.
2f-
2g
2h
3. Click the Remove Arrows button in the Formula Auditing group to clear all the arrows.
4. Click the Show Formulas button in the Formula Auditing group to display the cell
formulas. Click the Show Formulas button again to turn off the display of formulas.
5. Close 5-PreEBoxSell. Click the Don’t Save button when prompted to save changes.
Troubleshooting Formulas
uick Steps Formulas in Excel can contain various types of errors. Some errors are obvious
Trace Errors because Excel displays an error message, such as #VALUE! Other errors occur
1. Click in cell without the display of an error message but are incorrect because the logic is
containing error
message. flawed. For example, a formula could be entered in a cell that Excel does not flag
2. Click Formulas tab. as an error because the syntax is correct; however, the calculation could be
3. Click arrow on Error incorrect for the data and the situation. Logic errors are difficult to find and
Checking button.
4. Click Trace Error. require checking a worksheet by entering proof formulas or by manually checking
the accuracy of each formula.
Hint Reference A proof formula is a formula entered outside the main worksheet area that
errors can also checks key figures within the worksheet. For example, in a payroll worksheet, a
occur—for instance, proof formula to check the total net pay column could add the total net pay to
when the formula uses
correct syntax and logic the totals of all the deduction columns. The total displayed should be equal to the
but refers to the wrong total gross pay amount in the worksheet.
data. These errors are
difficult to find and only Excel displays an error message code in a cell that is detected to have an
a thorough review and error. Two types of error flags can occur. A green diagonal triangle in the upper
test of key figures will
reveal them.
left corner of a cell indicates an error condition. Activate the cell and an error
checking button displays that can be used to access error checking tools. Errors
can also be indicated with text entries, such as #NAME? Figure 5.10 displays a
portion of the worksheet used in Activity 5b to troubleshoot errors. Table 5.1
describes the three types of error codes displayed in Figure 5.10.
Error The Error Checking button in the Formula Auditing group can be used to help
Checking find the source of an error condition in a cell by displaying the Error Checking
dialog box or drawing a red tracer arrow to locate the source cell that is contributing
Evaluate to the error. The Evaluate Formula button can be used to work through a formula
Formula value by value to determine where within the formula an error exists.

Figure 5.10 Activity 5b Partial Worksheet
Table 5.1 Types of Error Codes in Figure 5.10

Error Code Description of Error Condition
#N/A A required value for the formula is not available.
#NAME? The formula contains an unrecognized entry.
#VALUE! A value within the formula is of the wrong type or otherwise invalid.
Activity 5b Troubleshooting Formulas Part 2 of 3
1. Open PreSalesTrgt.
2. Save the workbook with the name 5-PreSalesTrgt.
3. Solve the #N/A error by completing the following steps:
b. Point to the Trace Error button next to the cell and read the ScreenTip below the button.
c. Look in the Formula bar at the formula that has been entered into the cell. Notice that
the formula includes a reference to a named cell. Tracer arrows will be used in the next
step to locate the source of the named cell.
3c
3b

d. Click the Error Checking button arrow in the Formula Auditing group on the Formulas
tab and then click Trace Error at the drop-down list.
e. Excel moves the active cell to cell K5 and draws a red tracer arrow from cell K5 to cell E4.
Look in the Formula bar and notice that #N/A displays as the entry in cell K5. Also notice
that the cell name West displays in the Name box. Since there is no value in the cell named
West, which is cell K5, the dependent cell E4 is not able to calculate its formula.
3e
f. With cell K5 active, type 1.25% and then press the Enter key. The red tracer arrow changes
to blue because the error is corrected and the #N/A error messages no longer display.
g. Click the Remove Arrows button to clear the blue tracer arrow and then right-align the
entry in cell K5.
4. Solve the #NAME? error by completing the following steps:
a. Make cell D4 active, point to the Trace Error button that appears, and then read the
ScreenTip that appears. The message indicates that the formula contains unrecognized text.
b. Look at the entry in the Formula bar: =C4+(C4*East). Notice that the formula is the
same as the one reviewed in Step 3c except that the named range is East instead of West.
The formula appears to be valid.
c. Click the Name box arrow and view the range names in the drop-down list. Notice that
the range name East is not in the list.
d. Click North at the Name box drop-down list. Cell K6 becomes the active cell. You know
from this step and Step 3d that the named ranges should reference the percentage values
within column K.
e. Make cell K4 active, type East in the Name box, and then press the Enter key. The
#NAME? error is resolved.
4e
5. Solve the #VALUE! error by completing the following steps:

a. Make cell D5 active, point to the Trace Error button that appears, and then read the
ScreenTip that appears. The message indicates that a value within the formula is of the
wrong data type.

b. Click the Trace Precedents button to display tracer arrows that show the source cells
that provide data to cell D5. Two blue arrows appear, indicating that two cells provide
the source values: cells K4 and C5.
c. Make cell K4 active and look at the entry in the Formula bar: 1.5%. This value is valid.
d. Make cell C5 active and look at the entry in the Formula bar: 2 14. Notice that there is
a space instead of a decimal point between 2 and 1.
5d
e. Click in the Formula bar and then edit the formula to delete the space between 2 and 1
and type a period (inserting a decimal point). Press the Enter key. The #VALUE! error is
resolved.
f. Click the Remove Arrows button to clear the blue tracer arrows.
6. Save 5-PreSalesTrgt.
Check Your Work
Tutorial Circling Invalid Data

Circling Invalid Recall from Chapter 3 that the data validation feature is used to restrict cell
Data and entries. If data validation rules are set up after data has been entered, existing
Watching a
Formula Cell
values will not be tested against the new rules. In this situation, use the Circle
Invalid Data feature, which draws red circles around the cells that do not conform
Data Validation to the new rule. To circle invalid data, click the Data Validation button arrow in
the Data Tools group on the Data tab, and then click the Circle Invalid Data option.
uick Steps
Circle Invalid Data Watching a Formula Cell
1. Open worksheet In a large worksheet, a dependent cell may not always be visible while changes are
containing validation
rules. being made to other cells that affect a formula. Open a Watch Window and add a
2. Click Data tab. dependent cell to it to view changes made to the cell as the worksheet is modified.
3. Click Data Validation
button arrow.
Multiple cells can be added to the Watch Window to create a single window
where cells affected by key formulas within a large worksheet can be tracked. To
4. Click Circle Invalid
Data. watch a cell, click the Watch Window button in the Formula Auditing group on
the Formulas tab, click the Add Watch button, click to select the cell you want to
Watch Window watch, and then click the Add button.
Consider assigning a name to a cell to be tracked using the Watch Window.
uick Steps At the Watch Window, the cell name will appear in the Name column and provide
Watch Formula Cell a descriptive reference to the entry being watched. Expand the width of the Name
1. Click Formulas tab. column if a range name is not entirely visible.
2. Click Watch Window
button. The Watch Window can be docked at the top, left, bottom, or right edge of
3. Click Add Watch the worksheet area by clicking the top edge of the window and dragging it to the
button.
4. Click in cell. edge of the screen. When the Watch Window is docked, Excel changes it to a
5. Click Add button. Watch Window task pane.

Activity 5c Circling Invalid Data and Watching a Formula Cell Part 3 of 3
1. With 5-PreSalesTrgt open, view the data

validation rule in effect for column C by
a. If necessary, make active any cell
containing a value in column C.
c. Click the top of the Data Validation
button in the Data Tools group. (Do not
click the arrow on the button.) The Data
Validation dialog box opens. 1d
d. Review the parameters for data entry
on the Settings tab. Notice that the
restriction is that values should be greater
than or equal to 1.57.
e. Click OK.
2. Click the Data Validation button arrow and then click
Circle Invalid Data at the drop-down list. Three cells are
circled in the worksheet: C11, C13, and C16. 2
3. Watch the total in cell H22 update as the invalid data
is corrected by completing the following steps:
a. Make cell H22 active and then click the Formulas tab.
b. Click the Watch Window button in the Formula Auditing group. A Watch Window opens.
c. Click the Add Watch button in the Watch Window.
d. At the Add Watch dialog box, move the dialog box out of the way, if necessary, to view
cell H22. Notice that cell H22 is entered by default as the watch cell. Click the Add button.
3c
2 3d
e. Scroll up the worksheet, if necessary, until you can view cell C11. If necessary, drag
the Watch Window out of the way so the cells being watched and the cells used in the
formula are visible.
f. Make cell C11 active, type 1.58, and then press the Enter key. Notice that the red circle
disappears because a value has been entered that conforms to the validation rule. Look
at the value for cell H22 in the Watch Window. The new value is 153.67.

g. Make cell C13 the active cell, type 1.61, and then press the Enter key. Look at the
updated value for cell H22 in the Watch Window.
3g
h. Make cell C16 active, type 1.57, and then press the Enter key.
i. Click the Watch Window button to close the Watch Window.
5. Save and then close 5-PreSalesTrgt.
Check Your Work
Chapter Summary
■ Click the Paste button arrow to open the Paste drop-down gallery, which
contains many options for pasting copied data. Open the Paste Special
dialog box to paste attributes of the source cell(s) or perform a mathematical
operation during the paste.
■ Transposing data during a paste routine means that data arranged in columns is
converted to rows and data arranged in rows is converted to columns. Transpose
data using the Transpose button in the Paste button drop-down gallery or the
Paste Special dialog box.
■ The Goal Seek feature returns a value in a cell based on a target value specified
for another cell. The two cells must have a dependent relationship for Excel to
calculate a value.
■ Click the What-If Analysis button in the Forecast group on the Data tab to use
the Goal Seek, Scenario Manager, or Data Table feature.
■ The Scenario Manager allows storing multiple sets of assumptions about data
and then viewing how each set affects the worksheet. Switch between scenarios
to test the various inputs on the worksheet model.
■ Create a scenario summary report to compare scenarios side by side in a
worksheet or PivotTable. Enter the formula cell or cells that change when the
data is applied in various scenarios at the Scenario Summary dialog box.
■ A data table is a range of cells that contains a series of input values; a calculated
formula result is placed adjacent to each input value. A one-variable data table
calculates a formula by modifying one input value in the formula. A two-
variable data table calculates a formula substituting two input values.
■ Design a one-variable data table with the variable input data values in a series
down a column or across a row. Enter the formula one row above and one
column right of the variable data.

■ Design a two-variable data table with a column along the left containing one
set of variable input values and a row along the top containing a second set of
variable input values. Enter the formula in the top left cell of the table.
■ Options in the Formula Auditing group on the Formulas tab are useful for
viewing relationships between cells and finding and resolving errors.
■ Use the Trace Precedents button to draw tracer arrows that show direct
relationships to the cell or cells that provide data to the active cell. Use the
Trace Dependents button to draw tracer arrows that show direct relationships
to another cell or other cells that use data from the active cell.
■ Click the Trace Precedents or Trace Dependents button a second time to display
an indirect set of relationship arrows at the next level.
■ A logic error occurs when the formula is not correct for the data or situation. A
reference error occurs when a formula refers to the wrong data.
■ Use a proof formula to test the accuracy of key figures in a worksheet. A proof
formula is entered outside the main worksheet area and double-checks key
figures within the worksheet.
■ Excel displays two types of error messages in a cell in which an error has been
detected. A green diagonal triangle in the upper left corner of the cell indicates
an error condition. Errors can also be indicated with text entries. For example,
#NAME? means that the formula contains text that Excel cannot recognize.
■ Other error codes include #VALUE!, which means a value within the formula is
not valid, and #N/A, which means a value needed by the formula is not available.
■ Use the Error Checking button in the Formula Auditing group to help find the
source of an error in a cell. Display the Error Checking dialog box or draw a red
tracer arrow to locate the source cell that is contributing to the error.
■ If data validation rules are set up after data has been entered, existing values
will not be tested against the new rules. Use the Circle Invalid Data feature
from the Data Validation button to draw red circles around the cells that do not
conform to the new rule.
■ Open a Watch Window and add a dependent cell to it to view changes made
to the cell as the worksheet is modified. Multiple cells can be added to create a
single window where cells can be tracked.
■ After completing a worksheet, take time to examine the data carefully for
data entry errors, values that do not appear realistic, and other indications of
potential errors that should be fixed.

Commands Review
circle invalid data Data, Data Tools
data table Data, Forecast
display formulas Formulas, Formula Auditing Ctrl + `
Goal Seek dialog box Data, Forecast
Paste Special dialog box Home, Clipboard Ctrl + Alt + V
remove tracer arrow Formulas, Formula Auditing
Scenario Manager Data, Forecast
trace dependent cell Formulas, Formula Auditing Ctrl + ]
trace error Formulas, Formula Auditing
trace precedent cell Formulas, Formula Auditing Ctrl + [
transpose data Home, Clipboard
Watch Window Formulas, Formula Auditing

Microsoft ®
Excel
®
6
CHAPTER
Exporting, Importing,
and Transforming Data
1 Copy, embed, link, and unlink Excel data in a Word document
2 Copy, paste, and embed Excel data in a PowerPoint presentation
3 Copy and paste Excel data in an Access table
4 Export an Excel worksheet as a text file
5 Import data from an Access database
6 Modify imported data with the Query Editor
7 Import data from a text file
8 Refresh, modify, and delete queries
9 Use Flash Fill to transform data
10 Modify text using the text functions PROPER, UPPER, LOWER,
SUBSTITUTE, RIGHT, LEFT, MID, TEXTJOIN, and CONCAT
Exchanging data between programs by exporting or importing eliminates

duplication of effort and reduces the likelihood of data errors or missed
entries, which could occur if the data was retyped. One of the advantages
of working with a suite of programs such as Microsoft Word, Excel, Access,
and PowerPoint is being able to easily integrate data from one program to
another. In this chapter, you will learn how to export data in a worksheet
to other programs and how to bring data into an Excel worksheet from
external sources.
Data Files
The online
course includes
resources.
143

Activity 1 Export Data from Excel to Various Applications 6 Parts
You will copy and paste data related to car inventory from an Excel worksheet
to integrate with an Word report, a PowerPoint presentation, and an Access
database. You will also save a worksheet as a comma-separated text file for use
in a non-Microsoft program.
Exporting Data from Excel

Applications in Office 365 are designed for integration so that an object can easily
be created in one application and copied to another application. For example,
use Excel data in other Microsoft programs by copying cells to the Clipboard and
then pasting them in the destination files. Integration is possible because the
applications have a common interface that allows each application to understand
another application’s file format.
To use Excel data in Word, PowerPoint, or Access, use the copy and paste,
copy and embed, or copy and link method. During an export or import, the
file containing the original data is called the source file, and the file to which the
original data is being copied, embedded, or linked is called the destination file.
To export Excel data for use in another program, open the Save As dialog
box and then change the Save as type option to the desired file format. If the file
format for the destination program does not appear in the Save as type list, try
copying and pasting the data or go to the Microsoft Office Online website and
search for a file format converter that can be downloaded and installed.
Tutorial Copying and Pasting Data into Word

Exporting Data Data from Excel can be copied and pasted directly into Word, or it can be copied and
into Word then pasted as an embedded or linked object. Use the simple copy and paste method
if the data being brought into the Word document is not likely to be updated or
uick Steps edited later. Copy and embed the data to be able to edit it in Word using Excel. Copy
Embed or Link
Excel Data in Word
and link the data to allow it to be updated whenever edits are made to the source file.
Document
Embedding Excel Data in a Word Document To embed copied Excel data
1. Select cells.
2. Click Copy button. in a Word document, open the document, move the insertion point to where
3. Open Word. the copied Excel data should be inserted, and then open the Paste Special dialog
4. Position insertion box. At the Paste Special dialog box, click the option to paste as a Microsoft Excel
point in document.
5. Click Paste button Worksheet Object and then click OK.
arrow. To edit an embedded Excel object in Word, double-click the embedded object
6. Click Paste Special.
7. Click Microsoft Excel to open it for editing. The worksheet object opens in Excel. Click the Excel Close
Worksheet Object. button to close Excel and make Word the active application. Any changes made
8. Click OK to embed, to the Excel object in the Word document are not reflected in the Excel file
or click Paste link
and then OK to link. containing the original data and vice versa.
Linking Excel Data to a Word Document When Excel data is linked to a
Word document, the source data exists only in Excel. Word places a shortcut to
the source data file name and range in the document. When a Word document
is opened that contains one or more links, Word prompts the user to update the
links. Since the data resides only in the Excel workbook, the original workbook
that contains the original data should not be moved or renamed. If either
happens, the link in the Word document will no longer work.
144 Excel Level 2 | Unit 2 Chapter 6 | Exporting, Importing, and Transforming Data

To paste copied Excel data as a link in a Word document, open the document,
move the insertion point to where the cells should be linked, open the Paste Special
dialog box, click Microsoft Excel Worksheet Object, click Paste link, and then click OK.
Activity 1a Embedding Excel Data in a Word Document Part 1 of 6
1. Open CRInventory.
2. Copy and embed the data in the CarCosts worksheet in a Word document by completing
a. Make CarCosts the active worksheet, if necessary.
b. Select the range A4:F9.
c. Click the Copy button in the Clipboard group on the Home tab.
d. Start Microsoft Word 365.
e. Open CRCarRptW from the EL2C6 folder on your storage
medium. If a security warning displays stating that the 2h
document is in Protected View, click the Enable Editing button.
f. Save the document with the name 6-CRCarRptW.
g. Press Ctrl + End to move the insertion
point to the end of the document.
h. Click the Paste button arrow and then click
Paste Special at the drop-down list.
i. At the Paste Special dialog box, click
Microsoft Excel Worksheet Object in the As list
box and then click OK. 2i
3. Save 6-CRCarRptW.
4. When Paste Special is used, the copied cells
are embedded as an object in the Word
document. Edit the embedded object using
Excel by completing the following steps:
a. Double-click in a cell in the embedded
worksheet object. The object opens in Excel. Note: Depending on your version of Office,
an Excel ribbon may open within Word and your steps will vary slightly as you will need
to click within the Word document to close the Excel ribbon.
b. Select the range B4:F4 and then click the Center button.
c. Click the Excel Close button. If necessary, make Word the active application.
4c
4b
5. Save and then print 6-CRCarRptW.

6. Close Word.
7. Click in any cell to deselect the range in the CarCosts worksheet and leave the
CRInventory workbook open for the next activity.
Check Your Work
Excel Level 2 | Unit 2 Chapter 6 | Exporting, Importing and Transforming Data 145

Activity 1b Linking Excel Data to a Word Document Part 2 of 6
1. With CRInventory open, copy and link the data in the CarCosts worksheet to a Word
document by completing the following steps:
a. With CarCosts the active worksheet, select the range A4:F9 and then click the Copy button.
b. Start Microsoft Word 365.
c. Open CRCarRptW.
d. Save the document with
the name 6-CRCarRptW- 1g
Linked.
e. Press Ctrl + End to move
the insertion point to the end
of the document.
f. Click the Paste button arrow
and then click Paste Special at
the drop-down list.
g. At the Paste Special dialog
box, click Microsoft Excel
Worksheet Object in the As list
box and then click the Paste
link radio button. 1h
h. Click OK.
2. Save and then close 6-CRCarRptW-Linked. When data is linked, it exists only in the
source file. In the destination document, Word inserts a shortcut to the specified range
in the source file. Edit the source range and view the update to the Word document by
a. Click the button on the taskbar representing the Excel workbook CRInventory.
b. With CarCosts the active worksheet, press the Esc key to remove the scrolling marquee,
if necessary, and then click in any cell to deselect the copied range.
c. Make cell E5 active, type 85000, and then press the Enter key.
d. Click the button on the taskbar representing Word.
e. Open 6-CRCarRptW-Linked.
f. At the Microsoft Word message box asking whether to update the document with data
from the linked files, click Yes.
2f
3. Notice that the data inserted in the Excel worksheet is also shown in the linked
Word document.
4. Save and then print 6-CRCarRptW-Linked.
5. Exit Word.
6. With CarCosts the active worksheet in CRInventory, delete the content of cell E5 and
leave the workbook open for a later activity.
Check Your Work

Breaking a Link to an Excel Object
uick Steps If the Excel data in a Word document no longer needs to be linked, the connection
Break Link to Excel between the source and destination files can be broken. Breaking the link means that
Object
the data in the Word document will no longer be connected to the data in the Excel
1. Open Word
document. workbook. If a change is made to the original data in Excel, the Word document will
2. Right-click linked not reflect the update. Once the link to the document is broken, the prompt to
object. update the object each time the Word document is opened will no longer appear.
3. Point to Linked
Worksheet Object. To break a link, open the Word document, right-click the linked object, point
4. Click Links. to Linked Worksheet Object, and then click Links at the shortcut menu. This opens
5. Click Break Link
button. the Links dialog box. If more than one linked object exists in the document, click
6. Click Yes. the source object for the link to be broken and then click the Break Link button.
7. Save document.
At the message box that appears, click Yes to confirm that the link is to be broken.
Activity 1c Breaking a Link Part 3 of 6
1. Start Word and open 6-CRCarRpt-Linked.

2. At the message asking whether to update the links, click No.
3. Break the link between the Excel workbook and the linked object by completing the
following steps:
a. Right-click the linked Excel worksheet object.
b. Point to Linked Worksheet Object and then click Links at the shortcut menu.
c. At the Links dialog box with the linked object file name selected in the Source file list
box, click the Break Link button.
3b
3c
d. At the Microsoft Word dialog

box asking for confirmation to break
the selected link, click Yes.
3d
4. Save 6-CRCarRptW-Linked and then exit
Word.
Check Your Work
Tutorial Copying and Pasting Data into PowerPoint

Copying and As they can with Word, users can copy and paste, copy and embed, or copy
Pasting Data into and link Excel data to slides in a PowerPoint presentation. Charts are often
PowerPoint
incorporated to presentations to visually depict numerical data in a graph format
that is easy to understand. Although tables and charts can be created in PowerPoint
slides, users may prefer to use Excel to create these items and then copy and paste
them into PowerPoint. Depending on the version of Office 365 you are using, copy
and paste is the best method to use if the chart will need to be formatted.

uick Steps Since the chart feature is fully integrated within Word, Excel, and PowerPoint,
Embed Excel Data a chart that has been pasted in a PowerPoint presentation can be edited using the
in PowerPoint same techniques for editing a chart in Excel. Clicking a chart in a PowerPoint slide
Presentation
1. Select cells.
causes the contextual Chart Tools Design and Chart Tools Format tabs to become
2. Click Copy button. active with the same groups and buttons available as in Excel. Three buttons—
3. Open PowerPoint Chart Elements, Chart Styles, and Chart Filter—are also available for editing.
presentation.
4. Make slide active.
arrow.
6. Click Paste Special.
7. Make sure Microsoft
Excel Worksheet
Object is selected in
As list box.
8. Click OK.
Activity 1d Pasting and Embedding Excel Data into a PowerPoint Presentation Part 4 of 6
1. With CRInventory open, copy and embed the chart from the CarCostsChart worksheet
in a PowerPoint slide by completing the following steps:
a. Make CarCostsChart the active worksheet.
b. Click the Home tab and then click the Copy button.
c. Start Microsoft PowerPoint 365.
d. Open CRCarPres.
e. Save the presentation with the name 6-CRCarPres.
f. Click Slide 3 in the slide thumbnails pane. 1f
g. Click in the Click to add text placeholder and then click
the Paste button in the Clipboard group. Since all charts
are embedded by default, it is not necessary to use Paste
Special.
2. Make the following changes to the chart:
a. With the object placeholder selected, click the font color
option box arrow and then click Black, Background 1 (first
column, first row) in the Theme Colors section.
b. Change the chart colors by clicking the Chart Styles
button and then clicking the Color tab. Click the Colorful
Palette 2 option (second option in the Colorful section of
the color palette).
2b
c. Click outside the chart.

3. Copy the table used to generate the chart in the CarCosts worksheet and embed it in the
next slide by completing the following steps:
a. Click Slide 4 in the slide thumbnails pane.
b. Click the button on the taskbar representing the Excel workbook CRInventory.
c. Make CarCosts the active
worksheet, select the range A1:F9,
and then click the Copy button.
d. Click the button on the taskbar
representing the PowerPoint
presentation 6-CRCarPres. 3f
e. Click the Paste button arrow and
then click Paste Special at the drop-
down list.
f. With Microsoft Excel Worksheet
Object selected in the As list box,
click OK.
4. Resize and position the
embedded table to the
approximate height,
width, and position
shown at the right.
5. Click the File tab and
then click the Print
option. At the Print
backstage area, click the
button in the Settings
category that reads Full
Page Slides and then
click 4 Slides Horizontal
Click the Print button.
4
6. Save 6-CRCarPres and
then exit PowerPoint.
7. Press the Esc key to
remove the scrolling
marquee and then click
in any cell to deselect the
range in the CarCosts
worksheet. Leave the
CRInventory workbook
open for the next activity.
Check Your Work

Tutorial Copying and Pasting Data into Access
Copying and Data in an Excel worksheet can be copied and pasted into an Access table
Pasting Data datasheet, query, or form using the Clipboard task pane. Before pasting data into a
into Access
table datasheet, make sure that the column structures in the two programs match.
If the Access datasheet already contains records, choose to replace the existing
records or append the Excel data to the end of the table. To export Excel data to an
Access database that does not have an existing table in which to receive the data,
perform an import routine from Access. To do this, start Access, open the database,
click the External Data tab, and then click the Import Excel spreadsheet button.
Activity 1e Copying and Pasting Excel Data into an Access Datasheet Part 5 of 6
1. With CRInventory open, copy and paste the rows in the Inventory worksheet to the
bottom of an Access table by completing the following steps:
a. Make Inventory the active worksheet.
b. Select the range A5:G33 and then click the Copy button.
c. Start Microsoft Access 365.
d. At the Access 365 opening screen, click the Open Other Files option.
e. At the Open backstage area, click the Browse option. At the Open dialog box, navigate to
the EL2C6 folder on your storage medium and then double-click CRInventoryData. If a
security warning message displays below the ribbon stating that some active content has
been disabled, click the Enable Content button.
f. Double-click CarInventory in the Tables group in the Navigation pane at the left side of
the Access window. This opens the CarInventory table in Datasheet view. Notice that the
structure of the columns in the datasheet is the same as in the source worksheet in Excel.
g. With the table open in Datasheet view, click the Paste button arrow in the Clipboard
group and then click Paste Append at the drop-down list.
1f
1g
h. At the Microsoft Access message box stating that you are about to paste 29 records and
asking if you are sure, click Yes.
1h
i. Click in any cell within the datasheet to deselect the pasted records.

2. Print the Access datasheet in landscape orientation by completing the following steps:
a. Click the File tab, click the Print option, and then click the Print Preview option.
b. Click the Landscape button in the Page Layout group on the Print Preview tab.
c. Click the Page Setup button in the Page
Layout group.
d. At the Page Setup dialog box with the
Print Options tab selected, change the
top and bottom margins to 0.5 inch.
The left and right margins should
2b 2c
already be set to 1 inch. Click OK.
e. Click the Print button in the Print group
and then click OK at the Print dialog box.
f. Click the Close Print Preview button in the
Close Preview group.
3. Click the Close button in the upper right
corner to close Access. 2d
4. Click in any cell to deselect the range in
the Inventory worksheet and then press the
Esc key to remove the scrolling marquee.
5. Leave the CRInventory workbook open for the next activity.
Check Your Work
Tutorial Exporting a Worksheet as a Text File

Exporting a To exchange Excel data with someone who cannot import a Microsoft Excel
Worksheet as a worksheet or cannot copy and paste using the Clipboard task pane, save the data
Text File
as a text file. Excel provides several text file options, including file formats suitable
for computers that use the Apple operating system (Macintosh computers), as
uick Steps shown in Table 6.1. To save a worksheet as a text file, open the Save As dialog box
Export Worksheet as
Text File and then change the file type to the correct option. Type a file name for the text
1. Make sheet active. file and then click the Save button. Click OK at the message box stating that only
2. Click File tab. the active worksheet will be saved and then click Yes at the next message box to
3. Click Export option.
4. Click Change File confirm saving the data as a text file.
Type.
5. Click text file type
in Other File Types Table 6.1 Supported Text File Formats for Exporting
section.
6. Click Save As Text File Format File Extension
button.
7. If necessary, text (tab delimited) .txt
navigate to drive
and/or folder. unicode text .txt
8. Type file name.
9. Click Save button. CSV (comma delimited) .csv
10. Click OK.
11. Click Yes. formatted text (space delimited) .prn
text (Apple) .txt
text (MS-DOS) .txt
CSV (Apple) .csv
CSV (MS-DOS) .csv

Hint Why are Another way to save the current worksheet in a text file format is to click the
there so many text File tab and then click the Export option. At the Export backstage area, click
file formats? Although Change File Type. In the Change File Type section at the right, click Text (Tab
all systems support
text files, there are delimited), CSV (Comma delimited), or Formatted Text (Space delimited) in the Other
differences across File Types section and then click the Save As button. If necessary, navigate to the
platforms. For example, appropriate drive and/or folder in the Save As dialog box. Type the file name and
the Apple operating
system (used by then click the Save button. Click OK at the message box stating that the selected
Macintosh computers) file type does not support workbooks that contain multiple sheets.
denotes the end of
a line in a text file
with a carriage return
character, Unix uses a
linefeed character, and
MS-DOS inserts both a
linefeed and a carriage
return character code
at the end of each line.
Activity 1f Exporting a Worksheet as a Text File Part 6 of 6
1. With CRInventory open, export the Inventory worksheet data as a text file by completing
a. With Inventory the active worksheet, click the File tab and then click the Export option.
b. Click the Change File Type option at the Export backstage area.
c. Click the CSV (Comma delimited) option in the Other File Types section.
d. Click the Save As button.
1b
1a
1c
1d
e. Type 6-CRInventoryTxt in the File name text box.

f. Click the Save button.
1f
1e

g. Click OK to save
only the active
sheet at the
Microsoft Excel
message box stating
that the selected
file type does not
1g
support workbooks that
contain multiple sheets.
h. A message displays above the Formula bar stating that there is some possible data loss.
Click the Message Close button.
1h
2. Close 6-CRInventoryTxt. Click Don’t Save when prompted to save changes. (The file
does not need to be saved because no changes have been made since the file type was
changed.)
3. Open Notepad and view the text file created in Step 1 by completing the following steps:
a. Click the Start button. At the Start screen, start typing notepad. When Notepad appears
in the Best match area, press the Enter key. (Depending on your operating system,
these steps may vary.
If Notepad is not
available, use another 3d
text editor.)
b. Click File on the
Notepad Menu bar
3f
and then click Open.
c. Navigate to the
EL2C6 folder on your storage
medium.
d. Click the File type option box
arrow (which displays Text
Documents (*.txt)) and then click
All Files at the drop-down list.
e. Double-click 6-CRInventoryTxt.
f. If necessary, scroll down to
view all the data in the text
file. Notice that commas have
been inserted between the items
of data previously arranged in
columns.
4. Click File on the Notepad Menu
bar and then click Print. Click the
Print button at the Print dialog box.
5. Exit Notepad.
6. Close CRInventory.
Check Your Work

Activity 2 Import Data from an Access Database 5 Parts
and from Text Files
You will import site manager and tenant data from an Access database and then
append the data from a text file to the previously imported tenant data. The data
will be modified during the import. Rental listings data will also be imported from a
text file.
Tutorial Importing Data into Excel

Importing Data Importing data from other applications allows for the manipulation, organization,
into Excel and analyzing of data in Excel in a variety of ways. Time and money are saved by
not having to enter the information manually. Importing data also reduces errors
that may be introduced during data entry.
The Get & Transform Data group on the Data tab contains buttons for
importing data from external sources into an Excel worksheet using Power Query
technology. To import data, make active the cell in which the imported data is
to start and then click the button representing the source application or point to
Get Data the Get Data button and then select the source from a drop-down list. Previously,
Excel used wizards to import data. Those wizards are now called legacy wizards
and can be added to a new group in an existing or new tab. Adding buttons is
discussed in Chapter 7.
Importing Data from Access

uick Steps Exchanging data between Access and Excel is a seamless process, since the data in
Import Access Table an Access datasheet is structured in the same row and column format as the data
1. Click Data tab. in an Excel worksheet. The imported data can be appended to an existing
2. Click Get Data
button.
worksheet or placed in a new worksheet.
3. Point to From To import an Access table, click the Data tab, click the Get Data button,
Database.
4. Click From Microsoft point to the From Database option at the drop-down list, and then click the From
Access Database. Microsoft Access Database option at the second drop-down list. Navigate to the
5. Navigate to drive drive and/or folder in which the source database resides and then double-click the
and/or folder.
6. Double-click source Access database file name in the file list. At the Navigator dialog box, click the
database file name. table containing the data to be imported. A preview of the data appears in the
table name and then
Load. Figure 6.1 Import Data Dialog Box
Choose the format

in which the Access
table is to be imported
in this section.
Choose where to
place the imported
data in this section.

right panel. Click the Load button to import the data in a new worksheet, click
the Load button arrow, and then click the Load To option at the drop-down list to
open the Import Data dialog box, shown in Figure 6.1 (on page 154), to import
the data in a different location, or click the Edit button to modify and then
import the data.
Hint Only one When data is imported into Excel, the data is imported in a table format and
table can be imported a query is created. The query specifies the import steps and any modifications
at a time. To import all made to the data. The Queries & Connections task pane displays with the Queries
the tables in the source
database, repeat the tab active and the new query selected.
import process for each
table.
Activity 2a Importing Data from an Access Database Part 1 of 5
1. Open PropMgt.
2. Save the workbook with the name 6-PropMgt.
3. Import the SiteManagers table stored in an Access database and place the information in
the Site Managers worksheet by completing the following steps:
a. If necessary, make cell A2 active.
c. Click the Get Data button in the
Get & Transform Data group. Point
to the From Database option and
3c
then click the From Microsoft Access
Database option at the second drop-
down list.
d. If necessary, navigate to the EL2C6
folder on your storage medium and
then double-click PropMgtData.
e. Click SiteManagers in the left panel. A preview of the table displays in the right panel.
f. Click the Load button arrow and then click the Load To option.
3e
3f

g. At the Import Data dialog box, click the Existing
worksheet radio button.
h. With =$A$2 in the Existing worksheet text box, click OK.
4. Look at the imported table data. Notice that the data
3h
is formatted as a table with filter arrows. The
Queries & Connections panel displays the query 3g
with details of the new import.
5. With the Table Tools Design tab active, make the
following changes to the worksheet:
a. Remove the filter arrows.
b. Change the table style to Blue, Table Style Light 9
(third column, second row in the Light section).
c. Make the Home tab active and apply the Short Date
format to the range E3:E7.
5a-
5c
d. Click in any cell to deselect the range. 4

6. Save 6-PropMgt.
Check Your Work
Tutorial Modifying Data with the Power Query Editor

Modifying Data Use the Power Query Editor to transform data before it is imported into Excel.
with the Power To display the Query Editor window before the data is imported, click the Edit
Query Editor
button at the Navigator dialog box. Depending on the version of Excel, the Edit
button may display as the Transform Data button. To transform data, use tools
on the Home tab of the Power Query Editor window shown in Figure 6.2. For
example, if a field contains both the first names and the last names of tenants,
separate the field into two fields: one containing first names and the other
containing last names. The steps used to transform the data are saved as part of
the query in the APPLIED STEPS section at the Query Settings task pane in the
Power Query Editor window. The steps in the APPLIED STEPS section will be
reapplied to the data every time the data is refreshed.
Figure 6.2 Power Query Editor Window
Changes made to the import process are

recorded and stored here. These changes are
performed every time the query is refreshed.

Activity 2b Importing and Modifying Data from an Access Database Part 2 of 5
1. With 6-PropMgt open, import the TenantInfoQ query from the PropMgtData database
into a new worksheet by completing the following steps:
a. With any cell active, click the Data tab.
b. Click the Get Data button.
c. Point to the From Database option and then click the From Microsoft Access Database
option at the second drop-down list.
d. If necessary, navigate to the EL2C6 folder on your storage medium and then double-
click to select the file PropMgtData.
e. Click TenantInfoQ in the
left panel. A preview of
the query displays in the
right panel.
f. Click the Edit button
in the right panel.
Note: Depending on
the version of Excel,
1e
the Edit button
may display as the
Transform Data button.
g. Click in any cell in the
TenantName column,
click the Split Column
button in the Transform 1f
group on the Home tab,
and then click the By
Delimiter option at the
drop-down list.
h. With the Space option appearing in the Select or enter delimiter option box and a bullet
appearing in the Each occurrence of the delimiter radio button, click OK.
1h
1g
i. Right-click the TenantName.1 column header, click the Rename option, type
TenantFName, and then press the Enter key.
j. Right-click the TenantName.2 column header, click the Rename option, type
TenantLName, and then press the Enter key.
k. Click the Close & Load button in the Close group.
2. Rename the worksheet Tenants.
3. Save 6-PropMgt.
Check Your Work

Importing Data from a Text File
Hint Most As noted when exporting, a text file is often used to exchange data between
programs can export different programs because the file format is recognized by nearly all applications.
data in a text file. Text files contain no formatting and consist only of letters, numbers, punctuation
To use data from a
program that is not symbols, and a few control characters. Two commonly used text file formats
compatible with Excel, separate fields with tabs (delimited file format) or commas (comma-separated file
check the program’s format). One of the text files used in Activity 2c is shown in a Notepad window in
export options for a
text file format. Figure 6.3. If necessary, view and edit a text file in Notepad before importing it.
To import a text file into Excel, use the From Text/CSV button in the Get
From Text/CSV & Transform Data group on the Data tab and then select the source file at the
Import Data dialog box. Excel displays in the file list any file in the active folder
that ends with the file extension .prn, .txt, or .csv. Once the source file is selected,
Excel displays a preview of the file. Click the Load button to import the data in
a new worksheet, click the Load button arrow, and then click the Load To option
at the drop-down list to import the data in a different location, or click the Edit
button to edit and then import the data.
uick Steps Non-native files—including but not limited to web pages, extensible markup
Import Data from language (XML) files, text files, and data sources—can also be opened directly in
Delimited Text File Excel. To open a non-native file directly in Excel, click the File tab and then click
1. Click Data tab.
2. Click From Text/CSV
the Open option. Click the file location and then click the Browse option to display
button. the Open dialog box. Navigate to the specific folder and then click the File Type
3. Double-click text file option box to display a drop-down list of all the different file types that can be
name.
4. Click Load. opened in Excel. Click the specific file type and then double-click the file name. If
the exact file type is not known, select All Files to display all the available files.
Save the file as an Excel workbook, or if changes were made, resave it as a text file
(but note that some features might be lost).
Figure 6.3 Activity 2c Text File Content
A text file contains

no formatting codes.
In this delimited
file format tabs
separate the fields.
During the import,
Excel begins a new
column at each tab.

Activity 2c Importing, Editing, and Appending Data from Delimited Text and CSV Files Part 3 of 5
1. With 6-PropMgt open, import, edit, and then append the data to the Tenants list previously
imported. Choose the data source and edit the data by completing the following steps:
a. With any cell active in the Tenants worksheet, click the Data tab, if necessary.
b. Click the From Text/CSV button in the Get & Transform Data group.
c. At the Import Data dialog box, navigate to the EL2C6 folder on your storage medium, if
necessary, and then double-click TenantsTxt in the file list.
d. At the TenantsTxt.txt preview, click the
Edit button.
e. Click in any cell in the TenantName
column, click the Split Column button,
and then click the By Delimiter option at
the drop-down list.
f. With the Space option appearing in the
Select or enter delimiter option box and a
bullet appearing in the Each occurrence of the
delimiter radio button, click OK.
1d
g. Right-click the TenantName.1 column header,
click the Rename option, type TenantFName,
h. Right-click the TenantName.2 column
header, click the Rename option, type TenantLName, and then press the Enter key.
2. Append the data from the text file to the previously imported Access query by completing
a. Click the Append Queries button
in the Combine group.
b. Click the Table to append option box
arrow, click the TenantInfoQ option,
and then click OK.
c. Click the Close & Load button.
3. Make the following changes to the data: 2a
a. Select the range B29:B33 and right-align the numbers.
b. Select the range F2:G33 and apply the Short Date
format.
c. Select the range H2:I33 and apply Currency formatting
with no digits past the decimal point.
d. Sort the table in ascending order by the BldgCde field.
e. Remove the filter arrows.
f. Change the table style to Blue, Table Style Light 9
(third column, second row in the Light section).
g. Rename the worksheet All Tenants. 2b
4. Import the RentalListingsCSV CSV file into a new worksheet by
a. Click the Data tab and then click the From Text/CSV button.
b. At the Import Data dialog box, navigate to the EL2C6 folder on your storage medium, if
necessary, and then double-click RentalListingsCSV in the file list.
d. At the RentalListingsCSV.csv preview, click the Load button.
e. Rename the worksheet Rental Listings.
5. Save 6-PropMgt.
Check Your Work

Tutorial Refreshing, Modifying, and Deleting Queries
Refreshing and When data is imported into Excel, a connection is established between the source
Deleting Queries file and the destination file. If the file is imported using Power Query technology,
the connection is created using a query. Refreshing, modifying, and removing
queries helps maintain the data needed to make sound business decisions by
ensuring the most current data is in the destination file. Editing a query allows
further changes to be made to the data. Removing a connection allows for the
data to be captured at a specific time.
To refresh a query, click the Refresh All button in the Queries & Connections
group on the Data tab as shown in Figure 6.4. To refresh just the selected query,
click the Refresh All button arrow and then click the Refresh option at the drop-
down list. To modify the data to refresh at a specific time period or when the
Refresh All workbook is opened, click the Refresh All button arrow on the Data tab, click the
Connections Properties option at the drop-down list, and then choose options at the
Query Properties dialog box, shown in Figure 6.5.
Figure 6.4 Queries & Connections Group on the Data Tab

Click the Refresh Click here to
All button to refresh display the Queries
all the queries and & Connections
connections in task pane.
the workbook or
click the Refresh
All button arrow to
view a list of refresh
options.
Figure 6.5 Query Properties Dialog Box
Click here to insert a check mark

and then adjust the number of
minutes in the measurement box
if you want Excel to refresh the
query at a specific time period.
Click here to insert a check mark

if you want Excel to refresh the
data when you open the file.

Queries & To redisplay the Query & Connections task pane, click the Queries &
Connections Connections button in the Queries & Connections group on the Data tab, as
shown in Figure 6.4 (on page 160). Edit a query if further changes need to be
made to the data on a query that will be refreshed. To edit a query, double-click
the query item at the Queries & Connections task pane, make the necessary
changes in the Query Editor window, and then click the Close & Load button in
the Close group on the Home tab in the Power Query Editor window. The features
on the Query Tools Query tab are also found at the pop-up menu when you right-
click a query item at the Queries & Connections task pane.
To display the Query dialog box, as shown in Figure 6.6, point to the query at
the task pane. The Query dialog box provides options for previewing, editing, and
deleting a query.
To delete a query, right-click the query at the Queries & Connections task
pane and then click the Delete option at the pop-up menu or click the Delete
button in the Edit group on the Query Tools Query tab. If you convert the table
to a range, a message box displays asking if you want to permanently remove the
query definition.
Figure 6.6 Query Dialog Box

Point to the query item in the Queries & Connections
task pane to display a dialog box with options for
previewing, editing, and deleting the data.
e:\el2c2\propmgtdata.accdb
Click here to
delete the query.
Click here to select Click here to Click here to display a drop-

the imported data in display the Power down list of options, including
the worksheet. Query Editor. Load To, Duplicate, and Append.

Activity 2d Editing a Query and Refreshing the Data Part 4 of 5
1. With 6-PropMgt open, edit the SiteManagers query by completing the following steps:
a. Make the Site Managers worksheet active.
b. If the Queries & Connections panel is not open, click
the Queries & Connections button in the Queries &
Connections group on the Data tab.
c. Double-click the SiteManagers query in the Queries &
Connections task pane. 1c
d. Click in any cell in the SiteMgr column and then click the
Sort Ascending button in the Sort group.
e. Click in any cell in the HireDate column, click the Data
Type option arrow in the Transform group, and then click
the Date option.
1d 1e
f. Click the Close & Load button.

2. Save and then close 6-PropMgt.
3. Start Access 365 and then open the data file PropMgtData from the EL2C6 folder on
your storage medium. Click the Enable Content button if a security warning displays
stating that some active content has been disabled. Click the Yes button if a message
displays asking if you want to make this a trusted document.
4. Double-click SiteManagers in the Tables group in the Navigation pane.
5. In row 1, change the contact name Blair Jenkins to Sherri Blythe.
6. Close the 6-PropMgtData database.
7. Open 6-PropMgt and notice the name Blair Jenkins in cell B3.
8. Click the Data tab and then click the Refresh All button in the Queries & Connections
group. Blair Jenkins has been replaced by Sherri Blythe in cell B7.
9. Save 6-PropMgt.
Check Your Work

Activity 2e Deleting a Query Part 5 of 5
1. With 6-PropMgt open, delete the TenantsTxt, TenantInfoQ, and RentalListingsCSV queries
a. If the Queries & Connections task pane is not open, click the Data tab and then click
the Queries & Connections button.
b. Right-click the TenantsTxt query item at the task pane.
c. Click the Delete option.
d. Click the Delete button at the Delete Query message box that asks if you are sure you
want to delete the TenantsTxt query.
2d
e. Follow Steps 1b through 1d to delete the TenantInfoQ and the RentalListingsCSV queries.
2. Delete the Tenants worksheet.
3. Save 6-PropMgt.
Editing or Removing the Source for a Query

If you move or rename a source, Excel will not know where to locate the file and a
yellow triangle with an exclamation mark will appear beside the query item at the
Queries & Connections task pane, as shown in Figure 6.7.
To edit the source, double-click the query item at the Queries & Connections
task pane. Click the Data source settings button in the Data sources group on the
Home tab in the Power Query Editor window. Click the Change Source button
at the Data source settings dialog box, as shown in Figure 6.8. Click the File
Path Browse button at the source information dialog box. Navigate to the folder
containing the source file, click the source file in the file list box, and then click
the OK button. Click the Close button at the Data source settings dialog box.
Click the Close & Load button in the Close group on the Home tab at the Power
Query Editor window to import the data from the new source file.
Figure 6.7 Source File Moved or Renamed
A yellow triangle with

an exclamation mark
indicates the source file
cannot be found.

Figure 6.8 Data Source Settings Dialog Box
The sources for the

queries in the current
workbook are listed
in the list box.
To change the source,

select the query in
the list box and then
click the Change
Source button.
Activity 3 Transform Data Using Flash Fill and Text Functions 4 Parts
You will continue working with a property management spreadsheet, using Flash
Fill and text functions to split site managers’ names into two fields and creating
tenant IDs as well as new email addresses for site managers.
Tutorial Transforming Data Using Flash Fill

Populating Data The Flash Fill feature extracts, joins, and inserts text, numbers, dates, and times.
Using Flash Fill It is useful for organizing data that has been pasted or imported from another
source. Join all or extract parts of the contents of cells. Flash Fill analyzes adjacent
uick Steps columns while entering data, detects any patterns, and suggests how the rest of
Extract Data Using
Flash Fill
the column should be completed.
1. Insert blank Flash Fill can split columns, like the Text to Columns button in the Data Tools
column(s) next to group on the Data tab or the Split Column feature in the Transform group on the
source data.
2. Type first record. Home tab of the Power Query Editor. To split a column using Flash Fill, insert two
3. Press Enter key. new columns. Type the first name Cody in column C, as shown in Figure 6.9. Press
4. Start typing second the Enter key and then type D to start the second name, Dani. Excel recognizes
record.
5. When grayed-out that the first word of the adjacent column B is to be extracted and suggests doing
text appears, press the same for the remaining cells in column C. Notice that the rest of the names
Enter key.
are grayed out. Press the Enter key to accept the suggestion or continue typing to
reject the suggestion. Repeat the process for the last name.
A few rows of data may need to be entered before Excel recognizes the pattern.
Once the pattern is established, press the Enter key. Other methods for using Flash
Figure 6.9 Flash Fill
Start typing a cell entry.

Once Excel recognizes the
pattern, press the Enter key.

Fill are to click the Fill button in the Editing group on the Home tab and then
Flash Fill choose Flash Fill from the drop-down menu, to click the Flash Fill button in the
Data Tools group on the Data tab, or to use the keyboard shortcut Ctrl + E.
Activity 3a Separating Site Manager Names into Two Columns Using Flash Fill Part 1 of 4
1. With 6-PropMgt open, split the site managers’ names in column B into two columns by
a. If necessary, make the Site Managers worksheet active.
b. Insert two columns between the SiteMgr and Phone columns in the table. Type
MgrFName in cell C2 and MgrLName in cell D2.
c. In cell C3, type Cody and then press the Enter key.
d. In cell C4, type D. Flash Fill recognizes the sequence and suggests how to fill the rest of
the column.
e. Press the Enter key to accept the suggestions. If Excel does not recognize the pattern
right away, continue to type the first names or click the Flash Fill button in the Data
Tools group on the Data tab.
f. In cell D3, type Doxtator and then press the Enter key.
g. In cell D4, type W. Flash Fill recognizes the sequence and suggests how to fill the rest of
the column.
h. Press the Enter key to accept the suggestions. If Excel does not recognize the pattern
right away, continue to type the last names or click the Flash Fill button in the Data
Tools group on the Data tab.
2. Delete column B.
3. Save 6-PropMgt.
Check Your Work
Tutorial Using Text Functions

Using Text Text can be formatted or modified using text functions. Insert a text function
Functions by typing it or by clicking the Text button in the Function Library group on
the Formulas tab and then selecting a function from the drop-down list. For
Text example, use the LOWER and UPPER functions to convert text from uppercase
to lowercase and vice versa. Text that has incorrect capitalization can be changed
to title case using the PROPER function. New text can be substituted for existing
text using the SUBSTITUTE function.
Use text functions to extract the data when only some of the characters in a cell
need to be copied. Text can be extracted from the rightmost, leftmost, or middle
of a string of characters using the RIGHT, LEFT, or MID function, respectively.
These three functions—along with the TRIM function, which removes extra spaces
between characters—also can be used on data that has been imported or copied
from another source. Table 6.2 provides more information about each text function.
Tutorial The CONCAT function was introduction in Excel 2016 and replaces the
Using the CONCATENATE function. The CONCATENATE function is still available for
CONCAT Function compatibility with earlier version of Excel. Use the CONCAT function to join the
content of two or more cells, including text, numbers, or cell references. Additional
information, including spaces and characters, can also be added to the combined
data. After extracting data, you can use these functions to combine the data in
different ways to make unique customer numbers, employee IDs, email addresses,
and other useful strings of text. Spaces or characters (text, numbers, or symbols)
added directly to the function are enclosed in quotation marks. Numbers do not

need quotation marks. The TEXTJOIN function is similar to the CONCAT
function in that it joins the contents of two or more cells. With the TEXTJOIN
function a constant delimiter, such as a hyphen, is specified and is placed between
the contents of each cell.
The formula used in Activity 3b, =TEXTJOIN("-",TRUE,K2,L2,M2), joins the
middle three characters of BldgCde, a hyphen, the first three letters of the tenant’s
last name, a hyphen, and the last four digits of the tenant’s phone number to
create a new TenantID. TRUE instructs Excel to ignore any empty cells. If this
parameter is left out of the formula, Excel assumes TRUE. In a TEXTJOIN or
a CONCAT formula, cell references are separated by commas and any spaces
or characters (text or symbols) added directly to the formula are enclosed in
quotation marks.
Table 6.2 Examples of Text Functions

Text Function Description Example
=PROPER(text) Capitalizes first letter of =PROPER("annual budget") returns Annual
each word Budget in formula cell
OR
A3 holds text annual budget;
=PROPER(a3) entered in C3 causes
C3 to display Annual Budget
=UPPER(text) Converts text to =UPPER("annual budget") returns ANNUAL
uppercase BUDGET in formula cell
OR
A3 holds text annual budget;
=UPPER(a3) entered in C3 causes
C3 to display ANNUAL BUDGET
=LOWER(text) Converts text to =LOWER("ANNUAL BUDGET") returns
lowercase annual budget in formula cell
OR
A3 holds text ANNUAL BUDGET;
=LOWER(a3) entered in C3 causes C3 to
display annual budget
=SUBSTITUTE(text) Inserts new text in place A3 holds text Annual Budget;
of old text =SUBSTITUTE(a3,"Annual","2021") entered
in C3 causes C3 to display 2021 Budget
=RIGHT(text,num_ Extracts requested =RIGHT("2021 Annual Budget",13) returns
chars) number of characters, Annual Budget in formula cell
starting at rightmost OR
character A3 holds text 2021 Annual Budget;
=RIGHT(a3,13) entered in C3 causes C3 to
display Annual Budget
=LEFT(text,num_chars) Extracts requested =LEFT("2021 Annual Budget",4) returns
number of characters, 2021 in formula cell
starting at leftmost OR
character A3 holds text 2021 Annual Budget;
=LEFT(a3,4) entered in C3 causes C3
to display 2021

Table 6.2 Examples of Text Functions—Continued
Text Function Description Example
=MID(text,start-num, Extracts requested =MID("2021 Annual Budget",6,13) returns
num-chars) number of characters, Annual Budget in formula cell
starting at given OR
position A3 holds text 2021 Annual Budget;
=MID(a3,6,13) entered in C3 causes C3 to
display Annual Budget
=CONCAT(text1, Joins contents of two =CONCAT("Sara","Jones","@ppi-edu.net")
text2,text3...) of more cells plus returns SaraJones@ppi-edu.net in formula cell
additional information OR
A3 holds text Sara; A4 holds Jones
=CONCAT(a3,a4,"@ppi-edu.net") entered in
C5 causes C5 to display SaraJones@ppi-edu.net
=TEXTJOIN(delimeter, Joins contents of two A3 holds text 115, B3 holds text 112 and C3
ignore_empty,text1,text2, or more cells and places holds text McC
text3…) a constant delimiter =TEXTJOIN("-",true,a3,b3,c3) returns 115-
between each cell 112-McC
content
=LEN(text) Returns the number of A3 holds text Annual Budget
characters =LEN(a3) entered in C3 causes C3 to
display 13
Activity 3b Extracting and Combining Text Using the RIGHT, LEFT, MID,
and TEXTJOIN Functions Part 2 of 4
1. With 6-PropMgt open, make the All Tenants worksheet active.

2. Extract data and then combine it to create a TenantID number using the middle three
letters or digits of BldgCde, followed by a hyphen, the first three letters of the tenant’s last
name, a hyphen, and the last four digits of the tenant’s phone number (for example: 115-
McC-3485). To extract the middle three characters of BldgCde, complete the following steps:
a. Click in cell K1, type BldgCde, and then press the Enter key.
b. Click the Formulas tab and then click the Text button in the Function Library group.
c. Click MID at the drop-down list.
d. If necessary, drag the Function Arguments dialog box out of the way so that the first few
rows of the worksheet can be seen.
e. With the insertion
point positioned in
2e
the Text text box,
type a2 and then
press the Tab key.
2f
f. Type 2 in the Start-
num text box and
then press the Tab
2g
key.
g. Type 3 in the
Num_chars text box
and then click OK.

3. To extract the first three letters of the tenant’s last name, complete the following steps:
a. Click in cell L1, type TenantLName, and then press the Enter key.
b. AutoFit the width of column L.
c. With cell L2 active, click the Text button.
d. Click LEFT at the drop-down list.
e. If necessary, drag the Function Arguments dialog box out of the way so that the first few
f. With the insertion point positioned in the Text text box, type d2 and then press the Tab
key.
g. Type 3 in the Num_chars text box and then click OK.
3f
3g
4. To extract the last four numbers of the tenant’s phone number, complete the following steps:
a. Click in cell M1, type Phone, and then press the Enter key.
b. With cell M2 active, click the Text button.
c. Click RIGHT at the drop-down list.
d. If necessary, drag the
Function Arguments
4e
dialog box out of the
way so that the first few
rows of the worksheet
can be seen.
e. With the insertion 4f
point positioned in the
Text text box, type e2
f. Type 4 in the Num_chars text
box and then click OK.
5. Use the TEXTJOIN function to combine the extracted data to create the new TenantID
using the middle three characters of BldgCde, the first three letters of the tenant’s
last name, the last four digits of the tenant’s phone number, and a hyphen as the
delimiter—for example, 115-McC-3485—by completing the following steps:
a. Click in cell N1, type TenantID, and then press the Enter key.
b. With cell N2 active, click the Text button.
c. Scroll down the drop down-list and then click TEXTJOIN.
d. If necessary, drag the Function Arguments dialog box out of the way.

e. With the insertion
point positioned in 5e
the Delimiter text
box, type - (a hyphen
character) and then 5f
press the Tab key.
f. Type true in the
Ignore_empty text box 5g
and then press the tab
key.
5h
g. Type k2 in the Text1
text box and then
press the Tab key. 5i
h. Type l2 in the Text2
text box and then
press the Tab key.
i. Type m2 in the Text3 text box and then click OK.
6. AutoFit the width of column N.
7. Copy the range K2:N2 to row 33 and then deselect the range.
8. Save 6-PropMgt.
Check Your Work
Activity 3c Converting Text Using the UPPER Function Part 3 of 4
1. With 6-PropMgt open, place the new TenantID within the table and convert all
the letters in the TenantID column in a new column to uppercase by completing the
following steps:
a. Click in cell A1, right click, point to the Insert option, and then click Table Columns to the
Left option.
1a
b. With cell A1 active, type TenantID and then press the Enter key.
c. With cell A2 active, type =upper(o2) and then press the Enter key. Excel fills the
column with the formula.
2. AutoFit the width of columns A through O.
3. Save 6-PropMgt.
Check Your Work

Activity 3d Create Email Addresses and Count the Characters Using
the CONCAT, LOWER and LEN Functions Part 4 of 4
1. With 6-PropMgt open, create new email addresses for the site managers by completing
a. Make the Site Managers worksheet active.
b. Click in cell G2, type Email, and then press the Enter key.
c. Click the Formulas tab and then click the Text button.
d. Click CONCAT at the drop-down list.
e. If necessary, drag the Function Arguments dialog box out of the way so that the first few
f. With the insertion point positioned in the Text1 text box, type b3 and then press the
Tab key.
g. Type . (a period) in the Text2 text box and then press the Tab key. Excel will enter quotes
around the period.
h. Type c3 in the Text3 text box and then press the Tab key.
i. Type @ppi-edu.net in the Text4 text box and then click OK.
j. AutoFit the width of column G.
2. With cell G3 active, click in the Formula bar, click between the equal sign and the function
CONCAT, and then type lower(. Press the End key, type ), and then press the Enter key.
The formula in the range G3:G7 is =LOWER(CONCAT(B3,".",C3,"@ppi-edu.net")).
3. Count the number of characters in the email address by completing the following steps:
a. Click in cell H2 and type Length and then press the Enter key.
b. Click the Text button.
c. Click LEN at the drop-down list.
d. With the insertion point in the Text text box, type g3 and then click OK. The formula in
the range H3:H4 is =LEN(G3).
4. Change the All Tenants worksheet to Landscape orientation and then print the workbook.
5. Save and then close 6-PropMgt.
Check Your Work
Chapter Summary
■ Excel data can be embedded in or linked to a Word document. Embedding
inserts a copy of the source data in the Word document and allows the object to
be edited using Excel’s tools within the Word environment. Linking the object
inserts a shortcut in Word to the Excel workbook from which the source data is
retrieved.
■ To embed copied Excel data in a Word document, open the document, move the
insertion point where the copied Excel data should be inserted, and then open
the Paste Special dialog box. At the Paste Special dialog box, click Microsoft Excel
Worksheet Object in the As list box and then click OK. To link data, follow the
same steps for embedding, but click the Paste link radio button.

■ Breaking a link involves removing the connection between the source file and
destination file. This means that the data will no longer be updated in the
destination file when the original data changes.
■ To break a link in a Word document, right-click the linked object, point to
Linked Worksheet Object, and then click Links at the shortcut menu. Click the
source object for the link to be broken and then click the Break Link button. At
the message box that appears, click Yes to confirm that the link is to be broken.
■ Copy and paste, copy and embed, or copy and link Excel data into slides in a
PowerPoint presentation using the same techniques used to embed cells in or
link cells to a Word document.
■ In Office 365, the charting tools are fully integrated. A chart copied and pasted
from Excel to a PowerPoint presentation or Word document is embedded by
default.
■ Data in an Excel worksheet can be copied and pasted into an Access table
datasheet, query, or form using the Clipboard task pane. Before pasting data
into a table datasheet, make sure that the column structures in the two programs
match.
■ To exchange Excel data with someone who cannot import an Excel worksheet or
cannot copy and paste using the Clipboard task pane, save the data as a text file.
■ To save a worksheet as a text file, open the Save As dialog box and then change
the file type to the correct option. Type a file name for the text file and then
click the Save button. Click OK at the message box stating that only the active
worksheet will be saved and then click Yes at the next message box to confirm
saving the data as a text file.
■ Excel provides several text file formats to accommodate differences across
operating systems, which configure text files using various end-of-line character
codes.
■ The Get & Transform Data group on the Data tab contains buttons for
importing data from external sources into an Excel worksheet using Power
Query technology. To import data, make active the cell in which the imported
data is to start and then click the button representing the source application or
point to the Get Data button and select the source from a drop-down list.
■ Exchanging data between Access and Excel is a seamless process, since the data
in an Access datasheet is structured in the same row and column format as the
data in an Excel worksheet. The imported data can be appended to an existing
worksheet or placed in a new worksheet.
■ When data is imported into Excel, the data is imported in a table format a
query is created. The Queries & Connections task pane displays with the
Queries tab active and the new query selected.
■ Text files are often used to exchange data between different programs because
the file format is recognized by nearly all applications. In a text file, the data
between fields is generally separated with a tab character or a comma.
■ If you move or rename a source, Excel will not know where to locate the file and a
yellow triangle with an exclamation mark will appear beside the query item at the
Queries & Connections task pane.
■ Refreshing, modifying, and removing queries helps ensure that the most current
data is in a destination file. Removing a connection allows the user to capture
data at a specific time.

■ Convert text from lowercase to uppercase or from uppercase to lowercase using
the UPPER and LOWER text functions.
■ Text that has incorrect capitalization can be changed to title case using the
PROPER function. New text can be substituted for existing text using the
SUBSTITUTE function.
■ Extract data from a cell based on its position in a cell using the RIGHT, LEFT,
or MID text functions.
■ Combine the content of two or more cells using the TEXTJOIN or CONCAT
function.
■ Count the number of characters in a cell using the LEN function.
■ Use the Flash Fill feature to extract, join, and insert text, numbers, dates, and
times.
Commands Review
FEATURE RIBBON TAB, GROUP/OPTION BUTTON, OPTION KEYBOARD SHORTCUT
copy Home, Clipboard Ctrl + C
embed Excel data in PowerPoint Home, Clipboard

presentation or Word document , Paste Special
export as a text file File, Export
Flash Fill Home, Editing OR Ctrl + E
Data, Data Tools
import Access table Data, Get & Transform Data
import from text file Data, Get & Transform Data
insert text function (CONCAT, LEFT, Formulas, Function Library

LEN, LOWER, MID, PROPER, RIGHT,
SUBSTITUTE, TEXTJOIN, UPPER)
link Excel data to PowerPoint Home, Clipboard
presentation or Word document , Paste Special

Microsoft ®
Excel
®
7
CHAPTER
Automating Repetitive Tasks

1 Customize the display options for Excel
2 Minimize the ribbon
3 Customize the ribbon by creating a custom tab and adding buttons
4 Customize the Quick Access Toolbar by adding and removing buttons
for frequently used commands
5 Create and apply custom views
6 Record, run, and edit a macro
7 Save a workbook containing macros as a macro-enabled workbook
8 Assign a macro to a shortcut key
9 Insert and configure form controls
10 Create and use templates
11 Customize save options to AutoRecover files
12 View Trust Center settings
Automating and customizing the Excel environment to accommodate preferences

can increase efficiency. For example, create a macro if the same task is being
frequently repeated to save time and ensure consistency. Add a button for a
frequently used command to the Quick Access Toolbar to provide single-click access
to it. Other ways to customize Excel include creating a custom template, ribbon
tab, or view and modifying display and save options. By completing the activities
in this chapter, you will learn how to effectively automate and customize the Excel
environment.
Data Files
The online
course includes
resources.
173

Activity 1 Customize the Excel Work Environment 7 Parts
You will customize the Excel environment by minimizing the ribbon, changing
display options, importing and exporting custom settings for the Quick Access
Toolbar and ribbon, creating a custom ribbon tab, adding buttons to the Quick
Access Toolbar to make features more accessible, and then creating custom views.
Tutorial Changing Display Options

Changing Display The Excel Options dialog box contains many options for customizing the
Options environment to suit the user’s needs. As shown in Figure 7.1, Excel groups
options that affect the display by those that are global settings, those that affect
uick Steps the entire workbook, and those that affect only the active worksheet. Changes to
Change Display
Options
workbook and/or worksheet display options are saved with the workbook.
1. Click File tab.
2. Click Options. Figure 7.1 Excel Options Dialog Box with the Display Options Shown
3. Click Advanced in
left pane.
4. Change display
options as required.
5. Click OK.
Minimize Ribbon
Press Ctrl + F1.
OR
1. Click Ribbon Display
Options button. Global display
2. Click Show Tabs.
OR options are listed
Click Collapse the in this section.
Ribbon button.
Display options
for the entire
workbook are listed
in this section; these
options are saved
with the workbook.
Display options for the

active worksheet are
listed in this section;
these options are saved
with the worksheet.
174 Excel Level 2 | Unit 2 Chapter 7 | Automating Repetitive Tasks and Customizing Excel

Minimizing the Ribbon
When working with a large worksheet, it may be easier to work with the ribbon
minimized, which creates more space within the work area. Figure 7.2 shows the
worksheet for Activity 1a with the customized display options and minimized ribbon.
Collapse the One way to minimize the ribbon is to click the Collapse the Ribbon button
Ribbon located at the right edge of the ribbon. With the ribbon minimized, clicking a tab
temporarily redisplays it to allow selecting a feature. After the feature has been
selected, the ribbon returns to the minimized state. Press Ctrl + F1 or double-click
the ribbon to toggle it on or off.
Ribbon Display Another way to minimize the ribbon is to click the Ribbon Display Options
Options button, which remains in the upper right corner of the screen. Options under this
button allow for quickly auto-hiding the ribbon (including tabs and commands),
showing only the ribbon tabs (commands are hidden), or redisplaying the ribbon
tabs and commands.
Activity 1a Changing Display Options and Minimizing the Ribbon Part 1 of 7
1. Open NWinterSch.
2. Save the workbook with the name
7-NWinterSch.
3. Turn off the display of the Formula bar (since
there are no formulas in the workbook), turn
off the display of sheet tabs (since there is
3d
only one sheet in the workbook), and turn
off the display of row and column headers and
gridlines by completing the following steps:
a. Click the File tab.
b. Click Options.
c. Click Advanced in the left pane.
d. Scroll down the Excel Options dialog box 3e
to the Display section and then click the
Show formula bar check box to remove the
check mark.
e. Scroll down to the Display options for this
workbook section and then click the Show
sheet tabs check box to remove the check 3f
mark.
f. Scroll down to the Display options for
this worksheet section and then click the
Show row and column headers check box to
remove the check mark. 3g
g. Click the Show gridlines check box to
remove the check mark.
h. Click OK.
4. Press Ctrl + F1 to hide the ribbon.
5. Compare your screen with the one shown in Figure 7.2.
6. Save and then close 7-NWinterSch.
Excel Level 2 | Unit 2 Chapter 7 | Automating Repetitive Tasks and Customizing Excel 175

Figure 7.2 Activity 1a Worksheet with Customized Display Options and Minimized Ribbon
Double-click a tab to show or hide the ribbon.
Activity 1b Restoring Default Display Options Part 2 of 7
1. Press Ctrl + N to open a new blank workbook.

2. Notice that the workbook and worksheet display options that were changed in Activity 1a
are restored to the default options. The Formula bar remains hidden (since this is a global
display option) and the ribbon remains minimized (since the display of the ribbon is a
toggle on/off option).
3. Open 7-NWinterSch.
4. Notice that the sheet tabs, row and column headers, and gridlines are hidden (since these
display option settings are saved with the workbook).
5. Close 7-NWinterSch without saving it.
6. With the blank workbook active, click the Ribbon Display
Options button next to the Minimize button in the upper
right corner of the screen and then click Show Tabs and 6
Commands at the drop-down list.
7. Redisplay the Formula bar by completing the following steps:
a. Click the File tab and then click Options.
b. Click Advanced in the left pane.
c. Scroll down the Excel Options dialog box to the Display section, click the Show formula
bar check box to insert a check mark, and then click OK.
8. Close the workbook without saving it.
Customizing Ribbons and the

Quick Access Toolbar
When working with Excel, a user may prefer to access frequently used features
from the Quick Access Toolbar or in a new group within an existing or new
ribbon. Activities 1d and 1e demonstrate how to customize both the ribbon and
the Quick Access Toolbar.

Tutorial Exporting and Importing Customizations
Exporting and The ribbon or the Quick Access Toolbar may already have been customized on
Importing the computers in your institution’s computer lab. To be able to restore these
Customizations
customizations after making changes in the upcoming activities, Activity 1c will
demonstrate how to save (export) them and Activity 1f will demonstrate how to
reinstall (import) them.
To save the current ribbon and Quick Access Toolbar settings, click the File
tab and then click Options. At the Excel Options dialog box, click Customize Ribbon
in the left pane. The dialog box will display as shown in Figure 7.3. Click the
Import/Export button in the lower right corner of the Excel Options dialog box.
Click Export all customizations to save the file with the custom settings. Use this
file to reinstall the saved settings in Activity 2f or to install customized settings
on a different computer. Click the Import/Export button and then click Import
customization file. Locate the file and reinstall the customized settings.
Activity 1c Exporting Customizations Part 3 of 7

2. Save the current ribbon and Quick Access Toolbar settings to the desktop
by completing the following steps: 2c
b. Click Customize Ribbon in the left pane of the Excel
Options dialog box.
c. Click the Import/Export button at the bottom right
of the Excel Options dialog box.
d. Click Export all customizations at the drop-down list.
e. Click Desktop in the This PC list in the left panel of
the File Save dialog box.
f. Change the file name to 7-ExcelCustomizations and then click the 2d
Save button. The file is saved as an Exported Office UI file with the
name 7-ExcelCustomizations.
g. Click OK.
h. Close the workbook. Click Don’t Save if prompted to save changes.
Tutorial Customizing the Ribbon

Customizing the To customize the ribbon by adding a new tab, group, or button, click the File tab
Ribbon and then click Options. At the Excel Options dialog box, click Customize Ribbon in
the left pane. The dialog box will display as shown in Figure 7.3. The dialog box
Hint To save the can also be accessed by right-clicking anywhere in the ribbon or Quick Access
mouse clicks used
when switching tabs Toolbar and then choosing the Customizing the Ribbon option.
and choosing options
from drop-down lists,
The commands shown in the left list box are dependent on the current option
create a custom tab in the Choose commands from option box. Click the Choose commands from option
with buttons used box arrow (displays Popular Commands) to select from a variety of options, such as
on a regular basis.
Commands Not in the Ribbon and All Commands. The tabs shown in the right list box
are dependent on the current option in the Customize the Ribbon option box. Click
the Customize the Ribbon option box arrow (displays Main Tabs) to select All Tabs,
Main Tabs, or Tool Tabs.

Figure 7.3 Excel Options Dialog Box with Customize Ribbon Selected
uick Steps
Create New Tab
and Group
1. Click File tab.
2. Click Options.
3. Click Customize
Ribbon in left pane.
4. Click tab name to
precede new tab.
5. Click New Tab
button.
Add New Group to
Existing Tab
1. Click File tab. Create a new group in an existing tab and add buttons within the new group
2. Click Options. or create a new tab, create a new group within the tab, and then add buttons to
3. Click Customize
Ribbon in left pane. the new group.
4. Click tab name on
which to add new Creating a New Tab To create a new tab, click any tab in the list box and then
group. click the New Tab button. The newly created tab will appear with the name New
5. Click New Group
button.
Tab (Custom) as shown in Figure 7.4. It will also include a new group, called New
Add Button Group (Custom). Rename the tab and group by clicking the Rename button and
to Group entering a new name (see below). Move the tab up or down in order by clicking
1. Click File tab. on it and then clicking the Move Up or Move Down arrow buttons at the right
2. Click Options. side of the dialog box.
3. Click Customize
Ribbon in left pane. Adding Buttons to a Group Click the group name within the tab, click the
4. Click group name in
which to insert new desired command in the list box at the left, and then click the Add button that
button. displays between the two list boxes. Remove commands in a similar manner:
5. Select All Commands Click the command to be removed from the tab group and then click the Remove
in the drop-down list.
6. Click command. button between the two list boxes.
Renaming a Tab, Group, or Command Click the tab name in the Main Tabs
Rename Tab
or Group list box and then click the Rename button below the Main Tabs list box. At the
1. Click File tab. Rename dialog box, type the name for the tab and then press the Enter key or
2. Click Options. click OK. Display the Rename dialog box by right-clicking the tab name and then
3. Click Customize clicking Rename at the shortcut menu.
Ribbon in left pane.
4. Click tab or group to Complete similar steps to rename a group or command. The Rename dialog
be renamed. box for a group or command name contains the Symbol list box and the Display
5. Click Rename button.
6. Type new name. name text box. Type the new name for the group in the Display name text box and
7. Click OK. then press the Enter key or click OK. Using symbols helps to identify new buttons.

Figure 7.4 New Tab and Group Created in the Customize the Ribbon Pane
at the Excel Options Dialog Box
Use the Move Up and

Click the New Tab
Move Down buttons to
button to create a new
rearrange the tabs. Click to
custom tab and group.
select a tab name and then
click the buttons to move
it up or down in order.
Activity 1d Customizing the Ribbon Part 4 of 7
1. Open NationalJE.
2. Save the workbook with the name 7-NationalJE.
3. Customize the ribbon by adding a new tab and a new group within the tab by
completing the following steps. Note: The ribbon will be reset to its original settings in
Activity 1f.
b. Click Customize Ribbon in the left pane of the
Excel Options dialog box.
c. Click Insert in the Main Tabs list box at the right
of the dialog box.
d. Click the New Tab button below the list box.
(This inserts a new tab below the Insert tab and 3c
a new group below the new tab.)
3d

4. Rename the tab and the group by completing the following steps:
a. Click to select New Tab (Custom) in the Main Tabs list
box.
b. Click the Rename button below the list box.
c. At the Rename dialog box, type your first and last 4a
names and then click OK.
d. Click to select the New Group (Custom) group name
below the new tab. 4b
e. Click the Rename button.
f. At the Rename dialog box, type Borders in the Display
name text box and then click OK. (The Rename dialog
box for a group or button displays symbols in addition
to the Display name text box. You will apply a symbol to
a button in a later step.)
5. Add buttons to the Borders (Custom) group by completing the following steps:
a. With Borders (Custom) selected, click the Choose
commands from option box arrow (displays Popular
Commands) and then click All Commands at the drop-
down list.
b. Scroll down the All Commands list box (the commands 5a
display alphabetically), click Thick Bottom Border, and
then click the Add button between the two list boxes.
(This inserts the command below the Borders (Custom)
group name.)
c. With the Thick Outside
Borders option selected, click
the Add button.
d. Scroll down the All
Commands list box, click
Top and Double Bottom
Border, and then click the
Add button.
6. Rename the Thick Outside
5b-
Borders button by completing
5c
a. Right-click Thick Outside
Borders below Thick Bottom
Border in the Main Tabs list
box and then click Rename
at the shortcut menu.
b. At the Rename dialog box, click the white
square with a black outline symbol in the
Symbol list box (seventh row, second column)
and then click OK. Note: The position of the
symbol may vary on your computer.
6b

7. Click OK to close the Excel Options dialog box.
8. Use buttons on the custom tab to format and
add formulas to the worksheet by completing the
following steps:
a. Select the range A1:A3, click the custom tab
labeled with your name, and then click the Thick
Outside Borders button in the Borders group.
8a
b. Select the range B6:H6 and then click the Thick Bottom Border button in the Borders
group.
c. Make cell D18 the active cell and then click the Top and Double Bottom Border button
in the Borders group.
9. Save 7-NationalJE.
10. In a new Excel document, insert a screenshot of the worksheet showing the custom tab by
using either the Screenshot feature (Insert tab, Screenshot button in Illustrations group) or
the Windows key + Shift + S with Paste. Type your name a few lines below the screenshot.
11. Save the workbook with the name 7-NationalScreenshot.
12. Print the first page of 7-NationalScreenshot and then close the workbook.
13. Print and then close 7-NationalJE.
Check Your Work
Tutorial Customizing the Quick Access Toolbar

Customizing the Click the Customize Quick Access Toolbar button at the right side of the Quick
Quick Access Access Toolbar to open the Customize Quick Access Toolbar drop-down list, as
Toolbar
shown in Figure 7.5. Click More Commands at the drop-down list to open the Excel
Customize Options dialog box with Quick Access Toolbar selected in the left pane, as shown in
Quick Access Figure 7.6. Change the list of commands shown in the left list box by clicking the
Toolbar Choose commands from option box arrow and then clicking the appropriate category.
Scroll down the list box to locate the command and then double-click the
command name to add it to the Quick Access Toolbar.
A few of Excel’s less popular features are available only by adding buttons to
the Quick Access Toolbar. If a feature is not available in any tab on the ribbon,
search for it in the All Commands list box.
Delete a button from the Quick Access Toolbar by clicking the Customize
Quick Access Toolbar button and then clicking the command at the drop-down
list. If the command is not in the drop-down list, click the More Commands option.
At the Excel Options dialog box, double-click the command in the right list box.

uick Steps Figure 7.5 Customize Quick Access Toolbar Drop-Down List
Add Button to Quick
Access Toolbar
1. Click Customize
button.
2. Click button.
OR
1. Click Customize
button.
2. Click More
Commands.
3. Click Choose
commands from
option box arrow.
4. Click category.
5. Double-click
command in
commands list box.
6. Click OK. Click More Commands to
Remove Button from open the Excel Options
Quick Access Toolbar dialog box with Quick
1. Click Customize Access Toolbar selected.
button.
2. Click command.
OR
1. Click Customize
Quick Access Figure 7.6 Excel Options Dialog Box with Quick Access Toolbar Selected
Toolbar button.
2. Click More Begin by selecting the
Commands. category from which
3. Click command in
right list box. to choose commands.
4. Click Remove
button.
5. Click OK.
In this list box, double-

click the command to
be added.

Activity 1e Adding Commands to the Quick Access Toolbar Part 5 of 7
1. Press Ctrl + N to open a new blank workbook and then add the Print Preview and Print
and Sort commands to the Quick Access Toolbar by completing the following steps.
Note: You will reset the Quick Access Toolbar to the original settings in Activity 1f.
a. Click the Customize Quick Access Toolbar button at the
right side of the Quick Access Toolbar.
b. Click Print Preview and Print at the drop-down list.
1a
The Print Preview and Print button is added to the
end of the Quick Access Toolbar. Note: Skip to Step
1d if the Print Preview and Print button already
appears on your Quick Access Toolbar.
1b
c. Click the Customize Quick Access Toolbar button.
d. Click More Commands at the drop-down list.
e. At the Excel Options dialog box with Quick Access Toolbar
selected in the left pane, click the Choose commands from
option box arrow and then click All Commands.
1e
f. Scroll down the All Commands list box and

then double-click the second Sort option, 1f
which displays the ScreenTip Data Tab |
Sort & Filter | Sort...(SortDialog). Note: The
commands are organized in alphabetical
order; you will need to scroll far down the list
to find this option.
g. Click OK. The Sort button is added to the end of the Quick Access Toolbar.
2. Type your name in cell A1, press the Enter key, and then click the Print Preview and Print
button on the Quick Access Toolbar to display the Print backstage area.
3. Press Esc to close the Print backstage area.
4. Click the Sort button on the Quick Access Toolbar to open the Sort dialog box.
5. Click the Cancel button at the Sort dialog box.
6. Close the workbook. Click the Don’t Save button when prompted to save changes.
Resetting the Ribbons and the Quick Access Toolbar

Restore the ribbons and Quick Access Toolbar to the original settings that came
with Excel 365 by clicking the Reset button below the Main Tabs list box in the
Excel Options dialog box with Customize Ribbon selected. Clicking the Reset button
displays two options: Reset only selected Ribbon tab and Reset all customizations. Click
Reset all customizations to restore the ribbons and Quick Access Toolbar to their
original settings and then click Yes at the message box that displays the question
Delete all Ribbon and Quick Access Toolbar customizations for this program? To remove
a tab that was created previously, right-click the tab and then click Customize the
Ribbon. Right-click the tab in the Main Tabs list box and then click Remove.

To restore the ribbons and Quick Access Toolbar to your institution’s original
settings, import the settings exported in Activity 1c. Click the Import/Export
button in the lower right corner of the Excel Options dialog box and then click
Import customization file. Locate the file and reinstall the customized settings.
Activity 1f Importing Ribbon and Quick Access Toolbar Customizations Part 6 of 7
1. Import the ribbon and Quick Access Toolbar customizations you saved in Activity 1c to
reset your institution’s original settings by completing the following steps:
a. Press Ctrl + N to open a new blank workbook.
b. Click the File tab and then click Options.
c. Click Customize Ribbon in the left pane of the Excel Options dialog box.
d. Click the Import/Export button at the bottom
right of the Excel Options dialog box. 1d
e. Click Import customization file at the drop-down list.
f. Click Desktop in the This PC list in the left panel
of the File Open dialog box. 1e
g. Click 7-ExcelCustomizations.
h. Click Open.
i. Click Yes at the message asking if you want to replace all the existing ribbon and Quick
Access Toolbar customizations for this program.
j. Click OK.
2. Close the workbook. Click Don’t Save if prompted to save changes.
Tutorial Creating and Applying a Custom View

Creating and A custom view saves display and print settings for the active worksheet. These
Applying a settings can involve column widths, row heights, hidden rows and/or columns,
Custom View
filter settings, cell selections, windows settings, page layout options, and print
uick Steps areas. Create multiple custom views for the same worksheet and access stored
Create Custom View views using the Custom Views dialog box. In Activity 1g, three custom views are
1. Change display and created that store display settings, hidden rows, and a row height for a swimming
print settings as schedule. Switch between views to show different portions of the worksheet, such
desired.
2. Click View tab. as only the daytime swimming activities.
3. Click Custom Views. Begin creating a custom view by applying the required settings to the active
5. Type name for view. worksheet, clicking the cell to be active, and displaying the rows and columns
6. Choose Include in to be shown on the screen. When finished, click the View tab, click the Custom
view options. Views button in the Workbook Views group, click the Add button, type a name
7. Click OK.
for the custom view, and then click OK.
Custom Change a worksheet to display the settings for a custom view by opening the
Views
Custom Views dialog box, selecting the view name in the Views list box, and then
uick Steps clicking the Show button. Another method for displaying the settings is to double-
Apply Custom View click the view name. If a different worksheet is active, Excel will switch to the
1. Click View tab. worksheet to which the view applies. A custom view can be applied only to the
2. Click Custom Views worksheet in which it was created.
button.
3. Click view name. If a custom view is no longer required, delete it by opening the Custom Views
4. Click Show button. dialog box, selecting the custom view name in the Views list box, and then clicking
the Delete button.
Hint A custom
view cannot be used
in a worksheet with a
table.

Activity 1g Creating and Applying Custom Views Part 7 of 7
1. Open 7-NWinterSch.
2. Save the workbook with the name 7-NWinterSch-CV and then redisplay the row and
column headers in the worksheet. Refer to Activity 1b for assistance with this step.
3. Create a custom view with display settings for all the swimming sessions by completing the
following steps:
a. Select rows 4 through 37, click the Format button in the Cells group on the Home tab,
click Row Height at the drop-down list, type 20 in the Row height text box at the Row
Height dialog box, and then click OK.
b. Press Ctrl + Home.
c. Click the View tab.
d. Click the Custom Views button in the Workbook Views
group. 3d
e. Click the Add button at the Custom Views dialog box.
f. With the insertion point positioned in the
Name text box at the Add View dialog box, type
AllSessions. 3f
g. Make sure that the Print settings and Hidden rows,
columns and filter settings check boxes contain
check marks and then click OK.
4. Create a second custom view to display the daytime
swimming activities and hide the evening activities
a. Select rows 24 through 37 and then press Ctrl + 3g
9 to hide the rows.
b. Press Ctrl + Home.
c. Click the Custom Views button. 4e
d. At the Custom Views dialog box, click the
Add button.
e. At the Add View dialog box, type
4f
DaytimeSessions in the Name text box.
f. Make sure that the Print settings and Hidden
rows, columns and filter settings check boxes
contain check marks and then click OK.
5. Click the Custom Views button in the
Workbook Views group.
6. With AllSessions selected in the Views list box, 6
click the Show button to apply the custom
view.
7. Create a third custom view to show only the
evening swimming sessions by completing the following steps:
a. Select rows 4 through 23 and hide the rows by completing a step similar to Step 4a.
b. Create a custom view named EveningSessions by completing steps similar to Steps 4b–4f.
8. Click the Custom Views button and then double-click DaytimeSessions in the Views list box
at the Custom Views dialog box.
9. Show the EveningSessions custom view.
10. Show the AllSessions custom view.
11. Save and then close 7-NWinterSch-CV.
Check Your Work

Activity 2 Create Macros in a New Workbook 4 Parts
You will create, run, edit, and delete macros to automate tasks; assign a macro to
a shortcut key; and then store frequently used macros in a macro workbook.
Automating Tasks Using Macros

A macro is a series of instructions stored in sequence that can be recalled and
carried out whenever the need arises. Consider creating a macro to perform the
same task repeatedly without variation. Saving the instructions for a task in
a macro not only saves time, but it also ensures that the steps are performed
consistently every time. This can prevent errors in data entry, formatting, or other
worksheet tasks.
Tutorial Creating a Macro

Creating a Macro Before recording a new macro, take a few moments to plan the steps. Also consider
if it is necessary to specify which cell must be active when the macro is run. For
uick Steps example, will the first step in the macro involve making a specific cell active? If
Create Macro so, designate the active cell using a shortcut key or Go To command during the
1. Click View tab. recording.
2. Click Macros button
arrow. To create a macro, begin by turning on the macro recorder by clicking the
3. Click Record Macro. Macros button arrow in the macros group on the View tab and then clicking
4. Type macro name.
5. Click in Description Record Macro at the drop-down list. This opens the Record Macro dialog box,
text box and type as shown in Figure 7.7. Identify the macro by assigning a unique name to the
description text.
6. Click OK. steps that will be saved. A macro name must begin with a letter and can be a
7. Perform required combination of letters, numbers, and underscore characters. A macro name cannot
actions. include spaces; use the underscore character to separate the words in a macro
8. Click Stop Recording
button. name. Also use the Record Macro dialog box to choose the location in which the
macro is saved. By default, Excel saves the macro within the current workbook.
Macros A macro can be assigned to a shortcut key combination. Doing so allows the
user to run the macro more quickly by pressing the Ctrl key plus the chosen
lowercase or uppercase letter. Enter a description of the purpose of a macro to
provide information to other users who might use or edit it. In a macro workbook
Figure 7.7 Record Macro Dialog Box
A macro name begins with

a letter and can include a Use this option box
combination of letters, numbers, to specify where the
and underscore characters. macro should be saved.
Assigning a macro to a
shortcut key enables you Including a description of
to run it more quickly by the purpose of the macro,
pressing the Ctrl key plus the name of the person who
the chosen letter. created it, and the date it was
recorded is useful for others
who might run or edit it.

Hint When that will be shared, also consider entering the creator’s name and the creation date
a macro is being into the description box for reference purposes. Click OK when finished
recorded, the mouse identifying the macro and the recorder will begin saving the text and/or steps that
clicks for select tabs
within the ribbon are are performed. Do not be concerned with making typing mistakes or canceling a
not saved. dialog box while recording a macro. Correct mistakes as they happen, since only
the result is saved. After completing the tasks to be saved, click the Stop
Stop
Recording button on the Status bar to end the recording.
Recording
Saving Workbooks Containing Macros

uick Steps When a macro is created in Excel, the commands are written and saved in a
Save Macro-Enabled language called Microsoft Visual Basic for Applications (VBA). A workbook that
Workbook contains a macro should be saved using the macro-enabled file format (.xlsm). The
1. Click File tab.
2. Click Save As.
default XML-based file format (.xlsx) cannot store the macro code. The macro
3. Click Browse. recorder used when creating a macro converts the actions to VBA statements behind
4. Navigate to the scenes. View and edit the VBA code or create macros from scratch by using the
appropriate folder.
5. Type file name in VBA Editor in Microsoft Visual Basic for Applications, which can be opened
File name text box. through the Macros dialog box. Activity 2d looks at the VBA statements created
6. Click Save as type for the PrintInv macro and edits an instruction.
list arrow.
7. Click Excel Macro- To save a new or existing workbook as a macro-enabled workbook, perform
Enabled Workbook. one of the following actions:
8. Click Save.
• New workbook. Click the Save button on the Quick Access Toolbar or click the
File tab and then click the Save As option. At the Save As backstage area, click
the Browse option to display the Save As dialog box and then navigate to the
appropriate folder. Type the file name and then change the Save as type option
to Excel Macro-Enabled Workbook. Click the Save button.
• Existing workbook. Click the File tab and then click the Save As option. At the Save
As backstage area, click the Browse option to display the Save As dialog box and
then navigate to the appropriate folder. Type the file name and then change the
Save as type option to Excel Macro-Enabled Workbook. Click the Save button.
Activity 2a Creating a Macro and Saving a Workbook as a Macro-Enabled Workbook Part 1 of 4
1. You work in the Accounting Department at a large company. The company has a
documentation standard for all Excel workbooks that requires each worksheet to show the
department name, author’s name, creation date, and revision history. To standardize the
documentation, you decide to create a macro that will insert row labels for this data. Begin
by opening a new blank workbook.
2. Create the documentation macro by completing the following steps:
a. Make cell C4 the active cell and then click the View tab.
(Make a cell other than A1 active so you can move the active 2b
cell to the top left cell in the worksheet during the macro.)
b. Click the Macros button arrow in the Macros group.
c. Click Record Macro at the drop-down list.
2c

d. At the Record Macro dialog box with the
insertion point positioned in the Macro 2d
name text box, type AcctgDocumentation.
e. Click in the Description text box and
then type Accounting Department
documentation macro. Created by
[Student Name] on [Date]. Substitute
your name for [Student Name] and the
current date for [Date].
f. Click OK. The macro recorder is 2e
now turned on, as indicated by the
appearance of the Stop Recording button
in the Status bar (which displays as a gray square next to 2f
Ready).
g. Press Ctrl + Home to move the active cell to cell A1.
Including this command in the macro ensures that
the documentation will begin at cell A1 in every
workbook.
2h-
h. Type Accounting Department and then press the 2k
Enter key.
i. With cell A2 active, type Author and then press the
Enter key.
j. With cell A3 active, type Date created and then press
the Enter key. 2l
k. With cell A4 active, type Revision history and
then press the Enter key three times to leave two blank rows before the start of the
worksheet.
l. Click the Stop Recording button at the left side of the Status bar, next to Ready.
3. Save the workbook as a macro-enabled workbook by completing the following steps:
a. Click the Save button on the Quick Access Toolbar.
b. At the Save As backstage area, click the Browse option.
c. At the Save As dialog box, navigate to the EL2C7 folder in the Navigation pane and
then double-click the EL2C7 folder in the Content pane.
d. Click in the File name text box and then type 7-Macros.
e. Click the Save as type option box, scroll up or down the pop-up list, and then click Excel
Macro-Enabled Workbook.
f. Click the Save button.
3d 3e
3f

Tutorial Running a Macro
Running a Macro Running a macro is sometimes referred to as playing a macro. Since a macro is a
series of recorded tasks, running a macro involves instructing Excel to play back the
uick Steps recorded tasks. Think of a macro as a video. When the video is played, the same
Run Macro thing happens every time.
1. Click View tab.
2. Click Macros button. To run (play) a macro, view the list of macros by clicking the Macros button
3. Double-click macro in the Macros group on the View tab. This opens the Macro dialog box, shown in
name. Figure 7.8. Click the name of the macro to run and then click the Run button or
double-click the name of the macro in the Macro name list box.
Figure 7.8 Macro Dialog Box
Click this button to run the

currently selected macro.
By default, all the macros
in all the open workbooks
are displayed in this list
box. Double-click the
name of a macro to run it. Change the list of macros
to view using this option
box. View the macros in
all the open workbooks, in
If the currently selected
only the current workbook,
macro contains a
or in another open
description, the text
workbook.
displays here.
Activity 2b Running a Macro Part 2 of 4
1. With 7-Macros open, run the AcctgDocumentation macro to test that it works correctly
a. Select the range A1:A4 and then press the Delete key to erase the cell contents.
b. To test the Ctrl + Home command in the macro,
make sure cell that A1 is not active when the
macro begins playing. Click in any cell other than
cell A1 to deselect the range.
1c
c. Click the Macros button in the Macros group
on the View tab. Make sure to click the
button and not the button arrow.
d. At the Macro dialog box with
AcctgDocumentation already selected in 1d
the Macro name list box, click the Run
button.
2. Save and then close 7-Macros.

Assigning a Macro to a Shortcut Key
uick Steps When a macro is being recorded, it can be assigned to a Ctrl key combination. A
Assign Macro to macro assigned to a keyboard shortcut can be run without displaying the Macro
Shortcut Key dialog box. To create a keyboard shortcut, choose any lowercase or uppercase
1. Click View tab.
2. Click Macros button
letter. Excel distinguishes the case of the letter when typing it in the Shortcut key
arrow. text box at the Record Macro dialog box. For example, if an uppercase O is
3. Click Record typed, Excel defines the shortcut key as Ctrl + Shift + O, as shown in Figure 7.9.
Macro.
4. Type macro name. If an Excel feature is already assigned to the chosen key combination, the
5. Click in Shortcut macro will override the feature. For example, pressing Ctrl + p in Excel causes
key text box.
6. Type a letter. the Print backstage area to display. If a macro is assigned to Ctrl + p, using
7. Click in Description this keyboard shortcut will run the new macro instead of displaying the Print
text box. backstage area. View a list of Excel-assigned keyboard shortcuts in Help by typing
8. Type description
text. keyboard shortcuts in the Search text box. Point to Get Help on “keyboard shortcuts”.
9. Click OK. Choose Keyboard shortcuts in Excel for Windows in the results list.
10. Perform actions.
11. Click Stop
Recording button. Figure 7.9 Record Macro Dialog Box with a Shortcut Key Assigned
Typing an uppercase letter

in the Shortcut key text
box defines the shortcut
key as Ctrl + Shift + the
letter; typing a lowercase
letter defines the shortcut
key as Ctrl + the letter.
Activity 2c Creating and Running a Macro Using a Shortcut Key Part 3 of 4
1. Open 7-Macros.
2. When a workbook that contains a macro is opened, the default security setting is Disable
all macros with notification. This causes a security warning to appear in the message bar
(between the ribbon and the formula bar) stating that macros have been disabled. Enable
the macros in the workbook by clicking the Enable Content button.

3. Create a macro that changes the print options for a worksheet and assign it to a shortcut
key by completing the following steps:
a. Once the recording of a macro has stopped
in an Excel session, the Stop Recording
button in the Status bar changes to the 3a
Record New Macro button. Click the
Record New Macro button at the left side
of the Status bar next to Ready. (If you
Your taskbar may vary depending
exited Excel before starting this activity,
on your operating system.
start a new macro by clicking the View
tab, clicking the Macros button arrow,
and then clicking Record Macro.)
b. Type LandscapeScaled1Pg in the
Macro name text box. 3b
c. Click in the Shortcut key text box, 3c
press and hold down the Shift key,
type the letter O, and then release the
Shift key.
d. Click in the Description text box and
3d
then type Change orientation to
landscape and scale to 1 page wide
by 1 page tall. Created by [Student
Name] on [Date]. Substitute your
name for [Student Name] and the
current date for [Date]. 3e
e. Click OK.
f. Click the Page Layout tab.
g. Click the Page Setup dialog box launcher at the bottom right of the Page Setup group.
h. At the Page Setup dialog box with the Page tab selected, click Landscape in the
Orientation section.
i. Click Fit to in the Scaling section to scale the printout to 1 page wide by 1 page tall.
j. Click OK.
3h
3i
3j
k. Click the Stop Recording button.

5. Press Ctrl + Shift + O to run the LandscapeScaled1Pg macro.
6. Type your name in cell A1, press the Enter key, and then press Ctrl + F2 to display the
worksheet in the Print backstage area. Notice in Print Preview that the page orientation is
landscape. Review the options in the Settings category. Notice that Landscape Orientation
and Fit Sheet on One Page have been selected by the macro.
7. Click the Back button to return to the worksheet and then close the workbook. Click
Don’t Save when prompted to save changes.
8. Save and then close 7-Macros.
Tutorial Editing a Macro

Editing a Macro The actions performed while a macro is being recorded are stored in VBA code.
Each macro is saved as a separate module within a VBAProject for the workbook.
uick Steps A module can be described as a receptacle for the macro instructions. Figure 7.10
Edit Macro displays the window containing the VBA code module for the macro created in
1. Open workbook Activity 2a.
containing macro.
2. Click View tab. Use the module to edit a macro if the change needed is easy to decipher
3. Click Macros button. within the VBA statements. If several changes to a macro are required or if you do
4. Click macro name.
5. Click Edit button. not feel comfortable with the VBA code, re-record the macro. When a new macro
6. Make changes in has been recorded and is being saved with the same name as an existing macro,
VBA code window.
7. Click Save button. Excel prompts the user to replace the existing macro. Save the re-recorded macro
8. Click File. by overwriting the original macro.
9. Click Close and
Return to Microsoft
Excel.
Figure 7.10 Microsoft Visual Basic for Applications Window for Activity 2a AcctgDocumentation Macro
The actions A line of text that appears in

performed by the green and is preceded with
macro are saved in an apostrophe is a comment.
this section. Each A comment is explanatory
action is provided text and is ignored when the
on a separate line. macro is run.

Activity 2d Editing a Macro Part 4 of 4
1. Open NationalInv and enable the content, if necessary.

2. Save the workbook with the name 7-NationalInv.
3. The workbook contains a macro called PrintInv that automatically prints the invoice.
Modify the macro to have the invoice display in print preview when the macro is run by
a. If necessary, click the View tab. 3c
b. Click the Macros button.
c. At the Macro dialog box with PrintInv already
selected in the Macro name list box, click the
Edit button. A Microsoft Visual Basic for
Applications window opens with the program
code displayed for 7-NationalInv.xlsm -
[Module1 (Code)].
d. Read the statements between the Sub and
End Sub statements. Sub indicates the beginning of the procedure and End Sub indicates
the end of the procedure. A procedure is a set of VBA statements that perform actions.
The name of the procedure appears after the opening Sub statement and is the macro
name. Each line beginning with a single apostrophe (') is a comment. A comment is
used in programming to insert explanatory text that describes the logic or purpose of
a statement. A statement that begins with an apostrophe is ignored when the macro is
run. The commands that are executed when the macro is run display as indented lines
of text below the comments.
e. Remove the command that has Excel print one copy of the selected worksheet by
selecting the text after the second period in the commands, starting with the word
Printout and ending with the world False, and then press the Delete key.
f. Type PrintPreview. The new command now reads ActiveWindow.SelectedSheets.PrintPreview.
Note: Do not include the period after PrintPreview.
3e-
3f
g. Click the Save button on the toolbar.
3g

4. Click File and then click Close and Return to
Microsoft Excel.
5. Test the edited macro to make sure that the
invoice displays in print preview by completing
the following steps: 4
a. Click the Macros button.
b. At the Macro dialog box, double-click PrintInv
in the Macro name list box.
c. Click the Close Print Preview button.
6. Save 7-NationaInv.
Managing and Deleting Macros

uick Steps By default, a macro is stored within the workbook that is active when it is
Delete Macro recorded. When the workbook is closed, the macros within it are no longer
1. Open Macro dialog available. For example, if the file 7-Macros is closed, the AcctgDocumentation
box.
2. Click macro name.
macro will not be available in a new workbook. To continue using the macros,
3. Click Delete button. leave the workbook that contains them open, since by default, the Macro dialog
4. Click Yes. box displays the macros for all the open workbooks in the Macro name list box.
Consider creating a macros workbook with a set of standard macros, similar to
the macros workbook created or modified in Activities 2a through 2d. Open this
workbook when working in Excel and the macros stored within it will be available
for all the files that are created or edited during the Excel session. Create one
macros workbook and copy it to other computers so a set of standard macros can
be distributed to others for use.
If a macro is no longer needed, delete it in the Macro dialog box. Open the
Macro dialog box, select the macro name in the Macro name list box, and then
click the Delete button.
Activity 3 Insert and Configure Form Controls 3 Parts

in an Invoice Workbook
You will insert a combo box form control, a check box form control, and a macro
button form control into an invoice workbook.
Inserting and Configuring Form

Controls
Insert a form control to allow users to enter information in a worksheet. For
example, insert a combo box form control or a list box form control to allow users
to select an option from a list, or insert a check box form control to allow users to
select an option by inserting a check mark in a check box. After inserting a form
control in a worksheet, configure the control to define how it will be used; also
size the control and align multiple controls.

Inserting Form Controls
To insert a form control in an active worksheet, click the Insert button in the
Insert
Controls group on the Developer tab, click an option in the Form Controls section
at the drop-down list, and then draw a box in the worksheet. The size of the form
uick Steps control box depends on the control options. For example, a form control that
Insert Form Control allows users to select from a drop-down list of two-letter state abbreviations (AL,
1. Click Developer tab.
2. Click Insert button.
AK, etc.) will be narrower than a form control that offers a drop-down list of city
3. Click control. names (eg., Abbeville, Aberdeen, etc.). Table 7.1 describes selected types of form
4. Draw control. controls.
Configuring Form Controls

To configure and add options to a form control, right-click the control, click the
Format Control option at the pop-up menu, and then enter information on the
Control tab at the Format Control dialog box. The information entered at the
Format Control dialog box depends on the type of form control. Figure 7.11 shows
the Format Control dialog box for a combo box form control.
Table 7.1 Selected Types of Form Controls

Type of Form
Control Display How to Use Example
combo box an option box Click the option box
form control with an arrow arrow to see a drop-
down list of available
options and then click
an option.
list box form a box containing Click an option in
control all the available the list box to select
options—with it. The control can be
scroll bars, if configured to allow
necessary the user to select
more than one option.
check box form a check box with a Click the check box
control text label to insert or remove a
check mark.
button form a button with a Click the button to
control label and with a run the macro.
macro assigned
to it
option button a radio button Click the radio button
form control with a label to insert or remove a
bullet.

Figure 7.11 Control Tab at the Format Control Dialog Box for a Combo Box Form Control
Enter the defined name,
or range reference for
the worksheet cells that
contain the options to
be displayed.
Enter the cell reference

that will store the
value chosen.
Enter the number of options to
display. If the number entered is less
than the number of items in the Input
range, a scroll bar will appear at the
drop-down list for the form control.
Activity 3a Inserting a Combo Box Form Control Part 1 of 3
1. With 7-NationalInv open, add the Developer tab to the toolbar by completing the
following steps:
a. Right-click on any part of the ribbon.
b. Click the Customize the Ribbon option.
c. Click the Developer check box in the Main Tabs list box to insert a check mark and then
click OK.
2. Add a combo box form control to include the different methods of payment by completing
a. Click the Developer tab and then click the Insert button in the Controls group.
b. Click the Combo Box (Form Control) option (second column, first row in the Form Controls
section).
c. Draw a box in cell A11 that is the same width and height as the cell.
2a 2c
2b

d. Right-click the border of the combo
box and then click the Format Control 2e
option at the pop-up menu.
e. Click in the Input range text box, type
MOP, and then press the Tab key.
2f
f. Type a11 in the Cell link text box and
g. Type 4 in the Drop down lines text box
2g
and then click OK.
h. Click in any worksheet cell outside the
form control.
3. Save 7-NationalInv.
Check Your Work
Activity 3b Inserting a Check Box Form Control Part 2 of 3
1. With 7-NationalInv open, insert a check box form control to have customers indicate that
the shipping address is the same as the billing address by completing the following steps:
a. Click the Insert button in the Controls group.
b. Click the Check Box (Form Control) option (third column, first row
in the Form Controls section). 1a-
1b
c. Draw a box in cell B8 that is the same width and height as the
cell.
1c
2. Change the text of the check box form control by clicking in the
check box form control, selecting the text, and then typing Same
as billing address.
3. Click in any worksheet cell outside the form control.
Check Your Work
Creating a Macro Button Form Control

A macro can be assigned to a button form control that allows the user to quickly
run the macro without having to remember the shortcut key combination or
ribbon commands.
To create a button form control with a macro assigned to it, click the Insert
button in the Controls group on the Developer tab, click the Button (Form Control)
option, draw the button, click the macro name in the Macro name list box at the
Assign Macro dialog box, and then click OK. Macro button form controls do not
display in Print Preview and do not print.

Activity 3c Inserting a Macro Button Form Control Part 3 of 3
1. With 7-NationalInv open, insert a macro form control to have customers indicate that
the shipping address is the same as the billing address by completing the following steps:
a. Click the Insert button in the Controls group on the
Developer tab.
b. Click the Button (Form Control) option (first column, first row
in the Form Controls section). 1a-
c. Draw a box in cell A30 that is the same width and height as 1b
the cell.
d. Click the PrintInv option in the Macro name list box and then
click OK.
e. Type Print Preview and then click in any
worksheet cell outside the form control.
2. Format the control object by completing the
following steps:
a. Right-click the Print Preview button form control
and then click the Format Control option at the
pop-up menu.
b. Click the Font tab, if necessary; click the Color
1d
option box arrow; click the Dark Red option (first
column, second row) at the drop-down gallery;
and then click OK.
c. Click in any worksheet cell outside the Print
Preview button form control.
Activity 4 Save a Workbook as a Template 2 Parts

You will save a workbook as a template and then use the template to create a new
invoice.
Tutorial Saving a Workbook as a Template

Saving a A template is a workbook that contains standard text, formulas, and formatting.
Workbook as Cell entries are created and formatted for all the data that does not change. Cells
a Template
that will contain variable information have formatting applied but are left empty,
since they will be filled in when the template is used to generate a worksheet.
uick Steps Examples of worksheets that are well suited to templates include invoices,
Save Workbook as
Template purchase orders, time cards, and expense forms. These types of worksheets are
1. Open workbook. usually filled in with the same kinds of data but the data itself varies.
2. Make changes.
3. Click File tab. Several templates have already been created and are installed with Excel or can
4. Click Save As. be installed after they are downloaded. To use a template to create a worksheet,
5. Click Browse. first check the New backstage area to see if the template already exists. Another
6. Change Save as type
to Excel Template. option is to search online for templates using categories such as Budget, Invoice,
7. Type file name. Calendars, and Expenses. Once a topic has been selected in the Suggested Searches
8. Click Save button. section of the New backstage area, either download one of the templates shown or
choose another topic from the Category task pane.

If none of the existing templates meets your needs, create a custom template.
To do this, create a workbook that contains all the standard data, formulas, and
formatting. Leave the cells empty for any information that is variable but format
those cells as required. Save the workbook as a template at the Save As dialog box by
changing the Save as type option to Excel Template (*.xltx) or Excel Macro-Enabled Template
(*.xltm) if the workbook contains macros. Before saving the worksheet as a template,
consider protecting it by locking all the cells except those that will hold variable data.
Activity 4a Saving a Workbook as a Template Part 1 of 2
1. With 7-NationalInv open, save the workbook as a template containing macros by

b. Click Save As.
c. Select the current text in
the File name text box and
1c
then type NationalTemplate-
StudentName, substituting
1e
your name for StudentName. 1d
d. Click the Save as type option box
arrow and then click Excel Macro-
Enabled Template (*.xltm) at the
pop-up list.
2. Close NationalTemplate-StudentName.
Check Your Work
Using a Custom Template

uick Steps To use a template that you created, click the File tab and then click New. At the
Use Custom Template New backstage area, click Personal. This opens the Personal template section, as
1. Click File tab. shown in Figure 7.12. Double-click the name of the template to open it. A
2. Click New.
3. Click Personal.
workbook opens with the name of the template followed by a 1. Save the
4. Double-click document with a more descriptive name.
template.
Delete Custom Figure 7.12 New Backstage Area with the Personal Template Section Selected
Template
1. Click File tab.
2. Click Open.
3. Click Computer.
4. Click Browse button.
5. Navigate to [c:]\
Users\username\
Documents\Custom
Office Templates.
6. Right-click template
name.
7. Click Delete.
8. Click Cancel.

Deleting a Custom Template
To delete a custom template that is no longer needed, use the Open dialog box to
navigate to [c:]\Users\username\Documents\Custom Office Templates. Right-click
the name of the template to be deleted and then click Delete at the shortcut menu.
Click Cancel to close the Open dialog box.
Activity 4b Using a Custom Template Part 2 of 2
1. At a blank Excel screen, open the template created in Activity 4a by completing the
following steps:
b. Click New.
c. At the New backstage area, click Personal.
d. In the Personal template section, click NationalTemplate-StudentName. (Your template will
have your name in place of StudentName.)
1b
1c
1d
2. Look at the workbook name in the title bar. Notice that Excel has added 1 to the end of the
name.
3. Enable the content.
4. Fill in the invoice as shown in Figure 7.13. Note: Add a formula in the Line Total column
for each item.
5. Click the Print Preview button to preview the invoice and then print the invoice.
6. Save the invoice as a macro-enabled workbook by completing the following steps:
a. Click the File tab and then click the Save As option.
b. Click the Browse button.
c. Navigate to the EL2C7 folder and then type 7-NInv2035 in the File name text box.
d. Click the Save as type option box arrow and then click the Excel Macro-Enabled Workbook
option.
7. Close 7-NInv2035.
Check Your Work

Figure 7.13 Invoice for Activity 4b
Activity 5 Manage Excel’s Save Options and Trust Center 3 Parts

Settings
You will review Excel’s current save options, modify the AutoRecover options, and
then recover an unsaved workbook. You will also explore the default settings in
the Trust Center.
Customizing Save Options

uick Steps The AutoRecover feature saves versions of your work at a specified time interval.
Customize Save This will be beneficial in case changes are not saved or Excel closes unexpectedly
Options (such as during a power outage). When Excel restarts, the opening screen displays
1. Click File tab.
2. Click Options.
a Recovered section below the Recent list. Click the Recovered unsaved workbooks
3. Click Save in left hyperlink and the Document Recovery task pane opens with a list of workbooks
pane. for which AutoRecover files exist.
4. Change save
options. By default, Excel’s AutoRecover feature is turned on and will automatically
5. Click OK. save AutoRecover information every 10 minutes. The time interval can be
adjusted to suit the user’s needs. Keep in mind that data loss can still occur with
AutoRecover turned on. For example, suppose the time interval is set at
20 minutes and a power outage occurs 15 minutes after an AutoRecover save.
When Excel restarts, the recovered file will not contain the last 15 minutes of

Hint Do not rely work if the workbook was not saved manually. Open the Excel Options dialog box
on AutoRecover as you and select Save in the left pane to view and/or change the AutoRecover options.
work. Saving regularly
to minimize data loss In conjunction with AutoRecover, Excel provides to Office 365 users the
and protect against AutoSave feature, using OneDrive or SharePoint Online to store their files. The
unforeseen events is files are saved in real-time. To turn AutoSave on, click the AutoSave Off button
the best practice.
located on the Quick Access Toolbar.
The save options at the Excel Options dialog box also allow changing the
drive and/or folder in which to store AutoRecovered files, as well as the default file
location for all new workbooks.
Activity 5a Customizing Save Options Part 1 of 3
1. At a blank Excel screen, click the File tab and then click Options to open the Excel Options
dialog box.
2. Click Save in the left pane of the Excel Options dialog box.
3. Note the current settings for Save AutoRecover information every [ ] minutes and Keep the last
AutoRecovered version if I close without saving. By default, both check boxes should be checked
and the time interval should be 10 minutes; however, the settings may have been changed
on the computer you are using. If that is the case, write down the options so you can
restore the program to its original state once you have finished this activity.
4. If necessary, insert check marks in the two check boxes to turn on the AutoRecover features.
5. Select the current value in the Save AutoRecover information every [ ] minutes measurement
box and then type 2 to change the time interval to two minutes.
4 5
6. Click OK.
Activity 5b Recovering a Workbook Part 2 of 3
1. Open 7-NationalJE.
2. Save the workbook with the name 7-NationalJE-5.
3. Note the system time in the bottom right corner of the screen. You will use this time to
make sure that more than two minutes elapse before you interrupt the Excel session.

a. Select the range A7:A17 and apply the standard dark red font color (first color in the
Standard Colors section of the drop-down color palette).
b. Select the range E7:E17 and apply the standard dark red font color.
4a 4b
5. Make sure more than two minutes has elapsed since you checked the system time in
Step 3. If necessary, wait until you are sure an AutoRecover file has been saved.
6. Press Alt + Ctrl + Delete.
7. At the Windows screen, select Task Manager.
8. At the Task Manager dialog box, click 9
Microsoft Excel (32 bit) in the task list box and
then click the End task button.
9. Close the Task Manager dialog box.
10. Restart Microsoft Excel. At the opening
screen, click the Recover unsaved workbooks
hyperlink in the Recent section. Two files
Your task list
are available: the original version of the file may vary. 8
used in this activity and the AutoRecovered
version.
11. Point to the first file in the Document
Recovery task pane. A ScreenTip displays stating
that the first file is the AutoRecover version.
11
12. Point to the second file in the Document Recovery task
pane. A ScreenTip displays stating that the second file is
the original document.
13. Click the first file in the Document Recovery task pane.
Notice that the edited version of the file appears. Look
at the additional information next to the file name in the
Title bar. Excel includes (version 1) and [AutoRecovered] in
the file name. 13
14. Click the option box arrow next to the
AutoRecovered document, click the Save
As option, and then click Save at the Save
As dialog box to accept the default name
7-NationalJE-5 (AutoRecovered).
15. Open the Excel Options dialog box. If necessary, restore the save options to the settings
you wrote down in Activity 5a. Close the Excel Options dialog box.
16. Close 7-NationalJE-5.
Check Your Work

Tutorial Viewing Trust Center Settings
Viewing Trust In Excel, the Trust Center is responsible for blocking unsafe content when a
Center Settings workbook is opened. Recall the security warning that sometimes appears in the
message bar when a workbook is opened. That warning is generated by the Trust
uick Steps Center and it can be closed by clicking the Enable Content button. The Trust
View Trust
Center Settings
Center also allows the user to view and/or modify the security options that
1. Click File tab. protect the computer from malicious content.
2. Click Options. The Trust Center maintains a Trusted Locations list of locations from which
3. Click Trust Center in
left pane. content can be considered trusted. When a location is added to the Trusted
4. Click Trust Center Locations list, Excel treats any files opened from that location as safe. A workbook
Settings button. opened from a trusted location does not cause a security warning to display in the
5. Click desired trust
center category in message bar and none of its content is blocked.
left pane.
6. View and/or modify
If a workbook contains macros, the Trust Center checks for a valid and current
options. digital signature from an entity in the Trusted Publishers list before enabling
7. Click OK two times. macros. The Trusted Publishers list is maintained by the user on the computer
being used. To add a publisher to the list, enable content from that publisher and
then click the option Trust all content from this publisher.
Hint Changing Depending on the active macro security setting, if the Trust Center cannot
the macro security match the digital signature information with an entity in the Trusted Publishers
setting in Excel does list or the macro does not contain a digital signature, a security warning displays
not affect the macro
security setting in other in the message bar. The default macro security setting is Disable all macros with
Microsoft programs, notification. Table 7.2 describes the four macro security settings. In some cases, the
such as Word and user may decide to change the default macro security setting. This can be done at
Access.
the Trust Center dialog box.
Table 7.2 Macro Security Settings for Workbooks Not Opened from Trusted Locations
Macro Setting Description
Disable all macros without notification All macros are disabled; security alerts do not appear.
Disable all macros with notification All macros are disabled; security alerts appear with
the option to enable content if the source of the file is
trusted. This is the default setting.
Disable all macros except digitally A macro that does not contain a digital signature is
signed macros disabled; security alerts do not appear. If the macro is
digitally signed by a publisher in the Trusted Publishers
list, the macro is allowed to run. If the macro is
digitally signed by a publisher not in the Trusted
Publishers list, a security alert appears.
Enable all macros (not recommended, All macros are allowed; security alerts do not appear.
potentially dangerous code can run)

Activity 5c Viewing Trust Center Settings Part 3 of 3
1. To explore the settings in the Trust Center, complete the following steps:
b. Click Trust Center in the left pane of the Excel Options dialog box.
c. Click the Trust Center Settings button in the Microsoft Excel Trust Center section.
1c
1b
d. At the Trust Center dialog box, click Macro Settings in the left pane.
e. Review the options in the Macro Settings section. Note which option is active on the
computer you are using. The default option is Disable all macros with notification.
Note: The security setting on the computer you are using may be different from the
default setting. Do not change the security setting without your instructor’s permission.
f. Click Trusted Publishers in the left pane. If any publishers have been added to the list
on the computer you are using, their names will appear in the list box. If the list box is
empty, no trusted publishers have been added.
1f 1e
1d
g. Click Trusted Locations in the left pane. Review the paths and descriptions of the
folders in the Trusted Locations list box. By default, Excel adds the folder created upon
installation that contains the templates provided by Microsoft. Additional folders that
have been added by a system administrator or network administrator may also appear.
h. Click OK to close the Trust Center dialog box.
2. Click OK to close the Excel Options dialog box.

Chapter Summary
■ Display options, found in the Excel Options dialog box in Excel are grouped as
global display options, options that affect the current workbook, and options
that affect only the active worksheet. Customized workbook and worksheet
display options are saved with the file.
■ Minimize the ribbon to provide more space in the work area when working
with a large worksheet. To minimize the ribbon, click the Collapse the Ribbon
button, click the Ribbon Display Options button, or Press Ctrl + F1. Clicking a
tab temporarily redisplays the ribbon to allow a feature to be selected.
■ To save the current ribbon and Quick Access Toolbar settings, click the File tab
and then click Options. At the Excel Options dialog box, click Customize Ribbon
in the left pane. Click the Import/Export button in the lower right corner of
the Excel Options dialog box. Click Export all customizations to save the file with
the custom settings. Click Import all customizations to import previously saved
customizations.
■ To customize the ribbon, open the Excel Options dialog box and then click
Customize Ribbon in the left pane. Customize the ribbon by creating a new tab,
adding buttons to a group, and/or renaming a tab, group, or command.
■ Create a new tab by clicking the tab name in the Main Tabs list box that will
precede the new tab and then clicking the New Tab button. A new group is
automatically added with the new tab.
■ Add buttons to a group by clicking the group name, selecting the desired
command in the commands list box, and then clicking the Add button between
the two list boxes.
■ Rename a tab by selecting the tab name in the Main Tabs list box, clicking
the Rename button, typing the new name, and then pressing the Enter key or
clicking OK. Rename a group or command using a similar process.
■ Add buttons to or delete buttons from the Quick Access Toolbar using the
Customize Quick Access Toolbar button. Locate a command to add by opening
the Excel Options dialog box with Quick Access Toolbar selected in the left pane.
■ Export and import customizations to save and restore previous settings on the
ribbons and Quick Access Toolbar.
■ A custom view saves display and print settings so they can be applied to a
worksheet when needed. Multiple custom views can be created for the same
worksheet at the Custom Views dialog box. Open this dialog box by clicking the
Custom Views button in the Workbook Views group on the View tab.
■ Create a macro for a task that is repeated frequently and for which the steps
do not vary.
■ To begin recording a new macro, click the View tab, click the Macros button
arrow in the Macros group, and then click Record Macro. At the Record
Macro dialog box, assign the macro a name, an optional shortcut key, and a
description. Click OK to turn on the macro recorder and close the Record
Macro dialog box. All the commands and keystrokes will be recorded until the
Stop Recording button is clicked.
■ Workbooks that contain macros are saved in the Excel Macro-Enabled
Workbook (*.xlsm) file format.

■ Run a macro by opening the Macro dialog box and double-clicking the macro
name. Run a macro assigned to a shortcut key by pressing Ctrl + the assigned
letter. If a macro and an Excel feature are both assigned to the same shortcut
key, the macro overrides the feature.
■ The instructions for a macro are recorded in Visual Basic for Applications
(VBA) program code. To edit a macro, open the Macro dialog box, click the
macro name to be edited, and then click the Edit button. A Microsoft Visual
Basic for Applications window opens, displaying a code module in which the
program code for the macro can be edited. After editing the macro, save the
changes, click File, and then click Close and Return to Microsoft Excel.
■ An alternative to editing a macro in VBA is recording a new macro and then
saving it with the same name to replace the existing macro.
■ Delete a macro at the Macro dialog box.
■ A macro is stored in the workbook in which it was created. When the Macro
dialog box is open, all the macros from all the open workbooks are accessible.
Therefore, to use a macro stored in another workbook, open that workbook
first.
■ Another option for making macros accessible to other workbooks is to create
a macros workbook with a set of standard macros and then open the macros
workbook when working in Excel.
■ Inserting a form control allows users to enter information in a worksheet. For
example, a combo box form control allows users to select an option from a list.
A check box form control allows users to select an option by inserting a check
mark in a check box.
■ To configure and add options to a form control, right-click the control, click the
Format Control option at the pop-up menu, and then enter information on the
Control tab at the Format Control dialog box.
■ Assigning a macro to a button form control allows users to quickly run the
macro without having to remember the shortcut key combination or ribbon
command.
■ A template is a workbook that contains standard text, formatting, and formulas.
■ Check the New backstage area to see if the template already exists or search
online for templates using the different categories.
■ Create a custom template from an existing workbook by selecting Excel Template
(*.xltx) or Excel Macro-Enabled Template (*.xltm) in the Save as type option box
at the Save As dialog box. To use a custom template, open the New backstage
area, click Personal to display the templates, and then double-click the custom
template name.
■ By default, Excel’s AutoRecover feature saves an open file every 10 minutes. If
an Excel session is unexpectedly terminated or a file is closed without saving,
the file can be recovered at the Document Recovery task pane.
■ The AutoRecover feature saves the last version of a workbook in a temporary
file. If a workbook is closed without saving or an earlier version is wanted, the
autosaved version can be recovered using the Recover Unsaved Workbooks
hyperlink.
■ View and modify security options at Excel’s Trust Center, which is responsible
for blocking unsafe content when a workbook is opened.

Commands Review
FEATURE RIBBON TAB, GROUP/OPTION BUTTON KEYBOARD SHORTCUT
customize display options File, Options
customize Quick Access Toolbar File, Options
customize ribbons File, Options
customize save options File, Options
customize view View, Workbook Views
delete macro View, Macros Alt + F8
edit macro View, Macros Alt + F8
insert control Developer, Controls
minimize ribbon Ctrl + F1
record macro View, Macros

OR
ribbon display options Ctrl + F1
save as macro-enabled workbook File, Save As F12
use custom template File, New

Microsoft ®
Excel
®
8
CHAPTER
Protecting and Distributing

a Workbook
1 Add information to a workbook’s properties
2 Protect cells within a worksheet to prevent changes from being made
3 Protect and unprotect the structure of a workbook
4 Require a password to open a workbook
5 Check a workbook for accessibility issues
6 Scan and remove private or confidential information from a workbook
7 Mark a workbook as final
8 Use the Compatibility Checker to check a workbook for loss of
functionality or fidelity with earlier versions of Excel
9 Publish an Excel workbook as a PDF or XPS file
10 Publish an Excel worksheet as a web page
11 Create an XML schema and export and import XML data
Exchanging data between programs by importing or exporting eliminates

duplication of effort and reduces the likelihood of data errors or missed entries,
which could occur if the data was retyped. One of the advantages of working with
a suite of programs such as Microsoft Word, Excel, Access, and PowerPoint is being
able to easily integrate data from one program to another. In this chapter, you will
learn how to bring data into an Excel worksheet from external sources and how
to export data in a worksheet to other programs. You will also learn how to use
features that allow distributing Excel data using a variety of methods.
Data Files
The online
course includes
resources.
209

Activity 1 Add Workbook Properties and Insert Comments 1 Part
in a Car Rental Rates Workbook
You will add the author’s name and other descriptive information in a workbook’s
properties.
Tutorial Adding Workbook Properties

Adding Workbook Workbook properties include information about the workbook, such as the author’s
Properties name, the title, the subject, the category to which the workbook is related (such as
finance), and general comments about the workbook. This information is added to
uick Steps the file at the Info backstage area, shown in Figure 8.1. The document information
Add Information to panel found in previous versions of Excel does not exist in Excel 365.
Properties
1. Click File tab. Some information is automatically added to a workbook’s properties by Excel.
2. Click Info option. For example, Excel maintains statistics such as the date the workbook was created,
3. Click Add a
[property] next to
the date the workbook was last modified, and the name of the last person to save
property name. the workbook. Workbook properties are sometimes referred to as metadata—a term
4. Type text. used to identify descriptive information about data.
5. Click outside
property box. To add an author’s name or other descriptive information about a workbook,
click the File tab and then click the Info option. Excel displays the Info backstage
area with the workbook’s properties displayed at the right side of the screen. By
default, when a new workbook is created, Excel inserts in the Author property box
the name of the computer user (as defined when Microsoft Office is installed).
To add another author or make a change to a workbook property (such as the
title), click to open the text box next to the property’s name. For example, click
Add a title next to the Title property name. Type the appropriate title in the text
box. Click outside the text box to end the entry. Properties that do not display
with the message Add a [property] cannot be edited. Click the Show All Properties
hyperlink at the bottom of the right section in the Info backstage area to add
more properties.
Figure 8.1 Properties in the Info Backstage Area
210 Excel Level 2 | Unit 2 Chapter 8 | Protecting and Distributing a Workbook

uick Steps To display the advanced properties shown in Figure 8.2, click the Properties
Add Advanced button at the top of the right section in the Info backstage area and then click
Properties Advanced Properties at the drop-down list. Add other properties, including but not
1. Click File tab.
2. Click Info option.
limited to information regarding the date completed, the editor, and the person
3. Click Properties who checked the document.
button.
4. Click Advanced Having personal information available can be useful when browsing a list
Properties. of files. The words Authors, Size, and Date Modified appear in a ScreenTip when
5. Add or edit the mouse pointer hovers over a workbook name in the Open dialog box. This
properties as
required. information helps users to select the correct file.
6. Click OK.
Figure 8.2 Advanced Properties
Activity 1 Adding Workbook Properties Part 1 of 1
1. Open CRPricing.
2. Save the workbook with the name 8-CRPricing.
3. Add an additional author’s name, as well as a title, subject, and comments associated with
the workbook, by completing the following steps:
a. Click the File tab and then click the Info option.
b. At the Info backstage area, open an Author text
box by clicking the Add an author text box below 3c
the current author’s name in the Related People
section.
c. Type Chris Hills. If the message We couldn’t find
the person you were looking for displays, ignore it.
d. Click outside the Author text box to close it. 3e
e. Click Add a title in the Title text box, type
Proposed Rental Rates, and then click outside
the text box.
Excel Level 2 | Unit 2 Chapter 8 | Protecting and Distributing a Workbook 211

f. Click the Show All Properties hyperlink below the Related Documents section to display
additional properties.
g. Click Specify the subject in the Subject text box, type Rental Rates for May 2021, and then
click outside the text box.
h. Click Add comments in the Comments text box, type Proposed rental rates sent for review
to regional managers., and then click outside the text box.
3f 3h
3g
4. Right-click Paradigm next to the Author text box and then click Remove Person at the
shortcut menu.
5. Click the Show Fewer Properties hyperlink at the bottom of the properties.
6. Compare your properties with those shown in Figure 8.1 (on page 210). The dates may vary.
7. Add advanced properties by completing the following steps:
a. Click the Properties button above the workbook properties and then click Advanced
Properties at the drop-down list.
b. Click the Custom tab.
c. Scroll down the Name option box until 7b
Forward to appears in the list and then click 7c
this option.
d. Click in the Value text box, type Regional 7d
managers, and then click the Add button.
8. Compare your properties with those shown in
Figure 8.2 (on page 211) and then click OK.
9. Save and then close 8-CRPricing.

Activity 2 Lock and Unlock a Workbook, Worksheet, 4 Parts
and Ranges in a Car Rental Rates Workbook
You will protect a worksheet, unlock ranges, prevent changes to the structure of a
workbook, and then add a password to open a workbook.
Tutorial Protecting and

Protecting and
Unprotecting Unprotecting Worksheets
Worksheets Protecting a worksheet prevents other users from accidentally deleting or
modifying cells that should not be changed. By default, when a worksheet is
Tutorial protected, each cell in it is locked. This means that no one can insert, delete, or
Unlocking Cells modify the content. In most cases, some of the cells within a worksheet contain
and Protecing a data that other users can change. Therefore, in a collaborative environment,
Worksheet protecting a worksheet generally involves two steps:
1. Clear the lock attribute on those cells that are allowed to be edited.
Format
2. Protect the worksheet.
Protect To clear the lock attribute from the cells that are allowed to be edited, select
Sheet the cells to be unlocked, click the Home tab, and then click the Format button in
the Cells group. Click Lock Cell in the Protection section of the drop-down list to
uick Steps turn off the lock attribute. To turn on worksheet protection, click the Review tab
Protect Worksheet and then click the Protect Sheet button in the Protect group. At the Protect Sheet
1. Open workbook. dialog box, shown in Figure 8.3, select the actions to be allowed and then click
2. Activate sheet.
3. Click Review tab. OK. A password can be assigned to unprotect the sheet. Be cautious about adding
4. Click Protect Sheet a password, since the worksheet cannot be unprotected if the password is
button. forgotten. If necessary, write down the password and store it in a secure location.
5. Type password.
6. Choose allowable
actions. Figure 8.3 Protect Sheet Dialog Box
7. Click OK.
8. Retype password if Use this text box to add
entered in Step 5.
9. Click OK. a password that users
must enter to unprotect
Unlock Cell
the worksheet.
1. Select cell(s) to be
unlocked.
2. Click Home tab.
4. Click Lock Cell. In this list box,
5. Deselect cell(s). select the actions
that users of the
protected worksheet
can perform.

When a worksheet has protection turned on, the Protect Sheet button in
Unprotect the Protect group on the Review tab turns into the Unprotect Sheet button.
Sheet To remove worksheet protection, click the Unprotect Sheet button or click the
Unprotect hyperlink in the Info backstage area. If a password was entered when
the worksheet was protected, the Unprotect Sheet dialog box appears, as shown in
Figure 8.4. Type the password and then press the Enter key or click OK.
Figure 8.4 Unprotect Sheet Dialog Box
Activity 2a Protecting an Entire Worksheet Part 1 of 4
1. Open CRFinalPrices and save it with the name 8-CRFinalPrices.

2. Protect the entire FinalPrices worksheet by completing the following steps:
a. Make sure FinalPrices is the active sheet.
b. Click the Review tab.
c. Click the Protect Sheet button in the Protect group.
d. At the Protect Sheet dialog box with the insertion
point positioned in the Password to unprotect sheet text
box, type eL2-C8 and then click OK.
e. At the Confirm Password dialog box with the 2d
insertion point positioned in the Reenter password to
proceed text box, type eL2-C8 and then click OK.
2e
f. Make any cell active in the FinalPrices sheet and attempt to delete the data or type new
data. Since the entire worksheet is now protected, all the cells are locked. A Microsoft
Excel message appears stating that the cell or chart trying to be changed is on a
protected worksheet. Click OK.
2f
3. Notice that the Protect Sheet button changes to the Unprotect Sheet button when a
worksheet has been protected.
4. Save 8-CRFinalPrices.

Activity 2b Unlocking Cells and Protecting a Worksheet Part 2 of 4
1. With 8-CRFinalPrices open, make TargetRevenue the active sheet.

2. Unlock the weekday target rental data cells for editing by completing the following steps:
b. Click the Home tab. A highlighted icon
indicates that the lock
c. Click the Format button in the Cells group.
attribute is active.
d. At the Format button drop-down list, look at the
icon next to Lock Cell in the Protection section.
The highlighted icon indicates that the lock 2d
attribute is turned on.
e. Click Lock Cell at the Format button drop-down list A nonhighlighted
to turn the lock attribute off for the selected range. icon indicates that
f. Click in any cell within the range C5:C10 and then the lock attribute
click the Format button in the Cells group. Look is not active.
at the icon next to Lock Cell in the drop-down list.
The icon is no longer highlighted, which indicates 2f
that the cell is unlocked.
g. Click within the worksheet area to close the drop-down list.
3. Unlock the remaining target rental ranges for editing by completing the following steps:
a. Select the range F5:F10, press and hold down the Ctrl key, select the ranges I5:I10 and
L5:L10, and then release the Ctrl key.
b. Press the F4 function key to repeat the command to unlock the cells or click the Format
button in the Cells group and then click Lock Cell at the drop-down list.
c. Click in any cell to deselect the ranges.
4. Protect the TargetRevenue worksheet by completing the following steps:
a. Click the Review tab.
b. Click the Protect Sheet button in the Protect group.
c. Type eL2-C8 in the Password to unprotect sheet text box.
d. Click OK.
e. Type eL2-C8 in the Reenter password to proceed text box.
f. Click OK.
6. Test the worksheet protection applied to the TargetRevenue sheet by completing
the following steps: 6c
a. Make cell B8 active and then press the Delete key.
b. Click OK at the Microsoft Excel message box
stating that the protected cell cannot be changed.
c. Make cell C8 active and then press the Delete key.
Since cell C8 is unlocked, its contents are deleted
and its dependent cells are updated.
d. Click the Undo button on the Quick Access
Toolbar to restore the contents of cell C8.

Tutorial Protecting and Unprotecting the Structure of a Workbook
Protecting and Use the Protect Workbook button in the Protect group on the Review tab to
Unprotecting the prevent changes to the structure of a workbook, such as inserting a new sheet,
Structure of a
Workbook
deleting a sheet, or unhiding a hidden worksheet. At the Protect Structure and
Windows dialog box, shown in Figure 8.5, turn on protection for the workbook’s
Protect structure. Click the Windows check box to prevent a user from resizing or changing
Workbook the positions of the windows in the workbook. As with protecting a worksheet,
enter an optional password that will protect the workbook.
uick Steps When the structure of a workbook has been protected, the Protect Workbook
Protect Workbook
Structure button in the Protect group on the Review tab displays with a gray shaded
1. Open workbook. background. To remove workbook protection, click the Protect Workbook button.
2. Click Review tab. If a password was entered when the workbook was protected, the Unprotect
3. Click Protect
Workbook button. Workbook dialog box appears, as shown in Figure 8.6. Type the password and
4. Type password. then press the Enter key.
5. Click OK.
6. Retype password if
entered at Step 4. Figure 8.5 Protect Structure and Figure 8.6 Unprotect Workbook
7. Click OK. Windows Dialog Box Dialog Box
Activity 2c Protecting the Structure of a Workbook Part 3 of 4
1. With 8-CRFinalPrices open, protect the workbook

structure by completing the following steps:
a. If necessary, click the Review tab.
1c
b. Click the Protect Workbook button in the Protect
group.
c. At the Protect Structure and Windows dialog box 1d
with the insertion point positioned in the Password
(optional) text box, type eL2-C8.
d. Click OK.
e. At the Confirm Password dialog box with the insertion point positioned in the Reenter
password to proceed text box, type eL2-C8.
f. Click OK.
1e
1f

2. To test the workbook protection, attempt to insert a new
worksheet by completing the following steps: 2b
a. Right-click the TargetRevenue sheet tab.
b. Look at the shortcut menu. Notice that all the options
related to managing worksheets are dimmed, which
means they are unavailable.
c. Click within the worksheet area to close the 2a
shortcut menu.
Tutorial Adding and Removing a Password

Adding a Password
to Open a Workbook to Open a Workbook
Prevent unauthorized access to Excel data by requiring a password to open a
Protect
Workbook
workbook. The password to open a workbook is encrypted. In an encrypted
password, the plain text that is typed is converted into a scrambled format called
ciphertext, which prevents unauthorized users from retrieving the password. To
add an encrypted password to an open workbook, click the File tab and then click
the Info option. At the Info backstage area, shown in Figure 8.7, click the Protect
Workbook button in the Protect Workbook section. Click Encrypt with Password at the
drop-down list to open the Encrypt Document dialog box, shown in Figure 8.8.
Save the workbook after typing and confirming the password.
Figure 8.7 Info Backstage Area with the Protect Workbook Drop-Down List
Next to the Protect

Workbook button, find
a description of the
protection features that
have been applied to
the workbook and/or
worksheets.
Click Encrypt with

Password to require
a password to open
the workbook.

Figure 8.8 Encrypt Document Dialog Box
uick Steps When creating a password, it is good practice to use a combination of four types
Add Workbook of characters: uppercase letters, lowercase letters, symbols, and numbers. A password
Password constructed using these elements is considered secure and more difficult to crack.
1. Open workbook.
2. Click File tab.
Note that if the password is forgotten, the workbook cannot be opened. If necessary,
3. Click Info option. write down the password and store it in a secure location.
4. Click Protect
Workbook button. To remove a password from a workbook, open the workbook using the
5. Click Encrypt with password. At the Info backstage area, click the Protect Workbook button. Click
Password. Encrypt with Password at the drop-down list to open the Encrypt Document dialog
6. Type password.
7. Click OK. box. Delete the password, click OK, and then save the workbook.
8. Retype password if
entered in Step 6.
9. Click OK.
10. Save workbook.
Activity 2d Adding a Password to Open a Workbook Part 4 of 4
1. With 8-CRFinalPrices open, add a password to open the workbook by completing the
following steps:
a. Click the File tab. The backstage area opens with the Info option selected.
b. Read the information in the Protect Workbook section. Since protection has already
been applied to this workbook, the existing features are described and a hyperlink is
provided to unprotect each protected worksheet. In a workbook with no pre-existing
protection, the Permissions section displays the text Control what types of changes people can
make to this workbook.
c. Click the Protect Workbook button.
1c
1b

d. Click Encrypt with Password at the drop-down list.
e. At the Encrypt Document dialog box with the
insertion point positioned in the Password text box,
type eL2-C8.
f. Click OK.
1e
1d
1f
g. At the Confirm Password dialog box with

the insertion point positioned in the Reenter
password text box, type eL2-C8.
h. Click OK. 1g
i. Notice that the description next to the Protect
Workbook button now includes the text A
password is required to open this workbook.
j. Click the Back button to return to the
worksheet.
2. Save and then close 8-CRFinalPrices.
3. Test the password security on the workbook by 1h
a. Open 8-CRFinalPrices.
b. At the Password dialog box with the insertion
point positioned in the Password text box, type a
password that is incorrect for the file.
3b
c. Click OK.
d. At the Microsoft Excel message box stating that
the password is not correct, click OK.
e. Open 8-CRFinalPrices. 3c
f. Type eL2-C8 in the Password text box.
g. Click OK.
4. Close 8-CRFinalPrices.

Activity 3 Prepare a First-Quarter Sales Workbook for Distribution 4 Parts
You will check for and fix any accessibility issues in a workbook, remove
confidential information from a workbook, and mark the workbook as final to
prepare it for distribution. In another workbook, you will check for compatibility
issues with earlier versions of Excel before sending the workbook to someone
who uses Excel 2003. You will also explore the default settings in the Trust Center.
Preparing a Workbook
for Distribution
In today’s workplace, individuals often work as part of a team both within and
outside an organization. Excel workbooks are frequently exchanged between
coworkers via email message attachments; saving to a shared network folder,
document management server, or company website; or using other means of
electronic distribution. Before making a workbook available for others to open,
view, and edit, use the features provided by Excel to ensure that the workbook
can be read by people with accessibility issues and that confidentiality will be
protected and maintained.
Tutorial Checking for Accessibility Issues

Checking for Before distributing a workbook, be sure to determine whether any of the
Accessibility workbook’s features may make it difficult for someone who requires assistive
Issues
technology to read it. After opening the file, run the Accessibility Checker by
Check clicking the Check Accessibility button in the Accessibility group on the Review
Accessibility tab or click the File tab and then click the Info option. Click the Check for Issues
button and then click Check Accessibility in the drop-down list. Depending on
Check for
the version of Excel, a message will appear in the Status bar notifying the user
Issues
of the accessibility status of the workbook. It will either notify the user that the
workbook is Good to go or prompt the user to Investigate. There are three levels of
errors; a description and example of each is provided in Table 8.1.
Table 8.1 Accessibility Issues

Accessibility Issue Description Example
Error Workbook will be very difficult if not Each object must have
impossible for people with accessibility alternative text. Examples of
issues to understand. objects are pictures, charts,
tables, and shapes without text.
Warning Workbook will be difficult in some cases Sheet tabs are named. Remove
for people with accessibility issues to split or merged cells.
understand.
Tip Workbook can be understood by people Closed captions are included
with accessibility issues but making for inserted audio and video.
changes might make it better organized
and easier to understand.

Inspection Results
uick Steps After running the Accessibility Checker, refer to the Accessibility Checker task pane
Check Accessibility on the right side of the screen for a list of inspection results, as shown in
1. Click Review tab. Figure 8.9. The flagged object or cell, including the name of the sheet in which it is
2. Click Check
Accessibility.
located, is listed under the relevant issue (Errors) and problem (Missing alternative
3. Click issue. text). Click a problem and Excel selects the portion of the worksheet affected by the
4. Follow steps to fix issue, if possible. For example, objects like the table in Figure 8.9 are selected but
issue.
sheet tabs are not. Once a problem is selected, an option box arrow appears. Click
the arrow and choose an option to correct the problem or review the instructions
in the Why Fix? and Steps To Fix sections, which appear in the Additional Information
section at the bottom of the Accessibility Checker task pane. Once an issue has
been corrected, it will no longer appear in the inspection results. Microsoft
continues to update the Accessibility Checker to ensure compatibility with assistive
technology, so steps may vary in the following activities.
Figure 8.9 Accessibility Checker Task Pane with Inspection Results Shown
Click to select an
issue and Excel
selects the object
related to the
issue, if possible.
With the object

selected, Excel
identifies why it
is an issue and
the steps to fix it.
Click Investigate to open the

Accesibility Checker task pane.
Activity 3a Inspecting a Workbook for Accessibility Issues Part 1 of 4
1. Open PFSales.
2. Save the workbook with the name 8-PFSales.
3. Examine the workbook for accessibility issues by completing the following steps:
a. Click the Review tab and then click the Check Accessibility button in the Accessibility
group.
b. Expand the Errors and Warnings, if necessary, by clicking the expand button at the left
of the error.
c. Read the inspection results in the Accessibility Checker task pane.
4. Correct the errors listed in the inspection results by
completing the following steps: 4a
a. Click Picture 7 (FirstQuarterSales) under Missing
alternative text. The picture left of the title in row 1 in the
FirstQuarterSales worksheet is selected. 4b
b. Click the option box arrow and then click the Mark as
decorative option. The issue is removed from the Errors list
in the Inspection Results section.

c. Click Chart 1 (PivotChart) under Missing alternative text.
The Pivot Chart is selected.
d. Click the option box arrow and then click the Add a 4f
description option.
e. At the Alt Text task pane, click in the text box and
type the following description: PivotChart depicting
the first-quarter sales by region and by salesperson. 4e
The issue is removed from the Errors list.
f. Click the Alt Text task pane Close button.
5. Click Table1 (FirstQuarterSales) under Hard-to-read Text
Contrast. Read the Steps To Fix and note that a style that
has higher contrast between the text and the background is suggested.
6. Correct the issue by completing the following steps:
a. Click Table1 (FirstQuarter Sales) under Hard-to-read Text Contrast.
b. Click the option box arrow, hover the mouse pointer over Quick Styles, and then choose
a style that has a higher contrast between the text and the background. Experiment with
different styles until the issue disappears from the inspection results. Click the Light
Orange, Table Style Light 16 table style (third column, third row in the Light section)
since it meets the requirements to pass the accessibility check.
7. Close the Accessibility Checker task pane by clicking the Accessibility Checker task pane
Close button.
6b
8. Save 8-PFSales.
Tutorial Inspecting a Workbook and Removing Information

Inspecting a
Workbook
before Distributing It
Before distributing a workbook electronically, consider using the Document Inspector
to scan the workbook for personal data and hidden information that others should
not view, including information that is tracked automatically by Excel, such as the
names of the individuals who have accessed and edited a workbook, or headers,
footers, hidden items, and other invisible data that may not need to be viewed.
If any of this sensitive or hidden information should remain confidential,
remove it before distributing the file. Before doing so, save a copy of the original
file retaining all the content. To inspect the document, click the File tab and then
click the Info option. At the Info backstage area, click the Check for Issues button
in the Inspect Workbook section and then click Inspect Document at the drop-down

uick Steps list. This opens the Document Inspector dialog box, shown in Figure 8.10. By
Use Document default, all the check boxes are selected. Clear the check boxes for those items that
Inspector to Remove are not to be scanned or removed and then click the Inspect button.
Private Information
1. Open workbook. The Document Inspector scans the workbook to look for all the checked
2. Click File tab. items. When the scan is completed, a dialog box like the one in Figure 8.11
3. Click the Info option.
4. Click Check for appears. Excel displays check marks in the sections for which no items were found
Issues button. and red exclamation marks in the sections for which items were found. Click the
5. Click Inspect Remove All button in the section that contains content to be removed. Click
Document.
6. Clear check boxes OK when finished and then distribute the workbook as needed. If you require
for items not to be information such as authors and other metadata to be saved in the future, click
scanned. the Allow this information to be saved in our file hyperlink in the Inspect Workbook
7. Click Inspect button.
8. Click Remove All section of the Info backstage area.
button in sections to
be removed.
9. Click Close button. Figure 8.10 Document Inspector Dialog Box
Click to remove the

check marks from
the check boxes
next to those items
that are not to be
scanned or removed
from the workbook
before distributing it.
Figure 8.11 Document Inspector Dialog Box with Inspection Results Shown
Red exclamation marks

indicate items that were
found by scanning the
workbook. Read the
message about each
item and then click the
Remove All button next
to the item to remove it.

Activity 3b Removing Private and Confidential Data from a Workbook Part 2 of 4
1. With 8-PFSales open, examine the workbook for private and other confidential
information by completing the following steps:
b. Read the property information in the fields in the Properties section at the right side of
the screen.
c. Click the Properties button and then click Advanced Properties at the drop-down list.
d. Click the Custom tab in the 8-PFSales Properties dialog box.
e. Hover the mouse pointer over the right column boundary for the Value column in the
Properties list box until the pointer changes to a left-and-right-pointing arrow with a
vertical line in the middle. Drag the column width to the right until all the text in the
column can be read.
1c
1d
1e
f. Notice that the extra information added to the workbook properties contains names and
other data that should perhaps remain confidential.
g. Click OK.
h. Press the Esc key or click the Back button.
i. With the FirstQuarterSales worksheet active, click the Review tab, click the Notes
button, and then click the Show All Notes option.
j. Read the note displayed in the worksheet area.
1j

2. Use the Document Inspector to scan the workbook for other confidential information by
a. Click the File tab, click the Check for Issues button in the Inspect Workbook section at the
Info backstage area, and then click Inspect Document at the drop-down list.
b. At the message box stating that the file contains changes that have not been saved, click
Yes to save the file.
c. At the Document Inspector dialog box with all the check boxes selected, click the
Inspect button to look for all the items.
d. Read the messages in the first two sections of the Document Inspector dialog box, which
display with red exclamation marks.
e. Click the Remove All button in the Document Properties and Personal Information section.
Excel deletes the metadata and the section displays with a check mark, indicating the
information has been removed.
2e
f. Scroll down and read the message for the PivotTables, PivotCharts, Cube Formulas, Slicers,
and Timelines section. The PivotTable and PivotChart will not be altered.
g. Scroll down further and notice that the inspection results indicate that a header and
three hidden rows were found. Review these items but do not click the Remove All
buttons. Click the Close button to close the Document Inspector dialog box.
3. Display the worksheet in Page Layout view and view the header. Switch back to Normal
view.
4. Look at the row numbers in the worksheet area. Notice that after row 10, the next row
number is 14. Select row numbers 10 and 14, right-click the selected rows, and then click
Unhide at the shortcut menu to display rows 11 through 13.

5. Click in any cell to deselect the range. Review the information in the rows that were
hidden.
6. You decide that the rows that were initially hidden should remain displayed but you want
to prevent reviewers of the workbook from seeing the header and comments. Use the
Document Inspector to remove these items by completing the following steps:
a. Click the File tab, click the Info option, click the Check for Issues button, click Inspect
Document at the drop-down list, and then click the Yes button to save the changes to the
workbook.
b. Remove the check marks from all the check boxes except those next to the sections
Comments and Headers and Footers.
c. Click the Inspect button.
d. Click the Remove All button in the Comments section.
e. Click the Remove All button in the Headers and Footers section.
f. Click the Close button.
7. Notice that the comments and/or notes and the header have been deleted from the
worksheet.
8. Click the Notes button and then the Show All Notes option in the Notes group on the
Review tab to turn off the feature.
9. Allow personal information to be saved with the workbook by completing the following steps.
b. Click the Allow this information to be saved in your file hyperlink.
9b
10. Save 8-PFSales.
Check Your Work
Marking a Workbook as Final

uick Steps A workbook that will be distributed to others can be marked as final, which means
Mark Workbook it is protected from additions, deletions, and modifications. When a workbook is
as Final marked as final, it is changed to a read-only file and the status property is set to
1. Open workbook.
2. Click File tab.
Final. In addition to protecting the workbook, marking it as final also indicates to
3. Click Protect the recipients that the content is considered complete.
Workbook button.
4. Click Mark as Final. To mark a workbook as final, click the File tab and then click the Info option.
5. Click OK two times. At the Info backstage area, click the Protect Workbook button and then click
Mark as Final at the drop-down list. (Note that marking a workbook as final is not
as secure as using password-protected, locked ranges.)
A workbook marked as final displays with the ribbon minimized and a
message above the Formula bar that informs the user that the author has marked
the workbook as final to discourage editing. Click the Edit Anyway button in the
message bar to remove the Mark as Final feature, redisplay the ribbon, and allow
changes to be made to the workbook.

Activity 3c Marking a Workbook as Final Part 3 of 4
1. With 8-PFSales open, save the workbook with the name 8-PFSalesFinal.
2. Mark the workbook as final to prevent changes from being made and set the Status
property to Final by completing the following steps:
a. Click the File tab, click the Info option, click the Protect Workbook button in the Info
backstage area, and then click Mark as Final at the drop-down list.
2a
b. Click OK at the message box stating that

the workbook will be marked as final and
then saved.
c. Click OK at the second message box stating 2b
that the workbook has been marked as final
to indicate that editing is complete and
this is the final version of the file. Note: If this message box does not appear, it has been
turned off by a previous user who clicked the Don’t show this message again check box.
2c

3. Click the File tab. Notice that the Protect Workbook section of the Info backstage area
displays in yellow with a message stating that the workbook has been marked as final.
Click the Back button and notice the addition of Read-Only next to the file name in the
Title bar.
4. The ribbon is minimized and a message displays above the Formula bar indicating that the
workbook has been marked as final to discourage editing. An additional message or icon
may display in the Status bar.
5. Make any cell active and attempt to insert or delete text in the cell. Since the workbook is
now a read-only file, the cell cannot be opened to edit or delete the contents.
The ribbon is
minimized and
a message
displays, as
described in
Step 4.
6. Close 8-PFSalesFinal.
Using the Compatibility Checker

uick Steps A workbook can be saved in an earlier file format so it can be read by people
Check Workbook using an earlier version of the program. For instance, a workbook can be saved as
for Compatibility an Excel 97-2003 file format to be compatible with Excel versions prior to 2007.
1. Open workbook. When a file is saved in the file format of an earlier version, Excel automatically
2. Click File tab.
3. Click Info option. does a compatibility check and provides prompts about any loss of functionality
4. Click Check for or fidelity. If preferred, use the Compatibility Checker feature before saving the
Issues button.
5. Click Check
workbook to identify the areas of the worksheet that may need changes before
Compatibility. saving to maintain backward compatibility.
6. Read information in
Summary list box. If an issue in the Summary list box at the Microsoft Excel - Compatibility
7. Click Copy to New Checker dialog box displays a Fix hyperlink, click the hyperlink to resolve the
Sheet button. problem. To get more information about a loss of functionality or fidelity, click
OR
Click Close. the Help hyperlink next to the issue. To return to the worksheet with the cells
selected that are problematic for earlier Excel versions, click the Find hyperlink
next to the issue.
Activity 3d Checking a Workbook for Compatibility with Earlier Versions of Excel Part 4 of 4
1. Open CRAnalysis.
2. Run the Compatibility Checker to scan the workbook before saving it in an earlier Excel
file format by completing the following steps:

b. Click the Check for Issues button in the Info backstage area.
c. Click Check Compatibility at the drop-down list.
d. At the Microsoft Excel - Compatibility Checker dialog box, read the information in the
Summary list box in the Significant loss of functionality section.
e. Scroll down and read the information in the Minor loss of fidelity section.
f. Scroll back up to the top of the Summary list box.
g. Click the Copy to New Sheet button.
2d
2g
2b
2c
3. At the Compatibility Report sheet,

read the information in the box with
the hyperlink NewCar'!D13:D16 and 3
then click the hyperlink. The NewCar
worksheet becomes active with those cells
selected that have conditional formatting
applied that is not supported in the earlier
version of Excel (the range D13:D16).
4. Make the Compatibility Report sheet active and then print the worksheet with the
worksheet scaled to Fit Sheet on One Page.
5. Save the revised workbook with the name 8-CRAnalysisCompChk.
6. Make NewCar the active worksheet and then deselect the range.
7. To save the workbook in an earlier version of Excel, click the File tab, click the Export
option, click Change File Type, click Excel 97-2003 Workbook in the Workbook File Types
section, and then click the Save As button. Click the Save button at the Save As dialog
box to accept the default file name. Click the Continue button at the Compatibility
Checker dialog box.
8. Close 8-CRAnalysisCompChk.
Check Your Work

Activity 4 Distribute a First-Quarter Sales Workbook 3 Parts
You will publish a workbook as a PDF file and an XPS file. You will also publish a
worksheet as a web page.
Tutorial Distributing Workbooks

Publishing a Many organizations that need to make files accessible to several users create
Workbook as a a document management server or network share folder from which users can
PDF or XPS File
retrieve files. A popular method of distributing content over the internet is to
publish a workbook as a PDF or XPS file. A workbook can also be published as a
web page to make the content available on the internet.
Publishing a Workbook as a PDF File

uick Steps Publishing a workbook as a PDF file involves saving it in a fixed-layout format
Publish Workbook as known as Portable Document Format. The PDF standard was developed by Adobe and
PDF File
has become a popular format for sharing files with people outside an organization.
1. Open workbook.
2. Click File tab. Creating a PDF file of a workbook ensures that it will look the same on most
3. Click Export. computers, with all the fonts, formatting, and images preserved. The recipient of the
4. Click Create file does not have to have Microsoft Excel on his or her computer to read the file.
PDF/XPS button.
5. Click Publish button. To open and view a PDF file, the recipient must have Adobe Acrobat Reader
DC on his or her computer or an Internet browser such as Microsoft Edge. The
Hint Publish a reader is a free application available from Adobe and can be downloaded and
multisheet workbook
as a multipage PDF file installed if the computer being used does not already have it installed. (Go to
by clicking the Options http://adobe.com and click Adobe Acrobat Reader DC to download and install the
button in the Publish
as PDF or XPS dialog latest version of the software.)
box and then clicking A PDF file can also be opened with Word 365. It converts a PDF to an
Entire workbook in the
Publish what section of editable file, converting any formulas to values and any charts to objects. The file
the Options dialog box. may not look exactly like the original PDF file, however.
Activity 4a Publishing a Workbook as a Multipage PDF File Part 1 of 3
1. Open 8-PFSales.
2. Publish the workbook
as a PDF file by
completing the
following steps:
b. Click the Export
option.
c. With Create PDF/ 2c
XPS Document
selected in the
Export backstage
area, click the Create 2b
PDF/XPS button.

d. Click the Open file after publishing check box at the bottom of the Publish as PDF or XPS
dialog box to insert a check mark, if necessary.
e. Click the Options button and then click the Entire workbook option in the Publish what
section of the Options dialog box. This will create a PDF with three pages. Click OK.
f. With PDF in the Save as type option box and 8-PFSales in the File name text box, click
the Publish button.
2d
2f
2e
3. An internet browser such as Microsoft Edge or an Adobe Acrobat Reader DC application

window opens with the published workbook displayed. Notice that the workbook has
retained all the Excel formatting and other visual features and contains three pages.
4. Close the application window.

5. Return to Excel and leave 8-PFSales open for the next activity.
Check Your Work

Publishing a Workbook as an XPS File
uick Steps XPS stands for XML paper specification, which is another fixed-layout format that
Publish Workbook as has all the same advantages as PDF. XPS was developed by Microsoft with the
XPS File Office 2007 suite. Similar to PDF files, which require Adobe Acrobat Reader DC
1. Open workbook.
2. Click File tab.
for viewing, XPS files require the XPS viewer. The viewer is provided by Microsoft
3. Click Export. and is packaged with Windows 10, Windows 8, Windows 7, and Windows Vista.
4. Click Create
PDF/XPS button.
5. Click Save as type
option box.
6. Click XPS Document.
7. Click Publish button.
Activity 4b Publishing a Worksheet as an XPS File Part 2 of 3
1. With 8-PFSales open, publish the FirstQuarterSales worksheet as an XPS file by

b. Click the Export option.
c. With the Create PDF/XPS Document option selected in the Export backstage area, click
the Create PDF/XPS button.
d. At the Publish as PDF or XPS dialog box,
click the Save as type option box below the File 1d
name text box and then click XPS Document at
the drop-down list.
e. With a check mark in the Open file after
publishing check box and 8-PFSales in the File
name text box, click the Publish button.
1e

2. The XPS Viewer application window opens with the published worksheet displayed.
Note: Choose the XPS Viewer application if a dialog box opens asking which application
should be used to view the file.
3. Close the XPS Viewer application window.
4. Leave 8-PFSales open for the next activity.
Check Your Work
Publishing a Worksheet as a Web Page

uick Steps Publish the worksheet in the traditional Hypertext Markup Language (HTML) file
Publish Worksheet as format for web pages by changing the Save as type option to Web Page. In the html
Web Page option, Excel creates additional files for supplemental data and saves them in a
1. Open workbook.
2. Click File tab.
subfolder. Alternatively, publish a worksheet as a web page by changing the Save as
3. Click Export. type option to Single File Web Page. In this format, all the data in the worksheet,
4. Click Change File including graphics and other supplemental data, is saved in a single file that can be
Type.
5. Click Save as uploaded to a web server.
Another File Type When a web page option is chosen at the Save as type list, the Save As dialog
option.
6. Click Save As box changes, as shown in Figure 8.12. At this dialog box, specify whether to
button.
7. Click Save as type Figure 8.12 Save As Dialog Box with File Type Changed to Web Page
option box.
8. Click Web Page.
9. If necessary,
change drive,
folder, and/or file
name.
10. Click Change Title
button, type title,
and then click OK.
11. Click Publish
button.
12. Set options.
13. Click Publish.
Click here to
Click here to open enter a title for
the Publish as Web the web page.
Page dialog box with
advanced options.

Hint Not all publish the entire workbook or only the active sheet. Click the Change Title
browsers support the button to add a title to the web page. The page title displays in the Title bar of
single file (.mht) web the browser window and on the Microsoft Edge tab when the page is viewed
page format. If the
page will not be viewed online. Click the Publish button and the Publish as Web Page dialog box appears,
in Microsoft Edge, as shown in Figure 8.13, providing additional options.
consider using the
traditional .htm or .html
web page format. Figure 8.13 Publish as Web Page Dialog Box
Activity 4c Publishing a Worksheet as a Web Page Part 3 of 3
1. With 8-PFSales open, prepare the worksheet to be published as a web page by completing
a. Select the range G5:G47; click the Home tab, if necessary; and then click the Alignment
b. Click the Horizontal option box arrow and then click the Right (Indent) option.
c. Click the Indent measurement up arrow once so that 1 displays in the Indent
measurement box.
d. Click OK and then click in any cell to deselect the range.
2. Publish the worksheet as a web page by completing the following steps:
b. Click the Export option.
c. Click the Change File Type option and then click the Save as Another File Type option in
the Other File Types section.
d. Click the Save As button.
e. Click the Save as type option box and then click Web Page at the drop-down list.
f. Click the Change Title button.
g. At the Enter Text dialog box, type Premium
Fitness Equipment Sales Ltd. 1st Q Sales in
the Page title text box and then click OK. 2g
h. Click the Publish button.
2e
2f
2h

i. At the Publish as Web Page
dialog box, click the Open
published web page in browser check
box to insert a check mark and
then click the Publish button.
Choose how you want to view
the web page.
3. After viewing the web page, close
the browser window.
2i
4. Save and close 8-PFSales.
Activity 5 Export a Final Prices Worksheet in XML Format 2 Parts

and Import an XML File Containing Customer Data
You will create a schema and convert final prices data to an XML file and then
import customer information from an XML file.
Exporting and Importing XML Data

Extensible Markup Language (XML) defines a set of rules that allows users to
customize the markup language used to encode the data in a worksheet. XML
code is easily understood and can be used to present workbook data in a browser.
The standards of XML coding are developed and maintained by the World Wide
Web Consortium (W3C), an international organization.
Creating an XML Schema

To export an Excel worksheet as an XML file, you first need to create an XML
schema for the worksheet, as shown in Figure 8.14. It is created in a text editor,
such as Notepad. The first two lines of code for an XML schema contain the XML
declaration, which provides information on the XML version, the encoding being
used to denote the characters, whether the document needs information from
external sources, the file name, and where information about the standards can be
found.
XML code is written using tags. Each tag is enclosed in angle brackets (< and
>), and tags must be used in pairs, with an opening tag and a closing tag. The
closing tag includes a forward slash (/). Use the basic code shown in Figure 8.14
as a template for writing an XML schema. Provide code for at least two records,
with the opening tag <record> indicating the start of a record and the closing tag
</record> indicating the end of a record. Excel will complete the schema based on
the pattern established for those records.

Figure 8.14 Basic Schema Code
The filename
is the name of
the workbook
containing Each opening tag <Tag>
the data to be and closing tag </Tag> is
exported. replaced with the name
of a worksheet column.
The data placeholder is

replaced with data from
the worksheet columns.
Figure 8.15 Schema Code for Activity 5a
The columns must be listed in

the same order in the schema
as they are in the worksheet,
but the column names do not
have to be exactly the same.
Provide at least two examples

of records in the schema. When
the data is imported, Excel will
fill in the rest.
Tutorial Exporting a Worksheet as an XML File

Exporting a To export data in an Excel worksheet as an XML file, complete the following steps:
Worksheet as an
XML File 1. Click the Source button in the XML group on the Developer tab.
2. Click the XML Maps button at the XML Source task pane, shown in
Source Figure 8.16.
3. Click the Add button at the SML Maps dialog box, navigate to the XML
schema file at the Select XML Source dialog box, click the XML schema file
in the file list pane, and then click the Open button.
4. Click the OK button at the message box that displays, stating that the
specific XML source does not refer to a schema and that Excel will create a
schema based on the XML source data.

5. Click the OK button at the XML Maps dialog box.
6. Drag each element in the XML maps in this workbook list box at the XML
Source task pane to its corresponding column header in the worksheet.
Export
7. Click the Developer tab and then click the Export button in the XML
group.
8. Type the file name in the File name text box and then click the Export
button.
When the schema file is added to the workbook, each <Tag> in the XML
code appears as an XML element in the XML maps in the workbook list box at
the XML Source task pane. An XML data map connects the schema file to the
worksheet. Create an XML data map by dragging each element from the list box
at the XML Source task pane to its respective column header in the worksheet.
When a worksheet column has been mapped to an XML element, it becomes an
XML element and changes to a table format.
If an Error in XML message box displays, stating that Excel cannot load the
specified XML or schema source, click the Details button, read the information
about the error at the XML Error dialog box, and then click the OK button to
close the dialog box. Correct the error and then add the schema file again.
Figure 8.16 XML Source Task Pane
XML elements
Click the XML Maps

button to display the XML
Maps dialog box, where
the XML schema is added.
Activity 5a Exporting an XML File Part 1 of 2
1. Open the data file crschema in Notepad.

2. Move the insertion point to the beginning of the first blank line and then type the
following code, using the Tab key to indent the lines as shown:
<record>
<Category>Compact</Category>
<Weekday>35.99</Weekday>
<Weekend>55.99</Weekend>
<Weekly>175.99</Weekly>

<Monthly>675.99</Monthly>
<Corporate>12%</Corporate>
</record>
<record>
<Category>Mid-size</Category>
<Weekday>38.99</Weekday>
<Weekend>62.99</Weekend>
<Weekly>185.99</Weekly>
<Monthly>692.99</Monthly>
<Corporate>15%</Corporate>
</record>
</crfp>
3. Compare your schema with Figure 8.15 (on page 236). Save and then close crschema and
Notepad.
4. Open 8-CRFinalPrices using the password eL2-C8 and then save the file with the name
CRFP. Make the FinalPricesExport worksheet active.
5. Add the Developer tab to the ribbon, if necessary, by completing the following steps:
a. Right-click on any part of the ribbon and then click the
Customize the Ribbon option.
b. Click the Developer check box in the Main Tabs list box and
then click OK.
6. Click the Developer tab and then click the Source button in the
XML group.
7. Click the XML Maps button in the XML Source task pane.
8. At the XML Maps dialog box, click the Add button. 7
9. Navigate to your EL2C8 folder at the Select XML Source dialog
box, click the All XML Data Sources option box arrow, click the
All Files option at the drop-down list, click crschema in the file
list pane, and then click the Open button.
10. Click the OK button at the
message box stating that the
XML source does not refer to 9
a schema and that Excel will
create a schema based on
the XML source data.
11. Click the OK button at
the XML Maps dialog 8 11
box.

12. Drag the Category element in the list box at the XML Source task pane to cell A4.
12
13. Drag the Weekday element in the list box to cell B4.
14. Repeat Step 11 to map the Weekend, Weekly, Monthly, and Corporate elements in the list box
at the XML Source task pane to the corresponding column headers in the worksheet.
15. Click the Developer tab, click the Export button in the XML group, navigate to your
EL2C8 folder, click in the File name text box, type FinalPrices, and then click the Export
button.
16. Open File Explorer, navigate to your EL2C8 folder, and then double-click the data file
FinalPrices in the file list pane. Choose an application to open the file, if necessary.
17. Scroll through the file and notice that Excel added the rest of the categories and prices.
18. Click the Close button on the FinalPrices file and then click the Close button on the File
Explorer window.
19. Save CRFP.
Check Your Work
Tutorial Importing an XML File

Importing an XML To import an XML file, click the Data tab, click the Get Data button, point to the
File From File option at the drop-down list, and then click the From XML option at the
second drop-down list. At the Import Data dialog box, navigate to the drive and/
GetData or folder in which the source file resides and then double-click the XML file name
in the file list. At the Navigator dialog box, click the record that contains the data
to be imported (it is named record). Click the Load button to import the data into
a new worksheet, or click the Load button arrow and then click the Load To option
to open the Import Data dialog box, which contains more options for viewing
and placing the data. Another option is to click the Edit button to edit and then
import the data. This process is similar to importing an Access table into Excel,
where a query is created.

Activity 5b Importing Data from an XML File Part 2 of 2
1. With CRFP open, click the Review tab and then click the Protect Workbook button in the
Protect group.
2. At the Password text box in the Unprotect Workbook dialog box, type eL2-C8 and then
click OK.
3. Import the Customers XML file into a new worksheet by completing the following steps:
b. Click the Get Data button in the Get & Transform
group. Point to the From File option and then click
the From XML option at the second drop-down list. 3b
c. Navigate to your EL2C8 folder and then double-click
CRCustomers.
d. Click record in the left panel. A preview of the data
displays in the right panel.
e. Click the Load button.
f. Rename the worksheet Customers.
g. Print the worksheet.
h. Save and then close CRFP.
Check Your Work
Chapter Summary
■ Workbook properties include descriptive information about the workbook, such
as the author’s name and the workbook title, subject, category, and comments.
Display the Info backstage area to add information to a workbook’s properties.
Workbook properties are sometimes referred to as metadata.
■ When Microsoft Office is installed, a user name is defined for the computer.
Excel automatically inserts this name in the Author property box when a new
workbook is created.
■ Protect an entire worksheet to prevent other users from accidentally inserting or
deleting data. Protect a worksheet using the Protect Sheet button in the Protect
group on the Review tab.
■ By default, each cell in a worksheet has a lock attribute that activates when
the worksheet is protected. To allow editing of individual cells in a protected
worksheet, select the cells and turn off the lock attribute before protecting the
worksheet. Add a password to unprotect a worksheet.
■ Use the Protect Workbook button in the Protect group on the Review tab to
prevent changes to the structure of a workbook, such as inserting, deleting,
renaming, or otherwise managing worksheets within it. To remove workbook
protection, click the Protect Workbook button. If a password was entered when
the workbook was protected, the Unprotect Workbook dialog box appears. Type
the password and then press the Enter key.
■ Prevent unauthorized access to an Excel workbook by requiring a password
to open it. The plain text of the password is encrypted, which prevents
unauthorized users from retrieving it.
■ Add a password at the Info backstage area by clicking the Protect Workbook
button and then clicking Encrypt with Password. Save the workbook after typing
and confirming the password.

■ Before distributing a workbook for others to open, view, and edit, use Excel
features to ensure that the file can be read by individuals who require assistive
technology to read the workbook. Run the Accessibility Checker by clicking the
Check Accessibility button in the Accessibility group on the Review tab or click
the File tab and then click the Info option.
■ Before distributing a workbook, also check it to ensure that confidentiality will
be protected and maintained. The Document Inspector scans a workbook for
personal or hidden information. Identify and then remove any information that
should remain confidential at the Document Inspector dialog box.
■ After a workbook has been inspected, Excel displays a red exclamation mark in
each section in which Excel detected a requested item. Click the Remove All
button to delete all such items from the workbook.
■ Marking a workbook as final changes it to a read-only file and sets the status
property as Final. To mark a workbook as final, click the File tab and the click
the Info option. At the Info backstage area, click the Protect Workbook button
and then click Mark as Final at the drop-down list.
■ Run the Compatibility Checker before saving a workbook in an earlier version
of Excel to identify areas of the worksheet that may need changes to maintain
backward compatibility. The results of the compatibility check can be copied to
a new worksheet for easy referencing and documentation purposes.
■ Saving a workbook in a fixed-layout format such as PDF or XPS preserves all
the Excel formatting and layout features. Adobe Acrobat Reader or Word 365
is required to open and view a workbook saved as a PDF file. The XPS Viewer is
provided with Windows. Adobe Acrobat Reader can be downloaded for free
from the Adobe website.
■ To publish the current worksheet as a web page, open the Save As dialog box
and change the Save as type option to Web Page or Web Page.
■ Extensible Markup Language (XML) defines a set of rules that allows users
to customize the markup language used to encode the data in a worksheet.
To export an Excel worksheet as an XML file, the user first needs to create
an XML schema for the worksheet. An XML schema is a document created
in Notepad that defines the XML file structure. XML code is written using
tags. Each tag is enclosed in angle brackets (< and >), and tags must be used
in pairs, with an opening and a closing tag. An XML data map connects the
schema file to the worksheet.
■ To import an XML file, click the Data tab, click the Get Data button, point to
the From File option at the drop-down list, and then click the From XML option
at the second drop-down list. At the Import Data dialog box, navigate to the
drive and/or folder in which the source file resides and then double-click the
XML file name in the file list. At the Navigator dialog box, click the record
containing the data to be imported. Click the Load button to import the data
in a new worksheet, click the Load to button arrow and then click the Load To
option at the drop-down list to open the Import Data dialog box, or click the
Edit button to Edit and then import the data.

Commands Review
FEATURE RIBBON TAB, GROUP/OPTION BUTTON, OPTION KEYBOARD SHORTCUT
Accessibility Checker Review, Accessibility OR
File, Info , Check for Issues
, Check for Issues

Compatibility Checker File, Info
Document Inspector File, Info

, Check for Issues
export data as XML file Developer, XML
import XML file into Excel Data, Get & Transform Data
mark workbook as final File, Info

, Protect Workbook
protect workbook Review, Protect
protect worksheet Review, Protect
save as File, Save As F12

save as PDF/XPS File, Export OR F12
File, Save As
save as web page File, Export OR F12
File, Save As
unlock cells Home, Cells

Index
A C converting data from rows to

columns, 119–121
absolute reference, range name calculated column, adding to
converting text to, 68–69
and, 32 table, 61–63
Flash Fill feature, 164–165
Access cells
removing duplicate records,
copying and pasting dependent cells, 133
69–71
worksheet data to, filtering and sorting by
combo box form control, 195–
150–151 attributes of, 23–26
197
importing data from, 154–156 formatting
commands
Accessibility Checker task pane, based on Top/Bottom Rules
adding to quick Access
221 list, 4, 6
toolbar, 183
accessibility issues, checking, based on value comparison,
renaming, 178–179
220–222 4, 15
comma separated file format,
adding buttons to ribbon, 178 new formatting rule, 6–8
158–159
Adobe Reader, 230 precedent cells, 133
compatibility checker feature,
Advanced Filter button, 26 unlocking, 215
228–230
Advanced Filter dialog box, 27 viewing relationships between
CONCATENATE function, 165
AND logical function, 50–53 cells and formulas,
CONCAT function, 165, 167,
argument, in function formula, 133–134
170
31 watching formula cells,
conditional formatting, 4–15
array formula, 13 137–139
cell formatting
* (asterisk), in custom filter, 22 Change Source button, 90
based on Top/Bottom Rules
auditing tools, 132–139 Change Source dialog box, 90
list, 4, 6
circling invalid data, 137–139 Chart Elements button, 107
based on value comparison,
tracing precedent and Chart Styles button, 107
4, 15
dependent cells, 133 Check Accessibility button, 220
using Highlight Cells Rules
troubleshooting formulas, check box form control, 195,
option, 4, 5
134–137 197
color scales in, 12–13
viewing relationships between Check Compatibility button,
create and apply new
cells and formulas, 228
formatting rule, 6–8
133–134 Check for Issues button, 220
data bars in, 12–13
watching formula cells, ciphertext, 217
defined, 3, 4
137–139 Clear button, 24
drop-down list, 4
Author property name, 210 Clear Format button, 9
editing and deleting rules,
AutoCorrect Option button, 61 Clipboard task pane, 150
8–10
AutoFilter, filtering worksheet col_index_num, 43
filtering and sorting using,
using custom, 21–23 Collapse the Ribbon button, 175
23–26
automating tasks using macros, color
formatting using Quick
186–194 filtering by font color, 23–26
Analysis, 15
AutoRecover feature, 201–203 sorting by cell color, 23–26
formulas in, 13–14
AutoSave feature, 202 [color] in custom number format
icon set for applying, 11–12
AVERAGE function, 33 code, 20
Quick Analysis button, 15
AVERAGEIF function, 38–39 color scales, conditional
Conditional Formatting button,
AVERAGEIFS function, 38, 40 formatting using,
4, 8
12–13
Conditional Formatting Rules
Column button, 110
B columns
Manager dialog box,
8–10
banding rows, 63 adding calculated column to
conditional test, 34, 38, 49
Break Link button, 90, 147 table, 61–63
Consolidate button, 93
button form control, 195 banding, 63
Consolidate dialog box, 93–94
243

Consolidate feature, exporting, 144–153 What-If analysis
summarizing data to Access, 150–151 with data tables, 129–132
using, 85, 93–95 breaking link to Excel with Scenario Manager,
Convert Text to Columns object in Word, 147 124–128
Wizard, 68–69 by copying and pasting to data bars, conditional formatting
Convert to Range button, 76 Access, 150–151 using, 12–13
copying and pasting Excel data PowerPoint, 147–149 Data source settings dialog box,
to Access, 150–151 Word, 144–145 163–164
to PowerPoint, 147–149 to PowerPoint, 147–149 Data tab, 68, 70, 154
to Word, 144–145 as text file, 151–153 data table
COUNTA function, 33 to Word, 144–146 defined, 129
COUNTBLANK function, 33, filtering and sorting, one-variable data table,
35–36 using conditional 129–130
COUNT function, 33, 170 formatting or cell two-variable data table,
COUNTIF function, 34–36 attributes, 23–26 131–132
COUNTIFS function, 34–37 formatting as table, 60–65 Data Tools group, 68–75
Create Sparklines dialog box, grouping and ungrouping, convert text to columns,
110, 111 81–82 68–69
CSV file format, 151 importing, 154–159 overview, 68
Custom AutoFilter dialog box, from Access, 154–157 populating data using Flash
21–23 editing or removing source Fill, 164–165
Custom AutoFilter feature, of query, 163–164 removing duplicate records,
filtering worksheet refreshing, modifying and 69–71
using, 21–23 deleting queries, validating and restricting data
Customize Quick Access Toolbar 160–163 entry, 71–75
button, 181 from text file, 158–159 data validation
customizing maintaining external circling invalid data, 137–139
creating and applying custom references for, 90–93 ensuring data entered in
views, 184–185 modifying, with Power Query specified text length,
display options, 174–175 Editor, 156–157 75
exporting and importing, 177 pasting, using Paste Special error alert message, 71–72
macros, 186–194 options, 118–122 input message, 71
Quick Access toolbar, 181– PivotCharts, 106–109 restricting data entry to dates
184 PivotTables, 95–109 within range, 72–73
ribbon, 175–176, 176–181 populating, using Flash Fill, restricting data entry to values
save options, 201–204 164–165 within list, 74
Sparklines, 111–112 restricting data entry, 72–73 Data Validation button, 71, 137
custom number format, creating, separating, using Text to Data Validation dialog box,
19–21 Columns, 68–69 71–72
Custom Sort, 24 subtotaling related data, Defined Names group, 32
custom view, creating and 76–81 deleting
applying, 184–185 summarizing conditional formatting rules,
Custom View button, 184 with consolidate feature, 8–10
Custom View dialog box, 184, 93–95 custom number format, 20
185 linking to ranges in custom template, 200
other worksheets/ macro, 194
workbooks, 89–90 queries, 160, 163
D in multiple worksheets range name, 32–33
data using range names Scenario Manager, 127
circling invalid data, 137–139 and 3-D references, delimited file format, 158
converting, from rows to 86–88 dependent cell, tracing, 133
columns, 119–121 with Sparklines, 110–112 destination file, 144
Data Tools group, 68–75 transposing, 119–121 destination workbook, 89
validating data entry, 71–75 Directional icon set, 11–12

display options error codes, 135–137 removing filter, 24
customizing, 174–175 logic errors, 134 tables, 65–67
restoring default, 176 troubleshooting formulas, using advanced filter, 26–29
distribution of workbooks/ 134–137 in another location, 28
worksheets Evaluate Formula button, 135 in place, 29
checking accessibility issues, Excel Options dialog box, using conditional formatting
220–222 177–178 or cell attributes,
compatibility checker, 228– exponential notation, 16–17 23–26
230 Export button, 237 worksheet using Custom
marking as final, 226–228 exporting customizations, 177 AutoFilter, 21–23
preparation for, 220–229 exporting data, 144–153 Financial button, 46, 47
publishing breaking link to Excel object, financial functions
as PDF document, 230– 147 IPMT function, 46
231 copying and pasting PMT function, 46
as web page, 233–235 worksheet data to PPMT function, 46–48
as XPS document, 232–233 Access, 150–151 Find & Select button, 80–81
removing information before, PowerPoint, 147–149 Flash Fill, populating data using,
222–226 Word, 144–146 164–165
document information panel, text file, 151–153 Flash Fill button, 165
210 XML file, 235–239 Format as Table button, 60
Document Inspector dialog box, Extensible Markup Language Format button, 213
223 (XML) Format Cells dialog box
Document Inspector feature, exporting, 235–239 applying fraction and
222–226 importing, 235, 239–240 scientific formatting,
External Data tab, 150 16–17
external reference applying special number
E editing source data and formatting, 18–19
Edit Anyway button, 226 updating external formatted text (space delimited)
editing link, 91–92 file format, 151
conditional formatting rules, point-and-click approach to formatting
8–10 creating, 89 conditional, 4–15
macro, 192–194 removing, 92–93 custom number format, 19–21
range name, 32–33 filtering and sorting
scenarios using Scenario using conditional
Manager, 126–127 F formatting, 23–26
source data, 91–92 FALSE, 43 fraction, 16–17
source for query, 163–164 field names row, 60 PivotTables, 100–101
Edit Links button, 90 fields, defined, 60 scientific, 16–17
Edit Links dialog box, 90–91 Field Settings button, 101 special number, 18–19
email addresses files subtotals, 80–81
using CONCAT, LOWER, and comma separated file format, table, 60–65
LEN functions, 170 158–159 with text functions, 165–170
embedding Excel data delimited file format, 158 form controls
in PowerPoint presentation, importing data from text file, check box form control, 195,
148–149 158–159 197
in Word document, 144–145 File tab, 210 combo box form control,
Encrypt Document dialog box, filtering 195–197
217, 218 by font color, 25–26 configuring, 195–196
encrypted password, 217 by icon set, 24–25 inserting, 194–197
Error (accessibility issue), 220 PivotTables list box form control, 195
error alert message, 71–72 overview, 100–101 macro button form control,
Error Checking button, 135 using Slicers, 102–104 197–198
errors using Timelines, 104–105 types of, 195

Formula Auditing group, 132–
139
G Inspect Document button, 222
IPMT function, 46
Get Data button, 154, 239
circling invalid data, 137–139
Goal Seek, 122–123
tracing precedent and
dependent cells, 133
Gradient Fill section, 12–13
Green Up Arrow icon, 11
K
troubleshooting formulas, keyboard shortcut, creating and
group
134–137 running macro to,
adding button to, 178
viewing relationships between 190–192
renaming, 178–179
cells and formulas,
Group button, 81–82
133–134
watching formula cell, 137– L
139
Formula bar, viewing long
H LEFT text function, 165–166,
header row, 60 167–169
formulas in, 54 legacy wizards, 154
formulas formatting, 63
health and dental costs LEN function, 170
array formula, 13 Line button, 110
auditing tools for, 132–139 calculating using nested IF
and OR functions, linking Excel data to Word
conditional formatting using, document, 144, 146
13–14 52–53
Hide Detail button, 81 breaking link, 147
named ranges for, 32–33 Links dialog box, 147
one-variable data table, Highlight Cells Rules option,
4, 5 list box form control, 195
129–130 loan payments, calculating
proof formula, 134 HLOOKUP function, 43, 46
principal portion of,
referencing cell in separate 47–48
worksheet, 86–88
3-D formulas, 86 I Logical button, 49
logical functions
two-variable data table, icon set
AND functions, 50–52
131–132 conditional formatting using,
IF function, 49–54
viewing long, in Formula bar, 11–12
IFS function, 54–56
54 filtering by, 24–25
nested functions, 49–56
viewing relationships between IF function, nested, 49–54
OR functions, 50–53
cells and formulas, IFS function, 54–56
ROUND function, 51–52
133–134 IF statement
logic errors, 134
Formulas tab, 32, 132, 165 conditional formatting using,
Lookup & Reference button, 43
fraction formatting, 16–17 13–14
HLOOKUP function, 43, 46
From Text/CVS button, 158 structure of, 49
VLOOKUP function, 43–45
function formula Import Data dialog box, 154
Lookup & Reference functions,
argument in, 31 importing customizations, 177
43–46
creating named range, 32–33 importing data, 154–159
lookup table, 43
editing and deleting range from Access, 154–157
lookup_value, 43
names in, 32–33 from text file, 158–159
LOWER text function, 165–166,
structure of, 31 XML file, 235, 239–240
170
functions Import Text File dialog box, 158
changing in PivotTable, Indicators icon set, 11–12
101–102
defined, 31
Info backstage area, 210
Information error alert message,
M
72 Macro dialog box, 189
Lookup & Reference
Insert Form Control button, 195 macros, 186–194
functions, 43–46
Insert Function button, 34 assigning to shortcut key,
math and trigonometry
Insert Function dialog box, 34, 190–192
functions, 41–42
35 creating, 186–188
nested functions, 49–56
Insert Slicer button, 65–66, 102 defined, 186
search for, 56
Insert tab, 95, 110 deleting, 194
Sum function, 63, 94
Insert Timeline button, 104 editing, 192–194
text functions, 165–170

macro button form control, custom, 19–21 PivotChart button, 106
197–198 fraction and scientific, 16–17 PivotCharts, 106–109
macros workbook creation, special, 18–19 creating, 106–109
194 creating using PivotTable,
naming, 186 106–108
playing, 189 O defined, 106
running, 189 one-variable data table, 129–130 overview of, 106–107
saving workbooks containing, option button form control, 195 from scratch, 107, 109
187–188 OR logical function, 50–53 PivotTable button, 95
security settings for, 204-205 Outline feature PivotTables, 95–109
Macros button, 186 described, 76–77 changing Sum function in,
Mark as Final button, 226 selecting from different 101–102
marking workbook as final, outline levels, 80–81 creating with PivotTable
226–228 working with outline levels, button, 96, 99
mathematical operations, 79 defined, 95
performing while filtering
pasting, 121–122 overview, 100–101
math functions, 41–42 P using Slicers, 102–104
Math & Trig button, 41, 42 password using Timelines, 104–105
MAX function, 33 adding to and removing from formatting, 100–101
metadata workbook, 217–219 making PivotChart from,
defined, 210 assigning to unprotected 106–108
removing, 223 worksheet, 213 overview, 95–97
Microsoft Visual Basic for elements of good password, using Recommended
Applications (VBA), 217 PivotTables to create,
187 encrypted, 217 96–98
MID text function, 165, 167– Paste button, 118 PivotTable Tools Analyze tab,
169 Paste Special dialog box, 118, 100, 102, 106
MIN function, 33 121, 144, 145 PivotTable Tools Design tab, 100
minimizing the ribbon, 175–176 Paste Special options playing a macro, 189
module, 192 converting data from rows to PMT function, 46
More Functions button, 34 columns, 119–121 portable document format
Move Chart button, 107 performing mathematical (PDF), 230–231
Move Down button, 178 operations while #, in custom number format
Move Up button, 178 pasting, 121–122 code, 20
selecting other, 122 PowerPoint
transposing data, 119–121 copying and pasting
N pasting worksheet data to,
#N/A error, 135 to Access, 150–151 147–149
#NAME? error, 134, 135 to PowerPoint, 147–149 embedding Excel data in,
Name Manager button, 32–33 using Paste Special options, 148–149
Name Manager dialog box, 118–122 Power Query Editor, 156–157
32–33 to Word, 144–145 PPMT function, 46–48
named range PDF document, publishing precedent cell, tracing, 133
creating, 32–33 workbook as, 230– principal portion of loan
editing and deleting, 32–33 231 payment, 47–48
nested functions, 49–56 pensions costs, calculating using proof formula, 134
New Formatting Rule dialog box, nested IF, AND and PROPER text function, 165–166
6–8, 13 ROUND functions, properties, adding to workbook,
New Tab button, 178 51–52 210–212
Notepad, 158 personal information, removing Properties button, 211
Number Format option box, 16 from workbook before protecting
number formats publishing, 222–226 workbook, 216–217
worksheets, 213–217

Protect Sheet button, 213, 214
Protect Sheet dialog box, 213–
editing, 32–33
summarize data in multiple
S
Save As dialog box, 151, 233
214 worksheets using,
Save As option, 144, 187
Protect Structure and Windows 86–87
Save button, 187
dialog box, 216 Ratings icon set, 11–12
saving
Protect Workbook button, 216, Recommended PivotTables,
AutoRecover and AutoSave,
217 96–98
201
Publish as Web Page dialog box, Recommended PivotTables
customizing save options,
234 button, 96
201–204
Record Macro dialog box, 186
workbook as template,
with shortcut key assigned, 190
Q records
198–201
workbooks containing macros,
queries defined, 60
187–188
deleting, 160, 163 removing duplicate, 69–71
Scenario Manager
editing or removing source for, recovering workbook, 203–204
adding scenario to worksheet
163–164 Red Down Arrow icon, 11
using, 125–126
modifying, 160–162 references
applying scenarios with,
refreshing, 160–162 3-D reference, 86
126–127
Queries & Connections button, worksheet reference, 86
creating assumptions for
161 Refresh All button, 160
What-If analysis,
Queries & Connections Group, Remove Arrow button, 133
124–128
160 Remove Duplicate dialog box,
deleting scenarios with, 127
Query dialog box, 161 69–71
editing scenarios with, 126–
Query Properties dialog box, 160 Remove Duplicates button, 70
127
? (question mark) removing
generating scenario summary
in custom filter, 22 buttons from ribbon, 178
report, 128
in custom number format password from workbook,
Scenario Manager dialog box,
code, 20 217–219
125
Quick Access toolbar Rename button, 178
Scenario Summary dialog box,
adding commands to, 183 Reset button, 183–184
128
customizing, 181–183 ribbon
Scenario Values dialog box, 125
importing customizations to, adding buttons to a group,
scientific formatting, 16–17
184 178, 180
security setting, Trust Center
removing buttons from, 183 creating a new tab, 178–179
settings, 204–205
resetting to original setting, customizing, 176–181
; (semi colon), in custom number
183–184 importing customizations, 184
format code, 20
Quick Analysis button, 9, 15 minimizing, 175–176
Shapes icon set, 11–12
renaming tab, group, or
shortcut key, creating and
command, 178–180
running macro to,
R resetting, 183–184
190–192
range Ribbon Display Options button,
Show Detail button, 81
converting table to normal 175
Show Formulas button, 133
range, 76–78 RIGHT text function, 165–166,
Slicer feature, filtering table
converting table to range and 167–169
with, 65–67
creating subtotals, ROUND function, 51–52
Slicer pane, 65–67, 102
76–81 rows
Slicers, filtering PivotTable using,
converting to table, 60–61 adding to table, 61–63
102–104
restricting data entry to dates banding, 63
Slicer Tools Options tab, 104
within range, 72–73 converting data from rows to
Sort Dialog Box, 24
range_lookup, 43 columns, 119–121
Sort & Filter button, 22
range name header row formatting, 63
sorting
creating, 32–33 removing duplicate, 69–71
by cell color, 24–26
deleting, 32–33 Total row, adding, 64–65
custom sort, 24
Run button, 189

tables, 65–67 in multiple worksheets using text
using conditional formatting range names and 3-D converting to columns, 68–69
or cell attributes, references, 86–88 converting using text
23–26 with Sparklines, 110–112 functions, 169
Source button, 236 extracting and combining
source data, editing and using text functions,
updating external T 167–169
link, 91–92 tab Text button, 165
source file, 144 creating new, 178 text file
source workbook, 89 renaming, 178–179 exporting worksheets as,
Sparklines table_array, 43 151–153
creating, 110–111 Table button, 60 importing data from, 158–159
customizing, 111–112 tables text (tab delimited) file format,
defined, 110 adding row and calculated 151
Sparkline Tools Design tab, 111 column to, 61–63 text functions, 165–170
special number format, 18–19 automatic expansion of, 61 converting text using, 169
statistical functions banding rows and columns, 63 extracting and combining text
AVERAGE function, 33 converting using, 167–169
AVERAGEIF function, 38–39 to normal range, 76–78 “text” in custom number format
AVERAGEIFS function, range to table, 60–61 code, 20
38–39, 40 table to range and creating TEXTJOIN function, 166–169
COUNTA function, 33 subtotals, 76–81 text #NAME? error message, 32
COUNTBLANK function, 33, copying and pasting data from Text to Columns button, 68
35–36 Access to, 150–151 3 Arrows (Colored) icon set,
COUNT function, 33 creating, 60–61 11–12
COUNTIF function, 34–36 defined, 59 3-D formulas, 86
COUNTIFS function, 34–37 field names row in, 60 3-D references
MAX function, 33 fields in, 60 defined, 86
MIN function, 33 filtering, 65–67 summarize data in multiple
Stop error alert message, 72 formatting, 64–65 worksheet using, 88
Stop Recording button, 187 header row in, 60 Time Level indicator, 104
structured reference formula, importing from Access, timelines, filtering PivotTables
adding to table, 64–65 154–156 using, 104–105
SUBSTITUTE text function, modifying, 61–62 Timeline Tools Options tab, 104
165–166 PivotTables, 95–109 Tip (accessibility issue), 220
Subtotal button, 76 records in, 60 Title property name, 210
subtotals sorting, 65–67 Top/Bottom Rules list,
converting table to range and structured reference formula, formatting cell based
creating subtotals, adding, 64–65 on, 4, 6
76–81 style options for, 63 Total row, 64–65
modifying, 79–81 subtotaling related data, Trace Dependents button, 133
overview, 76 76–81 Trace Precedents button, 133
Sum function, 63, 94 Total row, adding, 64–65 Transpose button, 119
changing in PivotTable, Table Styles gallery, 63 transposing data, 119–121
101–102 Table Tools Design tab, 63, 70, trigonometry functions, 41–42
SUMIF function, 41–42 76 TRIM text function, 165
SUMIFS function, 41 target value, Goal Seek to find, troubleshooting formulas,
summarizing data 123 134–137
with consolidate feature, template TRUE, 43
93–95 deleting custom template, 200 Trust Center settings, 204–205
by linking to ranges in saving workbook as, 198–201 Trusted Locations list, 204
other worksheets/ using custom template, Trusted Publishers list, 204
workbooks, 89–90 199–201 two-variable data table, 131–132

U copying and pasting
worksheet data to,
copying and pasting
worksheet data to
Undo feature, 90
144–145 Access, 150–151
Ungroup button, 81–82
embedding Excel data into, PowerPoint, 147–149
Ungroup dialog box, 81–82
144–145 Word, 144–145
unicode text, 151
linking Excel data to, 144, as text file, 151–153
Unprotect Sheet dialog box, 214
146 filtering, using Custom
unprotecting
workbooks AutoFilter, 21–23
workbook, 216
creating macros workbook, importing data, 154–159
worksheet, 213–217
194 from Access, 154–157
Unprotect Sheet button, 214
destination, 89 from text file, 158–159
Unprotect Workbook dialog box,
distributing, 230–240 protecting and unprotecting,
216
checking accessibility 213–217
UPPER text function, 165–166,
issues, 220–222 range name and worksheet
169
compatibility checker, references, 32
228–230 summarizing data
V marking as final, 226–228
preparing for, 220–229
Consolidate feature, 93–95
by linking ranges in
value comparison, formatting publishing as PDF another workbook,
cells based on, 4, 15 document, 230–231 89–90
#VALUE! error, 134, 135 publishing as XPS in multiple worksheets
Value Field Setting dialog box, document, 232–233 using range names
101–102 removing information and 3-D references,
Visual Basic for Applications before, 222–226 86–88
(VBA), 187, 192 passwords, adding and worksheet references, 86
VLOOKUP function, 43–45 removing, 217–219
properties, adding, 210–212
protecting and unprotecting X
W structure of, 216–217 XML file
Warning (accessibility issue), 220 recovering, 203–204 creating XML schema, 235–
Warning error alert message, 72 saving as template, 198–201 236
Watch Window button, 137 saving containing macros, exporting, 235–239
website, publishing worksheet as 187–188 importing, 235, 239–240
web page, 233–235 source, 89 XML paper specification, 232
What-If analysis summarizing data by linking XML Source task pane, 237
creating assumptions with ranges in another XPS document, publishing
Scenario Manager, workbook or workbook as, 232–
124–128 worksheet, 89–90 233
with data tables, 129–132 worksheets
Goal Seek to find target value, converting range to table,
122–123 60–61 Y
What-If Analysis button, 122 custom view for, 184–185 Yellow Sideways Arrow icon, 11
wildcard characters, in custom distributing, as web page,
filter, 22 233–235
Win/Loss button, 110
Word document
exporting, 144–153
breaking link to Excel
Z
breaking link to Excel object 0 (zero), in custom number
object, 147
in, 147 format code, 20
Interior Photo Credits

Page GS-1 (banner image) © lowball-jack/GettyImages; page GS-1, (in Figure G.1) all images courtesy
of Paradigm Education Solutions; page GS-2, © irbis picture/Shutterstock.com; page GS-3, © th3fisa/
Shutterstock.com; page GS-4, © goldyg/Shutterstock.com; page GS-5, © Pressmaster/Shutterstock.com.
243-250_BMK365-ExcelL2-Index.indd 250 5/13/19 1:15 PM

Level 2
BENCHMARK SERIES
Excel
®
Microsoft ®
2019 Edition
Jan Davidson
Lambton College
Sarnia, Ontario
Jan Davidson
00i-00iv_BMK365_ExcelL2-FM-EOC.indd 3/28/19
6/25/19 11:34
1:26 PM
AM
Director of Content Development: Carley Fruzzetti
ISBN 978-0-76388-727-8 (print)

ISBN 978-0-76388-709-4 (digital)

875 Montreal Way
St. Paul, MN 55102
the publisher.
28 27 26 25 24 23 22 21 20 19 1 2 3 4 5 6 7 8 9 10 11 12
00i-00iv_BMK365_ExcelL2-FM-EOC.indd 2 6/25/19 1:26 PM

Contents
Unit 1
and Data Management 1
Chapter 1 Advanced Formatting Techniques 3
Chapter 2 Advanced Functions and Formulas 9
Chapter 3 Working with Tables and Data Features 15
Unit 2
and the Excel Environment 35
Chapter 5 Using Data Analysis Features 37
Chapter 6 Exporting, Importing, and Transforming Data 43
Chapter 8 Protecting and Distributing a Workbook 55
iii

Excel
Microsoft
®
®
Level 2
Unit 1
and Data Management

Chapter 4 Summarizing and Consolidating Data
01-08_BMK365-ExcelL2-C1-EOC.indd 1 6/25/19 1:27 PM

Microsoft Excel
® ®

CHAPTER
Advanced Formatting
Techniques 1
Skills Assessment
Assessment Use Conditional and Fraction Formatting
1 1. Open RSRServRpt.
2. Save the workbook with the name 1-RSRServRpt.
3. Apply the following formatting changes to the Sep worksheet:
a. Format the values in the range C6:C23 as fractions using the As quarters (2/4)
option in the Type list box.
b. Format the rate codes in the range D6:D22 with the 3 Traffic Lights.
(Rimmed) icon set (second column, first row in the Shapes section).
c. Use the New Rule option to format the parts values in the range F6:F22 with
the light red fill color (sixth column, second row) for those cells with values
that are equal to 0.
d. Format the total invoice values in the range G6:G22 using the red data bars.
(Use the Red Data Bar option in the Gradient Fill section at the drop-down
gallery.)
4. Save, print, and then close 1-RSRServRpt.
Assessment Apply Custom Number Formatting

2 1. Open 1-RSRServRpt.
2. Save the workbook with the name 1-RSRServRpt-2.
3. Create and apply the following custom number formats to the Sep worksheet:
a. Create a custom number format that displays hrs one space after each value in
the range C6:C23. Hint: After selecting Custom in the Category list box, click
after the existing format codes in the Type text box and then add the required
entry. (Do not delete what is already in the Type text box.)
b. Create a custom number format that displays RSR- in front of each work
order number in the range B6:B22.
4. Save, print, and then close 1-RSRServRpt-2.
Assessment Use Custom AutoFilter and Filter and Sort by Color

3 1. Open 1-RSRServRpt-2.

3. Make the following changes to the Sep worksheet:
a. Select the range A5:G22 and turn on the Filter feature.
b. Using the filter arrow at the top of the Hours Billed column, display those
invoices for which the hours billed are between 1.75 and 3.75. Hint: When
typing in the values, type 1.75 and 3.75. Do not select 1 3/4 hrs and
3 3/4 hrs from the drop-down lists in the Custom AutoFilter dialog box.
4. Make the following changes to the Oct worksheet:
a. Select the range A5:G22 and then turn on the Filter feature.
b. Filter the Parts column by color to show only those invoices for which no
parts were billed.
5. Make the following changes to the Nov worksheet:
a. Clear the filter from the Date column.
b. Filter the worksheet by the icon associated with rate code 3.
6. Make the following changes to the Dec worksheet:
a. Remove the filter arrows from the worksheet.
b. Make any cell within the range A5:G22 active.
c. Open the Sort dialog box.
d. Define three sort levels as follows:
Sort by/Then by Sort On Order
Rate Code Conditional Formatting Icon red traffic light On Top
Rate Code Conditional Formatting Icon yellow traffic light On Top
Rate Code Conditional Formatting Icon green traffic light On Top
8. Save and then close 1-RSRServRpt-3.
Assessment Create, Edit, and Delete Formatting Rules

4 1. Open VRPay-Oct30.
2. Save the workbook with the name 1-VRPay-Oct30.
3. Create and apply two conditional formatting rules for the values in the Pay
Rate column as follows:
a. Apply a light blue fill color (fifth column, third row) to values between
11.50 and 13.00.
b. Apply a light green fill color (seventh column, third row) to values greater
than 13.00.
4. Create a conditional formatting rule for the Gross Pay column that will format
the values in the dark red font color (first option in the Standard Colors
section) for those employees who have worked overtime hours. Hint: When
entering the formula, use relative referencing (K6:K23) in the logical test.
5. Use the Quick Analysis button to find the top 10% among values in the Gross
Pay column.
6. Edit the formatting rule for Cell Value <11.5 in the Pay Rate column by
applying the light purple fill color (eighth column, third row).
7. Use the Quick Analysis button to delete the formatting rule for Overtime Hours
column.
8. Save, print, and then close 1-VRPay-Oct30.
Assessment Apply an Advanced Filter

5 1. Open 1-RSRServRpt-3.

3. In the Dec worksheet, apply an advanced filter to show the work orders that
have a rate code greater than 1 with extended labor only (parts =0) and with a
total invoice less than $200 by making the following changes to the worksheet:
a. Select rows 5 to 9 and insert five rows.
b. Copy the range A10:G10 to A5:G5.
c. Enter the criteria in row 6.
d. Apply the advanced filter in place.
5. Save and then close 1-RSRServRpt-5.
Visual Benchmark
Format a Billing Summary
1. Open BillingsOct4to8.
2. Save the workbook with the name 1-BillingsOct4to8.
3. Format the worksheet to match the one shown in Figure 1.1 using the following
information:
• The data in the Billing Code column has been custom formatted to add the
text Amicus#- in the standard blue font color in front of the code number.
• Icon sets have been used in the Attorney Code column and the same icon set
should be applied in the Attorney Code Table section of the worksheet.
• The data bars added to the values in the Legal Fees column have been formatted
with the Turquoise, Accent 3 gradient fill (seventh column, first row in the Theme
Colors section). Hint: Select More Rules in the Data Bars drop-down gallery.
• Values below 1500.00 in the Total Due column have been conditionally
formatted with bold dark red text and the worksheet has been sorted by the
font color used for the conditional format.
4. Save, print, and then close 1-BillingsOct4to8.

Case Study
Part Yolanda Robertson, your manager at NuTrends Market Research, has provided a
1
workbook named USIncomeStats. It contains data Yolanda obtained from the US
Census Bureau with the two-year average median household income by state for
2016. Open the workbook and save it with the name 1-USIncomeStats-CS. Yolanda
wants you to format the data for each state using colors to differentiate income levels.
Do not include the US average found in cell C3. She has proposed the following
categories, to which you should apply color formatting of your choosing:
Average Median Income Range
Less than $45,000
Between $45,000 and $55,000
Greater than $55,000
Apply color formatting using conditional formatting, since Yolanda may
change these salary ranges after she reviews the data and you want to be able
to edit the formatting rule if that happens. Choose colors that will be easy to
distinguish from one another. Create a reference table starting in cell E3 that
provides Yolanda with a legend that identifies the colors used. For example, in cell
E3 type Less than 45,000 and in cell H3 type a sample value (such as 35,000).
Format each cell using the color that represents the formatting you applied to the
rule category. Save and then print the worksheet. Note: If you submit your work in
hard copy and do not have access to a color printer, write on the printout the color
format you applied to each category.
Part Yolanda has reviewed the worksheet from Part 1 and has asked you to do
2
some further work. Before you change the file, you make a copy of it in case
that data can be used for another purpose. Save the workbook with the name
1-USIncomeStats-CS2. Use this workbook to make the modifications. Yolanda
wants you to sort the worksheet by color, with the color representing the Greater
than $55,000 group on top, followed by the Between $45,000 and $55,000 group
and then the Less than $45,000 group. Do not include the entries in row 3 for
the US average in the sorted list. After sorting the worksheet, filter the median
incomes to display the top 20 states. Hint: Customize the value in the Top 10
AutoFilter. Yolanda also wants you to add a contact telephone list next to the top
20 state data. Create the list below using the following telephone numbers and a
special number format. Place them in a suitable location. Adjust the column width so
the numbers can be seen.
Yolanda (cell) 800 555 3117
Yolanda (office) 800 555 4629
Yolanda (home) 800 555 2169
Yolanda (fax) 800 555 6744

Part Continuing with the worksheet formatted in Part 2 of this Case Study, you decide
3
to experiment with the filtered census data worksheet to see if formatting using
color scales will highlight the spread between the highest and lowest median
incomes more distinctly. Apply conditional formatting using a two- or three-color
scale to the filtered cells in column C. (Exclude the US median income at the top
of the column.) Remove the outdated legend and clear any formatting. Save the
workbook with the name 1-USIncomeStats-CS3. Print the worksheet. Note: If you
submit your work in hard copy and do not have access to a color printer, write on
the printout the two- or three-color scale conditional formatting you applied to the
filtered values in column C.
Part Yolanda is preparing a training seminar for new market researchers hired at
4
NuTrends Market Research. So that she can provide background material for the
training on US Census Bureau statistics, Yolanda has asked you to research the
history of the bureau. Using the internet, go to www.census.gov and find the page
that describes the history of the US Census Bureau. Hint: Click the Blogs hyperlink
at the bottom of the home page, then click the History hyperlink and then explore
the tabbed pages. In a new sheet in the same file as the median income data, type
in column A five to seven interesting facts about the bureau from the website.
Adjust the width of column A and apply the formatting option Wrap Text to
improve the appearance of the worksheet. Save the revised workbook and name it
1-USIncomeStats-CS4. Print the worksheet and then close the workbook.

Microsoft Excel
® ®

CHAPTER
Advanced Functions
and Formulas 2
Skills Assessment
Assessment Create Range Names and Use the Lookup Function
1 Note: If you submit your work as hard copy, check with your instructor before
printing assessments to see if you need to print two copies: one with numbers
displayed and another with cell formulas displayed.
1. Open RSROctLabor.
2. Save the workbook with the name 2-RSROctLabor.
3. Modify the range named LaborCost to include cell F22.
4. Change the range name for the range named Hr to Hours.
5. In cell E7, create a VLOOKUP formula to return the correct hourly rate based
on the technician code in cell D7. Use the range name RateChart within the
formula to reference the hourly rate chart. Make sure Excel will return values
for exact matches only.
6. Create or copy the following formulas:
a. Copy the VLOOKUP formula in cell E7 to the range E8:E22.
b. In cell F7, multiply the number of hours logged in cell C7 by the hourly
rate in cell E7. Add the ROUND function to ensure that all labor costs are
rounded to the nearest cent (two digits after the decimal point).
c. Copy the formula in cell F7 to the range F8:F22.
d. Create the formula in cell F23 to sum the values in the column.
7. Preview and then print the worksheet.
8. Save and then close 2-RSROctLabor.
Assessment Use Conditional Statistical and Math Functions

2 Note: For all the functions in Assessment 2 except those in Step 3, use range names
in the formulas to reference sources.
1. Open 2-RSROctLabor.
2. Save the workbook with the name 2-RSROctLabor-2.
3. Using the range named TechCode, create COUNTIF formulas in these cells:
I9: Count the number of calls made by technician 1.
4. In cell I14, create a COUNTIFS formula to count the number of calls made
by technician 3 for which the hours logged were greater than three. Use range
names (TechCode and Hours) where possible.

5. Using the ranges named TechCode and LaborCost, create SUMIF formulas in
these cells:
J9: Add the labor cost for calls made by technician 1.
6. Using the ranges named TechCode, LaborCost, and Hours, create a SUMIFS
formula in cell J14 to add the labor cost for calls made by technician 3
(criteria 1) in which the hours logged were greater than three (criteria 2).
7. Using the named ranges TechCode and LaborCost, create AVERAGEIF formulas
in these cells:
J18: Average the labor cost for calls made by technician 1.
8. Ensure that the Comma format has been applied to these cells or ranges:
J9:J11
J14
J18:J20
9. Save, print, and then close 2-RSROctLabor-2.
Assessment Use the PMT and PPMT Financial Functions

3 1. Open PrecisionWarehouse.
2. Save the workbook with the name 2-PrecisionWarehouse.
3. Using cell references, create a PMT formula in cell D8 to calculate the
monthly loan payment for a proposed loan from NewVentures Capital Inc.
Note: The PMT function uses the same arguments as the PPMT function with
the exception that there is no Per criterion. Remember to divide the rate by 12
and multiply the nper by 12 to use monthly units.
4. Using cell references, create PPMT formulas to find the principal portion of the
loan payment for the first loan payment in cell D10 and the last loan payment
in cell D11.
5. In cell D13, create a formula to calculate the total cost of the loan by multiplying
the monthly loan payment times the amortization period in years times 12.
7. Save and then close 2-PrecisionWarehouse.
Assessment Use Logical Functions

4 1. Open ACPremiumReview.
2. Save the workbook with the name 2-ACPremiumReview.
3. Create a formula in cell G4 to display Yes if the number of at-fault claims is
greater than one and the current rating is greater than two. Both conditions
must test true to display Yes; otherwise, display No in the cell. Hint: Use a
nested IF and AND formula. Do not use named ranges to represent the data
in each column as Excel will use the entire range when calculating the result
instead of the individual cells.
4. Create a formula in cell H4 to display Yes in the cell if either the number of
claims is greater than two or the current deductible is less than $1,000.00;
otherwise, display No in the cell. Hint: Use a nested IF and OR formula. Do
not use named ranges to represent the data in each column as Excel will use the
entire range when calculating the result instead of the individual cells.
5. Copy the formulas in cells G4 and H4 to the ranges G5:G23 and H5:H23,
respectively. Deselect each range after copying.
6. Save, print, and then close 2-ACPremiumReview.

Assessment Use the HLOOKUP Function
5 1. Open JTutorProgressRpt.
2. Save the workbook with the name 2-JTutorProgressRpt.
3. Make ProgressComments the active worksheet and review the layout of the
lookup table. Notice that the data is organized in rows, with the scores in row
1 and the grade comments in row 2.
4. Select the range A1:G2 and then type GradeTable as the range name.
5. Deselect the range and then make StudentProgress the active worksheet.
6. Create a formula in cell G4 that looks up the student’s total score in the range
named GradeTable and returns the appropriate progress comment.
7. Copy the formula in cell G4 to the range G5:G12. Deselect the range.
8. Save, print, and then close 2-JTutorProgressRpt.
Visual Benchmark
Activity Use Lookup, Statistical, and Math Functions in a Billing Summary
1 1. Open BillHrsOct4to8.
2. Save the workbook with the name 2-BillHrsOct4to8.
3. Review the worksheet shown in Figure 2.1. Use the following information to
create the required formulas. Create range names to use in the formulas where
applicable so readers can easily interpret the formulas:
• In column F, create a formula to look up the attorney’s hourly rate from
the table at the bottom right of the worksheet. The formula should return
results for exact matches only.
• In column G, calculate the legal fees billed by multiplying the billable hours
times the hourly rate.
• In the range J6:J9, calculate the total legal fees billed by each attorney.
• In the range J13:J16, calculate the average hours billed by each attorney.
4. Save, print, and then close 2-BillHrsOct4to8.
Figure 2.1 Visual Benchmark 1

Activity Use Lookup and Logical Functions to Calculate Cardiology Costs
2 1. Open WPMCCardioCosts.
2. Save the workbook with the name 2-WPMCCardioCosts.
3. Range names for this worksheet have already been created. Spend a few
moments reviewing the range names and the cells each name references to
become familiar with the worksheet.
4. Review the worksheet shown in Figure 2.2 and revise your worksheet to match
the one shown by creating formulas using the following information:
• In column G, create a formula to look up the surgery fee in the table at
the bottom of the worksheet. The formula should return results for exact
matches only.
• In column H, insert the cost of the aortic or mitral valve if the cardiac
surgery required a replacement valve; otherwise, place a 0 in the cell.
Hint: The surgery codes for surgeries that include replacement valves are
ART and MRT (for aortic and mitral, respectively). Do not add a named
range to represent the data in the Surgery Code column as Excel will use the
entire range when calculating the result instead of the individual cell.
• In column I, calculate the postoperative hospital cost by multiplying the
number of days the patient was in the hospital by the postoperative cost
per day.
• In column J, calculate the total cost as the sum of the surgery fee, valve
cost, and postoperative hospital cost.
• Calculate the total cost for each column in row 22.
5. Format the numbers as shown in Figure 2.2.
6. Save, print, and then close 2-WPMCCardioCosts.

Case Study
Part Yolanda Robertson, your manager at NuTrends Market Research, has been
1
pleased with your previous work and has assigned you to a project with a new
client. Yolanda is preparing a marketing plan for a franchise expansion for
the owners of Pizza by Mario. The franchise was started in Michigan and has
stores in Ohio, Wisconsin, and Iowa. The owners plan to double the number
of locations within the next two years by expanding into neighboring states.
The owners have provided a confidential franchise sales report to Yolanda in
an Excel file named PBMSales. Yolanda needs your help with Excel to extract
some statistics and calculate franchise royalty payments. With this information,
Yolanda will develop a franchise communication package for prospective
franchisees.
Open the workbook and save it with the name 2-PBMSales. Yolanda has
asked for the following statistics and wants you to read the instructions found
below before you begin:
• A count of the number of stores with sales greater than $500,000
• A count of the number of stores located in Michigan with sales greater than
$500,000
• Average sales for the stores in Detroit
• Average sales for the Michigan stores established prior to 2006
• Total sales for the stores established prior to 2014
• Total sales for the Michigan stores established prior to 2014
Create the formulas above for Yolanda in rows 3 to 16 of columns H and
I. Use column H to provide a description of the statistic and column I for
the formula. Create range names for the data so Yolanda will be able to easily
understand the formula when she reviews the worksheet. You determine the
layout, labels, and other formats for the statistics section. The royalty rate and fee
columns will be completed in Part 2. Save and print the worksheet.
Part In the marketing package for new prospects, Yolanda plans to include sample
2
sales figures and related franchise royalty payments. Pizza by Mario charges each
store a royalty percentage based on its annual sales. As sales increase, the royalty
percentage increases. For example, a store that sells $430,000 pays a royalty of
2% of sales, while a store that sells $765,000 pays a royalty of 5% of sales. A
royalty rate table is included in the worksheet. Create a range name for the table
and then create a lookup formula to insert the correct royalty percentage for each
store in column F. Next, create a formula to calculate the dollar amount of the
royalty payment based on the store’s sales multiplied by the percentage in column
F. Format the royalty percentage and royalty fee columns appropriately. Save the
revised workbook with the name 2-PBMSales2. Print the worksheet.

Part Use the Help feature to learn about the MEDIAN and STDEV functions. Yolanda
3
would like to calculate further statistics in a separate worksheet. Copy the range
A2:E29 to a new sheet, keeping the source column widths, and rename the new sheet
Statistics. Using the sales data in column E, calculate the following statistics:
• Average sales
• Maximum store sales
• Minimum store sales
• Median store sales
• Standard deviation of the sales data
(You determine the layout, labels, and other formats.)
Create one text box below the statistics and write an explanation in the box
to explain what the median and standard deviation numbers mean based on what
you learned by researching in Help. Print the worksheet, making sure that all the
data fits on one page. Save the revised workbook with the name 2-PBMSales3.
Part Choose two states near Michigan, Ohio, Wisconsin, and/or Iowa and find statistics
4
on the internet that Yolanda can use to prepare a marketing plan for expanding
Pizza by Mario into these states. For two cities in each new state, find population
and income statistics. In a new worksheet within the Pizza by Mario franchise
workbook, prepare a summary of your research findings. Rename the new sheet
NewFran. Using named ranges you create and an AVERAGEIF function, calculate
the average of the mean household income for each state. Include in the worksheet
the URLs of the sites from which you obtained your data, in case Yolanda wants to
explore the links for further details. Print the worksheet, making sure that all the
data fits on one page. Save the revised workbook with the name 2-PBMSales4.
Close the workbook.

Microsoft Excel
® ®

CHAPTER
Working with Tables

and Data Features 3
Skills Assessment
Assessment Create and Format a Table
1 1. Open VRSeries.
2. Save the workbook with the name 3-VRSeries.
3. Select the range A4:K29 and create a table. The table has headers.
4. Apply the Purple, Table Style Medium 12 table style (fifth column, second row
in the Medium section).
5. Add a calculated column to the table in column L by completing the following
steps:
a. Type Discount as the column heading in cell L4.
b. Create a formula in the first record that multiplies the price in column J
times the current discount in column K. The formula will copy to the rest of
the rows in the table. Format the new values by applying the Comma format
and specifying two digits after the decimal point.
c. Type Sale Price as the column heading in cell M4.
d. Create a formula in the first record that subtracts the discount in column L from
the price in column J. The formula will copy to the rest of the rows in the table.
e. Adjust the three title rows above the table to merge and center across
columns A through M. Adjust all the column widths using AutoFit.
6. Add banding to the columns, remove banding from the rows, and emphasize the
last column in the table.
7. Add a Total row to the table. Modify the sum function in cell M30 to a function
that calculates the average sale price. Delete the contents of cell A30 and type
Average.
8. The DVD for Doctor Who cannot be located and the manager would like you
to remove the record from the table. Delete the row in the table for the record
with stock number CV-1007.
9. Save, print, and then close 3-VRSeries.
Assessment Use Data Tools

2 1. Open 3-VRSeries.
2. Save the workbook with the name 3-VRSeries-2.
3. Make the following changes:
a. Insert a new blank column to the right of the column containing the combined
season number and number of episodes and change the column headings to
Season No. and Episodes, respectively.
15

b. Split the SeasonNo./Episodes column into two columns (S# and E#). Note: At
the message that pops up, click OK to confirm that there’s already data here and
you want to replace it.
4. Create the following validation rules:
a. A custom format of “CV-”#### has been applied to the stock numbers.
Create a validation rule for the Stock No. column that ensures all new entries
are four characters in length. (With a custom number format, it is not necessary
to include the characters between the quotation marks in the text length.)
b. Type Enter the last four digits of the stock number. as the input message for
the Stock No. column. The title will be the column heading. Use the default
error alert options.
c. Create a drop-down list for the Genre column with Drama, Comedy, Thriller/
Drama, and Horror as the options. Do not enter an input message, and use
the default error alert options.
5. Insert a row above the Average row and then add a record to test the data
validation rules. (Initially enter incorrect values in the Stock No., and Genre
columns to make sure the rules and the messages work correctly.)
Stock No. CV-1026
Title Supernatural
Season No. S11
Episodes E23
Year Aired 2017-18
Genre Horror
DVD Yes
Blu-ray Yes
Download Yes
Multiformat Yes
Price 34.99
Discount (leave blank)
6. Use the Remove Duplicates feature to find and remove any duplicate rows
using Stock No. as the comparison column.
7. Save, print, and then close 3-VRSeries-2.
Assessment Subtotal Records

3 1. Open 3-VRSeries-2.
2. Save the workbook with the name 3-VRSeries-3.
3. Remove the Total row and remove the emphasis from the last column in the table.
4. Convert the table to a normal range.
5. Adjust all the column widths using AutoFit.
6. Sort the list first by genre, then by title, and then by season number. Use the
default sort values and sort order for each level.
7. Using the Subtotal button, add subtotals to the Sale Price column to calculate
the average sale price and to count the number of TV shows by genre.
8. Display the worksheet at level 3 of the outline.
9. Apply bold formatting to only the labels and count and average totals
displaying in the Sale Price column.
10. Show the details for the Comedy and Drama genres.
12. Save and then close 3-VRSeries-3.

Visual Benchmark
Activity Using Table and Data Tools in a Call List
1 1. Open WPMCallList.
2. Save the workbook with the name 3-WPMCallList.
3. Format and apply data tools as required to duplicate the worksheet in
Figure 3.1 using the following information:
• The worksheet has the Blue, Table Style Medium 5 style applied to the table
range.
• Look closely at the sorted order. The table is sorted by three levels using the
fields Designation, Hourly Rate, and Hire Date.
• The shift cost equals the hourly rate times eight hours.
• Use the Text to Columns feature to split the names into two columns.
• Include the Total row and apply the appropriate table style options.
• Apply any other changes necessary so that your table matches Figure 3.1.
4. Save, print, and then close 3-WPMCallList.

Activity Using Subtotals in a Call List
2 1. Open 3-WPMCallList.
2. Save the workbook with the name 3-WPMCallList-2.
3. Create subtotals and view the revised worksheet at the appropriate level to
display as shown in Figure 3.2. (Note that you will have to convert the table
to a range and remove some of the formatting.)
4. Save, print, and then close 3-WPMCallList-2.
Case Study
Part Rajiv Patel, vice-president of NuTrends Market Research, has sent you a file named
1
NuTrendsMktPlans. Save the workbook with the name 3-NuTrendsMktPlans.
The workbook contains client information for the company’s first-quarter
marketing plans for three marketing consultants. Rajiv would like you to improve
the reporting in the file by completing the following tasks:
• Set up the data as a table sorted first by consultant last name and then by the
start date of the marketing campaign, both in ascending order. Rajiv would
prefer that the consultant names be split into two columns.
• Improve the formatting of the dollar values.
• Add a Total row to sum the values in the columns that contain dollar amounts.
• Add formatting to the titles above the table to complement the colors in the
table style you selected.
• Make any other formatting changes you think will improve the appearance of
the worksheet.
Save the workbook. Print the worksheet in landscape orientation with the width
scaled to one page.
Part Rajiv would like statistics for each consultant added to 3-NuTrendsMktPlans.
2
Save the workbook with the name 3-NuTrendsMktPlans-2. Specifically, Rajiv
would like to see the following information:
• The total marketing plan budget values being managed by each consultant, as
well as the total planned expenditures by month
• The average marketing plan budget being managed by each consultant, as well
as the average planned expenditures by month
Rajiv would like a printout that displays only the total and average values for each
consultant, as well as the grand average and grand total. Save the workbook. Print
and then close the worksheet.

Part Rajiv has asked you to modify the report from the file named
3
NuTrendsMktPlans-2. Save the workbook with the name
3-NuTrendsMktPlans-3. Specifically, Rajiv would like to see the following
information:
• Apply bold formatting to the average and total amounts and currency
formatting with no digits after the decimal point.
• Use the group function to hide data in the ClientID, Client, Consultant, and First
Name columns.
• Use the group function to hide data in the Campaign Start Date column.
• Expand the data in the Morenz and Tomascz columns.
Save the workbook. Print the worksheet and then close the workbook.
Part Rajiv is looking for information on current salary ranges for market researchers
4
in the United States. Use the internet to find this information. If possible, find
salary information that is specific to your state for a minimum of three cities or
regions. Find a low salary and a high salary for a market researcher in each city
or region. Input this information in a new workbook and save it with the name
3-NuTrendsSalaryAnalysis. Include in the workbook the website addresses as
hyperlinked cells next to the items about salary ranges. Organize the data in the
workbook as a table. Apply table formatting so the data is attractively presented
and easy to read. Add a Total row and include an Average function to find the
average salary from the three cities. Find a minimum of three and a maximum
of five resources. Save the workbook. Print the worksheet and then close the
workbook.

Microsoft Excel
® ®

CHAPTER
Summarizing and
Consolidating Data 4
Skills Assessment
Assessment Summarize Data in Multiple Worksheets Using Range Names
1 1. Open NADQ1Fees.
2. Save the workbook with the name 4-NADQ1Fees-1.
3. The workbook contains three worksheets showing dental fees earned in January,
February, and March by three dentists at a dental clinic. Create a range name in
cell E12 of each worksheet to reference the total fees earned by each dentist for
the quarter as follows:
a. Type PopovichTotal as the name for cell E12 in the Popovich worksheet.
b. Type VanketTotal as the name for cell E12 in the Vanket worksheet.
c. Type JonesTotal as the name for cell E12 in the Jones worksheet.
4. Make FeeSummary the active worksheet and then type the following label
in cell A6: Quarter 1 fees for Popovich, Vanket, and Jones.
5. Make cell F6 the active cell and create a Sum formula to calculate the total fees
earned by each dentist using the range names created in Step 3.
6. Apply the Accounting format to cell F6 and then AutoFit the width of the
column, if necessary.
7. Print the FeeSummary worksheet.
8. Save and then close 4-NADQ1Fees-1.
Assessment Summarize Data Using Linked External References

2 1. Open PFSalesSum.
2. Save the workbook with the name 4-PFSalesSum.
3. Open PFQ1, PFQ2, PFQ3, and PFQ4.
4. Tile all the open workbooks. Hint: With 4-PFSalesSum as the active workbook,
use the Arrange All button on the View tab.
5. Starting in cell B5 in 4-PFSalesSum, create formulas to populate the cells
in column B by linking to the appropriate source cells in PFQ1. Hint: After
creating the first formula, edit the entry in cell B5 to use a relative reference to
the source cell (instead of an absolute reference) so you can copy the formula in
cell B5 to the range B6:B9.
6. Create formulas to link to the appropriate source cells for the second-, third-,
and fourth-quarter sales.
7. Close the four quarterly sales workbooks. Click Don’t Save if prompted to save
changes.
8. Maximize 4-PFSalesSum.
21

9. Make cell B5 the active cell and then break the link to PFQ1.
11. Save and then close 4-PFSalesSum.
Assessment Summarize Data Using 3-D References

3 1. Open JuneEntries.
2. Save the workbook with the name 4-JuneEntries.
3. With AttendanceSummary the active worksheet, summarize the data in the
three park worksheets using 3-D references as follows:
a. Make cell B7 the active cell and then create a 3-D formula to sum the
attendance values in the three park worksheets for day 1. Copy the formula
into the remaining cells in column B to complete the summary to day 16.
b. Make cell E7 the active cell and then create a 3-D formula to sum the
attendance values in the three park worksheets for day 17. Copy the
formula into the remaining cells in column E to complete the summary to
day 30.
4. Type the label Total Vehicle and Individual Entrances in cell A24 and create a
Sum formula in cell E24 to compute the grand total for the month. Apply the
Comma format with no digits after the decimal point.
5. Print the AttendanceSummary worksheet.
6. Save and then close 4-JuneEntries.
Assessment Summarize Data in a PivotTable and a PivotChart

4 1. Open BillingSummary3Q.
2. Save the workbook with the name 4-BillingSummary3Q.
3. Create a PivotTable in a new worksheet as follows:
a. Display the range named ThirdQ and then insert a PivotTable in a new
worksheet.
b. Add the Attorney LName field as rows.
c. Add the Area field as columns.
d. Sum the Fees Due field.
4. Apply the Light Blue, Pivot Style Medium 9 style (second column, second row
in the Medium section) to the PivotTable.
5. Apply the Comma format with no digits after the decimal point to the values.
Change the width of columns B through H to 13 characters. Remove the Autofit
column widths on update check mark in the PivotTable Options dialog box. Right-
align the Martinez, O’Donovan, Sullivan, Williams, and Grand Total labels in
column A.
6. Name the worksheet PivotTable and then do the following:
a. In cell A1, type Associate Billing Summary. Change the font to 14-point Arial
and apply bold formatting. Merge and center the text across the PivotTable.
b. In cell A2, type October - December 2021. Change the font to 14-point Arial
and apply bold formatting. Merge and center the text across the PivotTable.
c. Change the page layout to Landscape orientation and then print the
PivotTable.
7. Create a PivotChart from the PivotTable using the 3-D Stacked Column chart
type and move the chart to its own sheet named PivotChart.
8. Apply Style 7 (seventh style in the Chart Styles gallery) to the PivotChart.
9. Filter the PivotChart by the attorney name Martinez.
10. Print the PivotChart.
11. Save and then close 4-BillingSummary3Q.

Assessment Filter a PivotTable Using a Slicer and a Timeline
5 1. Open 4-BillingSummary3Q.
2. Save the workbook with the name 4-BillingSummary3Q-5.
3. Click the PivotTable sheet to view the PivotTable.
4. Remove the filter to display all the attorney names.
5. Insert a Slicer pane for the Area field and move the Slicer pane below the
PivotTable.
6. Using the Slicer pane, filter the PivotTable by the Corporate field. Add the
Divorce option.
7. Insert a Timeline pane for the Date field and move the Timeline pane right of
the Slicer pane.
8. Using the Timeline pane, filter the PivotTable for October to November 2021.
9. Print the PivotTable worksheet.
10. Save and then close 4-BillingSummary3Q-5.
Assessment Create and Customize Sparklines

6 1. Open 4-PFSalesSum and enable the content. Do not update the links.
2. Save the workbook with the name 4-PFSalesSum-6.
3. Select the range H5:H9 and insert line-type Sparklines referencing the range
B5:E9.
4. Show the high point on each line.
5. Change the Sparkline color to dark blue (ninth option in the Standard Colors
section).
6. Change the width of column H to 21 characters and type the label Region
Sales by Quarter in cell H4.
7. Change the page layout to Landscape orientation and then print the
worksheet.
8. Save and then close 4-PFSalesSum-6.
Visual Benchmark
Summarize Real Estate Sales and Commission Data
1. Open HROctSales.
2. Save the workbook with the name 4-HROctSales.
3. Create the PivotTable shown in Figure 4.1 in a new worksheet named
PivotTable. Apply the Tan, Pivot Style Light 18 style and set the column
width to 18 characters for all columns. Change the page layout to Landscape
orientation.
4. Create the PivotChart shown in Figure 4.2 in a new worksheet named
PivotChart. Use the 3-D Clustered Column chart type and apply the Style 11
style.
5. Print the PivotTable and PivotChart worksheets.
6. Save and then close 4-HROctSales.

Figure 4.1 Visual Benchmark PivotTable
Figure 4.2 Visual Benchmark PivotChart

Case Study
Part Yolanda Robertson, your manager at NuTrends Market Research, is continuing
1
to work on the franchise expansion plan for the owners of Pizza by Mario.
Yolanda has received a new workbook from the owners with profit information
by store and would like you to summarize the data. Open the workbook
PBMSales&Profits, save it with the name 4-PBMRpt, and review the structure
of the data. Yolanda has asked you to create a PivotTable that provides the average
gross sales and average net income by city and state. You determine how to
organize the layout of the report. Hint: You can add more than one numeric field
to the Values list box. Apply formatting to improve the appearance of the report
and make sure the report prints on one page in portrait orientation. Rename the
worksheet containing the report PivotTable. Save 4-PBMRpt.
Part Yolanda has asked you to create a chart that graphs the average net income data
2
for the state of Michigan. Create a PivotChart in a new sheet named PivotChart
and filter the chart appropriately to meet Yolanda’s request. You determine the
appropriate chart style and elements to include in the chart. Yolanda will use this
chart at an upcoming meeting with the franchise owners and wants it to be of
professional quality. Print the chart. Save the revised workbook with the name
4-PBMRpt-2 and then close the workbook.
Part Open 4-PBMRpt and save it with the name 4-PBMRpt-3. Use the Help feature
3
to find out how to modify a numeric field setting to show values as ranked
numbers from largest to smallest. For example, instead of displaying the average
value next to the city name, you will display the city’s ranking as it compares with
other cities in the same state. Ranking from largest to smallest means the highest
value in the state is ranked as 1. Using the information you have learned in Help,
change the display of the average sales to show the values ranked from largest
to smallest using City as the base field. Remove the Net Income field from the
PivotTable. Remove the Grand Total row at the bottom of the PivotTable. Hint:
Use the Grand Totals button in the Layout group on the PivotTable Tools Design
tab. Make any other formatting changes to the report that you think will improve
its appearance. Print the PivotTable. Save 4-PBMRpt-3.
Part Yolanda has asked you to do some comparison research on another pizza
4
franchise. Use the internet to research the sales and net income of a pizza
franchise you are familiar with. Create a new workbook that compares the
total annual sales and net income values of the pizza franchise you researched
with the Pizza By Mario information in 4-PBMRpt. Provide the URL of
the website from which you obtained the information about the competitor.
Create a PivotTable that presents the comparison data. Save the workbook
with the name 4-PizzaFranchiseComp. Print the comparison data. Close
4-PizzaFranchiseComp.

Excel
Microsoft
®
®
Level 2

Data Files

In this unit, you have learned to apply advanced formatting options such as
conditional formatting and custom number formats; perform advanced sorting
and filtering techniques; create functions that incorporate conditional logic, look
up data, convert text, and calculate financial results; define a table and apply data
management features to a table or list range; consolidate and summarize data; and
present summary information in PivotTables, PivotCharts, and Sparklines.
Assessment Conditionally Format and Filter a Help Desk Worksheet

1 1. Open RSRHelpDesk.
2. Save the workbook with the name U1-RSRHelpDesk.
3. Use the icon set from the Quick Analysis button to apply conditional
formatting to the values in the Priority column.
4. Create a custom format for the values in the Time Spent column. The format
should display a leading zero (that is, a 0 before the decimal point for a value
less than 1), two digits after the decimal point, and the text hrs after each entry
separated by one space from the number (for example, 2.20 hrs, 0.25 hrs, etc.).
5. Create two conditional formatting rules for the values in the Time Spent column
as follows:
a. For all the entries in which the time spent is less than one hour, apply bold
formatting and the Olive Green, Accent 3, Lighter 80% fill color
(seventh column, second row).
b. For all the entries in which the time spent is more than two hours, apply the
Yellow fill color (fourth column, last row).
6. Filter the worksheet by the Yellow fill color applied in the Time Spent column.
8. Clear the filter and filter arrow(s) and then print the worksheet.
9. Save and then close U1-RSRHelpDesk.
27
27-34_BMK365-ExcelL2-U1PA-EOC.indd 27 6/25/19 1:28 PM

Assessment Use Conditional Logic Formulas in a Help Desk Worksheet
2 1. Open U1-RSRHelpDesk.
2. Save the workbook with the name U1-RSRHelpDesk-2.
3. Create range names of your choosing for each of the following ranges:
• A4:E6, which will be used in a lookup formula
• E8:E30 in the Operator ID column
• I8:I30 in the Time Spent column
• J8:J30 in the Status column
4. In cells I5 and I6, create COUNTIF formulas to count the number of active calls
(I5) and the number of closed calls (I6). Use range names in the formulas.
5. Create COUNTIF formulas in cells K3 through K6 to count the calls assigned
to operator IDs 1, 2, 3, and 4, respectively. Use range names in the formulas.
6. Create SUMIF formulas in cells L3 through L6 to calculate the total time
spent on calls assigned to operator IDs 1, 2, 3, and 4, respectively. Use range
names in the formulas. Format the results to display two digits after the
decimal point.
7. Create AVERAGEIF formulas in cells M3 through M6 to find the average
time spent on calls assigned to operator IDs 1, 2, 3, and 4, respectively. Use
range names in the formulas. Format the results to display two digits after the
decimal point.
8. Create the HLOOKUP formula with an exact match in cell G8 to return the
last name of the operator assigned to the call. Use the cell reference for the
operator ID and the range name for the lookup table in the formula.
9. Create the HLOOKUP formula with an exact match in cell H8 to return the
first name of the operator assigned to the call. Use the cell reference for the
operator ID and the range name for the lookup table in the formula.
10. Copy the HLOOKUP formulas in the range G8:H8 into the remaining rows in
the list.
11. Save, print, and then close U1-RSRHelpDesk-2.
Assessment Use Table and Data Management Features in a Help Desk

3 Worksheet
1. Open U1-RSRHelpDesk-2.
3. Format the range A7:J30 as a table using the Sky Blue, Table Style Medium 27
table style.
4. Add a calculated column to the table in column K that multiplies the time
spent times 25. Add the column heading Cost in cell K7. Apply the Comma
format with two digits after the decimal point to the results.
5. Add a Total row to the table. Display totals for columns I and K.
6. Add emphasis to the last column in the table and band the columns instead of
the rows.
7. Create a drop-down list for the Operator ID column that displays entries
1, 2, 3, and 4.
8. The help desk policy states that a help desk operator cannot spend more
than three hours on a call. Any call that requires more than three hours must
be routed to the help desk manager and assigned to another group. Create
a validation rule in the Time Spent column that prevents any value greater
than 3 from being entered. Create appropriate input and error messages.
Note: Ignore the green triangle indicator that may appear in cell I17, which

specifies that the hours should be less than or equal to 3. The green triangle
indicates that the value violates the new validation rule.
9. Type the following two records in the table above the total in row 31:
Date 3/30/2021 Date 3/30/2021
Ticket No. 14424 Ticket No. 14425
Priority 2 Priority 2
Type of Call Email Type of Call Password
Operator ID 3 Operator ID 4
File No. 14424-2-3 File No. 14425-2-4
Time Spent .75 Time Spent .25
Status Active Status Closed
10. Filter the table to display only those calls with a Closed status.
11. Print the filtered list.
12. Filter the worksheet to display only those calls with a Closed status and for
which the type of call was Password.
13. Print the filtered list.
14. Clear both filters.
15. Save, print, and then close U1-RSRHelpDesk-3.
Assessment Add Subtotals to and Outline a Help Desk Worksheet and

4 Apply an Advanced Filter
1. Open U1-RSRHelpDesk-3.
3. Remove the Total row from the table.
4. Convert the table to a normal range. If a structured reference was used to
create the formula in Step 4 of Assessment 3, change the formula in cell K8 to
I8*25. Copy the formula into cell K32.
5. Sort the list first by operator last name, then by operator first name, then by
call priority, and finally by type of call—all in ascending order.
6. Add a subtotal to the list at each change in operator last name to calculate the
total cost of calls by each operator.
7. Display the outlined worksheet at level 2 and then print the worksheet.
8. Display the outlined worksheet at level 3 and then print the worksheet.
9. Remove the subtotals.
10. Apply an advanced filter in place to show the Hardware and Email calls that
are both still active and then print the worksheet.
11. Save and then close U1-RSRHelpDesk-4.
Assessment Use Financial and Text Functions to Analyze Data for a Project
5 1. Open ACLoan.
2. Save the workbook with the name U1-ACLoan.
3. Create formulas to analyze the cost of the loan from Newfunds Trust and
from Delta Capital as follows:
a. In cells C10 and E10, calculate the monthly loan payment from each lender.
b. In cells C12 and E12, calculate the principal portion of the first loan
payment from each lender.
c. In cells C14 and E14, calculate the total loan payment that will be made
over the life of the loan from each lender.

4. In cell E20, return the loan company name for the loan that represents the
lowest total cost to AllClaims Insurance Brokers. Hint: The argument for the
function will reference either cell C4 or cell E4.
5. In cell E21, return the loan application number for the loan company name
displayed in cell E20.
6. Save, print, and then close U1-ACLoan.
Assessment Analyze Sales Using a PivotTable, a PivotChart, and Sparklines

6 1. Open PreBulkSales.
2. Save the workbook with the name U1-PreBulkSales.
3. Select the range A4:I22 and create a PivotTable in a new worksheet as follows:
a. Add the Category field as the report filter field.
b. Add the Distributor field as the rows.
c. Sum the North, South, East, and West sales values.
d. Name the worksheet PivotTable.
4. Apply formatting to the PivotTable to make the data easier to read and
interpret.
5. Insert a Slicer for the Model and show the data for PD-1140, PD-1150, and
PD-1155.
6. Move the Slicer pane under the PivotTable and print the PivotTable and Slicer
pane on one sheet.
7. Create a PivotChart and move it to a separate sheet named PivotChart that
graphs the data from the PivotTable in a 3-D Clustered Column chart.
8. Move the legend to the bottom of the chart.
9. Apply the Style 3 format to the chart.
10. Print the chart.
11. Make Sales the active sheet and then create Sparklines in the range J5:J22 that
show the North, South, East, and West sales in a line chart. Set the width of
column J to 18 characters. Customize the Sparklines by changing the Sparkline
color and adding data points. (You determine which data points to show and
what color to make the points.) Type an appropriate label in cell J4 and add
other formatting that will improve the appearance of the worksheet.
12. Save, print, and then close U1-PreBulkSales.
Assessment Link to an External Data Source and Calculate Distributor Payments

7 1. Open PreDistPymnt.
2. Save the workbook with the name U1-PreDistPymnt.
3. Open U1-PreBulkSales.
4. Save the workbook using the name U1-PreSource.
5. Make the PivotTable worksheet active, remove any filters, delete the Slicer
pane, and then edit the PivotTable fields so that Sum of Total is the only
numeric field displayed in the table.
6. Save U1-PreSource.
7. Arrange the display of the two workbooks vertically.
8. Create linked external references starting in cell D6 in U1-PreDistPymnt to
the appropriate source cells in the PivotTable in U1-PreSource so that the
distributor payment worksheet displays the total sales for each distributor.
Note: Since you are linking to a PivotTable, Excel automatically generates a
GETPIVOTDATA function formula in each linked cell.
9. Close U1-PreSource.
10. Maximize U1-PreDistPymnt.

11. Apply the Comma format with no digits after the decimal point to the range
D6:D8.
12. Precision Design and Packaging pays each distributor a bonus based on the
percentage of sales, depending on the total sales achieved. The percentage for
each category of sales is shown in the following chart:
Sales Percentage
Less than $600,000 1%
Greater than or equal to $600,000
but less than $1,000,000 2%
$1,000,000 and above 4%
Calculate the bonus payment owed for the distributors in the range H6:H8.
Perform the calculation using one of the following two methods. (Choose the
method that you find easiest to use.)
• Create a nested IF or IFS statement.
• Create a lookup table in the worksheet that contains the sale ranges and
three percentage values. Add a column next to each distributor with a
LOOKUP formula to return the correct percentage and then calculate the
payment using total sales times the percentage value.
13. Apply the Comma format with two digits after the decimal point to the range
H6:H8.
14. Type TOTAL in cell B10 and then create formulas in cells D10 and H10 to
calculate the total sales and total payments, respectively. Format the totals and
adjust the column widths as necessary.
15. Write the GETPIVOTDATA formula for cell D6 at the bottom of the
printout.
16. Break the link to the external references and convert the formulas to their
existing values.
17. Save, print, and then close U1-PreDistPymnt.
Writing Activities
and demonstrate an understanding of some of the important Excel features you
have mastered in this unit. Use appropriate word choices and correct grammar,
capitalization, and punctuation when setting up new worksheets. Also make sure
that every label clearly describes the data that is presented.
Activity Create a Worksheet to Track Memberships

1 ViewRite is offering a new membership program to its frequent customers.
Customers will pay an annual membership fee and receive a discount on
downloads based on their membership level. Table U1.1 shows the three
membership levels and discounts.
Table U1.1 Activity 1

Membership Category Annual Fee Discount on Downloads
Gold $45.00 15%
Silver $30.00 12%
Classic $20.00 10%

The manager of ViewRite has asked you to create a worksheet that will be
used as a master list and includes the name of each customer participating in the
membership program, the membership level the customer has paid for, and the
discount the customer will receive. The worksheet should provide in list format
the following information:
• Date annual membership needs to be renewed
• Customer name
• Customer telephone number
• Membership level
• Annual membership fee
• Discount level
Create a worksheet for the membership list. Use a lookup table to populate
the cells containing the membership fee and the discount level. Create a drop-
down list for the cell containing the membership level that restricts the data
entered to the three membership categories. Use a special number format for the
telephone number column so that all the telephone numbers include an area code
and are displayed in a consistent format. Enter a minimum of five sample records
to test the worksheet with your settings.
The ViewRite manager anticipates that approximately 35 customers will
subscribe to the membership program. Format enough rows with the data features
to include at least 35 memberships. Save the completed worksheet with the name
U1-VRMemberships. Print and then close the worksheet.
Activity Create a Worksheet to Log Hours Walked in a

2 Company Fitness Contest
Your company is sponsoring a contest this year to encourage employees to
participate in a walking fitness program during the lunch hour. Participating
employees in the department that logs the most miles or kilometers during
the year will be awarded an expense-paid spa weekend at an exclusive luxury
resort. You work in Human Resources and are in charge of keeping track of
each department’s walking record. Create a worksheet you can use to enter each
department total by month and summarize the data to show the total distance
walked by all participating employees at the end of the year as follows:
• Four departments have signed up for the contest: Accounting, Human
Resources, Purchasing, and Marketing. Create a separate worksheet for each
department.
• Each department will send you a paper copy of its employees’ walking log each
month. You will use this source document to enter the miles or kilometers walked
by day. At the end of each month, you will calculate statistics by department to
show the total distance walked, average distance walked, and number of days
walked by employees during the lunch hour. When calculating the average and
number of days, include only those days on which employees logged a distance.
In other words, exclude from the statistics those days for which employees did
not log any distance. Hint: Consider adding a column that contains Yes or No to
record whether employees participated in the walking program each day to use as
the criteria range.
• Create a summary worksheet that calculates the total miles or kilometers
walked by participating employees in all four departments.
Test your settings by entering at least five days of sample data in each

worksheet. Save the completed workbook with the name U1-FitProgram. Print
the entire workbook and then close the workbook.
Optional: Using the internet or other sources, find information on the
health benefits of walking. Prepare a summary of the information and include
it in a memo to employees that announces the contest. The memo is to be
sent from Human Resources to all departments. Save the memo with the name
U2-FitMemo. Print the memo and then close the file.
Internet Research
Create a Worksheet to Compare Online Auction Listing Fees
You are assisting a friend who is interested in selling a few items on an auction
website. Research at least two online auction sites to identify all the selling and
payment fees associated with selling online. For example, be sure to find out costs
for the following activities involved in an auction sale:
• Listing fees (sometimes called insertion fees)
• Optional features that can be attached to an ad, such as reserve bid fees, picture
fees, listing upgrades, and so on
• Fees paid when the item is sold based on the sale value
• Fees paid to a third party (such as PayPal) to accept a credit card payment
Create a worksheet that compares the fees for the auction websites you
researched. Include for each site two sample transactions and calculate the total
fees that would be paid:
Sample transaction 1: Item sold for $24.99
Sample transaction 2: Item sold for $49.99
• Add optional features to the listing, such as a picture and reserve bid
• Assume in both sample transactions that the buyer pays by credit card using a
third-party service
Based on your analysis, decide which auction site is the best choice from
a cost perspective. Apply formatting to make the worksheet easy to read and
explain your recommendation for the lower-cost auction site. Save the completed
worksheet with the name U1-AuctionAnalysis. Print and then close the
worksheet.

Excel
Microsoft
®
®
Level 2
Unit 2
and the Excel Environment
Chapter 5 Using Data Analysis Features

Chapter 6 Exporting, Importing, and
Transforming Data
Chapter 8 Protecting and Distributing
a Workbook
35

Microsoft Excel
® ®

CHAPTER
Using Data Analysis

Features 5
Skills Assessment
Assessment Convert Columns to Rows, Add Source Cells
1 to Destination Cells, and Filter Data
1. Open CRC.
2. Save the workbook with the name 5-CRC.
3. Copy the range A4:F12, select cell A14, and then paste the data so the columns
become rows and vice versa.
4. Delete rows 4 through 13 (the original rows of source data) from the worksheet.
5. Adjust the merging and centering of the title rows across the top of the
worksheet. Apply bold formatting to the range B4:I4 and AutoFit the width of
each column in the worksheet.
6. Copy the values in the Shipping column and paste them into the Total Cost
column using an Add operation, so that the total cost now includes the
shipping fee.
7. Duplicate the validation rule for the values in the Compact column in the Mid-
size and SUV columns. Hint: Copy the values in the Compact column and paste
only the validation rule to the Mid-size and SUV columns.
8. Save, print, and then close 5-CRC.
Assessment Use Goal Seek

2 1. Open NationalBdgt.
2. Save the workbook with the name 5-NationalBdgt-2.
3. Make cell D8 the active cell and open the Goal Seek dialog box.
4. Find the projected increase for wages and benefits that will make the total
cost of the new budget equal $855,000.
5. Accept the solution that Goal Seek calculates.
6. Save, print, and then close 5-NationalBdgt-2.
37

Assessment Use Scenario Manager
3 1. Open PreCdnTarget.
2. Save the workbook with the name 5-PreCdnTarget.
3. Create scenarios to save various percentage data sets for the four regions
using the following information:
a. A scenario named OriginalTarget that stores the current values in the
range K4:K7.
b. A scenario named LowSales with the following values:
East 0.20
West 0.32
Ontario 0.48
Quebec 0.37
c. A scenario named HighSales with the following values:
East 0.36
West 0.58
Ontario 0.77
Quebec 0.63
4. Show the LowSales scenario and then print the worksheet.
5. Create a scenario summary report that displays cell H18 as the result cell.
6. Print the Scenario Summary sheet.
7. Save and then close 5-PreCdnTarget.
Assessment Create a Two-Variable Data Table

4 1. Open NationalHlpDsk.
2. Save the workbook with the name 5-NationalHlpDsk.
3. Create a two-variable data table that calculates the average cost per call
in the data table for each level of total call minutes logged and at each
average cost per minute.
4. Save, print, and then close 5-NationalHlpDsk.
Assessment Find and Correct Formula Errors

5 1. Open NationalCapital.
2. Save the workbook with the name 5-NationalCapital.
3. Make cell D19 the active cell and use the Trace Error feature to find the
source cell creating the #N/A error.
4. The manager of the Customer Service Department has reported that the
cost of a Pix firewall is $4,720. Enter this data in the appropriate cell to
correct the #N/A error.
5. Remove the tracer arrows.
6. The worksheet contains a logic error in one of the formulas. Find and then
correct the error.
7. Save, print, and then close 5-NationalCapital.

Visual Benchmark
Activity Find the Base Hourly Rate for Drum Lessons
1 1. Open Lessons.
2. Save the workbook with the name 5-Lessons.
3. The current worksheet is shown in Figure 5.1. The hourly rates in the
range B4:B12 are linked to the cell named BaseRate, which is cell B15.
For intermediate lessons and advanced lessons, $4 and $8, respectively, is
added to the hourly base rate.
4. The Drum Studio wants to earn $4,770 per month from teaching lessons
(instead of the current total of $4,298). Use the Goal Seek feature to change
the base hourly rate to the value required to reach the studio’s target.
5. Save, print, and then close 5-Lessons.

Activity Create Scenarios for Drum Lesson Revenue
2 1. Open Lessons.
2. Save the workbook with the name 5-Lessons-2.
3. The Drum Studio has decided to create three models for an increase in the
base hourly rate charged for lessons before deciding which base rate to use
next year. Examine the Scenario Summary report shown in Figure 5.2. Create
three scenarios to save the hourly base rates shown: Low Rate Increase, Mid
Rate Increase, and High Rate Increase.
4. Generate a Scenario Summary report to show the monthly revenue for
each class at the three hourly base rates. Hint: Use the range containing the
monthly revenue as the Result cells.
5. Format the report by changing the fill colors and font colors and adding the
descriptive text in row 7. Use your best judgment in choosing colors that
match those shown in Figure 5.2.
6. Edit the Notes text in cell B20 so the sentence correctly references the
highlighted color for changing cells.
7. Change the page layout to Landscape orientation and then print the Scenario
Summary sheet.
8. Save and then close 5-Lessons-2.
Case Study
Part Yolanda Robertson, your manager at NuTrends Marketing Research, is
1
continuing to work on the marketing information package for prospective
new franchise owners. She has sent you a workbook named PBMStartup. It
contains information on the estimated capital investment required to start a new
franchise, along with estimated sales and profits for the first year. The workbook
calculates the number of months in which a new franchisee can expect to
recoup his or her investment based on estimated sales and profits for the first
year. Yolanda has asked you to use the What-If Analysis tools to find out the
value required for projected sales in year 1 to pay back the initial investment
in 12 months (instead of 17). Accept the proposed solution and then save the
revised workbook with the name 5-PBMStartup. Print the worksheet.

Part After reviewing the printout from Part 1, Yolanda is concerned that the revised
2
sales figure is not attainable in the first year. Before you begin modifying the file,
you decide to keep a copy of the original file intact. Save the workbook with
the name 5-PBMStartup-2. Restore the sales for year 1 to the original value
of $785,000. Yolanda has created the three models for the startup investment
worksheet shown in Table 5.1. She has asked you to set up the worksheet to
save all three models. Hint: Use a comma to separate the two cell references as
the changing cells. Create a report that shows the input variables for each model
and how the model affects the number of months needed to recoup the initial
investment. Print the scenario summary report. Switch to the worksheet and show
the model that reduces the number of months to recoup the initial investment to
the lowest value. Print the worksheet. Save 5-PBMStartup-2.
Table 5.1 Case Study Part 2

Conservative Optimistic Aggressive
$750,000 $805,000 $875,000
20% 22% 18%
Part Yolanda has asked you to check the accuracy of all the formulas in the
3
worksheet before she submits it to the client. Since you did not create this
worksheet, you decide to check if Excel has a feature that navigates to formula
cells automatically so you do not miss any calculated cells. Use the Help feature
to find out how to find and select cells that contain formulas. Based on the
information you learned in Help, select the cells that contain formulas and then
review each formula cell in the Formula bar to ensure the formula is logically
correct. Hint: When the formula cells are selected as a group, press the Enter
key to move to the next formula cell without losing the selection. When you are
finished reviewing the formula cells, type the name of the feature you used in a
blank cell below the worksheet and then print the worksheet. Save the revised
workbook with the name 5-PBMStartup-3.
Part When meeting with prospective franchise owners, Yolanda expects that individuals
4
who do not have excellent credit ratings will find it difficult to raise the money
required for the initial capital investment. Assume that the owners of Pizza by
Mario are willing to finance the initial investment. Search the Internet for the
current lending rate for a secured credit line at the bank at which you have an
account. In a new worksheet within the workbook, document the current loan
rate you found and the URL of the bank website from which you obtained the
rate. Add two percentage points to the lending rate to compensate the owners for
the higher risk associated with financing the startup. Rename the new worksheet
Loan. Create a linked cell in the Loan worksheet to the Total Estimated Initial
Investment in the Startup worksheet. Calculate the monthly loan payment for
a term of five years. Add appropriate labels to describe the data and format the
worksheet as desired to improve its appearance. Save the revised workbook with
the name 5-PBMStartup-4. Print the Loan worksheet.

Microsoft Excel
® ®

CHAPTER
Exporting, Importing,
and Transforming Data 6
Skills Assessment
Assessment Link Data to a Word Document
1 1. Open the Word document HRRptW and use the Save As option to name the
document 6-HRRptW.
2. Open HRSalesByDateByRep.
3. Save the workbook with the name 6-HRSalesByDateByRep.
4. With SalesByDate the active worksheet, link the range A3:G27 to the end of
the Word document HRRptW.
5. Apply narrow margins to the Word document (top, bottom, left, and right set at
0.5 inch).
6. Switch to Excel. Press the Esc key to remove the scrolling marquee and then
deselect the range.
7. Change the value in cell F4 to 525000.
8. Change the value in cell F5 to 212000.
9. Save 6-HRSalesByDateByRep.
10. Switch to Word. Right-click the linked object and then click Update Link at the
shortcut menu.
11. Print the Word document.
12. Break the link in the Word document.
13. Save 6-HRRptW and then exit Word.
14. Save and then close 6-HRSalesByDateByRep.
Assessment Embed Data in a PowerPoint Presentation

2 1. Open HRSalesByDateByRep.
2. Save the workbook with the name 6-HRSalesByDateByRep-2.
3. Make SalesByRep the active worksheet.
4. Display the worksheet at outline level 2 so that only the sales agent names, sale
prices, and commissions display.
5. Create a column chart in a separate sheet to graph the sales commissions earned
by each sales agent. You determine an appropriate chart style, title, and other
chart elements.
6. Open PowerPoint and then open HRPres.
7. Save the presentation using the Save As option with the name 6-HRPres.
8. Paste the chart created in Step 5 on Slide 3 of the presentation. Resize the
chart, if necessary.
43

9. Print the presentation as a handout with three slides displayed horizontally
per page by clicking the File tab, clicking the Print option, clicking the Full Page
Slides option arrow, clicking the 3 Slides option, and then clicking the Print
button.
10. Save 6-HRPres and then exit PowerPoint.
11. Save and then close 6-HRSalesByDateByRep-2.
Assessment Export Data as a Text File

3 1. Open HRSalesByDateByRep.
2. With SalesByDate the active worksheet, export the worksheet as a CSV
(comma delimited) text file named 6-HRSalesByDateByRep.
3. Close 6-HRSalesByDateByRep. Click Don’t Save when prompted to save
changes.
4. Start Notepad and then open 6-HRSalesByDateByRep.
5. Delete the first two lines at the beginning of the file, which contain the title
text from the top of the worksheet. The words that should be deleted begin
with the heading Hillsdale Realtors and end with Commission.
6. Delete the bottom row in the file, which contains the commas and the total
commission value.
7. Print the document.
8. Save 6-HRSalesByDateByRep and then exit Notepad.
Assessment Import Data from Access and a Text File

4 1. Open WFS.
2. Save the workbook with the name 6-WFS.
3. Make cell A6 active in the CPIData worksheet. Import the CPI table from the
Access database NuTrendsCensus into cell A6.
a. Apply Aqua, Table Style Light 17 (fourth column, third row in the Light
section) to the imported cells.
b. Format the values in all the columns except column A to have one digit after
the decimal point.
c. Remove the filter arrows and then center the column headings.
d. If necessary, adjust the column widths to accommodate the data.
5. Print the CPIData worksheet.
6. Make UIRateMI the active worksheet.
7. Make cell A6 active. Import the comma-delimited text file UIRateMI.
8. Make the following changes to the data:
a. Change the width of the columns to 8 characters.
b. Change the page orientation to Landscape.
c. Make any other changes that will enhance the appearance of the worksheet.
9. Print the UIRateMI worksheet.
10. Save and then close the workbook 6-WFS.
Assessment Import and Transform Data

5 1. Open a new blank workbook and save the workbook with the name
6-ClientList.
2. Import and transform the text file ClientListImport as follows:
a. Click the Use First Row as Headers option in the Transform group.
b. Sort the list alphabetically by the Company field.
c. Import the file to the current worksheet in cell A1.

3. Rename the worksheet Clients.
4. Remove the filter button arrows.
5. Apply the White, Table Style Light 8 table (second column, second row in the
Light section) style.
6. Delete the query.
7. Use Flash Fill to separate the contact’s first and last names into two new
columns named FirstName and LastName. Delete the Contact column.
8. Use the CONCAT, RIGHT, LEFT, and LOWER functions to create a new
client ID. Aera Assembly would have the client ID aer-0816. Use columns H
and I to extract the necessary data, insert a new column left of the company
name, and then insert the new ID for each company.
9. AutoFit all the columns. Change the orientation to Landscape and, if
necessary, scale the worksheet to fit on one page.
10. Save, print, and then close 6-ClientList.
Visual Benchmark
Import, Analyze, and Export Population Data
1. Look at the data in the worksheet shown in Figure 6.1. Create this worksheet
by importing the PopByState table from the Access database NuTrendsCensus
into a new worksheet. After being imported, the rows and columns included
in the database table but not shown in the figure were deleted and the filter
arrows removed. In addition, the Light Blue, Table Style Light 2 style has been
applied to the worksheet. Add the title rows at the top of the imported data
and change the title in cell B4 as shown. Use your best judgment to match
other formatting characteristics, such as column width, row height, number
formatting, alignment, and fill color.
2. Rename the worksheet PopulationTable and then print it before continuing to
Step 3.
Figure 6.1 Visual Benchmark PopulationTable Worksheet
Excel Level 2 | Unit 2 Chapter 6 | Exporting, Importing, and Transforming Data 45

3. Select the range A4:B18 and create the chart shown in Figure 6.2 in a new
worksheet with the name PopulationChart. The chart has the Style 3 style
applied. The Rectangle: Rounded Corners option in the Insert Shapes group on
the Chart Tools Format tab was used to insert the source information. Use the
Shape Effects button in the Shape Styles group to apply the shadow. Use your
best judgment to match the other chart options and formatting with those
shown in the figure.
4. Save the workbook with the name 6-PBMPopData.
5. Start Microsoft Word and then open PBMReport. Rename the document
6-PBMReport. Change Student Name on page 1 to your name. Copy and
paste the Excel chart, positioning the chart between the last two paragraphs
on page 2 of the document. Make any formatting adjustments to the chart
that are necessary once the chart has been inserted.
6. Save, print, and then close 6-PBMReport.
7. Close 6-PBMPopData.
Figure 6.2 Visual Benchmark PopulationChart Chart

Case Study
Part Yolanda Robertson, your manager at NuTrends Market Research, has asked
1
you to provide new research data from the US Census Bureau for her Pizza
by Mario franchise expansion project. The franchise expansion is planned for
the states of Illinois, Indiana, and Kentucky. Start a new workbook and set
up three worksheets named with the state names. In each sheet, import the
People Quickfacts table for the state using the IllinoisQF, IndianaQF, and
KentuckyQF data files. Once the data is imported in each worksheet, add an
appropriate title, merged and centered above the imported data, and apply
formatting enhancements to improve the appearance of the worksheets. Delete
the queries. Save the workbook with the name 6-PBMResearch. Print all three
worksheets.
Part To prepare for an upcoming meeting with Mario and Nicola Carlucci of Pizza by
2
Mario, Yolanda has asked you to copy selected information from each state to a
Word document. Open PBMExpansionResearch. Save the document with the
name 6-PBMExpansionResearch. From the Excel workbook you created in Part
1, copy and paste into the Word document the following data for each state. (Do
not include the data in the USA column.) Do not embed or link the data because
the information will not be changed or updated.
Households
Persons per household
Median household income
If the data you imported does not contain these headings, locate and copy
information closely related to the number of households and income for each
state.Right-align the statistical data.
Save, print, and then close 6-PBMExpansionResearch. Close 6-PBMResearch.
Part Yolanda has asked you to research two text functions other than PROPER,
3
UPPER, LOWER, SUBSTITUTE, RIGHT, LEFT, MID, CONCAT, TEXTJOIN,
or LEN. Research two text functions in Excel Help. Using Microsoft Word,
compose a memo to Yolanda that briefly explains how to use each function and
where it would be useful. (Be sure to compose the explanation using your own
words.) Save the memo with the name 6-TextFunctions. Print and then close
6-TextFunctions and then exit Word.
Excel Level 2 | Unit 2 Chapter 6 | Exporting, Importing, and Transforming Data 47

Microsoft Excel
® ®

CHAPTER
Automating Repetitive Tasks

Skills Assessment
Assessment Customize the Excel Environment
1 1. Open BillingsDec17.
2. Save the workbook with the name 7-BillingsDec17.
3. Make the following changes to the display options:
a. Turn off the horizontal scroll bar.
b. Turn off the sheet tabs.
c. Turn off the row and column headers.
d. Turn off the gridlines.
4. Create a screen image of the worksheet with the modified display options and
then paste the image into a new workbook. (Use either the Windows key +
Shift + S and Paste or the Screen Clipping feature [Insert tab, Screenshot
button, Screen Clipping option].) Type your name a few lines below the screen
image.
5. Save the workbook with the name 7-BillingsDisplay.
6. If necessary, change the orientation and print 7-BillingsDisplay on one page
and then close it.
7. Save and then close 7-BillingsDec17.
Assessment Create Custom Views

2 1. Open BillingsDec17.
2. Save the workbook with the name 7-BillingsDec17-2.
3. Select the range A4:I23 and custom sort the cells in ascending order by attorney
name and then by client last name.
4. With the range A4:I23 still selected, turn on filter arrows.
5. Deselect the range and then filter the Attorney column to show only those rows
with attorney Kyle Williams.
6. Press Ctrl + Home and create a custom view named Williams to save the filter
settings.
7. Clear the filter in the Attorney column.
8. Filter the list by the attorney name Marty O’Donovan.
9. With cell A1 still selected, create a custom view named O’Donovan to save the
filter settings.
10. Clear the filter in the Attorney column.
11. Create a custom view named Martinez by completing steps similar to those in
49

Steps 8 and 9 and then clear the filter from the Attorney column.
12. Create a custom view named Sullivan by completing steps similar to those in
Steps 8 and 9 and then clear the filter from the Attorney column.
13. Show the O’Donovan view and then print the workbook.
14. Save and close 7-BillingsDec17-2.
Assessment Create Macros and Save as a Macro-Enabled Workbook

3 1. At a new blank workbook, create the following two macros:
a. Create a macro named Landscape that changes the page orientation to
Landscape, sets custom margins (top = 1 inch; bottom, left, and right =
0.5 inch), and centers the worksheet horizontally. Assign the macro to the
keyboard shortcut Ctrl + Shift + Q. Enter an appropriate description that
includes your name and the date the macro was created.
b. Create a macro named Ion that applies the Ion theme and turns off the
display of gridlines in the active worksheet. Assign the macro to the
keyboard shortcut Ctrl + t. Enter an appropriate description that includes
your name and the date the macro was created.
2. Save the workbook as a macro-enabled workbook named MyMacros-
StudentName, with your name substituted for StudentName.
3. Leave MyMacros-StudentName open for the next assessment.
Assessment Run Macros

4 1. Open NationalCS.
2. Save the workbook with the name 7-NationalCS.
3. Press Ctrl + t to run the Ion macro.
4. Press Ctrl + Shift + Q to run the Landscape macro.
5. Save, print, and then close 7-NationalCS.
6. Close MyMacros-StudentName.
Assessment Create Macros and Save as a Macro-Enabled Workbook

5 1. Open 7-NationalCS.
2. Create the following two macros within the current workbook:
a. Create a macro named FormulaBarOff that turns off the display of the Formula
bar. Assign the macro to the keyboard shortcut Ctrl + Shift + M. Enter an
appropriate description that includes your name and the date the macro was
created.
b. Create a macro named FormulaBarOn that turns on the display of the
Formula bar. Assign the macro to the keyboard shortcut Ctrl + Shift + B.
Enter an appropriate description that includes your name and the date the
macro was created.
3. Test each macro to make sure the keyboard shortcut runs the correct commands.
4. Assign the FormulaBarOn macro to a button placed in cell A19 and assign the
FormulaBarOff macro to a button placed in cell A21. Add appropriate text to
each button.
5. Save the revised workbook as a macro-enabled workbook with the name
7-NationalCS-5.
6. Close 7-NationalCS-5.

Assessment Print Macros
6 1. Open 7-NationalCS-5 and enable the content.
2. Open the Macro dialog box and edit the FormulaBarOff macro.
3. At the Microsoft Visual Basic for Applications window with the insertion
point blinking in the code window, click the File tab on the Menu bar and
then click Print. At the Print - VBAProject dialog box, click OK. Note: The
FormulaBarOn macro code will also print, since both macros are stored within
the VBAProject.
4. Click File on the Menu bar and then click Close and Return to Microsoft Excel.
5. Close 7-NationalCS-5.
6. Open MyMacros-StudentName and enable the content.
7. Open the Macro dialog box and edit the Landscape macro.
8. At the Microsoft Visual Basic for Applications window with the insertion
point blinking in the code window, click the File tab on the Menu bar and
then click Print. At the Print - VBAProject dialog box, click OK. Note: The Ion
macro code will also print, since both macros are stored within the VBAProject.
9. Click File on the Menu bar and then click Close and Return to Microsoft Excel.
10. Close MyMacros-StudentName.
Assessment Create and Use a Template

7 1. Open 7-BillingsDec17 and then turn on the display of row and column headers.
2. Make the following changes to the workbook:
a. Select and delete all the data below the column headings in row 4.
b. Delete the text in cell A3.
c. Change the subtitle in cell A2 to Associate Weekly Billing Summary.
3. Save the revised workbook as a template named Billings-StudentName, with
your name substituted for StudentName.
4. Close Billings-StudentName.
5. Start a new workbook based on the Billings-StudentName template.
6. Type December 20 to 24, 2021 in cell A3.
7. Enter the two billings shown in Table 7.1.
8. Save the worksheet as an Excel workbook named 7-Billings.
9. Print and then close 7-Billings.
10. Copy Billings-StudentName from the [c:]\Users\username\Documents\
Custom Office Templates folder to the EL2C7 folder on your storage medium.
Close the File Explorer window.
Table 7.1 Assessment 7

Last First Billable
File Client Date Name Name Attorney Area Hours Rate
IN-774 10665 12/20/2021 Rankin Jan Maureen Insurance 4.50 200.00
Myers
EP-895 10996 12/20/2021 Knox Velma Rosa Estate 3.50 200.00
Martinez

Visual Benchmark
Activity Customize the Ribbon
1 1. Create a custom tab that includes the groups and buttons shown in Figure
7.1. Substitute your name for Student Name in the tab. All the buttons can be
located using the All Commands list box. Note that the combo box is the Combo
Box (Form Control) command and the list box is the List Box (Form Control)
command.
2. Insert a screen image in a new workbook that shows the ribbon with the
custom tab displayed in Microsoft Excel. Type your name a few lines below
the screen image.
3. Save the workbook with the name 7-MyRibbon.
4. Print and then close 7-MyRibbon.
5. Remove the Student Name tab.
Activity Create a Custom Template

2 1. Create a custom template that can be used to generate a sales invoice similar
to the one shown in Figure 7.2. Use your best judgment to match the column
widths, row heights, and color formatting. The font used in cell A1 is 36-point
Footlight MT Light and the font Garamond is used for the remaining cells
(18-point in cell A2 and 12-point elsewhere). Substitute an appropriate online
picture if the one shown is not available on the computer you are using. The
image VB-MusicNotes may also be accessed from the student data files.
(Recall that a template should contain only text, formulas, and formatting
that does not change from one workbook to another.) The check box should
be inserted using a form control.
2. Save the workbook as a template with the name 7-AudennitaSalesInv.
3. Using the template, fill out a sales invoice using the data shown in Figure 7.2.
4. Save the completed invoice with the name 7-AudennitaInvToVanderwyst.
5. Print the invoice and then close 7-AudennitaInvToVanderwyst.
6. Make a copy of the custom template and save the copy to your storage
medium in the EL2C7 folder.

Case Study
Part Yolanda Robertson, your manager at NuTrends Market Research, would like
1
you to help her become more efficient by creating macros for the frequently
performed tasks in the list below. To share the macros with colleagues in
the office, you decide to save all of them in a macro-enabled workbook
named 7-NuTrendMacros. Rename Sheet1 as MacroDocumentation. Provide
documentation for each macro in the workbook by typing its name, the
keyboard shortcut assigned to it, and a description of the actions it performs.
This documentation will assist your colleagues in using the macros in the file.
For example, in column A, type the name of the macro; in column B, type the
keyboard shortcut for the macro; and in column C, enter a description of the
actions the macro performs.
Create a separate macro for each of the following tasks. At the Record Macro
dialog box, type your name and the current date in the Description text box for
each macro.
• Set the width of the active column to 16 characters.
• Apply conditional formatting to highlight the top 10 in a selected list. Accept
the default formatting options.
• Apply the Accounting format with no digits after the decimal point.
• Create a footer that prints your name centered at the bottom of the worksheet.
Print the MacroDocumentation worksheet. Open the Macro dialog box and then
edit the first macro. At the Microsoft Visual Basic for Applications window, print
the macros in the VBAProject. Close the Visual Basic for Applications window to
return to the worksheet. Save 7-NuTrendMacros.

Part Yolanda has received the file PBMNewFranchiseRev from Nicola Carlucci
2
of Pizza by Mario. She has asked you to format the workbook using the
macros created in Part 1. Open the workbook and save it using the name
7-PBMNewFranchiseRev. Run each macro created in Part 1 using the following
information:
• Set the widths of all the columns except column C to 16 characters.
• Run the number formatting and conditional formatting macros with the values
in column E selected.
• Run the footer macro.
Print the worksheet. Save and then close 7-PBMNewFranchiseRev. Close
7-NuTrendsMacros.
Part Yolanda would like to customize the Quick Access Toolbar but finds it
3
cumbersome to use the Excel Options dialog box to locate commands. Use Excel
Help to learn how to add a button to the Quick Access Toolbar directly from the
ribbon. Test the information you learned by adding two buttons of your choosing
to the Quick Access Toolbar using the ribbon. For example, add the Orientation
button from the Page Layout tab and the New Comment button from the Review
tab. Using Microsoft Word, compose a memo to Yolanda that describes the
steps for adding a button to the Quick Access Toolbar directly from the ribbon.
Below the memo text, insert a screen image of the Quick Access Toolbar in
Excel that displays the buttons you added. Save the Word memo with the name
7-CustomizeQATMemo. Print 7-CustomizeQATMemo and then exit Word.
Remove the two buttons you added to the Quick Access Toolbar.

Microsoft Excel
® ®

CHAPTER
Protecting and Distributing

a Workbook 8
Skills Assessment
Assessment Enter and Display Workbook Properties
1 1. Open NationalLicenses.
2. Save the workbook with the name 8-NationalLicenses.
3. Type the following text in the appropriate workbook property boxes:
Add an author Wendy Cheung
Title MSO 365 License Chargeback
Subject Journal entry by department
Categories JE supporting document
Status Posted
Comments Audit worksheet for Office 365 site license
with internal chargebacks
4. Remove the existing author, Paradigm.
5. Save and then close 8-NationalLicenses.
Assessment Protect an Entire Worksheet and Add a Password to a Workbook

2 1. Open 8-NationalLicenses.
2. Save the workbook with the name 8-NationalLicenses-2.
3. Protect the worksheet using the password eL2-8 to unprotect.
4. Add the password eL2-8 to open the workbook.
5. Save and then close 8-NationalLicenses-2.
6. Open 8-NationalLicenses-2 and test the password.
7 Close 8-NationalLicenses-2.
Assessment Unlock Cells and Protect a Worksheet and

3 Protect a Workbook Structure
1. Open PreMfgTargets.
2. Save the workbook with the name 8-PreMfgTargets.
3. Select the range C4:F21 and unlock the cells.
4. Deselect the range and then protect the worksheet using the password eL2-8 to
unprotect.
5. Protect the workbook structure to prevent users from inserting, deleting, or
renaming sheets using the password eL2-8 to unprotect.
6. Save and then close 8-PreMfgTargets.
55

Assessment Prepare a Workbook for Distribution
4 1. Open HR2021Sales.
2. Save the workbook with the name 8-HR2021Sales.
3. Run the Accessibility Checker and correct any issues in the Errors section.
Also make any changes needed in response to the Hard-to-read Text Contrast
warning. Close the Accessibility Checker task pane.
4. Display the Info backstage area and show all the properties. Read the
information in the Author, Title, and Subject property text boxes. Open
the Advanced Properties dialog box and then read the information on the
Statistics and Custom tabs. Close the Properties dialog box. Click the Back
button and then click the Review tab.
5. Turn on the display of all notes and then read the notes that appear.
6. Change to Page Layout view and check for a header or footer in the workbook.
7. Use the Document Inspector to check the workbook for private data and
hidden information. Leave all the options selected at the Document Inspector
dialog box.
8. Remove all the items that display with red exclamation marks and then close
the dialog box.
9. Click the Review tab, click the Show All Notes option to turn it off, and then
switch to Normal view.
10. Click the File tab and then click the Info option. Click the hyperlink to allow
information to be saved in the file. With the Info backstage area displayed
and showing all the properties, paste a screen image into a new Word
document using the Windows key + Shift + S with Paste or the Screenshot
feature. Type your name a few lines below the screen image. Print the Word
document and then exit Word without saving.
11. Run the Compatibility Checker to check for loss of functionality or fidelity
in the workbook if saved in an earlier Excel version. Save the Compatibility
Report to a new sheet and then print the Compatibility Report sheet on one
page.
12. Mark the workbook as final.
13. Close 8-HR2021Sales.
Assessment Prepare and Distribute a Workbook

5 1. Open 8-HR2021Sales.
2. Save the workbook with the name 8-HR2021Sales-5.
3. Click the Edit Anyway button.
4. Publish the workbook as a PDF file with the name 8-HR2021Sales-5.
5. Publish the worksheet as a web page with the name 8-HR2021Sales-5 and
with the title Hillsdale Realtors.
6. Save and then close 8-HR2021Sales-5.
Assessment Import an XML file

6 1. Open 8-PreMfgTargets using the password eL2-8.
2. Save the workbook with the name 8-PreMfgTargets-6.
3. Unprotect the workbook structure with the password eL2-8.
4. Import the XML file named supplier. Rename the sheet as Suppliers.
5. Format the table so that it will pass an accessibility check.
6. Print the Suppliers worksheet.
7. Save and then close 8-PreMfgTargets-6.

Visual Benchmark
Import, Analyze, and Export Population Data
1. Create the schema and map the data in the NuTrendsPopByState workbook
to generate the XML file shown in Figure 8.1. Use ntschema as the start of
the schema.
2. Print and then close ntschema.
3. Ensure that the table created in the NuTrendsPopByState workbook passes
review by the Accessibility Checker.
4. Export the data as an XML file and save it with the name 8-NuTrendsPop.
Open 8-NuTrendsPop, print the first page, and then close the file.
5. Save and then close 8-NuTrendsPopByState.
Figure 8.1 Visual Benchmark XML File
Case Study
Part Yolanda Robertson, your manager at NuTrends Market Research, is working
1
with Nicola Carlucci of Pizza by Mario on a workbook with projected franchise
startups for 2021. The workbook is currently in draft format in a file named
PBMNewFranchises. Open the workbook and save the document as
8-PBMNewFranchises. Add an appropriate title and subject to the workbook’s
properties and include a comment to explain that the draft workbook was
created in consultation with Nicola Carlucci. Yolanda has asked for your assistance
with protecting the workbook to prevent accidental data modifications or erasures
when the workbook is shared with others. Yolanda and Nicola have agreed that
the city, state, and store numbers should be protected; however, the month a new
store is planned to open and the names of prospective franchisees can change.
Yolanda and Nicola have agreed on the following passwords:
• Password to unprotect the worksheet is eL2-CS1.
• Password to open the workbook is eL2-CS1.

Part Open 8-PBMNewFranchises and save it with the name 8-PBMNewFranchises-2.
2
Unprotect the worksheet using the password eL2-CS1. Yolanda has asked you
to save the workbook as a web page. Use Excel Help to research the different
options in the Browser View Options dialog box. Also search the internet for
at least two web-hosting providers. Using Microsoft Word, compose a memo to
Yolanda that briefly explains the options in the Browser View Options dialog box
in Excel. (Be sure to compose the explanation using your own words.) Include in
the memo the URLs of the two web-hosting providers you visited and add your
recommendation for the provider you want to use. Save the memo with the name
8-WebMemo. Print and then close 8-WebMemo and then exit Word. Close
8-PBMNewFranchises-2.
Part Open 8-PBMNewFranchises-2 and save it with the name 8-PBMNewFranchises-3.
3
Unprotect the workbook using the password eL2-CS1. Yolanda has asked you to
save the workbook as an XML file. Create the schema, map the worksheet, and
then export the file. Save the schema with the name pbmschema and the XML file
with the name 8-PBMXML. Open, print, and then close 8-PBMXML. Modify the
table style in the Startups worksheet to match the colors in the heading rows. Save
and then close 8-PBMNewFranchises-3.
Part Mario Carlucci, owner of Pizza by Mario, has commented that the password
4
to open the workbook is not intuitive for him and that he has had trouble
remembering it. He wants to change the workbook password to something more
user friendly, such as Target21. Yolanda and Nicola chose the passwords being
used in the workbook carefully based on their understanding of strong passwords
that are difficult for unauthorized users to crack. Yolanda has asked you to assist
in preparing a training package that will educate Mario on strong passwords.
Conduct research on the internet to find guidelines for creating strong passwords.
Based on what you learn, create a document in Microsoft Word that highlights
the components of a strong password. Include a table of do’s and don’ts for
creating strong passwords in a user-friendly, easy-to-understand format for Mario.
Finally, provide a minimum of three examples that show how to improve weak
passwords and make them stronger passwords. Include a suggestion for how to use
the phrasing technique to create strong passwords so they are easier to remember.
Save the document with the name 8-PBMPasswords. Print and then close
8-PBMPasswords.

Excel
Microsoft
®
®
Level 2

Data Files

In this unit, you learned to use features in Excel that facilitate performing “What
if?” analyses, identifying relationships between worksheet formulas, collaborating
with others by protecting workbooks, and automating repetitive tasks using
macros. You also learned how to customize the Excel environment to suit your
preferences and to integrate Excel data by importing it from and exporting it to
external sources. Finally, you learned how to prepare and distribute a workbook to
others by removing items that are private or confidential, marking the workbook
as final, checking for features incompatible with earlier versions of Excel, and
saving and sending a worksheet in various formats.
Assessment Use Goal Seek and Scenario Manager to Calculate

1 Investment Proposals
1. Open HillsInvtPlan.
2. Save the workbook with the name U2-HillsInvtPlan.
3. Use Goal Seek to find the monthly amount the client must contribute to
increase the projected value of the plan to $65,000 at the end of the term.
Accept the solution that Goal Seek calculates.
4. Assign the range name AvgReturn to cell E8.
5. Create three scenarios for changing cell E8 as follows:
Scenario name Return rate
Moderate 5.5%
Conservative 4.0%
Aggressive 12.5%
6. Apply the Aggressive scenario and then print the worksheet.
7. Change the investment return rate of the Moderate scenario to 8.0% and
then apply the scenario.
8. Create and then print a scenario summary report.
9. Save and then close U2-HillsInvtPlan.
59

Assessment Calculate Investment Outcomes for a Portfolio Using a Two-Variable
2 Data Table
1. Open HillsResearchInvtTbl.
2. Save the workbook with the name U2-HillsResearchInvtTbl.
3. Create a two-variable data table that calculates the projected value of the
investment plan at the end of the term for each monthly contribution
payment and at each interest rate in the range A11:G20.
4. Apply the Comma format to the projected values in the table and adjust the
column widths as necessary.
5. Make cell E8 active and display precedent arrows.
6. Make cell A11 active and display precedent arrows.
7. Remove the arrows.
8. Save, print, and then close U2-HillsResearchInvtTbl.
Assessment Solve an Error and Check for Accuracy in Investment

3 Commission Formulas
1. Open HillsModPortfolio.
2. Save the workbook with the name U2-HillsModPortfolio.
3. Solve the #VALUE! error in cell E19. Use formula auditing tools to help find
the source cell that contains the invalid entry.
4. Check the logical accuracy of the formula in cell E19 by creating proof
formulas below the worksheet as follows:
a. In row 21, calculate the amount from the customer’s deposit that is
deposited into each of the six funds based on the percentages in column
B. For example, in cell B21, create a formula to multiply the customer’s
deposit in cell B19 ($5,000.00) by the percentage recommended for
investment in the DW Bond fund in cell B5 (40%). Create similar formulas
for the remaining funds in the range C21:G21.
b. In row 22, multiply the amount deposited to each fund by the commission
rate for the fund. For example, in cell B22, create a formula to multiply
the value in cell B21 ($2,000.00) by the commission rate paid by the DW
Bond fund in cell B17 (1.15%). Create similar formulas for the remaining
funds in the range C22:G22.
c. In cell B23, use the SUM function to calculate the total of the
commissions for the six funds in the range B22:G22.
d. Add appropriate labels next to the values created in rows 21 through 23.
5. Save, print, and then close U2-HillsModPortfolio.
Assessment Export a Chart and Prepare and Distribute an Investment

4 Portfolio Worksheet
1. Open U2-HillsModPortfolio. If a security warning appears, enable the
content.
2. Save the workbook with the name U2-HillsModPortfolio-4.
3. Start Microsoft PowerPoint and then open HillsPortfoliosPPT.
4. Save the presentation with the name U2-HillsPortfoliosPPT.
5. Copy the pie chart from the Excel worksheet and paste it into Slide 7 in the
PowerPoint presentation.
6. Resize the chart on the slide and edit the legend, if necessary, to make the
chart consistent with the other charts in the presentation.

7. Print the PowerPoint presentation as a handout with nine slides printed
horizontally on the page.
8. Save U2-HillsPortfoliosPPT and then exit PowerPoint.
9. Deselect the chart in the Excel worksheet.
10. Inspect the document, leaving all the items checked at the Document Inspector
dialog box.
11. Remove all the items that display with red exclamation marks. Close the
dialog box. Click the hyperlink to have all the information saved in your file.
12. Mark the workbook as final. Click OK if the privacy warning message box
reappears.
13. Export the workbook as an XPS document. Save the file with the name
U2-HillsModPortfolioXPS.
14. Display the Info backstage area and make sure all the properties are visible.
Take a screenshot and paste it into a new Word document. Type your name a
few lines below the image, print the document, and then exit Word without
saving.
15. Save and then close U2-HillsModPortfolio-4.
Assessment Import Investment Clients into a Workbook

5 1. Import the Hillsdale clients from the HillsClients database into a new
workbook. Save the workbook with the name U2-HillsClients.
2. Edit the query to sort the clients by company name and have the clients’ first
and last names split into two columns. You decide the names of the columns.
3. Use text functions to create new customer IDs that are made up from parts
of each customer’s last and first names, postal code, and phone number. For
example, Carol-Anne Brown’s ID would be BROWC-74563. Place the new ID
to the left of the company name. It should be part of the table.
4. Run the Accessibility Checker and fix any problems that are identified.
5. Modify the workbook so that it prints on one page and then print the workbook.
6. Save and then close U2-HillsClients.
Assessment Automate and Customize an Investment Portfolio Workbook

6 1. Open U2-HillsModPortfolio-4.
2. Allow for editing in the workbook.
3. Display the Custom Views dialog box. Add a new custom view named
ModeratePortfolioOriginalView.
4. Create two macros to be stored in the active workbook as follows:
a. Create a macro named CustomDisplay that applies the Integral theme and
turns off the display of gridlines and row and column headers in the current
worksheet. Assign the macro to the keyboard shortcut Ctrl + Shift + T.
Enter an appropriate description that includes your name and the date the
macro was created.
b. Create a macro named CustomHeader that prints the text Private and
Confidential at the left margin in the header. Assign the macro to the
keyboard shortcut Ctrl + Shift + H. Enter an appropriate description that
includes your name and the date the macro was created.
5. Test the macros by opening U2-HillsInvtPlan. Make InvestmentPlanProposal
the active worksheet and then run the two macros created in Step 4. View the
worksheet in the Print backstage area. Close the Print backstage area and then
close U2-HillsInvtPlan without saving the changes.

6. Print the VBA program code for the two macros and then close the Microsoft
Visual Basic for Applications window and return to Excel.
7. Create a custom view named ModeratePortfolioTemplateView.
8. Save the revised workbook as a macro-enabled workbook with the name
U2-HillsModPortfolio-6.
10. Display the Custom Views dialog box. Paste a screenshot of the worksheet
with the Custom Views dialog box open into a new Word document. Type
your name a few lines below the image, print the document, and then exit
Word without saving.
11. Close the Custom Views dialog box and then save and close
U2-HillsModPortfolio-6.
Assessment Create and Use an Investment Planner Template

7 1. Open U2-HillsResearchInvtTbl.
a. Change the label in cell A3 to Investment Planner.
b. Change the font color of cell A11 to White. This will make the cell appear
to be empty. (You want to disguise the entry in this cell because displaying
the value at the top left of the data table may confuse Hillsdale customers.)
c. Clear the contents of the range E5:E7.
d. Protect the worksheet so that editing is allowed only in the range E5:E7.
Assign the password eL2-U2 to unprotect the worksheet.
3. Save the revised workbook as a template with the name
HillsInvPlan-StudentName, substituting your name for StudentName.
4. Close HillsInvPlan-StudentName.
5. Start a new workbook based on the HillsInvPlan-StudentName template.
6. Type the following information in the appropriate cells:
Monthly contribution: -475
Number of years to invest: 5
Forecasted annual investment return rate: 4.75%
7. Save the workbook as an Excel workbook with the name U2-HillsInvPlan-7.
8. Print and then close U2-HillsInvPlan-7.
9. Copy the template created in this assessment to the EL2U2 folder on your
storage medium.
Assessment Protect a Confidential Investment Portfolio Workbook

8 1. Open U2-HillsModPortfolio-6.
2. Save the workbook with the name U2-HillsModPortfolio-8.
3. Show the ModeratePortfolioOriginalView.
4. Protect the worksheet to allow editing only in cell B19. Assign the password
eL2-U2 to unprotect the worksheet.
5. Encrypt the workbook with the password eL2-U2.
7. Test the security features added to the workbook by opening
U2-HillsModPortfolio-8 using the password created in Step 5. Try to
change one of the values in the range B5:B10 and in the range B17:G17.
8. Make cell B19 active and then change the value to 10000.

Writing Activity
The following activity gives you the opportunity to practice your writing skills
and demonstrate an understanding of some of the important Excel features you
have mastered in this unit. Use appropriate word choices and correct grammar,
capitalization, and punctuation when setting up new worksheets. Labels should
clearly describe the data that is presented.
Create a Computer Maintenance Form Template

The Computing Services Department of National Online Marketing Inc. wants to
create a computer maintenance template that Help Desk employees will complete
electronically and save to a document management server. This system will make
it easy for a technician to check the status of any employee’s computer from
any location within the company. Help Desk employees perform the following
maintenance tasks at each computer twice annually:
• Delete temporary internet files
• Delete temporary document files that begin with a tilde (~)
• Update hardware drivers
• Reconfirm all serial numbers and asset records
• Have the employee change his or her password
• Check that automatic updates for the operating system are active
• Check that automatic updates for virus protection are active
• Confirm that automatic backup to the computing services server is active
• Confirm that the employee is archiving all email messages
• Clean the computer’s screen, keyboard, and system unit
In a new workbook, create a template that can be used to complete the
maintenance form electronically. The template should include fields for the
following information: the asset ID number for the workstation, the department in
which the computer is located, the name of the employee using the computer, the
name of the technician performing the maintenance, and the date the maintenance
is performed. In addition, include a column that provides a drop-down list with
these options next to each task: Completed, Not Completed, and Not Applicable. Next
to this column, include a column in which the technician can type notes. At the
bottom of the template, include a text box and type the following message in it:
Save using the file naming standard CM-StationID##-yourinitials, where
## is the asset ID. Example: CM-StationID56-JW
Protect the worksheet, leaving unlocked the cells that the technician will fill in
during a maintenance visit. Do not include a password for unprotecting the sheet.
Save the template with the name NationalCMForm-StudentName, substituting
your name for StudentName. Start a new workbook based on the custom template.
To test the organization and layout of the template, fill out a form as if you are a
technician working on your own computer. Save the completed form as an Excel
workbook with the name U2-Act1-NationalCMForm. Print the form scaled to fit
on one page. Copy NationalCMForm-StudentName to your storage medium.

Internet Research
Activity Apply a What-If Analysis to a Planned Move
1 Following graduation, you plan to move out of the state/province for a few years to
live on your own. To help you plan this move, create a new workbook to develop
a budget for expenses in the first year. Research typical rents for apartments in the
city in which you want to find your first job. Estimate other living costs in the city,
including transportation, food, entertainment, clothes, telephone, cable/satellite,
cell phone, internet, and so on. Calculate total living costs for an entire year.
Also research annual starting salaries for your chosen field in the same area.
Estimate the take-home pay at approximately 70% of the annual salary you decide
to use. Using the take-home pay and the total living costs for the year, calculate
whether you will have enough money to cover your expenses.
Assume that you want to save money to go on a vacation at the end of the
year. Use Goal Seek to find the take-home pay you need to earn to have $2,000
left over at the end of the year. Accept the solution that Goal Seek provides and
then create two scenarios in the worksheet as follows:
• A scenario named LowestValues, in which you adjust each value down to the
lowest amount you think is reasonable
• A scenario named HighestValues, in which you adjust each value up to the
highest amount you think is reasonable
Apply each scenario and notice the effect it has on the amount left over at the
end of the year. Display the worksheet in the HighestValues scenario and then
create a scenario summary report. Print the worksheet, applying print options
as necessary to minimize the pages required. Print the scenario summary
report. Save the workbook as U2-MyFirstYearBudget and then close the file.
Activity Research and Compare Smartphones

2 You work for an independent marketing consultant who travels frequently for
work in North America and Europe. The consultant, Lindsay Somers, would
like to purchase a smartphone. While traveling, she will use the phone for
conference calls, email, web browsing, text messaging, and modifying PowerPoint
presentations, Word documents, and Excel worksheets. Using the internet, research
the latest smartphones from three different manufacturers. Prepare a worksheet
that compares the three smartphones, organizing the information so the main
features are shown along the left side of the page by category and the different
phones’ specifications for these features are set in columns. At the bottom of each
column, provide the hyperlink to the phone’s specifications on the web.
Based on your perception of the best value, select one of the phones and use
a comment box in the worksheet to recommend the phone to Lindsay. In the
comment box, provide a brief explanation of why you chose this phone. Make sure
all the comments display in the worksheet. Save the worksheet with the name
U2-Smartphones. Publish the worksheet as a single file web page, accepting
the default file name and changing the page title to Smartphone Feature and Price
Comparison. Print the web page from the Microsoft Edge window. Close Microsoft
Edge and then close U2-Smartphones.

Job Study
Prepare a Wages Budget and Link the Budget to a Word Document
You work at a small, independent long-term care facility named Gardenview Place
Long-Term Care. As the assistant to the business manager, you are helping to
prepare next year’s hourly wages budget. Create a worksheet to estimate next
year’s hourly wage expenses using the average wage costs in Table U2.1 and the
following information about hourly paid workers:
• The facility runs three 8-hour shifts, 7 days per week, 52 weeks per year:
6 a.m. to 2 p.m., 2 p.m. to 10 p.m., and 10 p.m. to 6 a.m.
• Each shift requires two registered nurses, four licensed practical nurses, and two
healthcare aid workers.
• On each shift, one of the registered nurses is designated as the charge nurse and
is paid a premium of 15% his or her regular hourly rate.
• The shifts from 6 a.m. to 2 p.m. and 2 p.m. to 10 p.m. require one custodian; the
shift from 10 p.m. to 6 a.m. requires two custodians.
• Each shift requires the services of an on-call physician and on-call pharmacist.
Budget for the physician and pharmacist at 4 hours per shift.
• Add 14% to the total wage costs for each shift to cover the estimated costs of
benefits, such as vacation pay, holiday pay, and medical care coverage, for all
the workers except the on-call physician and on-call pharmacist, as they do not
receive these benefits.
Make use of colors, themes, and table features to make the budget
calculations workbook easy to read. Save the workbook with the name
U2-GardenviewWageBdgt. Print the worksheet, adjusting print options as
necessary to minimize the pages required. Create a chart in a separate sheet to show
the total hourly wages budget by worker category. You determine the chart type and
chart options to use in presenting the information.
Start Word and open GardenviewOpBdgt. Change the year on the title
page of the document to the current year. Change the name and date at the
bottom of the title page to your name and the current date. Link the chart
created in the Excel worksheet to the end of the Word document. Save the
revised document with the name U2-GardenviewOpBdgt. Print and then close
U2-GardenviewOpBdgt. Deselect the chart and close it.
Table U2.1 Average Hourly Wage Rates

Wage Category Average Wage Rate
Registered nurse $32.64
Licensed practical nurse $19.63
Healthcare aid worker $16.05
Custodian $15.96
On-call physician $75.00
On-call pharmacist $52.00


Benchmark Series - Microsoft Excel 365 Levels 1 and 2

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Benchmark Series - Microsoft Excel 365 Levels 1 and 2

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Levels 1& 2

Nita Rutkosky Jan Davidson Audrey Roggenkamp Ian Rutkosky

Rutkosky | Davidson | Roggenkamp | Rutkosky

Cover Photo Credit: © lowball-jack/GettyImages

ISBN 978-0-76388-722-3 (print)

© 2020 by Paradigm Publishing, LLC

Printed in the United States of America

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Microsoft Excel Level 1

Unit 2 Enhancing the Display of Workbooks 113

Microsoft Excel Level 2

Unit 2 Managing and Integrating Data

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vi Excel Levels 1 & 2 | Contents

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Excel Levels 1 & 2 | Contents vii

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viii Excel Levels 1 & 2 | Contents

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Proven Instructional Design

standard of excellence in software instruction. Level 1

tour highlights the structure and Chapter 3 Formatting a Worksheet

features that comprise the highly Chapter 4 Enhancing a Worksheet

popular Benchmark model. Unit 1

Chapter 1 Advanced Formatting Techniques

Unit Openers display the unit’s four chapter

units with four chapters each.

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overview of the skills taught.

To help make complex calculations easier to perform, Excel provides numerous

Activities Build Skill Mastery within Realistic Context

Hints offer useful tips on how to use features efficiently and

32 Excel Level 2 | Unit 1 Chapter 2 | Advanced Functions and Formulas

x Excel Levels 1 & 2 | Preface

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Check Your Work model answer images are available in the

Typically, a file remains open throughout all parts of the activity.

Check Your Work

Excel Level 2 | Unit 1 Chapter 2 | Advanced Functions and Formulas 39

Chapter Review Tools Reinforce Learning

A Commands Review summarizes

visually the major features and

alternative methods of access.

Excel Level 2 | Unit 1 Chapter 2 | Advanced Functions and Formulas 57

58 Excel Level 2 | Unit 1 Chapter 2 | Advanced Functions and Formulas

Excel Levels 1 & 2 | Preface xi

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Guide and Practice Tutorials

Hands On Activities enable

xii Excel Levels 1 & 2 | Preface

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Skills Assessment Hands On Activity

Visual Benchmark assessments test

A Case Study requires analyzing a

Exercises and Projects provide

Skills Check Exams evaluate students’

Multiple-choice Concepts Exams assess

Excel Levels 1 & 2 | Preface xiii

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Writing Activities challenge students

Internet Research assignments reinforce

A Job Study activity at the end of Unit 2

Unit-Level Projects allow students to practice