**Table of Contents**

# 

[Introduction 6](#introduction)

[The Excel Main Window 6](#the-excel-main-window)

[Key Definitions 7](#key-definitions)

[Shortcuts/Tips 9](#shortcutstips)

[Common Shortcut Keys 9](#common-shortcut-keys)

[Keys for Entering Data on a Worksheet
10](#keys-for-entering-data-on-a-worksheet)

[Using Smart Tags 11](#using-smart-tags)

[To use Smart Tags 11](#to-use-smart-tags)

[Other buttons you may see in your worksheet
11](#other-buttons-you-may-see-in-your-worksheet)

[AutoCorrect Options 11](#autocorrect-options)

[Paste Options 11](#paste-options)

[Auto Fill Options 11](#auto-fill-options)

[Trace Error 11](#trace-error)

[Insert Options 11](#insert-options)

[Task Panes 11](#task-panes)

[To view the Task Pane 12](#to-view-the-task-pane)

[To close the Task Pane 12](#to-close-the-task-pane)

[To move the task pane 12](#to-move-the-task-pane)

[To navigate forward or back through the panes you have been working
with
12](#to-navigate-forward-or-back-through-the-panes-you-have-been-working-with)

[To select another task pane, 12](#to-select-another-task-pane)

[Commonly Used Task Panes 13](#commonly-used-task-panes)

[Getting Started 13](#getting-started)

[Search Results and Help 14](#search-results-and-help)

[The Clipboard 16](#the-clipboard)

[Getting Started in Excel 17](#getting-started-in-excel)

[Examples of cell references: 17](#examples-of-cell-references)

[Working With Workbooks 17](#working-with-workbooks)

[Creating a New Workbook 17](#creating-a-new-workbook)

[To Save a Workbook 18](#__RefHeading___Toc106080373)

[Using the Mouse 19](#using-the-mouse)

[Selecting a cell and a range of cells
19](#selecting-a-cell-and-a-range-of-cells)

[Working with Worksheet Data 24](#working-with-worksheet-data)

[Entering and Editing Numbers, Text, and Date/Time
24](#entering-and-editing-numbers-text-and-datetime)

[To enter numbers, text, dates or times
24](#to-enter-numbers-text-dates-or-times)

[Enter the same data into several cells at once
24](#enter-the-same-data-into-several-cells-at-once)

[Tips on entering text 24](#tips-on-entering-text)

[Tips on entering numbers 24](#tips-on-entering-numbers)

[Tips on entering dates and times 24](#tips-on-entering-dates-and-times)

[To edit a cell's contents 25](#to-edit-a-cells-contents)

[While you are typing into a cell 25](#while-you-are-typing-into-a-cell)

[After you have entered data into a cell
25](#after-you-have-entered-data-into-a-cell)

[Copying and Moving Data 25](#copying-and-moving-data)

[Copy data to an adjacent row or column
25](#copy-data-to-an-adjacent-row-or-column)

[Copy and Paste to copy text to a non-contiguous location
26](#copy-and-paste-to-copy-text-to-a-non-contiguous-location)

[Using Drag and Drop to move data short distances
26](#using-drag-and-drop-to-move-data-short-distances)

[Using Cut and Paste to move large amounts of text a greater distance
27](#using-cut-and-paste-to-move-large-amounts-of-text-a-greater-distance)

[Using AutoFill 28](#using-autofill)

[Fill in a series of days, dates, or months
28](#fill-in-a-series-of-days-dates-or-months)

[Fill in a series of numbers 28](#fill-in-a-series-of-numbers)

[Create custom fill lists 29](#create-custom-fill-lists)

[Using Formulas and Functions 30](#__RefHeading___Toc106080395)

[Formulas can contain any or all of the following:
30](#formulas-can-contain-any-or-all-of-the-following)

[To create a formula: 30](#to-create-a-formula)

[For example: 30](#for-example)

[AutoSum: 31](#autosum)

[Relative and Absolute References 31](#relative-and-absolute-references)

[Relative references 31](#relative-references)

[Absolute references 32](#absolute-references)

[Using Functions 33](#using-functions)

[Insert Function Dialog Box 33](#insert-function-dialog-box)

[To write a function using the Insert Function dialog box:
33](#to-write-a-function-using-the-insert-function-dialog-box)

[Formatting the Worksheet 35](#formatting-the-worksheet)

[AutoFormat 35](#autoformat)

[Working with Rows and Columns 36](#working-with-rows-and-columns)

[To insert a column 36](#to-insert-a-column)

[To delete a column: 36](#to-delete-a-column)

[To insert a row 36](#to-insert-a-row)

[To delete a row: 36](#to-delete-a-row)

[To adjust the row height and column width
37](#to-adjust-the-row-height-and-column-width)

[To auto-fit the column or row to the contents of widest cell or tallest
row
37](#to-auto-fit-the-column-or-row-to-the-contents-of-widest-cell-or-tallest-row)

[To change the column width for multiple columns:
37](#__RefHeading___Toc106080415)

[Cell Alignment 37](#cell-alignment)

[To change horizontal and vertical alignment and text orientation:
38](#to-change-horizontal-and-vertical-alignment-and-text-orientation)

[Borders and Shading 38](#borders-and-shading)

[Using predefined border styles 38](#using-predefined-border-styles)

[To apply a custom border style or a diagonal border
39](#to-apply-a-custom-border-style-or-a-diagonal-border)

[Add shading to a cell or range of cells
39](#add-shading-to-a-cell-or-range-of-cells)

[To apply a custom border style or a diagonal border
40](#to-apply-a-custom-border-style-or-a-diagonal-border-1)

[Merging Cells and Wrapping Text 40](#merging-cells-and-wrapping-text)

[Merge Cells 40](#merge-cells)

[Merging and Centering Text 41](#merging-and-centering-text)

[To unmerge the cells 41](#to-unmerge-the-cells)

[Wrapping Text 42](#wrapping-text)

[To wrap text: 42](#to-wrap-text)

[To unwrap the text 42](#__RefHeading___Toc106080429)

[Copying Cell Formatting 42](#copying-cell-formatting)

[To use the Format Painter 42](#to-use-the-format-painter)

[To clear cell formatting 42](#to-clear-cell-formatting)

[Formatting Numbers: 42](#formatting-numbers)

[More number formats 43](#more-number-formats)

[Setting Up and Printing a Worksheet
44](#setting-up-and-printing-a-worksheet)

[The Page Setup dialog window 44](#the-page-setup-dialog-window)

[The Page Tab 44](#the-page-tab)

[Orientation 44](#orientation)

[Scaling 44](#scaling)

[Paper size 44](#paper-size)

[Print Quality 44](#print-quality)

[First page number 44](#first-page-number)

[The Margins Tab 45](#the-margins-tab)

[Top, Bottom 45](#top-bottom)

[Left, Right 45](#left-right)

[Header, Footer 45](#header-footer)

[Center on page 45](#center-on-page)

[The Header Footer Tab 46](#the-header-footer-tab)

[Header 46](#header)

[Custom Header 46](#custom-header)

[Custom Footer 46](#custom-footer)

[Footer 46](#footer)

[The Sheet Tab 47](#the-sheet-tab)

[Print area 47](#print-area)

[Print titles - (rows to repeat at top)
47](#print-titles---rows-to-repeat-at-top)

[Print - (gridlines) 47](#print---gridlines)

[Page order 47](#page-order)

[Print Preview and Page Break Preview
48](#print-preview-and-page-break-preview)

[Print Preview 48](#print-preview)

[Page Break Preview 48](#page-break-preview)

[Print Options 49](#print-options)

[To set a print area 49](#to-set-a-print-area)

[To print a worksheet 49](#to-print-a-worksheet)

[To print more than one worksheet 50](#__RefHeading___Toc106080464)

[Lists in Excel 51](#lists-in-excel)

[Parts of a list 51](#parts-of-a-list)

[Create an Excel List 52](#create-an-excel-list)

[Add or Delete Rows or Columns in an Excel List
53](#add-or-delete-rows-or-columns-in-an-excel-list)

[Using the list border to expand your list
53](#using-the-list-border-to-expand-your-list)

[Using the Resize List command on the List submenu
53](#using-the-resize-list-command-on-the-list-submenu)

[Using the Insert or Delete command on the List submenu
53](#using-the-insert-or-delete-command-on-the-list-submenu)

[Adding a row using the insert row
53](#adding-a-row-using-the-insert-row)

[Adding a row or column using auto-expansion
53](#adding-a-row-or-column-using-auto-expansion)

[Charts 54](#charts)

[Pivot Table and Pivot Chart Reports
56](#pivot-table-and-pivot-chart-reports)

[Pivot Table Reports 56](#pivot-table-reports)

[Create a Pivot Table report 57](#create-a-pivot-table-report)

[Summarize a Pivot Table report by Average, Count, etc.
59](#summarize-a-pivot-table-report-by-average-count-etc.)

[Change the Sort Order within a Pivot Table report
60](#change-the-sort-order-within-a-pivot-table-report)

[Change the formatting of numbers in a Pivot Table report
60](#change-the-formatting-of-numbers-in-a-pivot-table-report)

[Refresh the data in a Pivot Table report
60](#refresh-the-data-in-a-pivot-table-report)

[Using Page Fields 61](#using-page-fields)

[Add or change fields in a Pivot Table report
61](#add-or-change-fields-in-a-pivot-table-report)

[Create a (simple, non-interactive) Chart from a Pivot Table report
61](#create-a-simple-non-interactive-chart-from-a-pivot-table-report)

[Pivot Chart Reports 63](#pivot-chart-reports)

[Create a default Pivot Chart report
63](#create-a-default-pivot-chart-report)

[Create a customized Pivot Chart report
63](#create-a-customized-pivot-chart-report)

[Using Tools 64](#using-tools)

[Headers and Footers 64](#headers-and-footers)

[Using Preset Headers and Footers 64](#using-preset-headers-and-footers)

[Creating Custom Headers and Footers
64](#creating-custom-headers-and-footers)

[The Custom Header and Footer Buttons
65](#the-custom-header-and-footer-buttons)

[Sorting and Filtering 66](#sorting-and-filtering)

[Using the Sort Command 66](#using-the-sort-command)

[To sort by a single column: 66](#to-sort-by-a-single-column)

[To sort by multiple columns: 66](#to-sort-by-multiple-columns)

[Sort rows by four criteria (columns)
66](#sort-rows-by-four-criteria-columns)

[Sort rows by months or weekdays 66](#sort-rows-by-months-or-weekdays)

[Sort by columns instead of by rows
67](#sort-by-columns-instead-of-by-rows)

[Create a custom Sort Order using your own data
67](#create-a-custom-sort-order-using-your-own-data)

[Sort one column without affecting the others
67](#sort-one-column-without-affecting-the-others)

[Notes on Sorting 68](#notes-on-sorting)

[Filtering your data 68](#filtering-your-data)

[Using the AutoFilter 68](#using-the-autofilter)

[Activating AutoFilter 69](#activating-autofilter)

[Finding Data 69](#finding-data)

[Find data in a worksheet: 69](#find-data-in-a-worksheet)

[Check Spelling 69](#check-spelling)

[Creating and Using Macros 69](#creating-and-using-macros)

[Record a simple Macro 69](#record-a-simple-macro)

[Run a Macro 70](#run-a-macro)

[Help Tools 71](#help-tools)

[The Excel Menus 72](#the-excel-menus)

[File Menu 72](#file-menu)

[Edit Menu 73](#edit-menu)

[View Menu 74](#view-menu)

[Insert Menu 74](#insert-menu)

[Format Menu 75](#format-menu)

[Tools Menu 76](#tools-menu)

[Data Menu 77](#data-menu)

[Window Menu 78](#window-menu)

[Help Menu 78](#help-menu)

# Introduction

Microsoft Excel is a spreadsheet program that provides an advanced
combination of power, flexibility, and accessibility to listing and
analyzing data.

This User's Guide covers Excel topics at the basic and intermediate
level.

# The Excel Main Window

![](media/image1.png){width="6.822047244094488in"
height="5.446456692913386in"}

# Key Definitions

  ------------------- ---------------------------------------------------
  Cell Reference      Excel uses the A1 reference style, which labels
                      columns with letters (A through IV) and rows with
                      numbers (1 through 65536). To refer to a cell,
                      enter the column letter followed by the row number.
                      A reference identifies a cell or a range of cells
                      on a worksheet and tells Microsoft Excel where to
                      look for the values or data you want to use in a
                      formula.

  Cell/Active Cell    A cell is the intersection of a row and a column.
                      The active cell is where you are entering data.

  Close Button --     The Excel Application Close Button, at the top
  Excel Application   right corner of the Excel Application Window, will
                      close Excel. If there are any workbooks open, they
                      will be closed. (If any workbooks have not yet been
                      saved, you will be prompted to save before
                      closing.)

  Close Button --     The Workbook Close Button on the menu bar will
  Workbook            close the workbook

  Fill Handle         The fill handle is the small black square in the
                      lower right corner of a selection. When you aim
                      your mouse pointer at the fill handle, the pointer
                      changes to a black cross. You can copy contents to
                      adjacent cells or to fill in a series such as dates
                      by dragging the fill handle.

  Formatting Toolbar  The formatting toolbar has buttons and drop-down
                      lists that allow the user to modify the appearance
                      of selected text.

  Formula Bar         The formula bar displays the contents of the active
                      cell (text, numbers, or formulas).

  Formulas            Formulas are used to perform calculations on
                      numeric entries. Formulas can range from a simple
                      addition equation to a very complex equation.

  Maximize/Restore    The Maximize/Restore Down Button allows you to
  Down Button         enlarge the active window to full screen size, or
                      to change the size back to a smaller size on the
                      desktop.

  Menu Bar            The menu bar contains the names of the command
                      menus available in Excel.

  Minimize Button     The Minimize Button reduces the active window.
                      Clicking this button does not close the program it
                      simply stores the window at a reduced-size in the
                      Taskbar.

  Numbers             Data values containing digits between 0 and 9,
                      including a decimal point, if present. Negative
                      numbers are preceded by a minus sign.

  Name Box            The Name Box displays the cell address of the
                      active cell, or the name of the active range.

  Scroll Bars         The scroll bars allow you to move through a
                      worksheet vertically or horizontally.

  Sheet Tabs          In Excel, a workbook is the file where your data is
                      stored. Each workbook may contain many sheets. The
                      names of the sheets appear on the tabs at the
                      bottom of the workbook window.

  Smart Tags          You can save time using Smart Tags to perform
                      actions in Microsoft Excel that you\'d usually open
                      other programs to perform. Note: Smart tags are
                      turned off by default in Excel.

  Standard Toolbar    The standard toolbar contains shortcut buttons for
                      executing commonly used commands.

  Status Bar          The status bar displays messages, prompts, and
                      information about the active document.

  Task Panes          Task panes are helper windows that open
                      automatically on the right or left side of your
                      window when you perform certain tasks such as
                      starting a new document, asking a Help question,
                      inserting clip art.
  ------------------- ---------------------------------------------------

  ------------------- ---------------------------------------------------
  Text                Any entry containing letters.

  Title Bar           The Title Bar displays the name of the current
                      application and document. Every time you initialize
                      an Excel session, Microsoft Excel - Book1 is shown
                      in the title bar until the document is named and
                      saved.

  Work Area           The work area displays the open workbook you are
                      working with.

  Workbook            A workbook is a file, produced by the Excel
                      Application. It is where your data is stored. Each
                      workbook can contain many worksheets. This helps
                      you to organize various kinds of related
                      information in a single file.

  Worksheet           Worksheets are used to organize and separate data.
                      You can enter and edit data on several worksheets
                      simultaneously and perform calculations and
                      analyses based on data from multiple worksheets.
  ------------------- ---------------------------------------------------

# Shortcuts/Tips

## Common Shortcut Keys 

  ----------------------------------- -----------------------------------
  If you want to . . .                Use the following shortcut keys . .
                                      .

  Repeat your last action             F4 or CTRL+Y

  Find and replace                    CTRL+F

  Go to page, section, line, etc.     CTRL+G

  Delete a word                       CTRL+BACKSPACE

  Change case                         SHIFT+F3

  Bold                                CTRL+B

  Italicize                           CTRL+I

  Go to the beginning of the document CTRL+HOME

  Go to the end of the document       CTRL+END

  Select to the beginning of the      CTRL+SHIFT+HOME
  document                            

  Select to the end of the document   CTRL+SHIFT+END

  Open the thesaurus                  SHIFT+F7

  Insert a hyperlink                  CTRL+K

  Select all                          CTRL+A

  Copy                                CTRL+C

  Paste                               CTRL+V

  Undo                                CTRL+Z

  Save                                CTRL+S

  Print                               CTRL+P

  Open                                CTRL+O

  Insert a new worksheet              SHIFT+F11 or ALT+SHIFT+F1

  Create a chart that uses the        F11 or ALT+F1
  current range                       

  Display the Macro dialog box        ALT+F8

  Display the Visual Basic Editor     ALT+F11

  Insert a Microsoft Excel 4.0 macro  CTRL+F11
  sheet                               

  Move to the next sheet in the       CTRL+PAGE DOWN
  workbook                            

  Move to the previous sheet in the   CTRL+PAGE UP
  workbook                            
  ----------------------------------- -----------------------------------

## Keys for Entering Data on a Worksheet

  -------------------------------------------------- --------------------
  If you want to . . .                               Press . . .

  Complete a cell entry and move down in the         ENTER
  selection                                          

  Start a new line in the same cell                  ALT+ENTER

  Fill the selected cell range with the current      CTRL+ENTER
  entry                                              

  Complete a cell entry and move up in the selection SHIFT+ENTER

  Complete a cell entry and move to the right in the TAB
  selection                                          

  Complete a cell entry and move to the left in the  SHIFT+TAB
  selection                                          

  Cancel a cell entry                                ESC

  Delete the character to the left of the insertion  BACKSPACE
  point, or delete the selection                     

  Delete the character to the right of the insertion DELETE
  point, or delete the selection                     

  Delete text to the end of the line                 CTRL+DELETE

  Move one character up, down, left, or right        Arrow keys

  Move to the beginning of the line                  HOME

  Repeat the last action                             F4 or CTRL+Y

  Create and edit a cell comment                     SHIFT+F2

  Create names from row and column labels            CTRL+SHIFT+F3

  Fill down                                          CTRL+D

  Fill to the right                                  CTRL+R
  -------------------------------------------------- --------------------

# Using Smart Tags

A Smart Tag is a button containing a menu that appears after you perform
certain actions. They help by informing you of the options available to
you. For example, if you recently sent mail to \"Nate Sun\", and you
type the name into a cell on an Excel worksheet, the name is recognized
and given a smart tag with actions you can take including Send Mail,
Schedule a Meeting, Open Contact, or Add to Contacts. The smart tag
indicators appear in the cell on your worksheet as you type. They may
also appear when you open a previously saved document.

Note:  Smart tags are turned off by default in Excel.

## To use Smart Tags

When Excel recognizes types of data, the data is marked with a smart tag
indicator--- a purple triangle in a worksheet cell. To find out what
actions you can take with a smart tag, move the insertion point over the
text with a smart tag indicator until Smart Tag Actions
![](media/image2.png){width="0.21875in"
height="0.20694444444444443in"}appears, and then click the arrow next to
the button to see a menu of actions.

## Other buttons you may see in your worksheet

At times other buttons may appear as you work in your workbook.

+----+-------------+---------------------------------------------------+
| !  | #           | First appears as a small, blue box when you rest  |
| [] | ## AutoCorr | the mouse pointer near text that was              |
| (m | ect Options | automatically corrected, and changes to a button  |
| ed |             | icon when you point to it.                        |
| ia |             |                                                   |
| /i |             | If you find on occasion that you don\'t want text |
| ma |             | to be corrected, you can undo a correction or     |
| ge |             | turn AutoCorrect options on or off by clicking    |
| 3. |             | the button and making a selection.                |
| pn |             |                                                   |
| g) |             |                                                   |
| {w |             |                                                   |
| id |             |                                                   |
| th |             |                                                   |
| =" |             |                                                   |
| 0. |             |                                                   |
| 21 |             |                                                   |
| 87 |             |                                                   |
| 5i |             |                                                   |
| n" |             |                                                   |
| h  |             |                                                   |
| ei |             |                                                   |
| gh |             |                                                   |
| t= |             |                                                   |
| "0 |             |                                                   |
| .2 |             |                                                   |
| 08 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 34 |             |                                                   |
| in |             |                                                   |
| "} |             |                                                   |
+----+-------------+---------------------------------------------------+
| !  | ### Pa      | Appears just below your pasted selection after    |
| [] | ste Options | you paste text or data. When you click the        |
| (m |             | button, a list appears that lets you determine    |
| ed |             | how the information is pasted into your           |
| ia |             | worksheet.                                        |
| /i |             |                                                   |
| ma |             | The available options depend on the type of       |
| ge |             | content you are pasting, the program you are      |
| 4. |             | pasting from, and the format of the text where    |
| pn |             | you are pasting.                                  |
| g) |             |                                                   |
| {w |             |                                                   |
| id |             |                                                   |
| th |             |                                                   |
| =" |             |                                                   |
| 0. |             |                                                   |
| 22 |             |                                                   |
| 91 |             |                                                   |
| 66 |             |                                                   |
| 66 |             |                                                   |
| 66 |             |                                                   |
| 66 |             |                                                   |
| 66 |             |                                                   |
| 66 |             |                                                   |
| 6i |             |                                                   |
| n" |             |                                                   |
| h  |             |                                                   |
| ei |             |                                                   |
| gh |             |                                                   |
| t= |             |                                                   |
| "0 |             |                                                   |
| .2 |             |                                                   |
| 08 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 34 |             |                                                   |
| in |             |                                                   |
| "} |             |                                                   |
+----+-------------+---------------------------------------------------+
| !  | ### Auto F  | Appears just below your filled selection after    |
| [] | ill Options | you fill text or data in a worksheet. When you    |
| (m |             | click the button, a list appears to give you      |
| ed |             | options for how to fill the text or data.         |
| ia |             |                                                   |
| /i |             | The available options depend on the content you   |
| ma |             | are filling, the program you are filling from,    |
| ge |             | and the format of the text or data you are        |
| 5. |             | filling.                                          |
| pn |             |                                                   |
| g) |             |                                                   |
| {w |             |                                                   |
| id |             |                                                   |
| th |             |                                                   |
| =" |             |                                                   |
| 0. |             |                                                   |
| 20 |             |                                                   |
| 83 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 4i |             |                                                   |
| n" |             |                                                   |
| h  |             |                                                   |
| ei |             |                                                   |
| gh |             |                                                   |
| t= |             |                                                   |
| "0 |             |                                                   |
| .2 |             |                                                   |
| 08 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 33 |             |                                                   |
| 34 |             |                                                   |
| in |             |                                                   |
| "} |             |                                                   |
+----+-------------+---------------------------------------------------+
| !  | ###         | Appears next to the cell in which a formula error |
| [] | Trace Error | occurs, and a green triangle appears in the       |
| (m |             | upper-left of the cell. When you click the arrow  |
| ed |             | next to Trace Error, a list appears to give you   |
| ia |             | options for error checking.                       |
| /i |             |                                                   |
| ma |             |                                                   |
| ge |             |                                                   |
| 6. |             |                                                   |
| pn |             |                                                   |
| g) |             |                                                   |
| {w |             |                                                   |
| id |             |                                                   |
| th |             |                                                   |
| =" |             |                                                   |
| 0. |             |                                                   |
| 21 |             |                                                   |
| 87 |             |                                                   |
| 5i |             |                                                   |
| n" |             |                                                   |
| h  |             |                                                   |
| ei |             |                                                   |
| gh |             |                                                   |
| t= |             |                                                   |
| "0 |             |                                                   |
| .2 |             |                                                   |
| 06 |             |                                                   |
| 94 |             |                                                   |
| 44 |             |                                                   |
| 44 |             |                                                   |
| 44 |             |                                                   |
| 44 |             |                                                   |
| 44 |             |                                                   |
| 43 |             |                                                   |
| in |             |                                                   |
| "} |             |                                                   |
+----+-------------+---------------------------------------------------+
| !  | ### Ins     | Appears next to your inserted cells, rows, or     |
| [] | ert Options | columns. When you click the arrow next to Insert  |
| (m |             | Options, a list of formatting options appears.    |
| ed |             |                                                   |
| ia |             |                                                   |
| /i |             |                                                   |
| ma |             |                                                   |
| ge |             |                                                   |
| 7. |             |                                                   |
| pn |             |                                                   |
| g) |             |                                                   |
| {w |             |                                                   |
| id |             |                                                   |
| th |             |                                                   |
| =" |             |                                                   |
| 0. |             |                                                   |
| 21 |             |                                                   |
| 87 |             |                                                   |
| 5i |             |                                                   |
| n" |             |                                                   |
| h  |             |                                                   |
| ei |             |                                                   |
| gh |             |                                                   |
| t= |             |                                                   |
| "0 |             |                                                   |
| .2 |             |                                                   |
| 06 |             |                                                   |
| 94 |             |                                                   |
| 44 |             |                                                   |
| 44 |             |                                                   |
| 44 |             |                                                   |
| 44 |             |                                                   |
| 44 |             |                                                   |
| 43 |             |                                                   |
| in |             |                                                   |
| "} |             |                                                   |
+----+-------------+---------------------------------------------------+

# Task Panes

The Task Pane opens when you start a program, usually along the right
side of your window. Task Panes eliminate the need for frequent trips to
the menu bar by putting commonly used functions all in one area.

With Task Panes you can easily and efficiently perform certain tasks
such as starting a new document, asking a Help question or inserting
clip art.

### To view the Task Pane 

On the View menu, click Task Pane. It pops right up on the left or right
side of your window (or top or bottom; wherever you left it last time).

### To close the Task Pane 

Click the little x in the top right corner of the task pane.

### To move the task pane

Drag the handle.

### To navigate forward or back through the panes you have been working with

Click the forward and back arrows.

+-----------------------------------+-----------------------------------+
| ### To select another task pane,  | ![](media/image8.                 |
|                                   | png){width="2.8125984251968505in" |
| Click the arrow next to the name  | height="2.927165354330709in"}     |
| of the task pane you\'re in to    |                                   |
| open a drop down list of          |                                   |
| available Task Panes. Click the   |                                   |
| task pane you want.               |                                   |
+-----------------------------------+-----------------------------------+

## Commonly Used Task Panes

+-----------------------------------+-----------------------------------+
| ### Getting Started               | ![](media/image9.                 |
|                                   | png){width="3.0208333333333335in" |
| The task pane offers three basic  | height="4.0in"}                   |
| ways to get you up and running:   |                                   |
|                                   |                                   |
| Microsoft Office Online:          |                                   |
|                                   |                                   |
| Specially chosen links to help    |                                   |
| you get started. These links may  |                                   |
| be assistance articles,           |                                   |
| templates, Marketplace listings,  |                                   |
| and whatever else is available to |                                   |
| you on Office Online.             |                                   |
|                                   |                                   |
| Search for:                       |                                   |
|                                   |                                   |
| Where you can type a question and |                                   |
| get help.                         |                                   |
|                                   |                                   |
| Open:                             |                                   |
|                                   |                                   |
| Displays a list of the files that |                                   |
| you were working on before you    |                                   |
| closed the program. Just click    |                                   |
| the name of one to open it.       |                                   |
|                                   |                                   |
| Also has a button to create a new |                                   |
| workbook.                         |                                   |
+-----------------------------------+-----------------------------------+

+-----------------------------------+-----------------------------------+
| ### Search Results and Help       | ![](media/image10.                |
|                                   | png){width="3.0416666666666665in" |
| The Search Results task pane and  | height="5.78125in"}               |
| the Help task pane are closely    |                                   |
| related. You can automatically    |                                   |
| open the Help task pane by        |                                   |
| pressing F1. Type your question   |                                   |
| in Search for: and hit enter.     |                                   |
+-----------------------------------+-----------------------------------+
| After the program searches for an | ![](med                           |
| answer, the Search Results task   | ia/image16.png){width="3.03125in" |
| pane opens and you can pick from  | height="6.46875in"}               |
| a list of answers. If you don\'t  |                                   |
| see a suitable answer, you can    |                                   |
| try your search again.            |                                   |
|                                   |                                   |
| When you search for help from     |                                   |
| within a program, a icon appears  |                                   |
| next to your search results. The  |                                   |
| icons are:                        |                                   |
|                                   |                                   |
| ![](med                           |                                   |
| ia/image11.png){width="0.21875in" |                                   |
| he                                |                                   |
| ight="0.20694444444444443in"}Help |                                   |
| topic                             |                                   |
|                                   |                                   |
| ![](med                           |                                   |
| ia/image12.png){width="0.21875in" |                                   |
| h                                 |                                   |
| eight="0.20694444444444443in"}Web |                                   |
| article                           |                                   |
|                                   |                                   |
| ![](med                           |                                   |
| ia/image13.png){width="0.21875in" |                                   |
| height                            |                                   |
| ="0.20694444444444443in"}Training |                                   |
| course                            |                                   |
|                                   |                                   |
| ![](med                           |                                   |
| ia/image14.png){width="0.21875in" |                                   |
| heig                              |                                   |
| ht="0.20694444444444443in"}Office |                                   |
| Marketplace listing               |                                   |
|                                   |                                   |
| ![](med                           |                                   |
| ia/image15.png){width="0.21875in" |                                   |
| he                                |                                   |
| ight="0.20694444444444443in"}Word |                                   |
| template                          |                                   |
+-----------------------------------+-----------------------------------+

+-----------------------------------+-----------------------------------+
| ### The Clipboard                 | ![](me                            |
|                                   | dia/image17.png){width="3.0625in" |
| Collect up to 24 items and view a | height="5.979166666666667in"}     |
| thumbnail of any item that can be |                                   |
| cut or copied, such as text and   |                                   |
| graphics. When you\'re ready to   |                                   |
| paste, you can paste all at once, |                                   |
| one at a time, or change your     |                                   |
| mind and delete all at the same   |                                   |
| time.                             |                                   |
+-----------------------------------+-----------------------------------+

# Getting Started in Excel

By default, blank Excel workbooks contain three worksheets. You can add
up to a total of 256 worksheets. Each worksheet has 256 columns and
65,536 rows. Each column is labeled with a letter and each row is
labeled with a number.

The intersection of a column and a row is called a cell, and each cell
has a unique name/address that comes from combining the column letter
with the row number such as, C4 or A1. These addresses are also called
cell references.

## Examples of cell references:

  ---------------------------------------------------------- ------------
  To refer to                                                Use

  The cell in column A and row 10                            A10

  The range of cells in column A and rows 10 through 20      A10:A20

  The range of cells in row 15 and columns B through E       B15:E15

  All cells in row 5                                         5:5

  All cells in rows 5 through 10                             5:10

  All cells in column H                                      H:H

  All cells in columns H through J                           H:J

  The range of cells in columns A through E and rows 10      A10:E20
  through 20                                                 
  ---------------------------------------------------------- ------------

# Working With Workbooks

+---------------------------------------+------------------------------+
| ## Creating a New Workbook            | ![](media/image18.png){      |
|                                       | width="2.8541666666666665in" |
| To create a new document based on the | he                           |
| regular template, click on New        | ight="2.2916666666666665in"} |
|                                       |                              |
| Or                                    |                              |
+---------------------------------------+------------------------------+

+---------------------------------------+------------------------------+
| 1.  On the File menu, select New      | ![](medi                     |
|                                       | a/image19.png){width="2.5in" |
| 2.  On the Getting Started taskpane   | height="3.5in"}              |
|     click Create New Workbook         |                              |
+---------------------------------------+------------------------------+
| 3.  Click on Blank workbook           | ![](medi                     |
|                                       | a/image20.png){width="2.5in" |
|                                       | h                            |
|                                       | eight="2.583464566929134in"} |
+---------------------------------------+------------------------------+
| []{#__RefHeading___Toc106080373       | ![](media/image18.png)       |
| .anchor}**[To Save a                  | {width="2.854330708661417in" |
| Workbook]{.underline}** click Save.   | h                            |
|                                       | eight="2.291732283464567in"} |
| If this is the first time the file is |                              |
| being saved you will be asked to give |                              |
| it a name.                            |                              |
+---------------------------------------+------------------------------+

## Using the Mouse

The shape of the mouse pointer changes depending on the task it is
performing.

  ----------------------------------------------------- ------------------------- --------------------------------
  Shape                                                 Implication               Action

                                                        The default pointer       Selects a cell or range of cells
                                                        shape.                    

                                                        Appears when on the       Adjusts the column width, row
                                                        border of a column, row   height or size of the window.
                                                        or window.                

                                                        Appears when you are      Move the insertion point within
                                                        editing the contents of a the cell.
                                                        cell.                     

                                                        Appears when you have a   Moves the selected graphic to
                                                        graphic that may be       the new location.
                                                        moved.                    

                                                        Appears when you are      Moves the selected cell to a new
                                                        pointing to the border of location.
                                                        a cell or range of cells. 

  ![](media/image21.png){width="0.9251968503937008in"   Appears when you are at   Autofills other cells with
  height="0.34291338582677167in"}                       the "fill handle" of a    similar information.
                                                        cell or range of cells.   
  ----------------------------------------------------- ------------------------- --------------------------------

## Selecting a cell and a range of cells

The selected cell or range of cells will be identified by a dark
outline.

+---------------+------------------------------------------------------+
| A cell        | Click in the cell.                                   |
+---------------+------------------------------------------------------+
| Text in a     | Double-click the cell to get an insertion point.     |
| cell          |                                                      |
+---------------+------------------------------------------------------+
| A column      | Click the column heading                             |
|               |                                                      |
|               | ![](media/image22.png){width="4.583464566929134in"   |
|               | height="3.3645669291338582in"}                       |
+---------------+------------------------------------------------------+

+---------------+------------------------------------------------------+
| A row         | Click the row label                                  |
|               |                                                      |
|               | ![](media/image23.png){width="4.593700787401575in"   |
|               | height="3.3751968503937007in"}                       |
+---------------+------------------------------------------------------+
| Entire        | Click the Select All button                          |
| worksheet     |                                                      |
|               | ![](media/image24.png){width="4.625196850393701in"   |
|               | height="3.3854330708661418in"}                       |
+---------------+------------------------------------------------------+

+---------------+------------------------------------------------------+
| Non-adjacent  | Hold the control key when selecting the cells, rows  |
| cells,        | or columns you want.                                 |
| columns or    |                                                      |
| rows          | ![](media/image25.png){width="3.4062992125984253in"  |
|               | height="4.083858267716535in"}                        |
+---------------+------------------------------------------------------+

+---------------+------------------------------------------------------+
| A large range | Click the first cell in the range, and then hold     |
| of cells      | down SHIFT and click the last cell in the range. You |
|               | can scroll to make the last cell visible.            |
|               |                                                      |
|               | ![](media/image26.png){width="4.625196850393701in"   |
|               | height="3.916535433070866in"}                        |
+---------------+------------------------------------------------------+

+---------------+------------------------------------------------------+
| Select        | Click the Sheet Tab for the desired sheet.           |
| another sheet |                                                      |
| in a workbook | If you don\'t see the tab you want, click the tab    |
|               | scrolling buttons to display the tab, and then click |
|               | the tab.                                             |
|               |                                                      |
|               | ![](media/image27.png){width="4.572834645669292in"   |
|               | height="3.3751968503937007in"}                       |
+---------------+------------------------------------------------------+

# Working with Worksheet Data

Excel can work with three kinds of data:

Labels: Text values such as name and addresses, as well at date and time
values

Numbers: Numeric values such as 34, -291, 545.67874 and 0.

Formulas: Expressions that compute numeric results.

## Entering and Editing Numbers, Text, and Date/Time

### To enter numbers, text, dates or times

1.  Click the cell where you want to enter data

2.  Type the data

3.  Press ENTER to enter the data into the cell and move the active cell
    one row down.

> Or

4.  Press TAB to enter the data into the cell and move the active cell
    one column to the right.

> Or

5.  Click the green checkmark to the left of the formula bar to enter
    the data but not change the location of the active cell.

> **Note**: If the width of your data is greater than the cell's
> original width, and the adjacent cell is empty, the entire contents of
> the entry will be displayed. However, if the adjacent cell contains
> data, Excel will only show as much text as fits in the cell's width
> and displays the contents of the adjacent cell.

### Enter the same data into several cells at once

1.  While holding the Ctrl key, click the cells where you want to enter
    data. The cells do not have to be adjacent.

2.  Type the data and press Ctrl+Enter

### Tips on entering text

-   By default all text is left-aligned in a cell.

-   To display all the text on multiple lines in the cell, select the
    Wrap text check box on the Alignment tab on the Format dialogue box.

-   To enter a \"hard\" carriage return in a cell, press ALT+ENTER.

### Tips on entering numbers

-   A number can contain only the following characters: 0 1 2 3 4 5 6 7
    8 9 + - ( ) , / \$ %.

-   Excel ignores leading plus signs (+) and treats a single period as a
    decimal. All other combinations of numbers and nonnumeric characters
    are treated as text.

-   Start negative numbers with minus sign or enclose numbers in
    parentheses ( ).

-   By default all numbers are right-aligned in a cell.

### Tips on entering dates and times

-   Dates and times are considered numbers.

-   Key in the day first and then the year.

-   To type a date and time in the same cell, separate the date and time
    with a space.

-   To type a time based on the 12-hour clock, type a space followed by
    AM or PM (or A or P); for example, 9:00 p. otherwise, Microsoft
    Excel enters the time as AM. To enter the current time, press
    CTRL+SHIFT+: (colon).

-   To enter a date, use a slash or a hyphen to separate the parts of a
    date; for example, type 9/5/2002 or 5-Sep-2002. To enter today\'s
    date, press CTRL+; (semicolon).

## To edit a cell's contents

+---------------------------------------+------------------------------+
| ### While you are typing into a cell  | ![](media/im                 |
|                                       | age28.png){width="2.84375in" |
| -   You can press Backspace to erase  | he                           |
|     what you have typed               | ight="3.3958333333333335in"} |
|                                       |                              |
| -   Use Esc, Cancel or click the red  |                              |
|     X on the left end of the          |                              |
|     formatting bar to delete the      |                              |
|     whole entry                       |                              |
|                                       |                              |
| ### Aft                               |                              |
| er you have entered data into a cell  |                              |
|                                       |                              |
| -   Click the cell you want to edit   |                              |
|     and click anywhere in the formula |                              |
|     bar                               |                              |
|                                       |                              |
| -   Or                                |                              |
|                                       |                              |
| -   Double-click in the cell          |                              |
|                                       |                              |
| Either action will position an        |                              |
| insertion point in the cell or        |                              |
| formula bar so you can edit the cell  |                              |
| contents.                             |                              |
+---------------------------------------+------------------------------+

## Copying and Moving Data

Copying works well for duplicating formulas, values and labels without
reentering them.

+---------------------------------------+------------------------------+
| ### C                                 | ![](media/image29.png)       |
| opy data to an adjacent row or column | {width="2.833464566929134in" |
|                                       | he                           |
| 1.  Select the cells that contain the | ight="3.0625984251968505in"} |
|     data you want to copy.            |                              |
|                                       |                              |
| 2.  Using the mouse, drag the fill    |                              |
|     handle to the adjacent column or  |                              |
|     row and release the mouse.        |                              |
+---------------------------------------+------------------------------+

+------------------------------------+---+-------------------------------+
| ### Copy and Paste to copy         |   | ![](media/image30.png)        |
|  text to a non-contiguous location |   | {width="2.8437007874015747in" |
|                                    |   | height="4.125196850393701in"} |
| 1.  Select the cell(s) to be moved |   |                               |
|                                    |   |                               |
| 2.  Right-click in the highlighted |   |                               |
|     area                           |   |                               |
|                                    |   |                               |
| 3.  Click Cut                      |   |                               |
|                                    |   |                               |
| 4.  Right-click in the new         |   |                               |
|     location and click Paste       |   |                               |
+------------------------------------+---+-------------------------------+
| ###                                | ! |                               |
|                                    | [ |                               |
| ### Using Drag and                 | ] |                               |
|  Drop to move data short distances | ( |                               |
|                                    | m |                               |
| 1.  Select the cell or range of    | e |                               |
|     cells                          | d |                               |
|                                    | i |                               |
| 2.  Point to and click the heavy   | a |                               |
|     border surrounding the cell(s) | / |                               |
|     the mouse changes to a         | i |                               |
|     four-headed arrow.\            | m |                               |
|     ![](me                         | a |                               |
| dia/image31.png){width="0.40625in" | g |                               |
|                                    | e |                               |
|    height="0.42777777777777776in"} | 2 |                               |
|                                    | 9 |                               |
| 3.  Holding the mouse button down, | . |                               |
|     drag the cell(s) to the new    | p |                               |
|     location.                      | n |                               |
|                                    | g |                               |
| 4.  When you reach the desired     | ) |                               |
|     location, release the mouse    | { |                               |
|     button                         | w |                               |
|                                    | i |                               |
| **Note**: An outline of the        | d |                               |
| cell(s) you are moving will appear | t |                               |
| over the new location. As you move | h |                               |
| the cell(s), a box appears next to | = |                               |
| the pointer indicating the cell    | " |                               |
| location.                          | 2 |                               |
|                                    | . |                               |
|                                    | 8 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 3 |                               |
|                                    | 5 |                               |
|                                    | i |                               |
|                                    | n |                               |
|                                    | " |                               |
|                                    | h |                               |
|                                    | e |                               |
|                                    | i |                               |
|                                    | g |                               |
|                                    | h |                               |
|                                    | t |                               |
|                                    | = |                               |
|                                    | " |                               |
|                                    | 3 |                               |
|                                    | . |                               |
|                                    | 0 |                               |
|                                    | 6 |                               |
|                                    | 2 |                               |
|                                    | 5 |                               |
|                                    | i |                               |
|                                    | n |                               |
|                                    | " |                               |
|                                    | } |                               |
+------------------------------------+---+-------------------------------+

+------------------------------------+---------------------------------+
| ###                                | ![](media/image30.pn            |
| Using Cut and Paste to move large  | g){width="2.8437007874015747in" |
| amounts of text a greater distance | height="4.125196850393701in"}   |
|                                    |                                 |
| 1.  Select the cell(s) to be moved |                                 |
|                                    |                                 |
| 2.  Right-click in the highlighted |                                 |
|     area Click Cut                 |                                 |
|                                    |                                 |
| 3.  Right-click in the new         |                                 |
|     location and click Paste       |                                 |
+------------------------------------+---------------------------------+

##  

## Using AutoFill

Use Fill to repeat information to contiguous cells. If Excel recognizes
a pattern in the information you entered, the additional cells will
contain the next item in the pattern. For example, if the first cell
contains the day Sunday, Excel will fill the following cells with
Monday, Tuesday, etc. The same thing happens for months of the year and
for dates.

+--------------------------------------+-------------------------------+
| ### Fill i                           | ![](media/image33.png         |
| n a series of days, dates, or months | ){width="1.791732283464567in" |
|                                      | h                             |
| 1.  Select the first cell in the     | eight="1.7811023622047244in"} |
|     range you want to fill.          |                               |
|                                      |                               |
| 2.  Enter the starting value for the |                               |
|     series.                          |                               |
|                                      |                               |
| 3.  If necessary enter a value in    |                               |
|     the next cell to establish a     |                               |
|     pattern.                         |                               |
|                                      |                               |
| 4.  Select the cell or cells that    |                               |
|     contain the starting values.     |                               |
|                                      |                               |
| 5.  Drag the fill handle over the    |                               |
|     range you want to fill.          |                               |
|                                      |                               |
| **Note**: A smart appears with a     |                               |
| choice of fill options.              |                               |
+--------------------------------------+-------------------------------+
| ### Fill in a series of numbers      | ![](media/image34.png)        |
|                                      | {width="2.2083333333333335in" |
| 1.  Select the first cell in the     | height="3.40625in"}           |
|     range you want to fill.          |                               |
|                                      |                               |
| 2.  Enter the starting value for the |                               |
|     series.                          |                               |
|                                      |                               |
| 3.  If necessary enter a value in    |                               |
|     the next cell to establish a     |                               |
|     pattern.                         |                               |
|                                      |                               |
| 4.  Select the cell or cells that    |                               |
|     contain the starting values.     |                               |
|                                      |                               |
| 5.  Hold the Ctrl key and drag the   |                               |
|     fill handle over the range you   |                               |
|     want to fill.                    |                               |
|                                      |                               |
| **Note**: If you don't hold the Ctrl |                               |
| key, you will just get a copy of the |                               |
| same number. Remember to release     |                               |
| your mouse before letting go of the  |                               |
| Ctrl key.                            |                               |
+--------------------------------------+-------------------------------+

+-----------------------------------------------------------------------+
| ### Create custom fill lists                                          |
|                                                                       |
| Custom fills allow you to select what information you want repeated.  |
| For example, if you frequently typed in a list of names in the same   |
| order custom fills allows you to automate the process.                |
|                                                                       |
| 1.  Tools menu, Options                                               |
|                                                                       |
| 2.  Custom Lists tab                                                  |
|                                                                       |
| 3.  Select New List                                                   |
|                                                                       |
| 4.  In the List entries text box, type the information you want to be |
|     added in the custom fill.                                         |
|                                                                       |
| 5.  Press Enter after each entry.                                     |
|                                                                       |
| 6.  Click Add. Your new entries appear in the Custom lists scroll     |
|     list.                                                             |
|                                                                       |
| 7.  Click OK                                                          |
+-----------------------------------------------------------------------+
| ![](media/image35.png){width="5.082677165354331in"                    |
| height="4.02007874015748in"}                                          |
+-----------------------------------------------------------------------+

# Using Formulas and Functions

+-----------------------------------+----------------------------------+
| ## Formulas can con               |                                  |
| tain any or all of the following: |                                  |
|                                   |                                  |
|   ------                          |                                  |
| -------- ------------------------ |                                  |
|   **                              |                                  |
| function**   A prewritten formula |                                  |
|                                   |                                  |
|             that takes a value or |                                  |
|                                   |                                  |
|               values, performs an |                                  |
|                                   |                                  |
|          operation, and returns a |                                  |
|                                   |                                  |
|              value or values. For |                                  |
|                                   |                                  |
|          example, you can use the |                                  |
|                                   |                                  |
|           SUM function to add the |                                  |
|                                   |                                  |
|              values in a range of |                                  |
|                                   |                                  |
|           cells. Use functions to |                                  |
|                                   |                                  |
|              simplify and shorten |                                  |
|                                   |                                  |
|          formulas on a worksheet, |                                  |
|                                   |                                  |
|             especially those that |                                  |
|                                   |                                  |
|                perform lengthy or |                                  |
|                                   |                                  |
|             complex calculations. |                                  |
|                                   |                                  |
|   **o                             |                                  |
| perator**   A sign or symbol that |                                  |
|                                   |                                  |
|             specifies the type of |                                  |
|                                   |                                  |
|            calculation to perform |                                  |
|                                   |                                  |
|             within an expression. |                                  |
|                                   |                                  |
|           There are mathematical, |                                  |
|                                   |                                  |
|          comparison, logical, and |                                  |
|                                   |                                  |
|              reference operators. |                                  |
|                                   |                                  |
|   *                               |                                  |
| *constant**   A value that is not |                                  |
|                  calculated and,  |                                  |
|                                   |                                  |
|               therefore, does not |                                  |
|                                   |                                  |
|          change. For example, the |                                  |
|                                   |                                  |
|          number 210, and the text |                                  |
|                                   |                                  |
|           \"Community Relations\" |                                  |
|                                   |                                  |
|                 are constants. An |                                  |
|                                   |                                  |
|            expression, or a value |                                  |
|                                   |                                  |
|                 resulting from an |                                  |
|                                   |                                  |
|              expression, is not a |                                  |
|                  constant.)       |                                  |
|                                   |                                  |
|                                   |                                  |
|  **relative     In a formula, the |                                  |
|   refer                           |                                  |
| ences**   address of a cell based |                                  |
|                                   |                                  |
|          on the relative position |                                  |
|                  of the cell that |                                  |
|                                   |                                  |
|          contains the formula and |                                  |
|                                   |                                  |
|          the cell referred to. If |                                  |
|                                   |                                  |
|             you copy the formula, |                                  |
|                  the reference    |                                  |
|                                   |                                  |
|          automatically adjusts. A |                                  |
|                                   |                                  |
|          relative reference takes |                                  |
|                  the form A1.     |                                  |
|                                   |                                  |
|   *                               |                                  |
| *name**       A word or string of |                                  |
|                  characters that  |                                  |
|                                   |                                  |
|          represents a cell, range |                                  |
|                                   |                                  |
|             of cells, formula, or |                                  |
|                                   |                                  |
|               constant value. Use |                                  |
|                                   |                                  |
|                easy-to-understand |                                  |
|                                   |                                  |
|          names, such as Products, |                                  |
|                                   |                                  |
|               to refer to hard to |                                  |
|                                   |                                  |
|           understand ranges, such |                                  |
|                                   |                                  |
|                 as Sales!C20:C30. |                                  |
|                                   |                                  |
|   **for                           |                                  |
| mula      A bar at the top of the |                                  |
|   bar                             |                                  |
| **          Excel window that you |                                  |
|                                   |                                  |
|              use to enter or edit |                                  |
|                                   |                                  |
|             values or formulas in |                                  |
|                  cells or charts. |                                  |
|                                   |                                  |
|             Displays the constant |                                  |
|                                   |                                  |
|           value or formula stored |                                  |
|                                   |                                  |
|               in the active cell. |                                  |
|                                   |                                  |
|                                   |                                  |
|  **argument**   The values that a |                                  |
|                                   |                                  |
|          function uses to perform |                                  |
|                  operations or    |                                  |
|                                   |                                  |
|            calculations. The type |                                  |
|                                   |                                  |
|            of argument a function |                                  |
|                                   |                                  |
|           uses is specific to the |                                  |
|                  function. Common |                                  |
|                                   |                                  |
|           arguments that are used |                                  |
|                                   |                                  |
|          within functions include |                                  |
|                                   |                                  |
|               numbers, text, cell |                                  |
|                                   |                                  |
|            references, and names. |                                  |
|   ------                          |                                  |
| -------- ------------------------ |                                  |
+-----------------------------------+----------------------------------+
| ### To create a formula:          | ![](media/image36.p              |
|                                   | ng){width="3.2395833333333335in" |
| 1.  Select the cell where you     | height="2.5in"}                  |
|     want the formula to appear    |                                  |
|                                   |                                  |
| 2.  To begin a formula always     |                                  |
|     type = (equal sign) To        |                                  |
|     continue the formula, type    |                                  |
|     the numbers, cell references  |                                  |
|     and the operator              |                                  |
|                                   |                                  |
| 3.  To accept the formula, press  |                                  |
|     Enter                         |                                  |
|                                   |                                  |
| ### For example:                  |                                  |
|                                   |                                  |
| To add the number of Blue Pens    |                                  |
| and the number of Red Pens type:  |                                  |
| =B2+B3                            |                                  |
|                                   |                                  |
| To subtract the number of Blue    |                                  |
| Pens from the number of Red Pens  |                                  |
| type: =B2-B3                      |                                  |
|                                   |                                  |
| To multiply the \# of Red Pens by |                                  |
| the cost type: =B2\*C2            |                                  |
|                                   |                                  |
| To find out the per pen cost for  |                                  |
| the Blue Pens type: =D3/B3        |                                  |
|                                   |                                  |
| Because you create formulas using |                                  |
| cell references, if the cell      |                                  |
| values change, the result of the  |                                  |
| formula will still be correct.    |                                  |
+-----------------------------------+----------------------------------+
| ### AutoSum:                      |                                  |
|                                   |                                  |
| AutoSum quickly adds the contents |                                  |
| of contiguous cells in either a   |                                  |
| column or row.                    |                                  |
|                                   |                                  |
| Click a cell below the column of  |                                  |
| numbers or to the right of the    |                                  |
| row of numbers.                   |                                  |
|                                   |                                  |
| Click AutoSum                     |                                  |
| ![](med                           |                                  |
| ia/image37.png){width="0.21875in" |                                  |
| height="0.20694444444444443in"}on |                                  |
| the Standard toolbar, and then    |                                  |
| press ENTER.                      |                                  |
+-----------------------------------+----------------------------------+

## Relative and Absolute References

Most of the time, when you enter a formula you will use relative
referencing. If you insert or delete rows, columns or cells, your
formulas remain accurate because the cells that they reference change as
your worksheet changes.

+----------------------------------+-----------------------------------+
| ### Relative references          | ![](media/image38.                |
|                                  | png){width="3.2291666666666665in" |
| In a formula, the address of a   | height="3.3541666666666665in"}    |
| cell is based on the relative    |                                   |
| position of the cell that        |                                   |
| contains the formula and the     |                                   |
| cell the reference refers to. If |                                   |
| you copy the formula across rows |                                   |
| or down columns, the reference   |                                   |
| automatically adjusts. By        |                                   |
| default, new formulas use        |                                   |
| relative references.             |                                   |
|                                  |                                   |
| In this example, when the        |                                   |
| formula from column A was copied |                                   |
| to column B, the cell addresses  |                                   |
| adjusted.                        |                                   |
+----------------------------------+-----------------------------------+

+------------------------------+---------------------------------------+
| ### Absolute references      | ![](media/imag                        |
|                              | e39.png){width="3.6980314960629923in" |
| In a formula, the exact      | height="3.5937007874015747in"}        |
| address of a cell,           |                                       |
| regardless of the position   |                                       |
| of the cell that contains    |                                       |
| the formula. If the position |                                       |
| of the cell that contains    |                                       |
| the formula changes, the     |                                       |
| absolute reference remains   |                                       |
| the same.                    |                                       |
|                              |                                       |
| In this example, in order to |                                       |
| calculate the percent each   |                                       |
| formula had to reference     |                                       |
| B10.                         |                                       |
|                              |                                       |
| To do this a \$ had to be    |                                       |
| typed before the B and       |                                       |
| before the 10.               |                                       |
+------------------------------+---------------------------------------+

#  

# Using Functions

A function is a prewritten formula that takes a value or values,
performs an operation, and returns a value or values. Use functions to
simplify and shorten formulas on a worksheet, especially those that
perform lengthy or complex calculations.

## Insert Function Dialog Box

The Insert Function dialog box will display a listing of all functions
or categories of functions available with Excel. As you select a
function, a sample of the function appears at the bottom of the dialog
box.

+-----------------------------------------------------------------------+
| ### To write a function using the Insert Function dialog box:         |
|                                                                       |
| 1.  Click the cell in which you want to enter the formula.            |
|                                                                       |
| 2.  Click Insert Function ![](media/image40.png){width="0.21875in"    |
|     height="0.19791666666666666in"} on the formula bar. The Insert    |
|     Function dialog box will appear.                                  |
|                                                                       |
| 3.  In the Select a category scroll list select the desired function. |
|     A description of the selected function appears beneath the Select |
|     a function scroll list.                                           |
+-----------------------------------------------------------------------+
| ![](media/image41.png){width="4.155511811023622in"                    |
| height="3.488976377952756in"}                                         |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| 4.  Click OK and the Function Arguments dialog box appears.           |
|                                                                       |
| The Functions Arguments dialog box helps you to enter worksheet       |
| functions. As you enter the function the dialog box displays the name |
| of the function, the function arguments, a description of the         |
| function, a description of the arguments and the result of the        |
| function.                                                             |
|                                                                       |
| 5.  Enter the arguments. To enter cell references as an argument,     |
|     click Collapse Dialog                                             |
|     ![](media/image42.png){width="0.2298611111111111in"               |
|     height="0.21597222222222223in"} to temporarily hide the dialog    |
|     box. Select the cells on the worksheet, then press Expand         |
|     Dialog![](media/image43.png){width="0.2298611111111111in"         |
|     height="0.21597222222222223in"}                                   |
|                                                                       |
| 6.  When you complete the formula, press OK.                          |
+-----------------------------------------------------------------------+
| ![](media/image44.png){width="4.978346456692913in"                    |
| height="2.77992125984252in"}                                          |
+-----------------------------------------------------------------------+

# 

# Formatting the Worksheet

## AutoFormat

To make formatting a little easier, Excel has several "preset" formats
available. Once you apply formatting with AutoFormat you can still make
adjustments to the cells.

1.  Select the cell(s) to be formatted

2.  Format menu, AutoFormat

3.  Select the desired AutoFormatting option

4.  When finished, click OK

![](media/image45.png){width="5.0625in" height="3.9270833333333335in"}

## Working with Rows and Columns

+-------------------------------------+--------------------------------+
| ### To insert a column              | ![](media/image46.pn           |
|                                     | g){width="2.791732283464567in" |
| 1.  Click the heading of the column | height="2.8751968503937007in"} |
|     to the right of where you want  |                                |
|     the new column                  |                                |
|                                     |                                |
| 2.  Right-click in the highlighted  |                                |
|     area                            |                                |
|                                     |                                |
| 3.  Click on Insert                 |                                |
|                                     |                                |
| **Note**: To insert multiple        |                                |
| columns select an equal number of   |                                |
| columns. Ex: To insert 3 new        |                                |
| columns, select 3 columns and then  |                                |
| right-click.                        |                                |
|                                     |                                |
| ### To delete a column:             |                                |
|                                     |                                |
| 1.  Click the heading of the column |                                |
|     to be deleted                   |                                |
|                                     |                                |
| 2.  Right-click in the highlighted  |                                |
|     area                            |                                |
|                                     |                                |
| 3.  Click on Delete                 |                                |
+-------------------------------------+--------------------------------+
| ### To insert a row                 | ![](media/image47.pn           |
|                                     | g){width="3.041732283464567in" |
| 1.  Click the heading of the row    | height="3.333464566929134in"}  |
|     below where you want the new    |                                |
|     column                          |                                |
|                                     |                                |
| 2.  Right-click in the highlighted  |                                |
|     area                            |                                |
|                                     |                                |
| 3.  Click on Insert                 |                                |
|                                     |                                |
| **Note**: To insert multiple rows   |                                |
| select an equal number of rows. Ex: |                                |
| To insert 3 new rows, select 3 rows |                                |
| and then right-click.               |                                |
|                                     |                                |
| ### To delete a row:                |                                |
|                                     |                                |
| 1.  Click the heading of the row to |                                |
|     be deleted.                     |                                |
|                                     |                                |
| 2.  Right-click in the highlighted  |                                |
|     area                            |                                |
|                                     |                                |
| 3.  Click on Delete                 |                                |
+-------------------------------------+--------------------------------+

+-------------------------+---+------+----------+-----------------------+
| ### To adjust the row   |   |      | ![       |                       |
| height and column width |   |      | ](media/ |                       |
|                         |   |      | image36. |                       |
| 1.  Point the mouse at  |   |      | png){wid |                       |
|     the boundary to the |   |      | th="3.17 |                       |
|     right of the column |   |      | 51968503 |                       |
|     or at the bottom of |   |      | 93701in" |                       |
|     the row you want to |   |      | height=" |                       |
|     adjust. The mouse   |   |      | 2.45in"} |                       |
|     will turn into a 2  |   |      |          |                       |
|     headed arrow        |   |      |          |                       |
|                         |   |      |          |                       |
| > to adjust the row     |   |      |          |                       |
| >                       |   |      |          |                       |
| > or to adjust the      |   |      |          |                       |
| > column.               |   |      |          |                       |
|                         |   |      |          |                       |
| 2.  Drag the arrow down |   |      |          |                       |
|     to increase row     |   |      |          |                       |
|     height or drag the  |   |      |          |                       |
|     arrow right to      |   |      |          |                       |
|     increase the        |   |      |          |                       |
|     column.             |   |      |          |                       |
|                         |   |      |          |                       |
| > Or                    |   |      |          |                       |
|                         |   |      |          |                       |
| 1.  Right-click the     |   |      |          |                       |
|     column or row       |   |      |          |                       |
|     heading, select     |   |      |          |                       |
|     Column width or Row |   |      |          |                       |
|     height              |   |      |          |                       |
|                         |   |      |          |                       |
| 2.  Type in a number.   |   |      |          |                       |
|                         |   |      |          |                       |
| ### To aut              |   |      |          |                       |
| o-fit the column or row |   |      |          |                       |
|  to the contents of wid |   |      |          |                       |
| est cell or tallest row |   |      |          |                       |
|                         |   |      |          |                       |
| Point the mouse at the  |   |      |          |                       |
| boundary and            |   |      |          |                       |
| double-click the arrow  |   |      |          |                       |
|                         |   |      |          |                       |
| []{#__Re                |   |      |          |                       |
| fHeading___Toc106080415 |   |      |          |                       |
| .anchor}**[To change    |   |      |          |                       |
| the column width for    |   |      |          |                       |
| multiple                |   |      |          |                       |
| columns:]{.underline}** |   |      |          |                       |
|                         |   |      |          |                       |
| Select the columns you  |   |      |          |                       |
| want to change and use  |   |      |          |                       |
| one of the methods      |   |      |          |                       |
| described above.        |   |      |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ### Cell Alignment      |   |      |          |                       |
|                         |   |      |          |                       |
| Be default text is      |   |      |          |                       |
| always aligned left in  |   |      |          |                       |
| a cell and numbers are  |   |      |          |                       |
| always aligned right.   |   |      |          |                       |
| To change this, use the |   |      |          |                       |
| cell alignment buttons  |   |      |          |                       |
| on the formatting       |   |      |          |                       |
| toolbar.                |   |      |          |                       |
| ![](m                   |   |      |          |                       |
| edia/image48.png){width |   |      |          |                       |
| ="0.8229166666666666in" |   |      |          |                       |
| height=                 |   |      |          |                       |
| "0.2916666666666667in"} |   |      |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ### To change horizonta |   | ![   |          |                       |
| l and vertical alignmen |   | ](me |          |                       |
| t and text orientation: |   | dia/ |          |                       |
|                         |   | imag |          |                       |
| 1.  Right-click the     |   | e49. |          |                       |
|     cell(s) you want to |   | png) |          |                       |
|     format.             |   | {wid |          |                       |
|                         |   | th=" |          |                       |
| 2.  Select Format Cells |   | 4.12 |          |                       |
|                         |   | 5196 |          |                       |
| 3.  Click Alignment Tab |   | 8503 |          |                       |
|                         |   | 9370 |          |                       |
| 4.  Make selections     |   | 1in" |          |                       |
|                         |   | he   |          |                       |
|                         |   | ight |          |                       |
|                         |   | ="3. |          |                       |
|                         |   | 9480 |          |                       |
|                         |   | 3149 |          |                       |
|                         |   | 6062 |          |                       |
|                         |   | 9923 |          |                       |
|                         |   | in"} |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ## Borders and Shading  |   |      |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ### Using p             |   |      |          | ![](media             |
| redefined border styles |   |      |          | /image50.png){width=" |
|                         |   |      |          | 1.1562992125984253in" |
| On a worksheet, select  |   |      |          | height="1.5in"}       |
| the cell or range of    |   |      |          |                       |
| cells to which you want |   |      |          |                       |
| to add a border, change |   |      |          |                       |
| the border style, or    |   |      |          |                       |
| remove a border.        |   |      |          |                       |
|                         |   |      |          |                       |
| Click the arrow next to |   |      |          |                       |
| Borders on the          |   |      |          |                       |
| Formatting toolbar, and |   |      |          |                       |
| then choose a border    |   |      |          |                       |
| style from the palette. |   |      |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ### To app              | ! |      |          |                       |
| ly a custom border styl | [ |      |          |                       |
| e or a diagonal border  | ] |      |          |                       |
|                         | ( |      |          |                       |
| 1.  On a worksheet,     | m |      |          |                       |
|     select the cell or  | e |      |          |                       |
|     range of cells to   | d |      |          |                       |
|     which you want to   | i |      |          |                       |
|     add a custom        | a |      |          |                       |
|     border.             | / |      |          |                       |
|                         | i |      |          |                       |
| 2.  Right-click the     | m |      |          |                       |
|     cell or range of    | a |      |          |                       |
|     cells you want to   | g |      |          |                       |
|     format.             | e |      |          |                       |
|                         | 5 |      |          |                       |
| 3.  Select Format Cells | 1 |      |          |                       |
|                         | . |      |          |                       |
| 4.  Click on the Border | p |      |          |                       |
|     tab                 | n |      |          |                       |
|                         | g |      |          |                       |
| 5.  Select the Style,   | ) |      |          |                       |
|     Color and location  | { |      |          |                       |
|     you prefer          | w |      |          |                       |
|                         | i |      |          |                       |
|                         | d |      |          |                       |
|                         | t |      |          |                       |
|                         | h |      |          |                       |
|                         | = |      |          |                       |
|                         | " |      |          |                       |
|                         | 4 |      |          |                       |
|                         | . |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 0 |      |          |                       |
|                         | 8 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | i |      |          |                       |
|                         | n |      |          |                       |
|                         | " |      |          |                       |
|                         | h |      |          |                       |
|                         | e |      |          |                       |
|                         | i |      |          |                       |
|                         | g |      |          |                       |
|                         | h |      |          |                       |
|                         | t |      |          |                       |
|                         | = |      |          |                       |
|                         | " |      |          |                       |
|                         | 3 |      |          |                       |
|                         | . |      |          |                       |
|                         | 9 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 9 |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | i |      |          |                       |
|                         | n |      |          |                       |
|                         | " |      |          |                       |
|                         | } |      |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ### Add shading to a    |   |      |          | ![](media             |
|  cell or range of cells |   |      |          | /image53.png){width=" |
|                         |   |      |          | 1.6354330708661418in" |
| 1.  Select the cell or  |   |      |          | height="              |
|     range of cells that |   |      |          | 1.708267716535433in"} |
|     you want to apply   |   |      |          |                       |
|     shading to or       |   |      |          |                       |
|     remove shading      |   |      |          |                       |
|     from.               |   |      |          |                       |
|                         |   |      |          |                       |
| 2.  To fill cells with  |   |      |          |                       |
|     a solid color,      |   |      |          |                       |
|     click the arrow     |   |      |          |                       |
|     next to Fill Color  |   |      |          |                       |
|     ![](media/image52   |   |      |          |                       |
| .png){width="0.21875in" |   |      |          |                       |
|     height="0.          |   |      |          |                       |
| 20694444444444443in"}on |   |      |          |                       |
|     the Formatting      |   |      |          |                       |
|     toolbar and then    |   |      |          |                       |
|     click the color     |   |      |          |                       |
|     that you want on    |   |      |          |                       |
|     the palette.        |   |      |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ### To app              | ! |      |          |                       |
| ly a custom border styl | [ |      |          |                       |
| e or a diagonal border  | ] |      |          |                       |
|                         | ( |      |          |                       |
| 1.  On a worksheet,     | m |      |          |                       |
|     select the cell or  | e |      |          |                       |
|     range of cells to   | d |      |          |                       |
|     which you want to   | i |      |          |                       |
|     add a custom        | a |      |          |                       |
|     border.             | / |      |          |                       |
|                         | i |      |          |                       |
| 2.  Right-click the     | m |      |          |                       |
|     cell or range of    | a |      |          |                       |
|     cells you want to   | g |      |          |                       |
|     format.             | e |      |          |                       |
|                         | 5 |      |          |                       |
| 3.  Click on Format     | 4 |      |          |                       |
|     cells               | . |      |          |                       |
|                         | p |      |          |                       |
| 4.  Select the Patterns | n |      |          |                       |
|     tab                 | g |      |          |                       |
|                         | ) |      |          |                       |
| 5.  On the Patterns     | { |      |          |                       |
|     tab, under Cell     | w |      |          |                       |
|     shading, click the  | i |      |          |                       |
|     background color    | d |      |          |                       |
|     that you want to    | t |      |          |                       |
|     use for the         | h |      |          |                       |
|     pattern.            | = |      |          |                       |
|                         | " |      |          |                       |
| 6.  Then click the      | 4 |      |          |                       |
|     arrow next to the   | . |      |          |                       |
|     Pattern box, and    | 1 |      |          |                       |
|     click the pattern   | 7 |      |          |                       |
|     style and pattern   | 5 |      |          |                       |
|     color.              | 1 |      |          |                       |
|                         | 9 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 8 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | 0 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 9 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 0 |      |          |                       |
|                         | 1 |      |          |                       |
|                         | i |      |          |                       |
|                         | n |      |          |                       |
|                         | " |      |          |                       |
|                         | h |      |          |                       |
|                         | e |      |          |                       |
|                         | i |      |          |                       |
|                         | g |      |          |                       |
|                         | h |      |          |                       |
|                         | t |      |          |                       |
|                         | = |      |          |                       |
|                         | " |      |          |                       |
|                         | 3 |      |          |                       |
|                         | . |      |          |                       |
|                         | 9 |      |          |                       |
|                         | 2 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | 9 |      |          |                       |
|                         | 0 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 8 |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 0 |      |          |                       |
|                         | 2 |      |          |                       |
|                         | 2 |      |          |                       |
|                         | i |      |          |                       |
|                         | n |      |          |                       |
|                         | " |      |          |                       |
|                         | } |      |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ## Merging              |   |      |          |                       |
| Cells and Wrapping Text |   |      |          |                       |
|                         |   |      |          |                       |
| If you have several     |   |      |          |                       |
| cells that you would    |   |      |          |                       |
| like to combine so they |   |      |          |                       |
| become a single cell    |   |      |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ### Merge Cells         |   | ![   |          |                       |
|                         |   | ](me |          |                       |
| 1.  Select the cells    |   | dia/ |          |                       |
|     you want to merge   |   | imag |          |                       |
|                         |   | e55. |          |                       |
| 2.  Right-click in the  |   | png) |          |                       |
|     highlighted area    |   | {wid |          |                       |
|                         |   | th=" |          |                       |
| 3.  Select Format Cells |   | 4.17 |          |                       |
|                         |   | 7165 |          |                       |
| 4.  Click on the        |   | 3543 |          |                       |
|     Alignment Tab       |   | 3070 |          |                       |
|                         |   | 8in" |          |                       |
| 5.  Under Text control  |   | he   |          |                       |
|     click in the Merge  |   | ight |          |                       |
|     cells box           |   | ="3. |          |                       |
|                         |   | 9791 |          |                       |
|                         |   | 3385 |          |                       |
|                         |   | 8267 |          |                       |
|                         |   | 7165 |          |                       |
|                         |   | in"} |          |                       |
+-------------------------+---+------+----------+-----------------------+
| ### Mer                 |   |      |          |                       |
| ging and Centering Text |   |      |          |                       |
|                         |   |      |          |                       |
| Merging and centering   |   |      |          |                       |
| text can add a          |   |      |          |                       |
| professional appearance |   |      |          |                       |
| to your worksheets. It  |   |      |          |                       |
| is useful for title and |   |      |          |                       |
| headings so they are    |   |      |          |                       |
| not broken up into      |   |      |          |                       |
| different cells or      |   |      |          |                       |
| displayed with          |   |      |          |                       |
| inappropriate           |   |      |          |                       |
| alignment.              |   |      |          |                       |
|                         |   |      |          |                       |
| 1.  Type the desired    |   |      |          |                       |
|     text in the first   |   |      |          |                       |
|     cell of the group   |   |      |          |                       |
|     to be merged.       |   |      |          |                       |
|                         |   |      |          |                       |
| 2.  Select the text and |   |      |          |                       |
|     a cell from each    |   |      |          |                       |
|     column you want     |   |      |          |                       |
|     merged.             |   |      |          |                       |
|                         |   |      |          |                       |
| 3.  On the Formatting   |   |      |          |                       |
|     toolbar click Merge |   |      |          |                       |
|     and Center          |   |      |          |                       |
|     ![](media/image5    |   |      |          |                       |
| 6.png){width="0.3125in" |   |      |          |                       |
|     height=             |   |      |          |                       |
| "0.2916666666666667in"} |   |      |          |                       |
|                         |   |      |          |                       |
| Or                      |   |      |          |                       |
|                         |   |      |          |                       |
| 1.  Select the cells    |   |      |          |                       |
|     you want merged     |   |      |          |                       |
|                         |   |      |          |                       |
| 2.  On the Formatting   |   |      |          |                       |
|     toolbar click Merge |   |      |          |                       |
|     and Center          |   |      |          |                       |
|     ![](media/image5    |   |      |          |                       |
| 6.png){width="0.3125in" |   |      |          |                       |
|     height=             |   |      |          |                       |
| "0.2916666666666667in"} |   |      |          |                       |
|                         |   |      |          |                       |
| 3.  Type the desired    |   |      |          |                       |
|     text and hit enter. |   |      |          |                       |
+-------------------------+---+------+----------+-----------------------+
| #                       | ! |      |          |                       |
| ## To unmerge the cells | [ |      |          |                       |
|                         | ] |      |          |                       |
| 1.  Right-click in the  | ( |      |          |                       |
|     merged cell         | m |      |          |                       |
|                         | e |      |          |                       |
| 2.  Click on Format     | d |      |          |                       |
|     Cells               | i |      |          |                       |
|                         | a |      |          |                       |
| 3.  Select the          | / |      |          |                       |
|     Alignment tab       | i |      |          |                       |
|                         | m |      |          |                       |
| 4.  Under Text control  | a |      |          |                       |
|     remove the          | g |      |          |                       |
|     check-mark from     | e |      |          |                       |
|     Merged cells        | 5 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | . |      |          |                       |
|                         | p |      |          |                       |
|                         | n |      |          |                       |
|                         | g |      |          |                       |
|                         | ) |      |          |                       |
|                         | { |      |          |                       |
|                         | w |      |          |                       |
|                         | i |      |          |                       |
|                         | d |      |          |                       |
|                         | t |      |          |                       |
|                         | h |      |          |                       |
|                         | = |      |          |                       |
|                         | " |      |          |                       |
|                         | 4 |      |          |                       |
|                         | . |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | 4 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 0 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 0 |      |          |                       |
|                         | 8 |      |          |                       |
|                         | i |      |          |                       |
|                         | n |      |          |                       |
|                         | " |      |          |                       |
|                         | h |      |          |                       |
|                         | e |      |          |                       |
|                         | i |      |          |                       |
|                         | g |      |          |                       |
|                         | h |      |          |                       |
|                         | t |      |          |                       |
|                         | = |      |          |                       |
|                         | " |      |          |                       |
|                         | 3 |      |          |                       |
|                         | . |      |          |                       |
|                         | 9 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 9 |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 3 |      |          |                       |
|                         | 8 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | 8 |      |          |                       |
|                         | 2 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 7 |      |          |                       |
|                         | 1 |      |          |                       |
|                         | 6 |      |          |                       |
|                         | 5 |      |          |                       |
|                         | i |      |          |                       |
|                         | n |      |          |                       |
|                         | " |      |          |                       |
|                         | } |      |          |                       |
+-------------------------+---+------+----------+-----------------------+

+-----------------------+---+---------------------------------------------+
| ## Wrapping Text      |   |                                             |
|                       |   |                                             |
| If you have text that |   |                                             |
| appears in a single   |   |                                             |
| cell and you want to  |   |                                             |
| increase the height   |   |                                             |
| of that cell to       |   |                                             |
| accommodate all of    |   |                                             |
| the words, use the    |   |                                             |
| Wrap text option.     |   |                                             |
+-----------------------+---+---------------------------------------------+
| ### To wrap text:     | ! |                                             |
|                       | [ |                                             |
| 1.  Select the cells  | ] |                                             |
|     to which Wrap     | ( |                                             |
|     text will be      | m |                                             |
|     applied           | e |                                             |
|                       | d |                                             |
| 2.  Right-click in    | i |                                             |
|     the highlighted   | a |                                             |
|     area              | / |                                             |
|                       | i |                                             |
| 3.  Click Format      | m |                                             |
|     cells             | a |                                             |
|                       | g |                                             |
| 4.  Select the        | e |                                             |
|     Alignment tab     | 5 |                                             |
|                       | 7 |                                             |
| 5.  Under Text        | . |                                             |
|     control select    | p |                                             |
|     Wrap text         | n |                                             |
|                       | g |                                             |
| []{#__RefH            | ) |                                             |
| eading___Toc106080429 | { |                                             |
| .anchor}**[To unwrap  | w |                                             |
| the                   | i |                                             |
| text]{.underline}**   | d |                                             |
|                       | t |                                             |
| Follow the above      | h |                                             |
| steps and remove the  | = |                                             |
| check mark            | " |                                             |
|                       | 4 |                                             |
|                       | . |                                             |
|                       | 1 |                                             |
|                       | 6 |                                             |
|                       | 6 |                                             |
|                       | 5 |                                             |
|                       | 3 |                                             |
|                       | 5 |                                             |
|                       | 4 |                                             |
|                       | 3 |                                             |
|                       | 3 |                                             |
|                       | 0 |                                             |
|                       | 7 |                                             |
|                       | 0 |                                             |
|                       | 8 |                                             |
|                       | 6 |                                             |
|                       | 6 |                                             |
|                       | i |                                             |
|                       | n |                                             |
|                       | " |                                             |
|                       | h |                                             |
|                       | e |                                             |
|                       | i |                                             |
|                       | g |                                             |
|                       | h |                                             |
|                       | t |                                             |
|                       | = |                                             |
|                       | " |                                             |
|                       | 3 |                                             |
|                       | . |                                             |
|                       | 9 |                                             |
|                       | 4 |                                             |
|                       | 8 |                                             |
|                       | 0 |                                             |
|                       | 3 |                                             |
|                       | 1 |                                             |
|                       | 4 |                                             |
|                       | 9 |                                             |
|                       | 6 |                                             |
|                       | 0 |                                             |
|                       | 6 |                                             |
|                       | 2 |                                             |
|                       | 9 |                                             |
|                       | 9 |                                             |
|                       | 2 |                                             |
|                       | 3 |                                             |
|                       | i |                                             |
|                       | n |                                             |
|                       | " |                                             |
|                       | } |                                             |
+-----------------------+---+---------------------------------------------+
| ## Co                 |   |                                             |
| pying Cell Formatting |   |                                             |
|                       |   |                                             |
| Copy and paste will   |   |                                             |
| copy text and all     |   |                                             |
| associated            |   |                                             |
| formatting. If you    |   |                                             |
| want to copy only the |   |                                             |
| formatting, use the   |   |                                             |
| Format Painter.       |   |                                             |
+-----------------------+---+---------------------------------------------+
| ### To u              |   |                                             |
| se the Format Painter |   |                                             |
|                       |   |                                             |
| 1.  Highlight the     |   |                                             |
|     cell containing   |   |                                             |
|     the desired       |   |                                             |
|     formatting.       |   |                                             |
|                       |   |                                             |
| 2.  On the Standard   |   |                                             |
|     toolbar click     |   |                                             |
|     Format Painter    |   |                                             |
|     ![](media         |   |                                             |
| /image58.png){width=" |   |                                             |
| 0.3645833333333333in" |   |                                             |
|     height="0         |   |                                             |
| .3229166666666667in"} |   |                                             |
|                       |   |                                             |
| 3.  Click the cell    |   |                                             |
|     you want to       |   |                                             |
|     format.           |   |                                             |
|                       |   |                                             |
| **Note**: Clicking    |   |                                             |
| the Format Painter    |   |                                             |
| once, allows you to   |   |                                             |
| use it once. If you   |   |                                             |
| want to use the       |   |                                             |
| Format Painter        |   |                                             |
| several times, click  |   |                                             |
| it twice. When you    |   |                                             |
| are finished be sure  |   |                                             |
| to click on the       |   |                                             |
| button again to turn  |   |                                             |
| the feature off.      |   |                                             |
+-----------------------+---+---------------------------------------------+
| ### To                |   |                                             |
| clear cell formatting |   |                                             |
|                       |   |                                             |
| 1.  Select the        |   |                                             |
|     cell(s)           |   |                                             |
|     containing the    |   |                                             |
|     formatting to be  |   |                                             |
|     cleared           |   |                                             |
|                       |   |                                             |
| 2.  Edit menu, Clear, |   |                                             |
|     Formats           |   |                                             |
+-----------------------+---+---------------------------------------------+
| #                     |   |                                             |
| # Formatting Numbers: |   |                                             |
|                       |   |                                             |
| Numbers can be        |   |                                             |
| quickly formatted by  |   |                                             |
| using the buttons on  |   |                                             |
| the Formatting        |   |                                             |
| tool                  |   |                                             |
| bar![](media/image59. |   |                                             |
| png){width="1.3125in" |   |                                             |
| height="0.40625in"}.  |   |                                             |
+-----------------------+---+---------------------------------------------+
| ##                    |   | ![](med                                     |
| # More number formats |   | ia/image60.png){width="4.197916666666667in" |
|                       |   | height="3.90625in"}                         |
| 1.  Right-click the   |   |                                             |
|     cell(s) you want  |   |                                             |
|     to format         |   |                                             |
|                       |   |                                             |
| 2.  Click on Format   |   |                                             |
|     Cells             |   |                                             |
|                       |   |                                             |
| 3.  Select the Number |   |                                             |
|     tab               |   |                                             |
|                       |   |                                             |
| 4.  Choose the        |   |                                             |
|     appropriate       |   |                                             |
|     format.           |   |                                             |
+-----------------------+---+---------------------------------------------+

# Setting Up and Printing a Worksheet

## The Page Setup dialog window

The Page Setup provides many options for customizing your print
settings. Changes are made for each sheet individually.

To open the Page Setup dialog box; Open the File menu, select Page Setup

There are four tabs in the Page Setup dialog box. Each will be reviewed
separately.

+-----------------------------------------------------------------------+
| ### The Page Tab                                                      |
|                                                                       |
| +------------+----------------------------------------------------+   |
| | **Option** | **Description**                                    |   |
| +------------+----------------------------------------------------+   |
| | #### O     | Selects the width of the printed page. Most        |   |
| | rientation | documents are portrait; however, many worksheets   |   |
| |            | may be easier to read in the landscape mode.       |   |
| +------------+----------------------------------------------------+   |
| | ##         | Adjusts the percentage of the printed copy's       |   |
| | ## Scaling | actual size. Options are available for fitting all |   |
| |            | columns or rows to a certain number of pages. The  |   |
| |            | default size of the printed copy is 100%.          |   |
| +------------+----------------------------------------------------+   |
| | ####       | Selects the paper size to match the stock          |   |
| | Paper size | currently loaded in the printer.                   |   |
| +------------+----------------------------------------------------+   |
| | #### Pri   | Adjusts the resolution of your printer.            |   |
| | nt Quality |                                                    |   |
| +------------+----------------------------------------------------+   |
| | ##         | Sets the page number that will print on the first  |   |
| | ## First p | page. If you want the first page number to be      |   |
| | age number | number one (1), leave the selection on Auto.       |   |
| +------------+----------------------------------------------------+   |
|                                                                       |
| ![](media/image61.png){width="4.728346456692913in"                    |
| height="3.7708661417322835in"}                                        |
+-----------------------------------------------------------------------+

+----------------------------------------------------------------------+---+
| **Notes:**                                                           |   |
|                                                                      |   |
| -   Microsoft Excel ignores manual page breaks when you use the Fit  |   |
|     to option.                                                       |   |
|                                                                      |   |
| -   When you change the values for Fit to, Excel shrinks the printed |   |
|     image or expands it up to 100 percent, as necessary. To see the  |   |
|     how much the image will be adjusted for your new values, click   |   |
|     OK, and then click Page Setup on the File menu. The Adjust to    |   |
|     box on the Page tab shows the percentage that the printed size   |   |
|     will be adjusted.                                                |   |
|                                                                      |   |
| -   Printed data does not exceed the specified number of pages.      |   |
|     Excel does not enlarge the data to fill the pages.               |   |
+----------------------------------------------------------------------+---+
| ### The Margins Tab                                                  |   |
|                                                                      |   |
| Provides options enabling you to set all your margins and center     |   |
| your sheet both vertically and horizontally.                         |   |
|                                                                      |   |
| +------------+---------------------------------------------------+   |   |
| | **Option** | **Description**                                   |   |   |
| +------------+---------------------------------------------------+   |   |
| | #### T     | Adjusts the top and bottom margins.               |   |   |
| | op, Bottom |                                                   |   |   |
| +------------+---------------------------------------------------+   |   |
| | #### L     | Adjusts the left and right margins.               |   |   |
| | eft, Right |                                                   |   |   |
| +------------+---------------------------------------------------+   |   |
| | #### Head  | Adjusts the location of the header and footer.    |   |   |
| | er, Footer |                                                   |   |   |
| +------------+---------------------------------------------------+   |   |
| | #### Cent  | Centers the worksheet on a printout horizontally, |   |   |
| | er on page | vertically or both.                               |   |   |
| +------------+---------------------------------------------------+   |   |
|                                                                      |   |
| ![](media/image62.png){width="4.811811023622047in"                   |   |
| height="3.738976377952756in"}                                        |   |
+----------------------------------------------------------------------+---+

+-----------------------------------------------------------------------+
| ### The Header Footer Tab                                             |
|                                                                       |
| Allows you to access options to adjust the information at the top     |
| and/or bottom of each page. They may contain the date, page number,   |
| filename, text or the contents of a cell.                             |
|                                                                       |
| Excel has two types of headers and footers available. The first,      |
| preset, is make up of samples and headers or footers you have used in |
| the past. The second type, custom, is created by you.                 |
|                                                                       |
| +-------+---------------------------------------------------------+   |
| | **Opt | **Description**                                         |   |
| | ion** |                                                         |   |
| +-------+---------------------------------------------------------+   |
| | #     | Offers a choice from a list of preset headers.          |   |
| | ### H | Previously used headers will appear in this list.       |   |
| | eader |                                                         |   |
| +-------+---------------------------------------------------------+   |
| | ###   | Allows you to create your own header. Options include   |   |
| | # Cus | adding time, data, page numbers and text. In addition,  |   |
| | tom H | you can change the font associated with all of these    |   |
| | eader | options.                                                |   |
| +-------+---------------------------------------------------------+   |
| | ###   | Allows you to create your own footer. Options include   |   |
| | # Cus | adding time, data, page numbers and text. In addition,  |   |
| | tom F | you can change the font associated with all of these    |   |
| | ooter | options.                                                |   |
| +-------+---------------------------------------------------------+   |
| | #     | Offers a choice from a list of preset footers.          |   |
| | ### F | Previously used footers will appear in this list.       |   |
| | ooter |                                                         |   |
| +-------+---------------------------------------------------------+   |
|                                                                       |
| ![](media/image63.png){width="4.739763779527559in"                    |
| height="3.8015748031496064in"}                                        |
+-----------------------------------------------------------------------+

[Instructions for Headers and
Footers](#creating-custom-headers-and-footers)

+-----------------------------------------------------------------------+
| ### The Sheet Tab                                                     |
|                                                                       |
| Provides you with several options for selecting what you want         |
| printed.                                                              |
|                                                                       |
| +----------------------+------------------------------------------+   |
| | **Option**           | **Description**                          |   |
| +----------------------+------------------------------------------+   |
| | #### Print area      | Specifies a range of cells to print.     |   |
| +----------------------+------------------------------------------+   |
| | ###                  | Specifies rows or columns to print on    |   |
| | # Print titles - (ro | each page.                               |   |
| | ws to repeat at top) |                                          |   |
| +----------------------+------------------------------------------+   |
| | ####                 | Allows only certain elements of your     |   |
| |  Print - (gridlines) | worksheet to be printed. Options include |   |
| |                      | Gridlines, Black and white, Row and      |   |
| |                      | column headings and comments. This is    |   |
| |                      | most useful for selecting whether        |   |
| |                      | gridlines should be printed.             |   |
| +----------------------+------------------------------------------+   |
| | #### Page order      | Controls the order in which the pages of |   |
| |                      | your worksheet are numbered and printed  |   |
| |                      | when the printout does not fit on one    |   |
| |                      | page.                                    |   |
| +----------------------+------------------------------------------+   |
|                                                                       |
| ![](media/image64.png){width="4.738976377952756in"                    |
| height="3.822047244094488in"}                                         |
+-----------------------------------------------------------------------+

##  Print Preview and Page Break Preview 

### Print Preview

Before you print a worksheet, click Print Preview
![](media/image65.png){width="0.26944444444444443in"
height="0.2465277777777778in"}.

Print preview shows you how the file will look when it is printed
including headers, footers and printed titles.

> The Print Preview toolbar

![](media/image66.png){width="5.78125in" height="0.3541666666666667in"}

+--------+-------------------------------------------------------------+
| Next   | Displays the next page to be printed. If you have multiple  |
|        | worksheets selected and click Next when the last page of a  |
|        | selected worksheet appears, Excel displays the first page   |
|        | of the next selected worksheet.                             |
+--------+-------------------------------------------------------------+
| Pr     | Displays the previous page to be printed. If you have       |
| evious | multiple worksheets selected and click Previous when the    |
|        | first page of a selected worksheet appears, Excel displays  |
|        | the last page of the previous selected worksheet.           |
+--------+-------------------------------------------------------------+
| Zoom   | Switches between a full-page view of a sheet and a          |
|        | magnified view. The Zoom feature does not affect printing   |
|        | size. You can also switch between a full-page view and a    |
|        | magnified view of a worksheet by clicking any area of the   |
|        | worksheet.                                                  |
|        |                                                             |
|        | Depending on the resolution of your monitor, you may not    |
|        | see certain graphics, such as thin borders, in full-page    |
|        | view.                                                       |
+--------+-------------------------------------------------------------+
| Print  | Lets you set printing options and then prints the selected  |
|        | worksheet.                                                  |
+--------+-------------------------------------------------------------+
| Setup  | Lets you set options that control the appearance of printed |
|        | sheets.                                                     |
+--------+-------------------------------------------------------------+
| M      | Displays or hides margin handles that you can drag to       |
| argins | adjust page margins, header and footer margins, and column  |
|        | widths.                                                     |
+--------+-------------------------------------------------------------+
| Page   | Switches to page break preview, in which you can adjust the |
| Break  | page breaks on the active worksheet. You can also resize    |
| P      | the print area and edit the worksheet. The name of the      |
| review | button changes from Page Break Preview to Normal View if    |
|        | you were in page break preview when you clicked Print       |
|        | Preview .                                                   |
+--------+-------------------------------------------------------------+
| Normal | Displays the active worksheet in normal view.               |
| View   |                                                             |
+--------+-------------------------------------------------------------+
| Close  | Closes the print preview window and returns to the previous |
|        | view of the active worksheet.                               |
+--------+-------------------------------------------------------------+

### Page Break Preview

Page Break Preview is found on the View toolbar. It shows you what data
will go on each page so you can adjust the print area and page breaks by
clicking and dragging with the mouse.

## Print Options

### To set a print area

The Print Area command is useful when you want to print a specific range
of cells. The print area will remain in Excel's memory until it is
cleared or replaced. The print area can be set on the [Sheet
tab](#print-area) of the Page Setup dialog box. Another way to set the
print area is:

1.  Select the cells to be printed

2.  File menu, Print Area, Set Print Area. The print area is set.

To clear the print area

1.  File menu, Print Area, Clear Print Area. The print area is cleared.

### To print a worksheet

If you want to print all data on an active worksheet, press the Print
button ![](media/image67.png){width="0.30277777777777776in"
height="0.25in"} on the Standard toolbar.

If you want to print anything else, Open the File menu and click on
Print to open the Print dialog box.

  ---------------- ------------------------------------------------------
  **Option**       **Description**

  Print range      Specifies which pages to print.

  Print what       Specifies whether to print a selected area, actives
                   worksheets or the entire workbook.
  ---------------- ------------------------------------------------------

![](media/image67.png){width="5.073611111111111in"
height="3.5208333333333335in"}

[]{#__RefHeading___Toc106080464 .anchor}**[To print more than one
worksheet]{.underline}**:

  ------------------------ ----------------------------------------------
  **To Print**             **Action**

  Two or more adjacent     Click the tab for the first sheet, and then
  sheets                   hold down SHIFT and click the tab for the last
                           sheet.

  Two or more nonadjacent  Click the tab for the first sheet, and then
  sheets                   hold down CTRL and click the tabs for the
                           other sheets.

  All sheets in a workbook Right-click a sheet tab, and then click Select
                           All Sheets on the shortcut menu.

  Cancel a selection of    Click any unselected sheet. If no unselected
  multiple sheets          sheet is visible, right-click the tab of a
                           selected sheet. Then click Ungroup Sheets on
                           the shortcut menu.
  ------------------------ ----------------------------------------------

# 

# Lists in Excel

An Excel list makes it easier to manage and analyze groups of related
data in a worksheet.

The List command puts everything you use everyday right at your
fingertips; sorting data, filtering data, and performing quick
calculations. You do not have to go separate menus and various buttons
to accomplish these tasks. And lists will help you find answers quickly
in large or complex worksheets. Create a list for part of the worksheet,
and you can sort that data separately, without affecting the rest of the
worksheet.

### Parts of a list

+------------------------------+---------------------------------------+
| Every column in the list has | ![](media/imag                        |
| AutoFilter enabled by        | e68.png){width="1.7811023622047244in" |
| default in the header row.   | height="2.113779527559055in"}         |
| AutoFilter allows you to     |                                       |
| filter or sort your data     |                                       |
| quickly.                     |                                       |
|                              |                                       |
| The dark blue border around  |                                       |
| the list clearly             |                                       |
| distinguishes the range of   |                                       |
| cells that makes up your     |                                       |
| list.                        |                                       |
|                              |                                       |
| The row that contains an     |                                       |
| asterisk is called the       |                                       |
| insert row. Typing           |                                       |
| information in this row will |                                       |
| automatically add data to    |                                       |
| the list and expand the      |                                       |
| border of the list.          |                                       |
|                              |                                       |
| A total row can be added to  |                                       |
| your list. A total row is a  |                                       |
| special row in a list that   |                                       |
| provides functions useful    |                                       |
| for working with numerical   |                                       |
| data. When you click a cell  |                                       |
| within the total row, a      |                                       |
| drop-down list of the        |                                       |
| available functions becomes  |                                       |
| available.                   |                                       |
|                              |                                       |
| You can modify the size of   |                                       |
| your list by dragging the    |                                       |
| resize handle found on the   |                                       |
| bottom corner of the list    |                                       |
| border.                      |                                       |
+------------------------------+---------------------------------------+

## Create an Excel List

+--------------------------------------+-------------------------------+
| 1.  Highlight the range of data that | ![](media/image69.png)        |
|     you want make into a list.       | {width="2.6979166666666665in" |
|                                      | h                             |
| 2.  Right-click in the highlighted   | eight="3.4993055555555554in"} |
|     area and select Create List      |                               |
|                                      |                               |
| 3.  The Create List dialog box will  |                               |
|     appear showing where the data    |                               |
|     for the list is located. Be sure |                               |
|     to indicate whether or not the   |                               |
|     list has headers.                |                               |
|                                      |                               |
| 4.  Click OK                         |                               |
+--------------------------------------+-------------------------------+
| The range will be identified by the  |                               |
| blue border. AutoFilter drop-downs   |                               |
| will be automatically enabled for    |                               |
| each column in the list and the      |                               |
| insert row will be added as the last |                               |
| row of the list. If you choose to    |                               |
| add a total row by clicking Toggle   |                               |
| Total Row                            |                               |
|  ![](media/image7                    |                               |
| 0.png){width="0.26944444444444443in" |                               |
| height="0.2548611111111111in"} on    |                               |
| the List toolbar, a total row will   |                               |
| be displayed under the insert row.   |                               |
|                                      |                               |
| ![](media/imag                       |                               |
| e71.png){width="5.218055555555556in" |                               |
| height="2.4791666666666665in"}       |                               |
+--------------------------------------+-------------------------------+

When you select a cell, row, or column outside of the list, the list
becomes inactive. An inactive list is surrounded by a blue border but
does not display the insert row or AutoFilter drop-downs.

The border will not be displayed if you clicked Hide Border of Inactive
Lists on the List menu.

## Add or Delete Rows or Columns in an Excel List

There are several methods to add a row or column to your list. (Note -
If your list is linked to a Microsoft Windows SharePoint Services list,
you cannot add or delete columns from the list, you may only add or
delete rows.)

### Using the list border to expand your list

Click and drag the lower right corner to highlight columns or rows to
include in or remove from your list. You cannot add both rows and
columns at the same time. If your new columns or rows already contain
data, the data will be incorporated into the list.

### Using the Resize List command on the List submenu

1.  On the Resize List dialog box, click OK.

```{=html}
<!-- -->
```
5.  On the List submenu of the List toolbar, click Resize List.

6.  On the worksheet select the area that you want to add or remove from
    the list.

-   The headers must remain in the same row, and the resulting list must
    overlap part of the original list.

-   If the selection includes cells which contain data, the data will
    remain in the cells within the list.

### Using the Insert or Delete command on the List submenu

1.  Click a cell within the list where you want to add or delete a row
    or column.

```{=html}
<!-- -->
```
7.  On the List submenu of the List toolbar, click Insert and click
    either Row or Column. To remove a row or column, On the List submenu
    of the List toolbar, click Delete and click either Row or Column.

### Adding a row using the insert row

> Type a value in one of the cells of the insert row to quickly add
> data. This will automatically add the row to the end of the list and
> specify the next row as the insert row.

### Adding a row or column using auto-expansion

> If you type in a empty row or column that is adjacent to the list, the
> list will automatically expand to integrate the row or column into the
> list.

-   You can turn off auto-expansion by unchecking the Include new rows
    and columns in list option on the AutoFormat As You Type tab of the
    AutoCorrect dialogue box. This dialogue box can be displayed by
    clicking AutoCorrect Options on the Tools menu.

-   The list will not automatically expand if you type in a row below
    the list if you have the total row displayed.

# Charts

Charts are rich analysis and presentation tools, and make it easier for
users to see comparisons, patterns, and trends in data. For instance,
rather than having to analyze several columns of worksheet numbers, you
can see at a glance whether teleregistration processing is falling or
rising over daily or weekly periods, or how the actual rate of
registrations compares to the projected rate.

You can create a chart on its own sheet or as an embedded object on a
worksheet. To create a chart, you must first enter the data for the
chart on the worksheet.

![](media/image72.png){width="6.489583333333333in"
height="2.0833333333333335in"}

You then select the data and click on the Chart Wizard button
![](media/image73.png){width="0.2701388888888889in"
height="0.24791666666666667in"} (on the Standard toolbar) The Chart
Wizard will help you go through the steps of choosing the chart type and
the various chart options.

![](media/image74.png){width="4.332638888888889in"
height="4.259722222222222in"}

Excel will create a chart based on the data.

![](media/image75.png){width="5.998611111111111in"
height="4.378472222222222in"}

# Pivot Table and Pivot Chart Reports

## Pivot Table Reports

A PivotTable report is an interactive table that automatically combines
and compares large amounts of data. You can rotate its rows and columns
to see different summaries of the source data, and you can display
details for areas of interest

PivotTable reports are useful when you have large amounts of data to
summarize and your original data (in an Excel worksheet) has recurring
entries in a given column and/or row (for example, in the Excel
worksheet below, each Name, each Month and each Region occur many
times.)

We will use this Excel worksheet as a sample:

![](media/image76.png){width="3.8222222222222224in"
height="5.957638888888889in"}

It is important to prepare your data and make sure it is well organized
before trying to make a Pivot Table report.

-   Make sure the first row contains column labels, since Excel will use
    this data for the field names in the report.

-   Check that each column contains only one sort of data (ie, include
    text in one column and numeric values in a separate column.)

-   Make sure there are no completely blank rows or columns within the
    range of data to be used for the report.

-   Remove any automatic subtotals from your Excel worksheet. (The
    PivotTable report will calculate the subtotals and grand totals for
    you).

> (You may wish to make a copy of your worksheet, and take the subtotals
> out of the copy, so you can keep the original unchanged.)

### Create a Pivot Table report

1.  Select a cell within the area of data to be analyzed. On the Data
    menu, click PivotTable and PivotChart Report.

2.  The Pivot Table and Pivot Chart Wizard dialogue box will appear.

![](media/image77.png){width="4.957638888888889in"
height="3.363888888888889in"}

3.  In Step 1 of the wizard, select Microsoft Excel list or database.

4.  Under What kind of report do you want to create?, select PivotTable.

5.  Click Finish.

6.  The wizard will provide a worksheet area for the report and list of
    the available fields on the PivotTable Field List.

7.  If the field list is not showing, click Show Field List
    ![](media/image78.png){width="0.26944444444444443in"
    height="0.2548611111111111in"}on the PivotTable toolbar.

..![](media/image79.png){width="5.997222222222222in" height="3.11875in"}

8.  Select fields to click and drag from the field list, and decide
    where to drop the field on the layout. The Data Items drop area is
    where you would usually drop data that contains numbers (ie. "#of
    Visits"), which are to be summarized (ie. Summed, averaged, counted,
    etc.) automatically.

9.  After you create a PivotTable report, you can change the layout, the
    format, or the level of detail of your report.

In the following Pivot Table report, we dropped "# of Visits" into the
Data Items drop area. We dropped "Name" into the Row Fields drop area,
and we dropped "Month" into the Column Fields drop area. We did not use
the Page Fields drop area in this report. If you need to organize your
Pivot Table into separate pages based on a given field (for example, a
separate page for each Region), you would drop that field into the Page
Fields drop area.

![](media/image80.png){width="5.995138888888889in"
height="3.4430555555555555in"}

You can create different Pivot Table reports from the same source data.
Which values you decide to aggregate depend on what questions you are
trying to answer about the data.

For example, the Pivot Table report shown above tells you how many
visits were made by each person, and how many visits were made in each
month, with a breakdown of visits by person by month.

If you also needed to know how many visits were made within each Region,
you would produce another, different Pivot Table report, as shown below.

![](media/image81.png){width="5.997916666666667in"
height="3.553472222222222in"}

### Summarize a Pivot Table report by Average, Count, etc.

If you need a summary other than the SUM (for example, you need an
AVERAGE):

1.  Select a cell in the Pivot Table report, that contains the type of
    data you wish to summarize differently (for example, select a cell
    that contains a person's number of visits per month).

2.  Click on the Field Settings button
    ![](media/image82.png){width="0.24930555555555556in"
    height="0.24930555555555556in"} on the Pivot Table tool bar.

3.  The Pivot Table Field dialogue box will open.(Shown in the picture
    below, with a blue title bar, labeled simply, "Pivot Table Field".)

4.  Select the function you need from the "Summarize by:" list.

5.  Click OK.

![](media/image83.png){width="5.991666666666666in"
height="3.6777777777777776in"}

### Change the Sort Order within a Pivot Table report

1.  Click on one of the field headings of the data you want to use to
    sort the Pivot Table report (ie, click on the number "8",
    representing Region 8, in the Pivot Table report shown above.)

2.  On the Pivot Table toolbar, click "Pivot Table" to get the drop-down
    list of functions, then click "Sort and Top 10".

3.  Choose the AutoSort options, then click Descending or Ascending.

4.  Click OK.

### Change the formatting of numbers in a Pivot Table report

1.  Click on a cell that contains the numerical data.

2.  Click the Field Settings button
    ![](media/image82.png){width="0.24930555555555556in"
    height="0.24930555555555556in"} on the Pivot Table toolbar, then
    click on "Number".

3.  In the Format Cells dialogue box, click the option you need in the
    Category list.

4.  Click OK twice.

### Refresh the data in a Pivot Table report

The data in a Pivot Table report is tied to the original, source data
that was used to create it. However, when the source data changes, the
Pivot Table is not automatically updated. To update the data in the
Pivot Table, based on changes in the source data, you must use the
Refresh Data button on the Pivot Table toolbar.

1.  Select a cell in the Pivot Table report.

2.  Click the Refresh Data button ![](media/image84.png){width="0.25in"
    height="0.25in"} on the Pivot Table toolbar.

### Using Page Fields

If you have defined a Page Field, you can use the drop-down arrow next
to the field name to control which groups of data are displayed.

You can also display the data on different worksheets, based on the Page
Field value.

1.  Click on the Page Filed name.

2.  On the Pivot Table toolbar, click on "Pivot Table", to get the
    drop-down list of functions, and then click "Show Pages".

3.  The Show Pages dialogue box will appear. Click OK. The Pivot Table
    data will now be separated onto different worksheets, based on the
    Page Field.

### Add or change fields in a Pivot Table report

You do not have to create a new report, if you need to add or change
fields in an existing report.

1.  Click inside the Pivot Table report

2.  Click and drag fields from the Pivot Table Field List, onto any of
    the drop areas on the report.

3.  Click and drag any field that is on the report. You can drag it to
    another drop area, or you can drag it off the report completely.

4.  You can drag more than one field onto any of the drop areas. This
    will create a nested report.

### Create a (simple, non-interactive) Chart from a Pivot Table report

The information in a Pivot Table report can easily be converted into a
simple chart.

These instructions are to create a simple, non-interactive chart rather
than an interactive PivotChart report (see instructions for the
interactive Pivot Chart report below).

1.  Click and drag to select the data in the PivotTable report that you
    want to use in your chart. (Start dragging from the lower-right
    corner of the data you\'re selecting. This will allow you to include
    the column and row headers in the first row and column of the
    report.)

2.  Click Copy ![](media/image85.png){width="0.26944444444444443in"
    height="0.2548611111111111in"}.

3.  Click a cell in a blank area of the worksheet

4.  On the Edit menu, click Paste Special.

5.  Click Values, and then click OK.

6.  Press the ESC key to end the copy and paste function.

7.  The newly copied data area should remain selected (highlighted). If
    not, select a cell within the data range to be charted.

8.  Click Chart Wizard
    ![](media/image86.png){width="0.26944444444444443in"
    height="0.2548611111111111in"} on the Standard toolbar, then follow
    the instructions in the Chart Wizard to create the chart.

![](media/image87.png){width="5.995138888888889in"
height="3.8930555555555557in"}

## Pivot Chart Reports

Pivot Chart reports are always based on an existing Pivot Table report.
We recommend that you create the Pivot Table first. This allows you to
make sure the resulting sums or other summaries are the ones you need.
The instructions below assume that you have made the Pivot Table first.

### Create a default Pivot Chart report

Click a cell inside the PivotTable report, and then click the Chart
Wizard ![](media/image86.png){width="0.2701388888888889in"
height="0.25416666666666665in"} on the Standard toolbar.

A standard chart, with default colors and settings, will be created.

It will be placed in a new worksheet.

![](media/image88.png){width="5.995833333333334in" height="4.6875in"}

### Create a customized Pivot Chart report

8.  Click a cell outside and not adjacent to the PivotTable report.

9.  Click the Chart Wizard
    ![](media/image86.png){width="0.2701388888888889in"
    height="0.25416666666666665in"} on the Standard toolbar.

10. In step 1 of the Chart Wizard, click a chart type. You can use any
    chart type except xy (scatter), bubble, or stock.

11. In step 2 of the Chart Wizard, click a cell inside the PivotTable
    report. The reference in the Data range box will expand to include
    the entire Pivot Table report.

12. Follow the instructions in the remaining Chart Wizard steps.

# Using Tools

## **Headers and Footers**

## Using Preset Headers and Footers

Preset Headers and Footers comprise samples from Microsoft and headers
or footers you have used from other files in the past. To access them:

1.  File menu, Page Setup

2.  Select Header/Footer tab

3.  From the Header and/or Footer pull-down list, select a preset header
    or footer.

4.  Click OK

## Creating Custom Headers and Footers

This is when you want to create your own Headers and Footers.

1.  File menu, Page Setup

2.  Select Header/Footer tab

3.  Click Custom Header or Custom Footer. Both look the same and have
    the same capabilities.

4.  Using the toolbar, complete the three sections of the dialog box.

> ![](media/image89.png){width="5.791666666666667in"
> height="2.8958333333333335in"}

##  

### The Custom Header and Footer Buttons

The Code column shows the command that Excel will insert when the option
is selected. The code will be translated to the corresponding
information when the sheet is printed.

  ----------------------------------------------------- -------------------- -----------------------------------------------------
  **Button**                                            **Code**             **Action**

  ![](media/image90.png){width="0.3645833333333333in"                        Displays the Font dialog box so you can adjust the
  height="0.3333333333333333in"}                                             font, size, and style of the text for each of the
                                                                             three sections of the header or footer.

  ![](media/image90.png){width="0.3229166666666667in"   &\[Page\]            Inserts the page number
  height="0.3229166666666667in"}                                             

  ![](media/image90.png){width="0.2604166666666667in"   &\[Pages\]           Inserts the total number of pages
  height="0.34375in"}                                                        

  ![](media/image90.png){width="0.3020833333333333in"   &\[Date\]            Inserts the date
  height="0.34375in"}                                                        

  ![](media/image90.png){width="0.28125in"              &\[Time\]            Inserts the time
  height="0.34375in"}                                                        

  ![](media/image90.png){width="0.28125in"              &\[File\]            Inserts the filename of the workbook
  height="0.3229166666666667in"}                                             

  ![](media/image90.png){width="0.3020833333333333in"   &\[Tab\]             Inserts the name of the current worksheet
  height="0.375in"}                                                          

  ![](media/image90.png){width="0.3541666666666667in"   &\[Path\]&\[File\]   Inserts the path and file name
  height="0.3125in"}                                                         

  ![](media/image90.png){width="0.3541666666666667in"   &\[Picture\]         Displays the Insert Picture dialog box so you can
  height="0.3229166666666667in"}                                             insert a picture

  ![](media/image90.png){width="0.3333333333333333in"                        Displays the Format Picture dialog box so you can
  height="0.3229166666666667in"}                                             adjust picture properties
  ----------------------------------------------------- -------------------- -----------------------------------------------------

##  

## Sorting and Filtering

### Using the Sort Command

The Sort command will arrange the records in your database according to
the contents of a particular column. Excel will sort the following in
ascending order: numbers, text, logical values, error values, and blank
cells. A descending sort will reverse the above order, except for blank
cells, which are always sorted last.

### To sort by a single column:

1.  Select a cell in the column to be sorted.

2.  Press the Sort Ascending ![](media/image91.png){width="0.25in"
    height="0.2534722222222222in"} or Sort Descending button
    ![](media/image91.png){width="0.25in"
    height="0.25277777777777777in"} on the Standard toolbar.

**Note**: It is not necessary to select all the data. All record
information will be kept together.

+---------------------------------+------------------------------------+
| #                               | ### ![](media/ima                  |
| ## To sort by multiple columns: | ge92.png){width="2.801388888888889 |
|                                 | in" height="2.9270833333333335in"} |
| 1.  Select a cell in the column |                                    |
|     to be sorted.               |                                    |
|                                 |                                    |
| 2.  Data menu, Sort. The Sort   |                                    |
|     dialog box appears.         |                                    |
|                                 |                                    |
| 3.  From the Sort by pull-down  |                                    |
|     list, select the column by  |                                    |
|     which you want to sort. If  |                                    |
|     column IDs appear instead   |                                    |
|     of column titles, under my  |                                    |
|     list has, select Header     |                                    |
|     row.                        |                                    |
|                                 |                                    |
| 4.  Select Ascending or         |                                    |
|     Descending                  |                                    |
|                                 |                                    |
| 5.  From the Then by pull-down  |                                    |
|     list(s) select the          |                                    |
|     column(s) by which you want |                                    |
|     to sort.                    |                                    |
|                                 |                                    |
| 6.  Select Ascending or         |                                    |
|     Descending for each.        |                                    |
|                                 |                                    |
| ###                             |                                    |
+---------------------------------+------------------------------------+

### Sort rows by four criteria (columns)

1.  Click a cell in the range you want to sort.

2.  On the Data menu, click Sort.

3.  The Sort dialogue box will appear.

4.  In the first Sort by box click the column of least importance.

5.  Click OK. The Sort dialogue box will close, and the first sort will
    be done by Excel.

6.  On the Data menu, click Sort again.

7.  The Sort dialogue box will open again.

8.  In the Sort by and Then by boxes, click the other three columns you
    want to sort, starting with the most important.

9.  Select any other sort options you wish, and then click OK.

### Sort rows by months or weekdays

1.  Select a cell or range you want to sort.

2.  On the Data menu, click Sort.

3.  The Sort dialogue box will appear.

4.  In the Sort by box, click the column you want to sort.

5.  Click Options.

6.  Under First key sort order, click the custom sort order you want,
    and then click OK.

7.  Select any other sort options you wish, and then click OK.

### Sort by columns instead of by rows

Usually, you will want to sort by rows. If, however, you want to sort by
columns, use this procedure.

1.  Click a cell in the range you want to sort.

2.  On the Data menu, click Sort.

3.  The Sort dialogue box will appear.

4.  Click Options.

5.  Under Orientation, click Sort left to right, and then click OK.

6.  In the Sort by and Then by boxes, click the rows you wish to sort.

### Create a custom Sort Order using your own data

To use your own data as a Sort Order, you must first create a Custom
List. You then specify this Custom List as your First Key Sort Order
(under Options in the sort dialogue box).

+-----------------------------------------------------------------------+
| > **Potential Impact**                                                |
+-----------------------------------------------------------------------+
| > High                                                                |
+-----------------------------------------------------------------------+
| > Medium                                                              |
+-----------------------------------------------------------------------+
| > Low                                                                 |
+-----------------------------------------------------------------------+

1.  In a range of cells, enter the values you want to sort by, in the
    order you want them, from top to bottom (for an example, see above).

2.  Select the range (do not include the column header, ie, "Potential
    Impact", because it is not one of the sort values.)

3.  On the Tools menu, click Options, and then click the Custom Lists
    tab.

4.  Click Import, and then click OK.

5.  Select a cell in the range you want to sort.

6.  On the Data menu, click Sort.

7.  In the Sort by box, click the column you want to sort.

8.  Click Options.

9.  Under First key sort order, click the custom list you created. For
    example, click High, Medium, Low.

10. Click OK.

11. Select any other sort options you want, and then click OK.

You can not use a custom sort order in a Then by box. The custom sort
order applies only to the column specified in the Sort by box. To sort
multiple columns by using a custom sort order, sort by each column
separately. For example, to sort by columns A and B, in that order,
first sort by column B, specifying the custom sort order by using the
Sort Options dialog box. Next, sort the range by column A, specifying
its custom sort order.

### Sort one column without affecting the others

**Be careful** using this procedure. Sorting by one column only (keeping
it "disconnected" from the other columns in your table of data) may
produce results you don\'t want, such as moving cells in that column
away from other cells in the same row.

This procedure does not work if your data is in an Excel List. The List
structure protects the connection between data items in the same row.

1.  Click the column heading to select the column you want to sort.

2.  Click Sort Ascending
    ![](media/image93.png){width="0.26944444444444443in"
    height="0.24861111111111112in"}or Sort Descending
    ![](media/image94.png){width="0.26944444444444443in"
    height="0.24861111111111112in"} on the Standard toolbar.

3.  The Sort Warning dialogue box will appear.

4.  Select Continue with the current selection.

5.  Click Sort.

6.  Check your results carefully!

7.  If the results are not what you wanted, click Undo
    ![](media/image95.png){width="0.26944444444444443in"
    height="0.24861111111111112in"}.

![](media/image96.png){width="2.863888888888889in"
height="3.4993055555555554in"}

### Notes on Sorting

If your data is in an Excel List, the Sort tool will properly ignore the
column headings.

If your data is not in an Excel List, and if there are column headings,
you can tell the Sort tool to ignore the first row: on the Data menu,
click Sort, and then under My data range has, click Header row

To do a case-sensitive sort: on the Data menu click Sort, click Options,
and then select Case sensitive.

To find the top or bottom values in a range, such as top 10 grades or
bottom 5 sales amounts, use the AutoFilter tool.

## Filtering your data

Using a filter allows you to work with a portion of the records in your
file by extracting only records that match a set of criteria.

### Using the AutoFilter

AutoFilter works for most filtering needs, but when you have complex
criteria or want to crate a copy of the information, use Advanced
Filter. AutoFilter command applies pull-down lists directly to the
column headings in the database. These menus are used to select the
field contents, which will determine what records will display.

+---------------------------------+------------------------------------+
| ### Activating AutoFilter       | ### ![](media/image97.png){wi      |
|                                 | dth="1.1875in" height="1.34375in"} |
| 1.  Select a cell within the    |                                    |
|     data                        |                                    |
|                                 |                                    |
| 2.  Data menu, Filter,          |                                    |
|     AutoFilter                  |                                    |
|                                 |                                    |
| > A pull-down list will be      |                                    |
| > placed next to each column    |                                    |
| > within the selected data.     |                                    |
|                                 |                                    |
| ###                             |                                    |
+---------------------------------+------------------------------------+

## Finding Data

### Find data in a worksheet:

1.  To search through the entire spreadsheet, click a single cell.

2.  To search within a range of cells, select the range.

3.  From the Edit Menu select Find.

4.  Type in the text you are searching for.

5.  If you want to replace the text with new text click Replace and key
    in the new text under Replace with.

6.  Choose either Replace or Replace All. Replace will only replace the
    first found string of text you searched for with the new text.
    Replace All will replace all of the searched text with the new text.
    As soon as all the text is replaced with the new text the
    Find/Replace window will close. If you choose Replace, click Find
    Next to go to the next string of text meeting the search criteria.
    Continue until the search process is completed.

7.  When all replacements are made the Find/Replace window will close.
    If you want to stop at any point click Close.

## Check Spelling

1.  Select the range of cells you want to check.

2.  To check the entire sheet, click any cell.

3.  Click the Spelling button
    ![](media/image98.png){width="0.26944444444444443in"
    height="0.2465277777777778in"}., on the Standard toolbar.

## Creating and Using Macros

By using a Macro you can combine all of the steps of a commonly executed
task into a single command. A Macro records your mouse clicks and
keystrokes, stores them under the Macro name, and lets you play them
back later. You can use a Macro to record the sequence of commands you
use to perform a certain task. When you run the Macro, it plays those
exact commands back in the same order, causing Excel to respond just as
if you had entered all of the individual commands.

### Record a simple Macro

The first step is to set the Security Level to Medium or Low. If the
Security Level is set to High, Excel will not allow you to record a
Macro.

1.  On the Tools menu, click Options.

2.  Click the Security tab.

3.  Under Macro Security, click Macro Security.

4.  Click the Security Level tab, and then select the security level you
    want to use.

Then, you may record the Macro.

1.  On the Tools menu, point to Macro, and then click Record New Macro.

2.  In the Macro name box, enter a name for the macro.

    -   The first character of the macro name must be a letter. Other
        characters can be letters, numbers, or underscore characters.
        Spaces are not allowed in a macro name; an underscore character
        may be used as a word separator.

    -   Do not use a macro name that is also a cell reference. You may
        get an error message that the macro name is not valid.

3.  If you want to run the macro by pressing a keyboard shortcut key,
    enter a letter in the Shortcut key box. You can use CTRL+ *letter*
    (for lowercase letters) or CTRL+SHIFT+ *letter* (for uppercase
    letters), where *letter* is any letter key on the keyboard. The
    shortcut key letter you use cannot be a number or special character
    such as @ or #.

    -   The shortcut key you define will override any equivalent default
        Microsoft Excel shortcut keys while the workbook that contains
        the macro is open.

4.  In the Store macro in box, click the location where you want to
    store the macro.

    -   If you want a macro to be available whenever you use Excel,
        select Personal Macro Workbook.

5.  If you want to include a description of the macro, type it in the
    Description box.

6.  Click OK.

7.  If you want the macro to run *relative* to the position of the
    active cell, record it using relative cell references. On the Stop
    Recording toolbar, select Relative Reference
    ![](media/image99.png){width="0.26944444444444443in"
    height="0.2548611111111111in"} (so that it is highlighted). Excel
    will continue to record macros with relative references until you
    quit Excel or until you click Relative Reference
    ![](media/image99.png){width="0.26944444444444443in"
    height="0.2548611111111111in"}again (so that it is not highlighted).

8.  Carry out the actions you want to record.

9.  On the Stop Recording toolbar, click Stop Recording
    ![](media/image100.png){width="0.26944444444444443in"
    height="0.2548611111111111in"}.

### Run a Macro

1.  Set the security level to Medium or Low.

    -   On the Tools menu, click Options.

    -   Click the Security tab.

    -   Under Macro Security, click Macro Security.

    -   Click the Security Level tab, and then select the security level
        you want to use.

2.  Open the workbook that contains the macro.

3.  On the Tools menu, point to Macro, and then click Macros.

4.  In the Macro name box, enter the name of the macro you want to run.

5.  Click Run.

    -   If you want to interrupt, press ESC.

# Help Tools

Excel provides several tools to help you learn about the application's
features. There is an embedded help function, and if your system is
connected to the Internet, there are help functions available from
Microsoft's web site.

+-------------------------+---------------------+---------------------+
| When you start the      | ![](media/imag      | ![](media/imag      |
| Excel application, a    | e101.png){width="2. | e102.png){width="2. |
| help function will open | 0416666666666665in" | 0520833333333335in" |
| in the Task Pane to the | height="4.          | height="6.          |
| right of the            | 759722222222222in"} | 301388888888889in"} |
| screen.(Getting         |                     |                     |
| Started)                |                     |                     |
|                         |                     |                     |
| If you are using Excel, |                     |                     |
| and this Task Pane is   |                     |                     |
| not visible, you may    |                     |                     |
| click on the Help menu, |                     |                     |
| then "Microsoft Excel   |                     |                     |
| Help", to open the Task |                     |                     |
| Pane                    |                     |                     |
|                         |                     |                     |
| If there is a topic you |                     |                     |
| wish to research, type  |                     |                     |
| it into the "Search     |                     |                     |
| for:" box and click on  |                     |                     |
| the green arrow. A      |                     |                     |
| search on "Comments"    |                     |                     |
| yielded the help topics |                     |                     |
| shown in the "Search    |                     |                     |
| Results" box.           |                     |                     |
+-------------------------+---------------------+---------------------+

# The Excel Menus

### File Menu

  ------------------------------------------------------ -------------- -------------------------
  ![](media/image103.png){width="3.4479166666666665in"   New...         Creates a new blank
  height="5.6875in"}                                                    workbook.

                                                         Open...        Opens a previously
                                                                        created, saved workbook.

                                                         Close          Closes the current open
                                                                        workbook.

                                                         Save           Saves the current open
                                                                        workbook.

                                                         Save As...     Allows you to save the
                                                                        current open workbook
                                                                        with a different name.

                                                         Save as Web    Saves the current open
                                                         Page...        workbook in HTML file
                                                                        format.

                                                         Remove Hidden  Creates a new version of
                                                         Data...        your Excel file, without
                                                                        hidden text, file
                                                                        properties, or other
                                                                        information that you may
                                                                        not want others to see.

                                                         Save           Saves a copy of your
                                                         Workspace...   Excel file as a WorkSpace
                                                                        type file (.xlw)

                                                         File Search... Opens the Basic File
                                                                        Search tool in the Task
                                                                        Pane.

                                                         Permission     Accesses the Information
                                                                        Rights Management tool,
                                                                        if the Windows Rights
                                                                        Management client is
                                                                        installed. Helps prevent
                                                                        sensitive documents from
                                                                        being forwarded, edited
                                                                        or copied by unauthorized
                                                                        people.

                                                         Web Page       Displays the current
                                                         Preview        workbook as it would
                                                                        appear if saved as a web
                                                                        page.

                                                         Page Setup...  Allows you to select
                                                                        options for setting up
                                                                        your workbook and set
                                                                        print options.

                                                         Print Area     Allows you to set or
                                                                        clear a print area.

                                                         Print Preview  Displays the open
                                                                        worksheet as it will
                                                                        appear when printed,
                                                                        given the current Page
                                                                        Setup and Print Area
                                                                        settings.

                                                         Print...       Allows you to choose
                                                                        print options and
                                                                        initiate printing for the
                                                                        open workbook.

                                                         Create Adobe   Allows you to create
                                                         PDF            Adobe PDF file. (Only
                                                                        applicable if Adobe PDF
                                                                        writer is installed on
                                                                        your computer.)

                                                         Send To        Allows you to choose
                                                                        different delivery
                                                                        methods for the open
                                                                        workbook.

                                                         Properties     Provides information and
                                                                        general statistics about
                                                                        the open workbook.

                                                         Recent         Provides a list of
                                                         Documents      recently opened
                                                                        workbooks.

                                                         Exit           Closes the Excel 2000
                                                                        window.
  ------------------------------------------------------ -------------- -------------------------

###  Edit Menu

  ------------------------------------------------------ -------------- -------------------------------------
  ![](media/image104.png){width="1.8645833333333333in"   Undo...        Allows you to reverse the last action
  height="4.65625in"}                                                   taken.

                                                         Repeat...      Allows you to repeat the last action
                                                                        taken.

                                                         Cut            Allows you to remove selected text
                                                                        and graphics.

                                                         Copy           Allows you to copy selected text and
                                                                        graphics.

                                                         Office         Opens the Office Clipboard in the
                                                         Clipboard...   Task Pane

                                                         Paste          Allows you to place cut or copied
                                                                        text and graphics.

                                                         Paste          Allows you to place cut or copied
                                                         Special...     text and graphics with specific
                                                                        formats.

                                                         Paste as       Allows you to place cut or copied
                                                         Hyperlink      text and graphics as a hyperlink.

                                                         Fill           Allows you to fill the selected
                                                                        cells, based on the content of a
                                                                        given cell or cells (You may fill up,
                                                                        down, right or left, within the
                                                                        selected range.) Also allows you to
                                                                        specify the characteristics of a
                                                                        series (linear, growth, date, etc.)

                                                         Clear          Allows you to erase selected text.

                                                         Delete...      Deletes cells (with shift up or shift
                                                                        left of remaining cells), rows or
                                                                        columns.

                                                         Delete Sheet   Permanently deletes the entire
                                                                        worksheet that is selected (and all
                                                                        the data on the sheet.)

                                                         Move or Copy   Allows you to move or copy an entire
                                                         Sheet...       worksheet.

                                                         Find...        Allows you to locate specific text or
                                                                        formatting within a document.

                                                         Replace...     Allows you to locate and change
                                                                        specific text or formatting within a
                                                                        document.

                                                         Go To...       Allows you to quickly go to a
                                                                        specific page within a document.

                                                         Links...       Allows you to quickly go to links
                                                                        within a document.

                                                         Object         Allows you to quickly go to objects
                                                                        within a document.
  ------------------------------------------------------ -------------- -------------------------------------

### View Menu

  ------------------------------------------- -------------- -------------------------------
  ![](media/image105.png){width="1.78125in"   Normal         Allows you to view the
  height="2.9791666666666665in"}                             worksheet in the standard view.

                                              Page Break     Allows you to view the
                                              Preview        worksheet with page breaks.

                                              Task Pane      Allows you to display or hide
                                                             the Task Pane (normally to the
                                                             right of the spreadsheet area.)

                                              Toolbars       Provides access to the
                                                             available toolbars.

                                              Formula Bar    Allows you to display or hide
                                                             the formula bar.

                                              Status Bar     Allows you to display or hide
                                                             the status bar.

                                              Header and     Allows you to create headers
                                              Footer...      and footers within your
                                                             document.

                                              Comments       Allows you to edit comments
                                                             within a document.

                                              Custom         Provides access to define
                                              Views...       custom view options.

                                              Full Screen    Allows you to enlarge the
                                                             displayed worksheet to the full
                                                             size of the computer monitor.

                                              Zoom...        Allows you to increase the size
                                                             of the current document.
  ------------------------------------------- -------------- -------------------------------

### Insert Menu

  ----------------------------------------- -------------- -------------------------------
  ![](media/image106.png){width="1.625in"   Cells...       Allows you to add cells to a
  height="3.6354166666666665in"}                           worksheet.

                                            Rows           Allows you to add rows to a
                                                           worksheet.

                                            Columns        Allows you to add columns to a
                                                           worksheet.

                                            Worksheet      Allows you to add worksheets to
                                                           a workbook.

                                            Chart...       Allows you to add a chart to a
                                                           worksheet.

                                            Symbol...      Allows you to insert a symbol
                                                           into a worksheet.

                                            Page Break     Allows you to designate the
                                                           locations of page breaks within
                                                           a worksheet.

                                            Function...    Allows you to insert a function
                                                           into the active cell of a
                                                           worksheet.

                                            Name           Allows you to create a name to
                                                           describe a cell or range when
                                                           using formulas.

                                            Comment        Allows you to include a comment
                                                           about the selected cell,
                                                           comments can contain
                                                           information about the cell's
                                                           contents.

                                            Picture        Allows you to insert a picture
                                                           or clip art into the current
                                                           worksheet.

                                            Diagram...     Allows you to insert a diagram
                                                           into the current worksheet.

                                            Object...      Allows you to insert an object
                                                           that was created in a different
                                                           application into the current
                                                           worksheet.

                                            Hyperlink...   Allows you to create a
                                                           hyperlink, either an internal
                                                           link within the worksheet or an
                                                           external link to a separate
                                                           file or Web page.
  ----------------------------------------- -------------- -------------------------------

### Format Menu

  ------------------------------------------- ----------------- -------------------------
  ![](media/image107.png){width="1.96875in"   Cells...          Allows you to apply
  height="1.9583333333333333in"}                                selected formatting
                                                                options to the active
                                                                cell(s).

                                              Row               Allows you to apply
                                                                selected formatting
                                                                options to chosen rows.

                                              Column            Allows you to apply
                                                                selected formatting
                                                                options to chosen
                                                                columns.

                                              Sheet             Allows you to select
                                                                formatting options for
                                                                the worksheet.

                                              AutoFormat...     Allows you to apply
                                                                AutoFormat features to
                                                                selected cells.

                                              Conditional       Provides automatic
                                              Formatting...     formatting options to
                                                                cells only when the data
                                                                meets pre-defined
                                                                criteria.

                                              Style...          Allows you to create and
                                                                select predefined
                                                                style(s), and apply the
                                                                style(s) to a cell or
                                                                range of cells in a
                                                                worksheet.
  ------------------------------------------- ----------------- -------------------------

### Tools Menu

  ------------------------------------------------------ --------------- ------------------------------
  ![](media/image108.png){width="2.4480314960629923in"   Spelling...     Allows you to check the
  height="4.614566929133859in"}                                          worksheet for spelling
                                                                         errors-provides recommended
                                                                         changes for inaccuracies.

                                                         Research...     Opens the Research tool in the
                                                                         Task Pane.

                                                         Error           Checks for errors in the
                                                         Checking...     worksheet.

                                                         Speech          Opens the Text to Speech
                                                                         Toolbar.

                                                         Shared          Opens the Workspace tool in
                                                         Workspace...    the Task Pane. Allows you to
                                                                         create a Sharepoint
                                                                         (web-based) Workspace, if
                                                                         Sharepoint has been
                                                                         implemented on your system,
                                                                         and if you have the correct
                                                                         system privileges.

                                                         Share Workbook  Allows you to share concurrent
                                                                         editing of the workbook with
                                                                         other network users. Allows
                                                                         you to specify how changes are
                                                                         tracked and how to handle
                                                                         conflicting changes.

                                                         Track Changes   Provides access user change
                                                                         tracking tools.

                                                         Compare and     Allows you to compare
                                                         Merge           workbooks and merge the data
                                                         Workbooks...    from multiple Excel workbooks
                                                                         into one workbook.

                                                         Protection      Allows you to choose the
                                                                         protection measures to apply
                                                                         to your workbook.

                                                         Online          Provides access to create an
                                                         Collaboration   online discussion about the
                                                                         workbook. The Web Discussions
                                                                         feature enables users to
                                                                         attach comments to a Web page
                                                                         or to any document that can be
                                                                         opened with a browser (such as
                                                                         .htm, .xls, .doc, and .ppt
                                                                         files) so that the comments
                                                                         appear with the document but
                                                                         are stored on a discussion
                                                                         server.

                                                         Goal Seek...    Allows you to find the input
                                                                         value that a formula needs to
                                                                         return a given result.

                                                         Scenarios...    Allows you to identify a set
                                                                         of values that Microsoft Excel
                                                                         saves and can substitute
                                                                         automatically in your
                                                                         worksheet.

                                                         Formula         Allows you to choose auditing
                                                         Auditing        commands that graphically
                                                                         display, or trace, the
                                                                         relationships between cells
                                                                         and formulas.

                                                         Macro           Provides access to creating
                                                                         automated tasks and running
                                                                         these tasks.

                                                         Add-Ins...      Allows you to install
                                                                         additional Excel features.

                                                         AutoCorrect     
                                                         Options...      

                                                         Customize...    Allows you to customize the
                                                                         Excel icons and features.

                                                         Options...      Provides access to Excel
                                                                         features.
  ------------------------------------------------------ --------------- ------------------------------

\`

### Data Menu

  ------------------------------------------------------ ---------------- --------------------------
  ![](media/image109.png){width="2.5208661417322835in"   Sort...          Allows you to sort
  height="3.666535433070866in"}                                           selected cells in
                                                                          alphabetical order.

                                                         Filter           Allows you to display only
                                                                          the rows that meet specify
                                                                          criteria for a selected
                                                                          column.

                                                         Form...          Allows you to create a
                                                                          form used in data entry.

                                                         Subtotals...     Allows you to define a
                                                                          cell to calculate
                                                                          subtotals.

                                                         Validation...    Allows you to validate
                                                                          data within your
                                                                          worksheet.

                                                         Table...         Allows you to define
                                                                          specific cells to be
                                                                          formatted as a table.

                                                         Text to          Allows you to format
                                                         Columns...       selected data into
                                                                          columns.

                                                         Consolidate...   Allows you to merge more
                                                                          than one cell of data into
                                                                          one cell.

                                                         Group and        Allows you to group data
                                                         Outline          from a worksheet into an
                                                                          outline.

                                                         PivotTable and   Allows you to analyze data
                                                         PivotChart       using a pivot table or
                                                         Report...        pivot chart. The pivot
                                                                          table/chart allows you to
                                                                          quickly summarize large
                                                                          amounts of data into a
                                                                          concise, specifically
                                                                          defined table.

                                                         Import External  Allows you to access data
                                                         Data             from another source.

                                                         List             Allows you to create and
                                                                          work with lists.

                                                         XML              Allows you to import and
                                                                          work with XML data.

                                                         Refresh Data     Will update newly imported
                                                                          or changed data.
  ------------------------------------------------------ ---------------- --------------------------

### Window Menu

  ----------------------------------------------------- ------------ ---------------------------------
  ![](media/image110.png){width="2.166535433070866in"   New Window   Creates a copy of the current
  height="2.197244094488189in"}                                      document and opens it in a new
                                                                     window.

                                                        Arrange...   Allows you to arrange the Excel
                                                                     files so that they are situated
                                                                     together on the Windows toolbar.

                                                        Compare Side Places two workbooks side by side
                                                        by Side      on the screen, and allows
                                                        with...      synchronous scrolling or a reset
                                                                     of the relative window positions.

                                                        Hide         Hides the selected workbook.

                                                        Unhide...    Unhides a hidden workbook.

                                                        Split        Allows you to divide the open
                                                                     window into separate panes.

                                                        Freeze Panes Temporarily freezes rows and
                                                                     columns above and to the left of
                                                                     the selected cell. This allows
                                                                     you to scroll in the worksheet,
                                                                     while keeping certain rows and
                                                                     columns (usually the column and
                                                                     row headings) static.

                                                        Unfreeze     This command is available if
                                                        Panes        Freeze Panes is active. It
                                                                     releases the "frozen" rows and
                                                                     columns, returning workbook
                                                                     scrolling to normal.

                                                        Open Files   Provides a listing of all open
                                                                     Excel workbooks. You may switch
                                                                     to another workbook by clicking
                                                                     on its name..
  ----------------------------------------------------- ------------ ---------------------------------

### Help Menu

  ----------------------------------------------------- ------------ ---------------------------------
  ![](media/image111.png){width="2.260236220472441in"   Microsoft    Provides access to Microsoft
  height="2.4688976377952754in"}                        Excel Help   Excel help. Displays the Office
                                                                     Assistant where you can type in
                                                                     the information you are looking
                                                                     for.

                                                        Show/Hide    Turn on/off the Office Assistant.
                                                        the Office   
                                                        Assistant    

                                                        Microsoft    If your system is connected to
                                                        Office       the Internet, this will open a
                                                        Online       browser and go to the Microsoft
                                                                     Office website.

                                                        Contact Us   If your system is connected to
                                                                     the Internet, this will open a
                                                                     Microsoft web page with contact
                                                                     information.

                                                        Check for    If your system is connected to
                                                        Updates      the Internet, this will search
                                                                     Microsoft's update website for
                                                                     updates that may apply to your
                                                                     system.

                                                        Detect and   Provides automatic repairs to the
                                                        Repair...    Excel program when files have
                                                                     been damaged.

                                                        Activate     This is used by the installer of
                                                        Product...   Excel (usually the IT staff) to
                                                                     activate the application after
                                                                     installation.

                                                        Customer     This provides information on
                                                        Feedback     Microsoft's customer feedback
                                                        Options...   program.

                                                        About        Provides licensing and copyright
                                                        Microsoft    information about the Excel
                                                        Office Excel program installed on the
                                                                     computer.
  ----------------------------------------------------- ------------ ---------------------------------