Excel 2016 Core Certification Guide
Excel 2016 Core Certification Guide
Exam: 77–727
EXCEL
2016 CORE
Certification Guide
Microsoft® Office Specialist 2016 Series
Microsoft®
Excel 2016
Core Certification Guide
Exam 77-727
November 2016
© CCI Learning Solutions Inc.
Preface About This Courseware
This courseware is copyrighted and all rights are reserved by CCI Learning Solutions Inc. No part of this
publication may be reproduced, transmitted, stored in a retrieval system, modified, or translated into any
language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical,
chemical, manual or otherwise without written permission of CCI Learning Solutions, Canada: 1-800-668-
1669.
The information in this courseware is distributed on an “as is” basis, without warranty. While every precaution
has been taken in the preparation of this courseware, neither the author nor CCI Learning Solutions Inc. shall
have any liability to any person or entity with respect to any liability, loss, or damage caused or alleged to be
caused directly or indirectly by the instructions contained in this courseware or by the computer software
and hardware products described therein.
Courseware Team: Kenny Lee, Kelly Hegedus, Kim Williams, Sue Wong, Irina Heer, Kevin Yulo
Copyright © 2016 CCI Learning Solutions Inc.
ISBN: 978-1-55332-473-7
All rights reserved.
Printed in Canada.
CCI Courseware#: 3263-1
Any brand name or product mentioned in this publication is a trademark or registered trademark of their
respective companies and are used for identification purposes only.
The Microsoft Office Specialist (MOS) certification exams validate skills within the applicable Microsoft Office programs. The
2016 exams are more powerful for assessing student skills and preparing students for real-world application. Skill assessments
include performance-based formats, revised instructions, multiple projects, and questions integrated with objective domains.
The available Microsoft Office Specialist Program 2016 exams include*:
• Microsoft Office Specialist: Word 2016
• Microsoft Office Specialist: Excel 2016
• Microsoft Office Specialist: PowerPoint 2016
• Microsoft Office Specialist: Outlook 2016
• Microsoft Office Specialist: Access 2016
Microsoft, Access, Excel, the Office Logo, Outlook, PowerPoint, SharePoint, and Windows Vista are either registered trademarks
or trademarks of Microsoft Corporation in the United States and/or other countries. The Microsoft Office Specialist logo is
used under license from Microsoft Corporation.
Table of Contents
Courseware Description............................................................................................................................................................................... viii
Course Series .................................................................................................................................................................................. viii
Course Prerequisites .................................................................................................................................................................... viii
System Requirements ................................................................................................................................................................. viii
Classroom Setup ............................................................................................................................................................................. ix
Course Design ................................................................................................................................................................................................... ix
Course Objectives ............................................................................................................................................................................................. x
Conventions and Graphics............................................................................................................................................................................ xi
Appendices
Appendix A: Courseware Mapping ......................................................................................................................................................... A2
Appendix B: Glossary of Terms ................................................................................................................................................................. A5
Appendix C: Index .......................................................................................................................................................................................... A7
Course Description
This Microsoft® Excel 2016 Core Certification Guide teaches the student how to create and edit professional-
looking worksheets using a variety of core and intermediate features. Comprehensive step-by-step
instruction combined with the ‘why’ behind a skill allows students to enhance their level of understanding
and proficiency as they work through the exercises. Students who complete this course will have reviewed
all the exam objectives and be on their way to preparing for Microsoft Office Specialist Excel 2016 Core Exam
#77-727. Successful completion of the certification exam provides a competitive advantage by validating the
knowledge and skill sets for individuals who may be seeking employment or further job opportunities in their
careers.
Course Series
This guide is one of seven courses in CCI’s Microsoft Office Specialist series. The courses available in the
series include:
• Word 2016 Core • PowerPoint 2016 • Word 2016 Expert
• Excel 2016 Core • Outlook 2016 • Excel 2016 Expert
• Access 2016
Course Prerequisites
This course is designed for students who are familiar with personal computers, using a keyboard and using
a mouse. The course assumes that students have completed the Microsoft Windows course or have
equivalent Microsoft Windows knowledge and experience.
System Requirements
This courseware was developed using specific software and hardware configurations. To complete this
courseware, you should have the following for each student:
• A desktop or laptop system running Microsoft® Windows 10 and Microsoft® Office 2016
• Mouse or comparable pointing device
• 101-key enhanced keyboard
• A headset with a microphone for each student for recording a presentation
In the materials contained in this courseware, we assume that you have met these criteria, and that you have
successfully installed both Windows and Office on your computer.
Classroom Setup
The features and exercises shown in this courseware were developed using the standard installation of the
Microsoft Office 2016 Desktop applications on a system with Windows 10. If your computers have another
version of Windows installed, you will need to adjust accordingly to accommodate for the differences in
dialog boxes when saving or opening files.
It is likely your teacher set up the classroom computers based on the system requirements to run the software
for this course. Most software configurations on your computer are identical to those on your teacher’s
computer. However, your teacher may use additional software to demonstrate network interaction or related
technologies.
Teacher Resources are available and are produced specifically to help and assist an instructor in preparing to
deliver the course using the CCI materials. Contact your coordinator or administrator, or call your CCI Account
Manager for information on how to access these resources.
Course Design
This course book was developed for teacher-led training and will assist you during class. Together with
comprehensive instructional text and objectives checklists, this course book provides easy-to-follow hands-
on lab exercises and a glossary of course-specific terms.
Course Objectives
This course book teaches the skills you will need to successfully complete the Microsoft Office Specialist Excel
2016 Core exam. These skill sets are introduced using multiple types of business and personal documents
that are commonly used in practical life.
File and Folder Names – Names of folders and files are indicated in italic font style.
Database Fields – Names of database fields are indicated in purple italic font style.
Exercise Text – Content to be entered by the student during an exercise appears in Consolas font.
Procedures – Procedures and commands you are instructed to activate are indicated in bold font style.
Objective 1.1.1, 1.1.2 – This indicates the numbered objective from the Microsoft Office Specialist exam
being covered in this topic. Refer to the Appendix for a complete listing of exam objectives.
Technical Notes point out exceptions or special circumstances that you may find when working with a
particular procedure, or may indicate there is another method to complete the task.
Learn Exercise
Learn Exercise headings signal the start of step-by-step, hands-on exercises or other activities.
Microsoft ®
Excel 2016
Core Certification Guide
use the Quick Access Toolbar save in a previous version Excel format, and
check for compatibility issues
move around in Excel
manage files and folders
use keyboard shortcuts
select cells
enter text, numbers, dates, and times
What is Excel?
Excel is an electronic spreadsheet program developed by Microsoft, originally for the Windows environment,
but is now available for the Apple Mac or any computer with a web browser. A powerful tool for analyzing
and presenting information, Excel actually consists of three programs in one:
Spreadsheet – Entering and analyzing numeric data in applications such as financial forecasting and
statistical problems. Excel performs math calculations so quickly that they appear to be simultaneous. Excel
uses the term worksheet in place of spreadsheet.
Graphics – Creating charts to represent numeric data.
Database – Compiling and sorting lists of data.
Some of Excel’s advantages are:
• It is relatively easy to learn. All Microsoft Office Suite programs, such as Word, Excel, and PowerPoint,
operate similarly. Many of the skills you learn in one program carry over to others.
• It enables data to be exchanged easily between the different Office programs. For example, you can
create a chart in Excel and insert it into a document you are writing using Word.
• Excel can produce output of print-shop quality using features such as the spelling checker and other
tools that enhance your work and provide it with a professional look.
• Excel has a large selection of mathematical, financial, statistical, and database functions. It includes 14
basic chart types and each of the commonly-used chart types have four or more subtypes. There are also
some tools for forecasting or analysis, and a function helper.
• Worksheets can be grouped together in a single file rather than separate files. In Excel, these files are
called workbooks. Inside a workbook, there are several ways to manage the multiple worksheets such as
renaming worksheet tabs.
• Excel uses AutoFill to fill selected cells with data that follows from the information in the first of the
selected cells. For example, if you select four cells, and the first cell contains Qtr 1, AutoFill will fill in the
next three cells with Qtr 2, Qtr 3, and Qtr 4.
• By default, edits occur directly in the cell. This includes formatting portions of text and making font
changes. Alternatively, you can perform edits in the Formula bar.
Although Excel is a very large program, it is enjoyable to learn and use. Most people find it takes them less
time to become competent and productive with Excel than they initially anticipated. For the purpose of this
courseware, we will assume that you are using Excel on a Windows computer.
Starting Excel
In Windows 10, there are several ways to start the Excel program:
• if it is present in the Start window, click or tap the Windows
Start button, then select the Excel 2016 tile from the Start
window.
• click the Windows Start button, then select All apps, and
then Excel 2016.
• in the taskbar, click or tap the Excel 2016 Quick Launch icon.
Active Cell
Row Headings
Scroll
Bars
File Tab – Click this tab to open the Backstage view from which you can select commands to manage files,
such as create, save, open, print, export or change Excel options. A panel at the left displays commands that
may include tabs with a set of sub-commands to manage the file.
Quick Access Toolbar – Located above the Ribbon, this provides quick access to frequently used commands.
You can customize the toolbar to contain commands you use regularly.
Title Bar – Located at the top of the screen, the title bar indicates the contents of the window (for example,
Book1, Department Budget). It may also show the text [Compatibility Mode] if the workbook you are using
has been saved to be compatible with a previous version of Excel. If more than one window is open on the
screen, the one with a title bar that has a darker color or intensity is the active window.
Minimize, Maximize, Restore Down, Close – Located in the upper right-hand corner of the window, these
buttons enable you to minimize ( ) the application window to a button on the taskbar, maximize ( ) the
program to full screen, restore ( ) the window to its original size, or close ( ) the application window.
Ribbon – A collection of tabs (for example, File, Home, Insert, Page Layout) provides quick access to
commands you need to complete a task. Each Ribbon tab relates to a type of activity such as inserting objects
in a worksheet, or modifying the format of data in a worksheet. In the example above, the Home tab is
currently selected, and all of the icons and options for that Ribbon tab are displayed.
Ribbon Group – Each Ribbon tab contains groups of related commands to edit, format, or enhance items in
your documents. Some groups have a Dialog box launcher button at the bottom right, which displays a
dialog box or window with more commands and options.
Ribbon Display Options – Controls whether to hide or display the Ribbon with the tabs or with both tabs
and command buttons.
Name Box – Located on the left below the Ribbon, this displays the cell address of the active cell. For
example, if the Name Box displays A21, this indicates that A21 (the cell at the intersection of column A and
row 21) is the active cell. In the example on the previous page, three cells are selected. Cell B6 is the upper
left-most cell of that cell range and therefore its cell address is displayed in the Name Box to designate it as
the active cell.
Insert Function – This tool opens a dialog box to help you choose and insert a built-in function.
Formula Bar – Located to the right of the Name Box, the Formula bar displays the contents of the active cell.
Under certain circumstances, the Formula bar can be used to make entries into the worksheet.
Tell Me – This allows you to enter a description of what you are looking for. Unlike the simpler help feature
in older versions of Excel, the Tell Me feature will display a customized menu of the commands that you are
looking for. You can also choose the Smart Lookup option which will use the Microsoft Bing search pane to
find related topics from the Internet in a task pane. The traditional help feature is also offered in the menu.
Column Headings – Sequential letters at the top of each column enable you to track columns.
Row Headings – Sequential numbers on the left side of each row enable you to track rows.
Status Bar – Displays the current cell mode, auto calculations, the View buttons, and the Zoom slider. You
can customize the Status bar to display keyboard locks and other features.
View Buttons – These buttons change the on-screen views for the worksheet. The views are Normal, Print
Layout, and Page Break Preview.
Zoom Slider – The buttons at either side of the slider allow you to increase or decrease the zoom by 10%,
or you can drag the slider button to choose a particular zoom percentage. Excel displays the current zoom
percentage in the Zoom level button, at the right of the View buttons. You can also click this button to set a
custom or specific zoom percentage.
The previous screen shot displays various commonly used areas of the Excel screen. Because you can
customize the screen’s appearance, not all parts always appear. For instance, some people prefer to have the
workbook displayed as a window on the screen, while others prefer to maximize the workbook. It is also
possible to change the overall color scheme for the Excel window, as well as individual components within
each worksheet.
ScreenTips help identify buttons or elements on the tabs of the Ribbon and
the screen. To view a ScreenTip, position the mouse cursor on the item. A tip
then displays the name of the button along with a description of the purpose
of this item. For some items, a keyboard shortcut may also display as an
alternative for activating this feature.
A number of the elements shown in this section can be set to show or hide, as you prefer. In most cases, you
can change your display options by clicking the File tab, clicking Options, and then clicking the General or
Advanced categories.
Mouse Symbols
This section introduces some of the common mouse symbols and their purposes:
Select a cell or range of cells in the worksheet.
Size objects.
Edit text within the Formula bar or a cell.
Indicates the use of the AutoFill feature to copy the contents of cells.
Provides a guide for the top left and bottom right corners when creating objects.
Change the column width or row height.
Move the split bar between the window panes.
Select an entire row or entire column.
It is possible to use Excel with a touchscreen, however, you will find it is generally easier to use a mouse and
keyboard.
Undo Redo
To reduce screen clutter, contextual tabs appear only when they are applicable (for example, Chart Tools,
Design, Add Chart Element).
The active button is the one that appears in a different color or has an outline around it. Many of these
deactivate when you click the same button or click another choice. For example, the Bold command can be
applied to selected text by clicking that button. To turn off the boldface, click the same button again. If you
want text to be larger, click the down arrow for the Size button and choose the required size. When you need
to change the font size again, click the down arrow for Size and then select the new size.
When the Ribbon displays different choices (as shown in the Chart Styles list in the screen above), one item
has a border around it to indicate it is active. To see how the text would appear with another style, point the
mouse on one of the other items. Excel previews the effect that will take place if it is selected.
Each tab on the Ribbon contains groups with similar commands. For example, the Home tab has a group
called Font that contains buttons for formatting text characters, and the Insert tab contains a group with
different types of graphics or illustrations that can be inserted into a worksheet.
If a group shows a feature with a vertical scroll bar, it also has a button below the
bottom scroll button, a triangle with a bar above it, which you can click to display
the full list or gallery for that option.
This is the More button and, when clicked, it displays a gallery with more options, as seen below. As you
point the mouse cursor at an option, Excel displays a Live Preview for how the selected item will appear if
you apply this feature. You can turn off this feature in Excel Options.
Click the dialog box launcher button at the lower right of a group to show the corresponding dialog box
with more options for this feature. In some cases, a task pane may appear at the left or right side of the
screen instead of a dialog box. The dialog box launcher button displays the name of the dialog box or task
pane window that will appear when clicked.
Within the dialog box, you can select items from the lists, use the arrow for a list box to display more choices
for that list, or click a command to turn the feature on or off. It may display a preview of the changes.
A dialog box displays the various options that you can select to perform a change to a worksheet or cells
within a worksheet. Once you click OK to perform the change, the dialog box closes. A task pane is similar to
a dialog box because it is used to make changes to parts of the worksheet, except that it remains open until
you close it. An example of a task pane is the Office Clipboard which collects and displays the items selected
when the Cut or Copy command is used.
If you want to show more lines on the screen or you do not want to display the Ribbon, you can minimize it.
To minimize the Ribbon, use one of the following methods:
• point at the button at the upper right of the screen, then click Show Tabs, or
• right-click anywhere on the Ribbon and then click Collapse the Ribbon, or
• double-click on any Ribbon tab, or
• press CTRL+F1.
To access the Ribbon using the keyboard, press ALT or F10 to display the keyboard buttons for the commands
in the Ribbon.
When you press the key for the appropriate feature, Excel displays the next set of keys you can use to select
a command or feature. For example, pressing P displays the Page Layout tab.
If the Ribbon command displays more options, then you can select from those available key options as well.
The Excel Startup screen is displayed. From here, you can choose to open an existing workbook or create
a new one using a workbook template.
Notice how the View tab changes color even though you have not clicked it.
7 Point to Page Layout in the Workbook Views group and notice how the background color of the button
changes.
8 Click the Page Layout button in the Workgroup Views group to see how the worksheet changes.
9 On the View tab, in the Workbook Views group, click Normal to switch back to the default view.
10 Move the cursor to the Zoom slider at the bottom right of the screen. Click and drag the slider to the
right until you see the zoom percentage change to approximately 200%.
11 At the far right of the Ribbon, click the (Collapse the Ribbon) button.
Notice how you now can see a few more rows on the screen. To display a Ribbon tab again temporarily,
simply click on any of the tabs.
13 Click a blank area of the Excel title bar to hide the Ribbon again.
14 Click and drag the slider the other way so the percentage changes to 50%, then drag the slider to return
the zoom to 100%.
15 Click the (Ribbon Display Options) button, then click Show Tabs and Commands to re-display the
entire Ribbon.
16 Now move the cursor to the top of the screen and click some of the tabs to see how the commands are
categorized and grouped on the tabs.
Notice that the keys are still displayed on the tab, so you can continue to use the keyboard to choose
another command.
21 Press ESC twice more until the keyboard shortcut no longer appear.
23 Click on the first entry (Insert Column or Bar Chart) in the menu that displays below the Tell Me entry
box, then position the mouse over each of the chart icons that appear in the sub-menu that appears on
the right.
As you position the mouse over each chart icon, a live preview of the selected chart type is displayed on
the worksheet.
24 Move the cursor back to the menu displayed below the Tell Me entry box, and click on the Get Help on
“create a chart” option.
25 Scroll down the Help window to view the different topics displayed.
Types of Data
You can make three main types of entries when you insert data into worksheet cells:
Numeric – Numeric data form the core of all worksheets. This type of data consists of number, date, or time
values that you enter directly into a worksheet cell. By default, numeric values align to the right in a cell.
Text – Text data consist of alphabetic and numeric characters and most printable symbols. Text data are
usually labels or titles used to describe and explain the data in adjoining cells. Text is seldom included in
calculations, but Excel does include several functions that apply to text data. If you enter a text value that is
wider than the cell, it will flow into the adjacent cells as long as those cells are empty. By default, text data
align to the left in a cell.
Formulas – Formulas, which you enter in individual cells, are composed of values, cell references, arithmetic
operators, and special functions for calculating and displaying result. These results may then become part of
other formulas located in other cells. The ability to use formulas is what differentiates spreadsheets from
word processing software like Microsoft Word.
Entering Text
To enter data, move your pointer to the desired cell, click in it, and type the entry. If you make a typing error
while still entering information in a cell, press the BACKSPACE key to erase your mistake. When you have
finished entering data in a cell, press the ENTER key to move the cell pointer automatically to the next cell
down. Alternatively, use your mouse to click another cell (or press any arrow key), which performs the same
result of storing the data in that cell and moving the cell pointer to the new location.
The best way to begin any worksheet is to enter column and row titles that identify the purpose of the
numeric data. When you enter titles for the worksheet, you are creating an outline of the relationships you
will later represent mathematically.
When typing information, notice that Excel displays the text in two places:
• You can enter or edit data directly in the active cell where the pointer appears, or you can enter or edit
it in the Formula bar. The latter method is especially useful for very long data entries. In either case, the
data is displayed in both places.
• Text entries can be up to 32,767 characters, although a maximum of 255 characters are displayed. If a
text entry is longer than the width of the cell, it will extend past the column border on the right after you
have pressed ENTER, as long as there is nothing entered in those adjoining cells. Any value entered into
the cell on the immediate right will truncate the display of the text at the border. For long entries, the
entire text value will be stored in the cell, but only the portion that fits in the available space is visible.
By default, Excel aligns text data on the left side of the cell. You can easily change the appearance and
alignment of a text entry.
Note: If you entered the wrong value into a cell, simply select the cell and type the entire correct entry
again to replace the incorrect value.
Now try a feature called AutoComplete, in which Excel determines whether you are repeating the same text
as in a previous cell and completes it for you. If it is the text you want, you simply press ENTER to accept it.
8 In cell A9, type: A.
Notice that Excel automatically offers you a text label, based on your previous entry. You can now press
the ENTER key to accept it or continue typing the value that you want.
9 Ignore the suggested label and continue typing the rest of the text: irport Fees and press ENTER.
Notice that the text extends further than the default column width for this text entry. If you enter data in
the next column, the part of this new label that overflows into the next column will appear to be cut off.
Notice this time that the AutoComplete feature did not turn on. This is because of the blank cells (A10
and A11) that are preventing Excel from “looking up” a previous similar value in this column.
Entering Numbers
Numbers, such as those representing dollar and percentage values, are constant – that is, they do not change.
They are typically used as part of calculations, with results appearing in other parts of the workbook.
By default, Excel aligns numeric values to the right side of a cell. They are displayed with no commas unless
you enter them at the same time. Extraneous zeroes at the far left or right are not displayed, even if entered
at the same time. You can format the values to your preference at a later time.
If you enter a value that contains a mixture of alphabetic and numeric digits (for example, T-1000), Excel
treats the entire entry as text and aligns it to the left of the cell.
Notice in cell A9 that the part of the text entry that had overflowed into cell B9 is now hidden because a
value was entered into cell B9. However, the Formula bar shows that the data in cell A9 is unchanged.
Excel interprets the entered values as numeric and aligns them on the right of their cells. However, if you
enter any non-recognizable characters, or insert any commas or decimal points in the wrong position,
Excel will treat the entire contents of that cell as a label, and align it on the left side of the cell.
8 In cell D9, type: 2,2% (including the comma) and press ENTER.
Notice that Excel aligned the data on the left side of the cell. Because you entered a comma instead of
a period, Excel assumes that the cell entry is a text value.
9 Move back to cell D9 and type: 2.2% to replace the incorrect contents of that cell.
• If you enter the date using only numeric values (for example, 09/15/16 as shown above), the sequence
of the values must match the date sequence specified in the Windows Control Panel, Region settings.
For the United States, the normal date sequence is month/day/year. For Canada and the United Kingdom,
the sequence is day/month/year. If Excel is not able to interpret the date value, it will appear as a text
label (left aligned in the cell).
Notice that Excel puts the date in the default format and aligns it to the right.
The date value for this cell also appears in the Formula bar. The date value sequence corresponds to the
setting in the Windows Control Panel.
Because you have not included a year in this date value, Excel assumes it is the current year and adds it
for you. If you want a different year, you have to enter it as part of the date.
CTRL+HOME – Press this key combination to move to cell A1, regardless of where you are in the worksheet.
CTRL+END – Press this key combination to move to the last cell in the data table.
CTRL+G / F5 – Display the Go To dialog box so you can move quickly to a cell reference, range name, or
bookmark, or use the Special button to find specific types of information (for example, Comments, Blanks).
Saving Workbooks
To be able to recall your work later, you must save your workbook before exiting Excel or turning off your
computer. The saved file also provides an excellent fall-back option if you try something in your worksheet
that does not work as you expected, and you are unable or unwilling to undertake all the necessary steps to
correct the problem.
• When the file name appears in the Save As dialog box as highlighted text, begin typing the new file
name to insert the new file name for this workbook. Use the arrow direction keys to move anywhere in
the existing file name to add or delete text to the file name.
• To save a workbook as a different file type, such as an earlier version of Excel, use Save as type in the
Save As dialog box to find the file format you need.
• By default, Windows sets up the Documents library to store files. Excel draws on this, but you are not
restricted to this folder. You can:
– Create your own folders to help organize files by clicking New folder on the command bar in the
Save As dialog box.
– Save in any location that you can access (hard drive, thumb drive, flash disk, network drive).
If you are unsure whether you have saved a file previously, look at the workbook name in the title bar to see
if it is the default name of Book1 (or Bookx where the x is a number). Alternatively, use Save As to give the
workbook a different name, thereby ensuring you do not accidentally overwrite the workbook currently
stored on the hard drive with the one on your screen.
Even if the file already exists in one location, you can save the same file to another location. Be careful with
having files with the same name in different locations, as it may be difficult to determine which is the most
current or valid version to use.
To view the file type (the extension part of the file name), you need to turn on this option using File Explorer.
Click View, and on the Show/hide group, click File name extensions to activate it. Showing the file types
can be helpful when determining which file you want to use. For example, two files may have the same name,
but the file extensions show that one is in .xlsx format (Excel 2007 and later) while the other is in .xls format
(Excel 2003 and earlier).
To save changes made to the current workbook using the same file name, use one of the following methods:
• click File and then Save, or
• on the Quick Access Toolbar, click Save, or
• press CTRL+S.
You can use Views in the Save As dialog box to help display the folders and files in the way you prefer (for
example, list or thumbnails).
5 Click Save.
Notice that the title bar now contains the new file name as visual confirmation that the file is now saved.
Note: You can also press ENTER after entering the file name to save the file.
Each time you create a new blank workbook in a current session, Excel numbers it sequentially, starting at 1
as Book#, with # representing the number of new workbooks you have created up to that moment. The
document numbering will begin at 1 again when you start a new session of Excel.
In the Excel 2016 Expert courseware, you will learn how to create and save your own customized template.
To create a new workbook from a template, click File, click New, click a template, and then click Create.
You should now have a new blank workbook titled as Book2 on the screen, appearing in front of any
other workbooks currently open.
2 If the Excel window is maximized to the full screen, click the (Restore Down) button to change it to
a window.
Notice that the Windows taskbar shows two workbooks are currently open.
3 Click File to display the Office Backstage and then click New.
In addition to the Blank workbook option, several other workbook templates are also readily available.
4 Scroll down the screen, click To do list, and then click Create in the next pop-up window.
This is an example of how templates can save you time and effort when creating a workbook. Many of
the elements you see in this document will be covered in more depth later in this courseware.
You can also select from your own templates, from Microsoft’s website, or other Internet websites. To use
templates from Microsoft’s website, use the search feature.
All available templates in the website that are related to your search key are now displayed. A quick
glance at the vertical scroll bar indicates that there are many budget-related templates available. You
can use the Category panel on the right to act as a filter to find the templates that are best suited to
what you are looking for.
7 In the Category panel on the right, click Budgets, Business, Industry, and Travel.
8 Click Business trip budget, and then click Create in the next pop-up window.
• hover the mouse cursor over the Excel button on the taskbar to display a preview of each open
workbook, or
Tip: In this example, there is only one Excel icon in the Windows Taskbar even though you have four
workbooks currently open. You can reconfigure the Taskbar so that one Excel icon will appear for each
open workbook by right-clicking on the Taskbar, selecting Properties, and in the Taskbar tab, change the
Taskbar buttons option to Combine when taskbar is full.
3 Click To do list1.
4 Point at the Excel button on the taskbar at the bottom of the screen.
Opening a Workbook
If you want to work with a previously created and saved workbook, you must first open it. You can open as
many workbooks as needed. The only limitation is the amount of memory available on your system to handle
multiple workbooks.
If you do not recall the name or location of the Excel workbook, use the File Explorer to try to find the
workbook on the computer or on the network. Alternatively, Excel displays a list of the most recently opened
workbooks, which you can use if you know that the workbook was recently used on the computer you are
using.
• click File, click Open, then click This PC and use this Open screen as a simplified File Explorer to navigate
around your PC, then click on the workbook to open, or
• click File, click Open, then click Browse to display the Open dialog box.
The Open screen in the Backstage displays several options to look for your workbooks: your most recently
used folders, a link to your OneDrive service, a link to all files and folders on your local computer, and a
Browse button for you to use the Open dialog box to find your workbooks. You can also press CTRL+O to
display this same Backstage view.
The Open dialog box looks and works like the File Explorer: the navigation pane on the left side allows you
to quickly jump to different storage areas connected to your computer, whether they are on your local
physical drives, storage drives available on the network, or remote storage on the Internet. If you prefer using
it, you can press CTRL+F12 to go directly to the Open dialog box without displaying the Backstage view.
In the main display pane, you can navigate using the mouse or keyboard to display the files or folders and
then use one of the following methods to open a document:
Closing a Workbook
Once you have finished creating or updating a workbook, close it to clear the screen and free up computer
memory. This ensures that any unsaved data for that workbook is saved onto the hard drive, and protects
the workbook from unintended changes. Closing your workbook is much like closing a book and putting it
back on the shelf before opening another book.
Note: Because each workbook is running in its own Excel application window, closing one workbook will
not affect any other open workbooks.
If you add or change something in a new or existing document, which has not yet been saved, Excel prompts
you with the option of saving the workbook before closing it. If the workbook has been open for more than
10 minutes (this time interval can be changed), an additional note is added to the message box to indicate
that it will still be available even if you accidentally discard the workbook without saving it.
or
You can choose to close the workbook without saving the changes.
Assume that you are now satisfied with viewing the contents of this workbook, and you no longer need to
continue viewing it.
The Popular Tours file is no longer on the screen. Now close another workbook using the close button.
7 Click To do list1.
9 If a pop-up message box is displayed with this question: “Do you want to save the changes you made to
To do list1?”, click Don’t Save.
Close another workbook, but use the close button in the taskbar preview this time.
10 Point to the Excel button in the taskbar, then point to the Business trip budget1 workbook, and click the
Close button for that workbook. Click Don’t Save in the pop-up message box if it appears.
11 Point to the Excel button in the taskbar, then click on the Book2 workbook to make it active, and press
CTRL+W. Click Don’t Save in the pop-up message box if it appears.
12 Click the Close button in the upper right corner of the remaining Price Quote 0630 workbook. Click
Don’t Save in the pop-up message box if it appears.
Excel 2016 is able to open any of these workbooks – even though they were created by older Excel versions
– make changes to their contents, and save the workbook back to the older format. Excel will inform you that
the workbook is using an older format by displaying the words “Compatibility Mode” next to the workbook
name in the title bar.
However, Excel 2016 has many features and capabilities that did not exist or worked differently in these earlier
versions. Excel provides a few tools to help you check the workbook and ensure that it is compatible with
earlier Excel versions. These tools are available in Backstage via the File tab and the Info category.
To check if there may be problems with converting your workbook to a different file format than .xlsx, click
File, click Info, click Check for Issues, and then Check Compatibility.
Any potential problems between the versions appear in the list. You then need to decide whether to continue
saving the file in this file format or return to the document to make appropriate changes.
2 In the Excel startup screen, click in the Search for online templates field and type: retirement planner
and press ENTER. When the results are displayed, click Retirement financial planner to create a new
workbook using this template, then click Create in the pop-up window that appears next.
3 Click File.
A quick look at the relative size of the elevator button to the length of the vertical scroll bar indicates how
many compatibility issues you have when trying to save the workbook to the older format. In addition, this
window shows the number of occurrences of each problem.
For the purpose of this exercise, you will proceed with saving this workbook in the older format, even though
there are unresolved compatibility issues.
9 In the Save As dialog box, click the arrow for the Save as type list, and then click Excel 97-2003
Workbook (*.xls).
The Save As dialog box displays all other existing workbooks of the same type. There are no others in
this folder.
11 Click Continue.
This message box describes some of the problems you may have when using the older version of Excel.
The Compatibility Checker dialog box gave you the details of the differences. Because this is a standard
warning for any workbook containing formulas, these problems may not apply to this workbook.
12 Click Yes.
14 Start Excel, navigate to the student files folder, and select the My retirement planner workbook and
click Open.
The workbook name in the title bar now shows the label [Compatibility Mode] next to it. This indicates
that this workbook uses the file format for an earlier version of Excel.
Selecting Cells
The ability to select a range of cells is a fundamental skill in Excel. Prior to issuing a command or undertaking
a procedure, you must indicate what part of the worksheet you wish to affect with the command. Range
selection is the means to indicate this area.
A range selection can be as small as a single cell, or as large as the entire spreadsheet. Excel keeps the cell(s)
highlighted until you change or remove the selection. Clicking a cell or using an arrow key will remove the
selection.
Excel displays the selected range by reversing the color of the cells. Within the selected range, one cell
appears in a normal color. This is the active cell of the range.
3 Select a range of cells by holding the left mouse button down in cell A9, drag the mouse to cell C5, and
then release the mouse button.
4 Select an entire column by clicking on the column E header at the top of the worksheet.
5 Select an entire row by clicking on the row 14 header on the left side of the worksheet.
6 Select the entire worksheet by clicking Select All in the top left corner of the worksheet (the gray triangle
to the left of the column A header and above the row 1 header).
11 While holding down SHIFT, press the appropriate arrow keys to extend the range to cell C5. Release
SHIFT.
Now try selecting another range of cells using an alternate method with the keyboard.
Lesson Summary
Now that you have completed this lesson, you should be able to:
understand what an electronic spreadsheet is move around a worksheet
understand what Excel is and what it can do use the Backstage view to save, create new,
identify elements on the Excel screen open, and close a workbook
understand some basic terminology switch between workbooks
use the Quick Access Toolbar save in a previous version Excel format, and
move around in Excel check for compatibility issues
Review Questions
1. What is Excel?
a. Create a presentation for viewing at a kiosk.
b. Perform a large number of mathematical calculations and display charts and graphs.
c. Track extremely complex data relationships.
d. Create and print a full-color brochure for investment brokers.
3. If you want to access the Ribbon using the keyboard, you should:
a. Press the ALT or F10 key.
b. Turn on Excel’s built-in accessibility features.
c. Press CTRL+ALT+DEL.
d. Press the WINDOWS key.
4. The Auto-hide Ribbon, Show Tabs, and Show Tabs and Commands options are available when you click
which button?
a. Formula bar
b. Ribbon display options
c. Quick access toolbar
d. Dialog button
7. Amanda has just updated her Budget 2016 workbook with new values for 2017. She wants to save her
revised file as Budget 2017. Which command should she use?
a. Save c. Update
b. Save as d. Rename
9. You need to share your Excel 2016 workbook with a colleague who uses Excel 2003. What should you
do?
a. Use the Check Compatibility tool to inspect the workbook for any compatibility issues with Excel
2003, then save your workbook in Excel 97-2003 format.
b. Encourage your colleague to upgrade to Excel 2016 so he can work with your data.
c. You don’t need to do anything – Excel 2003 can open an Excel 2016 workbook with no difficulties.
d. Allow your colleague to use your computer when working on the file.
10. How do you select different areas of a worksheet at the same time?
a. Use the ALT key as you click to select other cells.
b. Use the WINDOWS key as you click to select other cells.
c. Use the F1 key as you click to select other cells.
d. Use the CTRL key as you click to select other cells.
Microsoft ®
Excel 2016
Core Certification Guide
Lesson 2:
Constructing Cell Data
Lesson Objectives
In this lesson, you will learn how to make changes to data in the worksheet, change the structure of the
worksheet, and add and remove worksheets in the workbook. Upon completion of the lesson, you should be
able to:
edit cells and undo changes insert and delete cells
cut, copy, and paste data use AutoFill and Flash Fill to copy and fill cells
use Paste Special rename worksheets
change column widths insert and delete worksheets
change row heights move and copy worksheets
use AutoFit with columns or rows hide and unhide worksheets
hide and unhide rows and columns add color to the worksheet tabs
insert and delete rows and columns
Note: You can also activate the editing mode by double-clicking on the data in a cell, or by clicking in the
Formula bar.
If you are entering data into an empty cell (a cell that does not have a value currently), you can only make
corrections by pressing BACKSPACE prior to pressing ENTER. Excel only allows you to use the cursor
movement keys when you are in edit mode (F2).
Excel has an Undo function that enables you to undo commands that you have executed in your worksheet.
You can undo a maximum of 100 most recently used commands. This history of commands is listed in reverse
order (the most recent action is listed at the top, followed by the next most recent) and can be accessed by
clicking the arrow next to the Undo button. The list remains available to you even if you save the workbook,
but will be lost once you close it.
Some actions cannot be undone—specifically any Backstage actions such as saving, opening or printing a
workbook.
In addition to undoing commands, Excel enables you to redo commands. If you reverse a command, then
immediately want to undo your undo, you can redo the command to put it back in your worksheet. The Redo
function is only available if one or more commands were undone.
1 If necessary, start Excel and open the World Travel Destinations workbook.
First, you notice that Egypt and France have each other’s capital city. You will switch them around by replacing
the cells with the correct values.
Now try using the editing mode to modify the contents of a cell.
8 Select cell C3, press F2 and press HOME. Type: 768 and press ENTER so the final value shows as 7,686,850.
You can also modify date values. Note that the month and day sequence on your computer will depend on
your computer’s region setting.
9 Select cell B22, press F2 and press HOME or LEFT ARROW to position the cursor to the left of the month
value of 5. Press DELETE and type: 6 to change the month to June, then press ENTER.
10 Use F2, LEFT ARROW, RIGHT ARROW, DELETE, BACKSPACE and other keyboard keys as necessary to
correct the indicated cells as follows:
Cell Should Be
A5 Brazil
A10 Germany
A14 Italy
A20 United States of America
B14 Rome
B19 London
C13 3,287,590
C11 1,092
Suppose you change your mind at this point and need to reverse the last change made.
If you then decide that the change was actually correct, you can redo or repeat the last change made.
• You can copy a range of cells more than once. On the Home tab, in the Clipboard group, click Copy and
click Paste as many times as necessary in several cells.
• You can also cut or copy more than one cell range and retain up to 24 cell ranges on the Clipboard at
one time. You can then paste any or all of these cell ranges from the Clipboard in any sequence you
want.
To copy an item, select it and then use one of the following methods:
• on the Home tab, in the Clipboard group, click Copy, or
• press CTRL+C, or
• right-click the item, and then click Copy.
To cut or move an item, select it and then use one of the following methods:
• on the Home tab, in the Clipboard group, click Cut, or
• press CTRL+X, or
• right-click the item, and then click Cut.
To paste an item, move to the cell where you want to paste it, and then use one of the following methods:
• on the Home tab, in the Clipboard group, click Paste, or
• press CTRL+V, or
• right-click the destination cell, and then click Paste.
More data can be added at any time simply by entering the data into the blank rows below, or into blank
columns to the right of the existing data. In many cases, you should not leave any blank rows or columns in
your data if all of the data is related to each other. In some cases, you can use blank rows and columns to
improve the readability of your data.
Suppose that another expense item needs to be added to the spreadsheet. To do this, you can simply enter
the data into the blank cells immediately below the existing data.
2 Enter the following new data:
Cell Should Be
A12 Utilities
B12 325
More data can also be added across columns.
3 Enter the following new data:
Cell Should Be
C4 February
D4 March
Suppose some expenses stay the same every month. These values can be copied to other cells.
4 Click cell B5 and drag the mouse down to select cell B8.
Notice that the marquee appears around cells B5 down to B8 to indicate that you have copied their
contents onto the Clipboard.
Notice how Excel has copied the data from all marked cells into the correct place, even though you only
chose one cell. Excel will automatically replace the contents of the existing cell(s) with the copied entries.
You can also press ENTER to paste the entries into this location. However, this technique will only allow
you to paste the entry once, and then will automatically turn off the marquee.
Hint: Alternatively, you can continue using the Paste button to paste these values into as many destination
cells as you want, as long as the marquee appears around the cells being copied.
13 Click Undo in the Quick Access Toolbar, then click it three more times.
The Paste Special menu gives you the full range of all options available for pasting the selected cell contents
to a target cell range. This menu enables you to selectively choose to paste only the data values, formulas,
formatting, comments, or a combination of these.
To activate the Paste Special command, on the Home tab, in the Clipboard group, click the arrow for Paste,
then click Paste Special.
1 Open the Paste Special workbook and save it to the student data files folder as: Paste Special - Student.
Columns A and C contain data values in the cells. Column B contains formulas that reference cells in column
A. Formulas will be discussed in more detail in a later lesson in this courseware.
First, try pasting just values from columns A and B to a set of target cells.
2 Select cells A2:B6, and on the Home tab, in the Clipboard group, click Copy.
3 Select cell G3. On the Home tab, in the Clipboard group, click the arrow for Paste.
5 In the Paste Special dialog box, click Values and click OK.
Hint: Alternatively, you can also select the left-most icon in the Paste Values section of the drop-down
menu. This is a faster method of accessing the feature instead of using the Paste Special dialog box.
Now compare the contents of each of these two sets of cells—all of the data in the selected source cells were
pasted into the target cells.
6 Select cell B2, look at the Formula bar, then select cell H3 and look at the Formula bar again.
7 Repeat step 6 for each corresponding set of cells below B2 and H3.
Because you had selected Values, the formulas in column B were evaluated, and the calculated results were
pasted into the target cells.
Note also that none of the cell formatting was pasted into the target cells.
8 Select cells B2:B6, and on the Home tab, in the Clipboard group, click Copy.
9 Select cell H3. On the Home tab, in the Clipboard group, click the arrow for Paste, and point to the left-
most icon in the Other Paste Options section of the drop-down menu.
Notice that the cells in H3:H7 are displayed using the formats that are about to be pasted, even though
you have not actually clicked the paste icon yet. This is a demonstration of the Live Preview capability of
Excel – you can preview the effects of a formatting change as it will appear on the worksheet. If you then
move your mouse cursor away without clicking, the formatting reverts back. The Live Preview capability
is available for most of the formatting options on the Ribbon. It is not available from any of the formatting
dialog boxes.
10 Click the left-most icon in the Other Paste Options section of the drop-down menu to make the change
permanent.
Now see what happens when you paste just the formulas to the target cells.
12 On the Home tab, in the Clipboard group, click the arrow for Paste to display the Paste menu.
13 Point to different icons (but do not click on any of them) in the Paste drop-down menu to see how the
worksheet is affected.
14 Click the Formulas icon (top row, second from the left in the Paste section) in the drop-down menu.
The formulas in column B are now copied into column D, referencing the values in column C. This is an
example of relative addressing, which is explained in more detail in a later lesson in this courseware.
Notice that this option did not copy the formatting from column B.
Hint: Alternatively, you can also select the Formulas option from the Paste Special dialog box.
Now try the Transpose option.
15 Select cells A2:B6, and on the Home tab, in the Clipboard group, click Copy.
16 Select cell B9. On the Home tab, in the Clipboard group, click the arrow for Paste, and click the last icon
(second row, far right) in the Paste section of the drop-down menu.
Hint: Alternatively, you can also select Transpose from the Paste Special dialog box.
You can also use the drag-and-drop method to copy a cell or range of the cells by pressing CTRL at the same
time. Using the drag-and-drop method does not involve either the Windows or Office Clipboards.
3 Position the cursor over any of the four edges of cell A12.
The cursor should change to a white pointer with a four-headed arrow at its tip ( ).
4 Click and hold down the left mouse button and drag the cell down to cell C13. Release the left mouse
button.
Notice that, as you drag the data around the worksheet, the cell address of the selected cell is updated
and displayed next to the selected cell.
Next, move the contents of this cell to another cell that contains data.
A message box appears. If you accidentally selected the wrong cell, you can cancel this operation.
Otherwise, you can proceed with the move.
8 Click and drag these cells down so that the upper left corner of the range of cells is in D9. Release the
left mouse button.
9 With the cell range D9 to E17 still selected, move the cursor to one of the four edges.
10 Press and hold down CTRL, then click and hold down the left mouse button.
Notice the + symbol next to the arrow while you are holding down CTRL. You can actually press or
release CTRL at any time while you are dragging the mouse. This enables you to change your mind
between moving and copying, and back again.
Worksheet columns start at A and end at column XFD (16,384 columns). For every new column inserted
between A and XFD, one column is pushed off the far right side of the worksheet and deleted. Similarly, new
rows inserted between rows 1 and 1,048,576 will result in the same number of rows being pushed off the
bottom of the worksheet and deleted.
New rows or columns are added at the current cell position. That is, rows are always inserted directly above
and columns are inserted to the left of the cell that you select before issuing the insert command. If you want
to insert a row below the current active cell, simply move down one row to the next row and then use the
Insert command. Similarly, to insert a column to the right of the active cell, shift to the right by one column
before using the Insert command.
You can insert one or more rows or columns at the same time by selecting that number of rows or columns
before using the Insert command. The rows or columns do not have to be next to each other.
• right-click a cell in the row or column where the new row or column is to be inserted, click Insert, select
Entire row or Entire column and click OK.
Be careful when using these commands, as they affect the entire worksheet and therefore may affect areas
of the worksheet that are not visible on the screen.
Before deleting entire rows or columns, take some time to verify that these rows or columns do not contain
any valuable data elsewhere in the worksheet that is not visible on the screen.
You can delete more than one row or column at a time. The selected rows or columns do not have to be next
to each other.
Alternatively, you may delete the contents of one or more cells by simply pressing DELETE. Unlike deleting
the cell itself, using DELETE will leave the structure of the worksheet intact, and formulas that reference the
cell will assume the cell value is zero.
3 On the Home tab, in the Cells group, click the arrow for Insert and click Insert Sheet Rows.
Note that if you had clicked the Insert button instead of the arrow below it, all the data below the active
cell in the same column would have shifted down by one row, and the data in the surrounding columns
would not have moved. When you click Insert, Excel interprets that you mean to insert cells only and not
entire rows.
Notice the row heading symbol that appears to show you that the entire row will be selected.
Because you selected entire rows (two of them in this case), Excel inserts rows rather than cells.
The combination of steps 4 and 5 is a popular method of adding a new row to a worksheet. Another method,
at step 5, is to right-click anywhere in the selected area, then click Insert. This method is popular because the
shortcut menu only shows the most relevant commands for the selected cell(s) at the time of the right-click.
Notice the column heading symbol that appears shows you that the entire column will be selected.
Hint: Alternatively, on the Home tab, in the Cells group, click the arrow for Insert and click Insert Sheet
Columns.
10 Click the row selector button for row 8 to select the entire row.
Notice that when an entire row is selected, Excel will remove the entire row without waiting for further
commands. You can do the same thing for an entire column.
13 On the Home tab, in the Cells group, click the arrow for Delete and click Delete Sheet Columns.
Because you have selected only one cell, Excel removes only that cell and all data in the column below
shifts up. If you want to see all delete cell options, open the Delete cells dialog box.
18 Click Undo to reverse the deletion.
19 With cell C8 still selected, on the Home tab, in the Cells group, click the arrow for Delete and click Delete
Cells.
20 With the Shift cells up option selected, click OK.
Let’s see what happens when you delete a range of cells.
21 Click Undo to reverse the deletion.
22 Select cells C7 to C8, and on the Home tab, in the Cells group, click Delete.
In this situation, Excel assumed you wanted to shift the cells to the left, instead of up.
23 Click Undo to reverse the deletion.
24 Save and close the workbook.
You can select between zero and 255 for the width of your column. When you change a column width, the
stored contents of the cells do not change. Only the number of the characters displayed changes.
Numbers represent a special problem when there is insufficient space to display the whole number. Excel
cannot simply truncate numbers as it does with text labels. If it did, the number would be misleading. For
example, you would not want 1,000,000 to be displayed as 1,000 if there is not enough space to display the
whole number. Excel uses several different rules to determine how to display a numeric value in a cell:
• If you enter a numeric value that is slightly larger than the current column width, Excel will automatically
widen the column width to show the number with the current cell format.
• If you enter a numeric value that is much larger than the current column width, Excel automatically
changes the cell format to scientific notation.
• If you reduce the width of a column that already contains numeric data, Excel may be unable to display
the number. In this case, a series of pound signs (######) will be displayed in the affected cell(s). Excel
will redisplay the number when you increase the column width to accommodate the number in its current
format.
A quick way of checking the width of the column is to click the vertical bar between the column headers.
Excel displays the width in a screen tip located above and to the right of the mouse pointer.
To change the width for a column manually, use one of the following methods:
• on the Home tab, in the Cells group, click Format and click Column Width, or
• place the mouse cursor on the vertical line on the right of the column heading for the column to be
adjusted. When the cursor changes to the symbol, click and drag to the appropriate width, or
• right-click the column heading for the column to be adjusted, and then click Column Width.
To adjust the height for a row, use one of the following methods:
• on the Home tab, in the Cells group, click Format and click Row Height, or
• place the mouse cursor at the bottom of the row heading to be adjusted. The cursor will change to a
symbol and you can then drag to the desired new height, or
• right-click the row heading for the row to be adjusted, and then click Row Height.
Using AutoFit
AutoFit is a time-saving feature of Excel that will automatically adjust column width for you.
To fit the contents to the column’s width automatically, use one of the following methods:
• on the Home tab, in the Cells group, click Format and click AutoFit Column Width, or
• use the mouse to double-click the vertical line on the right of the heading for the column you want to
adjust. The cursor will change to a (double-headed arrow).
These two methods can produce different results. When you use the AutoFit feature from the Ribbon, Excel
will change (either widen or reduce) the column width to fully display the contents of the selected cell(s).
When you use the mouse method, Excel will automatically adjust the width so that it is just wide enough for
the widest value in the entire column.
You can also select multiple columns and use either of these two methods. The result will be same as if you
apply AutoFit to each of the columns.
Similarly, you can set row height to fit the height of the cell contents using one of the following methods:
• on the Home tab, in the Cells group, click Format and click AutoFit Row Height, or
• use the mouse to double-click at the bottom of the row heading to be adjusted.
1 Open the Price Quote 0730 workbook and save it to the student data files folder as: Price Quote 0730 -
Student.
3 On the Home tab, in the Cells group, click Format and click Column Width.
Now try using the AutoFit option for column B. You will choose cell B13 because it is wider than the current
column width, but will not make the entire column too wide for many of the cells.
7 On the Home tab, in the Cells group, click Format and click AutoFit Column Width.
You can also use the mouse to AutoFit a column. It is a faster method than using the menu because it chooses
the widest cell in the selected column.
8 Move the mouse pointer to the right edge of the column A header. The mouse pointer will change to a
double-headed pointer.
Column A is now too wide to be visually appealing. Use the mouse to adjust the width.
10 Move the mouse pointer to point to the right edge of the column A header. The mouse pointer will
change to a double-headed pointer.
Notice that a screen tip appears as you drag the column width, giving you the current column width as
a visual reference.
12 Release the mouse button when the column width is just right for displaying the full contents of cell A9
(Airport Fees).
13 Move the mouse pointer to the bottom edge of the row 1 header.
14 Click and drag the row 1 header down until it is twice the current height—about 30.00 (40 pixels).
15 Click and drag the row 4 header up to a height of about 9.00 (12 pixels).
You can easily identify hidden rows or columns by the gaps in the row or column headers. Also, the row and
column header divisions for hidden rows and columns will appear as double lines. They remain hidden until
you unhide them again. Excel will continue to correctly calculate any formulas in hidden cells, or formulas in
visible cells that reference hidden cells.
Hidden rows and columns will not appear, even if you print the worksheet, until you unhide them again.
To hide a row or column, select the row or column headings first, and then use one of the following methods:
• on the Home tab, in the Cells group, click Format, click Hide & Unhide, and then Hide Columns or
Hide Rows, or
• right-click the selected rows or columns and then click Hide, or
• drag the right edge of the column to the left or the bottom edge of the row upwards until it is hidden.
To unhide a row or column, select the appropriate headings on both sides of the hidden row(s) or column(s),
and then use one of the following methods:
• on the Home tab, in the Cells group, click Format, click Hide & Unhide, and then Unhide Columns or
Unhide Rows, or
• right-click the double line header division that indicates hidden rows or columns and then click Unhide,
or
• drag the right edge of the hidden column to the right or the bottom edge of the hidden row downwards
until the desired width or height is attained.
Notice that there appears to be a gap between columns B and D, and between rows 15 and 17.
2 Select columns B to D.
Hint: Alternatively, you can select any range of cells that include both columns B and D to indicate that you
are selecting the hidden column between these two columns.
3 On the Home tab, in the Cells group, click Format, click Hide & Unhide and then click Unhide Columns.
4 Right-click the double line header division between rows 15 and 17 (as shown here) and
then click Unhide.
Now hide the row and column again to cover your tracks.
5 Select column C.
6 On the Home tab, in the Cells group, click Format, click Hide & Unhide and then click Hide Columns.
7 Move the mouse pointer to the bottom edge of the row 16 header.
8 Click and drag the row 16 header upwards until the height is 0.00 (touching the bottom edge of row 15).
The AutoFill feature is very useful when you have entered numbers or dates into the first one or two cells of
your data series, and you are now facing entering the rest of data into the remaining cells using the same
sequential pattern. Instead of continuing to manually enter the rest of the data, AutoFill will insert the data
for you. You simply select the cells you want to use as your data pattern and then drag the AutoFill handle
(the small black square at the bottom right corner of the cell pointer) across the target cells. When you release
the mouse, the cells will be filled with the new data. For example, if your source cells contain the values 1 and
2, then the AutoFill feature will continue with the next logical values of 3, 4, followed by the remaining
numbers for the rest of the target cells.
The AutoFill feature will do its best to continue the pattern that it sees in the source cells to fill the target
cells, such as adding 1 or some other number to calculate the next value.
Text data generally (except for special cases such as names of months or days of the week) are not used in
sequential patterns. For this type of data, AutoFill will only copy the same values into the target cells. For
example, if the source cells contain the values John and Joe, then the AutoFill feature will copy John and Joe
to the remaining cells.
AutoFill is not only used to fill or copy cells with numeric, date, and text data, it is actually most often used
to copy formulas into adjacent cells. This will be demonstrated in the next lesson of this courseware.
The Flash Fill feature is another labor saving feature that will extract, combine, and/or re-sequence cell
contents from one or more cells to create new values.
In order to use this feature, you must use the column to the immediate right of the column(s) that you want
Flash Fill to obtain its data from. The target cells must also be empty with no data.
1 Open the Customer List AutoFill workbook and save it to the student data files folder as: Customer List
AutoFill - Student.
Your first task is to combine all of the first, middle, and last names in columns A to C together as one
name in column D. Start by entering the first name.
But when you start entering the second name, Excel will recognize the pattern from the first row and
apply it to the remaining rows.
3 Select cell D3, type: B but do not press any more keys.
The Flash Fill feature then completes the rest of the customer’s name in not only this cell, but also every
cell below, saving you a lot of work. At this point, the flash fill data is only tentative: it is displayed in a
light gray color to show what they will look like, and you have to confirm your acceptance.
4 Press ENTER to let the Flash Fill feature complete the data entry for you. If the flash fill data did not
display for you or the names do not appear correctly, press the ESCAPE key twice to abandon the Flash
Fill, then go back to step 2 above to check the name was entered into cell D2 correctly. Once you have
done that, continue with the next step because the Flash Fill feature will not launch automatically at this
point.
5 Select cells D3 to D15, and press the DELETE key to delete all of these entries.
6 Select cells D2 to D15, then on the Data tab, in the Data Tools group, click Flash Fill.
You can also use the Flash Fill feature to pick out a specific word from a text string such as a name. For
example, extract out just the first name from column D.
8 Select cell E3, type: B and press ENTER to accept the Flash Fill data.
Now pick out the middle name from column D, if there is any.
10 Select cell F3, type: C and press ENTER to accept the Flash Fill data.
12 Select cell G3, type: H and press ENTER to accept the Flash Fill data.
You can also change the pattern of the middle name to just the first letter.
14 Select cell F2, and enter: S. (uppercase letter “S” followed by the period at the end).
15 Select cell F3, type: C and press ENTER to accept the Flash Fill data.
This same technique can be applied in reverse to combine the contents of multiple cells together.
18 Select cell D3, type: B and press ENTER to accept the Flash Fill data.
Numeric values can also be re-patterned as text strings, such as phone numbers.
20 Select cell J3, type: ( and press ENTER to accept the Flash Fill data.
Now let’s look at how the AutoFill feature works. As a first example, you will create a sequential series of
numbers. You can start with any number, so for this exercise you will use 21. To establish the pattern, you
will also need to enter the next sequential number next to it, which will be 22.
21 Scroll the worksheet to the right so that columns L to Q are fully visible on your screen.
22 Select cell L2 and enter: 21 then select cell L3 and enter: 22.
23 Select cells L2 to L3 again and position the mouse pointer on the AutoFill handle at the bottom right
corner of cell L3.
The mouse cursor will change to a + icon. You can now create the rest of the series.
24 Select and drag the mouse down to cell L9. As you drag the AutoFill handle down, you will see the
current AutoFill value as a screen tip.
You can also set the series to increment by any value other than 1, such as 5.
26 Select cells L2 to L3 again and drag the AutoFill handle down to cell L9.
AutoFill is normally used on numbers and dates, which are naturally used in series with incrementing values.
Words are not usually grouped in series, except for month names and days of the week.
27 Enter the following new data:
Cell Should Be
M2 July
N2 Sep
O2 Tuesday
You can also use AutoFill to create a series using multiple rows or columns at the same time.
28 Select the cell range M2 to O2, and drag the AutoFill handle down to cell O9.
You can see here that the series “loops back” to the first value in a series when it reaches the last value.
In this case, it entered January after December, and Monday after Sunday.
When AutoFill does not recognize a word that belongs in a series, then it will simply copy the cell
contents into the target cells. For example, the words “one” and “two” are not recognized as being the
same as the numbers 1 and 2.
29 Select cell P2 and enter: One then select cell P3 and enter: Two.
30 Select the cell range P2 to P3, and drag the AutoFill handle down to cell P9.
You can also use AutoFill to copy a formula to adjacent cells. This formula will calculate a new value by
multiplying the value from the cell above it by two. You will learn more about formulas in the next lesson of
this courseware.
31 Select cell Q2 and enter: 3.
32 Select cell Q3 and enter: =Q2*2, then select cell Q3 again, and drag the AutoFill handle down to cell Q9.
Managing Worksheets
By default, new workbooks are created with one worksheet, which is sufficient for most purposes. However,
every Excel workbook is capable of having multiple worksheets. Each of these worksheets can be treated as
being independent of one another although typically, they are related to one another. For example, one
worksheet may contain the list of expenses for a company, another worksheet may contain the revenues for
each product sold, and a third worksheet may have the summary of both the revenues and expenses.
Formulas can be used to refer to any cell, in any worksheet, to bring data together into one worksheet and
to perform calculations.
You can rename worksheets, as well as add, delete, copy, or move them around in a workbook. You shift the
display from one worksheet to another by using worksheet tabs. By default, the first worksheet is named
Sheet1, and every new worksheet added is given the next number. For example, Sheet2, Sheet3, and higher
numbers.
To navigate between the worksheets, use the tab scrolling buttons at the bottom left of each workbook’s
window. If your workbook has many worksheets (for example, more than six) or the worksheet names are
very long, your screen may not display all of the worksheet tabs at the same time and some may become
hidden behind the horizontal scroll bar. Use these buttons to shift the hidden worksheet tabs to the left or
right. Alternatively, you can view more worksheet tabs by shrinking the horizontal scroll bar.
Scroll sheet tabs to the left Display next worksheet
Scroll sheet tabs to the right New sheet
Display previous worksheet Sheet tabs Resize handle
Renaming Worksheets
Objective 1.3.2
Excel’s use of Sheet1, Sheet2, Sheet3, and similar names is useful to identify the different sheets when you
first access your workbook. However, it is not very descriptive after you have entered information on several
worksheets. Assigning more descriptive names to the tabs will make navigating your worksheets much easier,
particularly when you have used several sheets to enter the information.
As you rename your worksheets, Excel will adjust the size of the tabs based on the number of characters in
the name. Even though Excel permits up to 31 characters per tab, it is best to keep the tab names short. If
you have several worksheets with long sheet tab names, you will not be able to see very many of the
worksheet tabs on the screen at one time. This will make navigating between them more difficult.
1 Open the Department Budget workbook and save it to the student data files folder as: Department Budget
- Student.
7 On the Home tab, in the Cells group, click Format, click Rename Sheet.
If there are more worksheet tabs than the status bar can display at one time, you can use the tab scrolling
buttons to display the other worksheet tabs.
When you no longer need worksheets, you can remove them from the workbook. You should save your
workbook before deleting a worksheet because, once deleted, you cannot retrieve a worksheet with the Undo
command. You should also check every worksheet for error messages after deleting it. There may be formulas
in the other worksheets that depend on values in the deleted worksheet.
To insert a new blank worksheet into a workbook, use one of the following methods:
• on the Home tab, in the Cells group, click the arrow for Insert, and click Insert Sheet, or
• click the New sheet button, or
• right-click the sheet tab where the worksheet is to be inserted and click Insert. In the Insert dialog box,
click the Worksheet template and then click OK.
If you use the New sheet button method, Excel will add the new worksheet to the right of the active
worksheet. If you use either of the other two methods, Excel will add the new worksheet to the left of the
active worksheet.
It is also easy to make an exact copy of an existing worksheet. This is a useful feature for creating different
scenarios when performing a what-if analysis. After copying the worksheet, some data values can be changed.
You can then flip between the worksheets to compare results of these differences.
To move or copy a worksheet within a workbook, use one of the following methods:
• right-click the sheet tab to be moved or copied and click Move or Copy, or
• to quickly move a worksheet, click the sheet tab for the sheet to be moved and then drag the sheet tab
to the new location, or
• to quickly copy a worksheet, click the sheet tab for the sheet to be copied, press; CTRL and then drag
the sheet tab to the new location.
You can also move or copy a worksheet from one workbook to another workbook by dragging the worksheet
tab. To do this, place the two workbooks next to each other on the Windows Desktop, then click and drag
the worksheet tab from one workbook to the other.
1 In the Department Budget – Student workbook, click the Quarter 1 worksheet tab, if necessary, to display
this worksheet.
Note that the new worksheet is added to the right of the worksheet currently being displayed.
5 On the Home tab, in the Cells group, click the arrow under Insert and click Insert Sheet.
Notice that this procedure adds the new worksheet to the left of the active worksheet instead of the
right. The worksheet should now look similar to the following:
Resize handle
With the addition of this second worksheet, the number of tabs may now exceed the space available to
display them all, resulting in some worksheet tabs being hidden from view.
6 Position the cursor over the Resize handle located at the left side of the horizontal scroll bar so that the
mouse cursor changes to .
7 Click and drag the Resize handle to the right or left as necessary to fully display all of the worksheet
names.
Now enter data into this new worksheet and try deleting it.
8 Select the Sheet2 worksheet and type your first name in cell A1.
9 On the Home tab, in the Cells group, click the arrow for Delete and then click Delete Sheet.
If nothing has been entered into the worksheet, Excel deletes it without any further prompting. However,
if the worksheet contains data, Excel issues a warning message regarding data contents that might affect
other data in the workbook.
10 Click Delete.
The worksheet has been deleted from the workbook, and the blank Company worksheet is displayed.
You will now create the Quarter 4 worksheet by making a copy of the Quarter 1 worksheet.
The Move or Copy dialog box now appears in front of the Quarter 1 worksheet. By default, Excel moves
the current active worksheet to a new position.
At the top of the dialog box, the current active workbook is displayed in the To book list box. So the
worksheet move or copy will happen within the same workbook. If you have another workbook open at
the same time, you can select it in the To book list box so that the selected worksheet can be moved or
copied to that workbook. For this exercise, you will stay in the same workbook.
Selecting the Create a copy check box indicates that you want the current active worksheet to be copied.
You also want this worksheet at the far right.
13 Click (move to end) in the Before sheet list and click OK.
Excel has now created a copy of the current worksheet, including the worksheet name. Because no two
worksheets can have the exactly the same name, Excel has appended a number at the end of the new
worksheet name.
15 Select cell C4. Enter: Oct and select cell C4 again. Use the mouse to drag the AutoFill handle across to
column E.
16 Click the Company tab and drag it to a new position to the left of the Quarter 1 sheet tab, but do not
release the mouse button yet.
Notice the icon and arrow indicating that you are moving a sheet into this location.
Hiding/Unhiding Worksheets
Objective 1.4.1
Similar to hiding and unhiding a column or row, you can also hide or unhide an entire worksheet. The main
reason for hiding a worksheet is to prevent other users from viewing the data or formulas used there.
2 On the Home tab, in the Cells group, click Format, point to Hide & Unhide, and then click Hide Sheet.
Unhide each of the hidden worksheets. Excel does not allow you to unhide more than one worksheet at a
time.
7 On the Home tab, in the Cells group, click Format, point to Hide & Unhide, and then click Unhide
Sheet.
Note: If a workbook does not have any hidden worksheets, the Unhide Sheet menu item is grayed out.
The Unhide dialog box displays a list of all worksheets currently hidden in this workbook.
The workbook is now restored with all sheets showing in their original sequence.
The one exception is the active worksheet: the tab color will appear as a gradient shaded background behind
the worksheet name. This helps you to easily identify which is the active worksheet.
1 With the Department Budget - Student workbook open, select the Quarter 1 worksheet.
2 On the Home tab, in the Cells group, click Format and point to Tab Color to display the color palette.
Note: The color palette can also be displayed by right-clicking the worksheet tab.
3 Click Blue in the Standard Colors section (third from the right) of the color palette.
Notice how the worksheet tab now shows a blue gradient shade, darker at the bottom of the tab and
becoming white at the top.
Notice how Excel now displays the Quarter 1 tab with a full blue background. The Quarter 2 tab does
not have a color, so it only shows a colored line at the bottom.
5 Repeat steps 1 to 3 for the remaining tabs: Quarter 2, Quarter 3, and Quarter 4 tabs, picking different
colors for each tab.
Tab Color
Quarter 2 purple (Standard Colors section, far right)
Quarter 3 red (second from the left)
Quarter 4 green (sixth from the left)
Lesson Summary
Now that you have completed this lesson, you should be able to:
edit cells and undo changes insert and delete cells
cut, copy, and paste data use AutoFill and Flash Fill to copy and fill cells
use Paste Special rename worksheets
change column widths insert and delete worksheets
change row heights move and copy worksheets
use AutoFit with columns or rows hide and unhide worksheets
hide and unhide rows and columns add color to the worksheet tabs
insert and delete rows and columns
Review Questions
1. Which key/combination activates Edit mode in Excel?
a. F2 c. WINDOWS key
b. ALT+E d. CTRL+E
2. Suppose you used the Copy and then the Paste command to copy the contents of cells A1 to cell B1, but
you do not want to copy the cell formatting to cell B1. What can you do to fix it?
a. Use the Paste Special command instead, and select the Formats option.
b. Use the Paste Special command instead, and select the Values option.
c. Use the Paste Special command instead, and select the All using Source theme option.
d. Use the Paste Special command instead, and select the Transpose option.
3. What is the difference between pressing Delete to delete the contents of a cell and using the Delete Cells
command?
a. Deleting the contents of a cell clears all formatting from the cell. If you use the Delete Cells
command, the formatting is still applied to the cell.
b. Deleting the contents of a cell places the deleted contents into the Clipboard. If you use the Delete
Cells command, the cell contents are not copied to the Clipboard.
c. Deleting the contents of a cell leaves the structure of the worksheet intact. If you use the Delete
Cells command, you have the option of shifting the cells after the delete action is complete.
d. Deleting the contents of a cell leaves any formatting still applied. If you use the Delete Cells
command, the formatting is also cleared from the cell.
4. Ruby wants all the entries in Column D in her worksheet to display fully. What is the best method for
ensuring Column D is wide enough?
a. Dragging the right border of Column D to the right edge of the Excel window.
b. Using the AutoFit command.
c. Using the Resize command.
d. Entering a very large number in the Column Width dialog box.
5. Dean needs to print a worksheet for distribution at a meeting. The worksheet currently includes sensitive
information that Dean needs to see, but which should not be seen by the meeting attendees. What is
the easiest way for Dean to print an appropriate version of the worksheet for his meeting?
a. Make a copy of the worksheet, delete the sensitive information from the new worksheet, and then
print the new worksheet.
b. Use a conditional printing command that skips over the cell ranges containing sensitive information.
c. Delete the sensitive information, print the worksheet, then enter the deleted information back into
the worksheet.
d. Hide the rows or columns that contain the sensitive information before printing the worksheet.
6. In which figure can you drag the AutoFill handle to create a series with 7 days between dates?
a. b. c.
9. When you insert a new worksheet using the New sheet button, the new worksheet tab appears:
a. To the left of the current worksheet tab.
b. To the far left of all worksheet tabs.
c. To the far right of all worksheet tabs.
d. In a random position, depending on which worksheet is active.
e. To the right of the current worksheet tab.
10. Sam has painstakingly created a worksheet of Sales figures for the Eastern region. His worksheet is
beautifully formatted and contains accurate formulas. Now he needs to create a worksheet just like it for
the Western region. How should Sam proceed?
a. He should open a new workbook, line his two windows up side-by-side, and create a Western
worksheet from scratch, using the Eastern worksheet as a guide.
b. He should add a new worksheet to the current workbook, view both worksheets side-by-side, and
create the Western worksheet from scratch, using the Eastern worksheet as a guide.
c. He should create a copy of the Eastern worksheet, rename the copy Western, and then enter the
figures as appropriate.
d. He should rename the Eastern worksheet to Western, and then enter the figures as appropriate.
Microsoft ®
Excel 2016
Core Certification Guide
Using Formulas
Creating and Editing Formulas
In Excel, every worksheet cell is capable of using a formula. A formula is simply a calculation involving any
number and combination of values, cell references, and/or built-in functions.
Worksheets typically contain formulas that refer to other worksheet cells. It is to your advantage to use cell
references in your formulas whenever possible rather than the actual values. When these values or amounts
change, the dependent cells (the cells containing the formulas) are automatically recalculated.
A formula can be up to 8,192 characters long. Enter your formula in the cell where you want the results to
appear. Formulas are easy to recognize – all of them begin with the equal sign (=).
Let’s change the value in cell A1. All of the formulas are automatically recalculated and the worksheet will
now appear as follows:
Here is a comparison of how these numbers were calculated using the previous and new value in A1:
This example demonstrates that by using formulas, you can have the computer do all of the work of
performing the calculations for you quickly, which is a significant time savings for you. You changed the value
in only one cell. Excel knows which sequence to perform all of the calculations, so that all of the results will
be correct.
Excel does not display the formula you type into a cell in the worksheet, only the result of the formula. To
view the formula, select the cell and you will see the formula and cell references in the Formula bar. You can
also change a setting to display all formulas in a worksheet. This topic is covered later in this lesson.
You can also copy formulas to other cells. Excel will make a copy of the formula and the cell formatting while
automatically adjusting cell references for the offset distance and direction. This may appear illogical at first,
but it is actually a desirable feature in worksheets because the copied formulas are usually supposed to refer
to different sets of input values.
Most worksheets have the same formulas used in multiple cells down a column
or across a row. Excel will helpfully review these cells for you and displays a
symbol if it sees a formula that is different than the others in the same column
or row. When you click on the smart tag, a pop-up menu is displayed with
the error message in the first line, followed by suggestions below on how you
could correct it. This feature can be very handy to help you review the
worksheet for differences or discrepancies.
If you had deliberately entered a different formula, then you can simply ignore
it or click the Ignore Error option in the menu to turn the flag off.
Cell References
Objective 4.1
A cell reference simply means copying the current value from another cell in the workbook. A formula can
have as many cell references as you want. After pressing the ‘=’ key to start the formula, there are two ways
to enter a cell reference:
• type the cell reference (or cell address) directly, or
• click on the cells being referenced.
For example, you may set up a cell with a formula to use the value from another cell and perform a calculation
on it. Cells C1 and D1 in the example worksheet above demonstrate this. However, cell B1 is a very simple
cell reference with no additional calculation.
You can also set up another cell with a formula to perform a calculation with two or more cells, such as
=A1+B1, or =A1*B1+C4.
A third alternative is to create a formula that uses a function to operate on a range of cells. This is
demonstrated in cell E1 in the example worksheet above. A cell range is any rectangular block of cells, written
in this format:
<starting cell address>:<ending cell address>
An example of a cell range is C11:E18. Note the use of the “:” to separate the two cell addresses. These cell
addresses mark the two opposite corners of the rectangular group of cells. All cells inside this rectangle are
used together in the formula.
Cell ranges can only be used in functions or arrays, for example =SUM(C11:E18). You can’t use a cell range
on its own in a formula. The formula =F9+C11:E18 will result in an error in Excel.
The cell range can be one-dimensional with all cells in the same row or column, or two-dimensional with
multiple rows and columns.
You can enter the cell range address in any sequence, as long as you use the cell addresses from the two
opposite corners. The follow cell range addresses are equivalent for the same range of cells: C11:E18, E11:C18,
C18:E11, E18:C11. Excel will accept every one of these range addresses and will change them to C11:E18,
marking the top left and bottom right corner cells.
Cell range addresses can also include entire rows or columns. For example, the formula =SUM(B:C) will
calculate the sum total of all values in columns B and C in the worksheet. Similarly, the formula =SUM(3:3)
will calculate the sum total of all values in row 3 in the worksheet.
Mathematical Operators
The following shows the symbols used in Excel to represent the standard mathematical operators:
^ Exponentiation and roots
* Multiplication
/ Division
+ Addition
– Subtraction
You generally use formulas to perform calculations, such as ordinary arithmetic. Excel calculates formulas
using the standard precedence rule used in mathematics, as follows:
1. Brackets or parentheses
2. Negation (for example -2)
3. Exponents and roots
4. Multiplication and division
5. Addition and subtraction
Multiplication and division operators have the same level of precedence, so Excel performs them in the
sequence they appear starting from the left to the right. In the same manner, the addition and subtraction
operators are performed as they appear from left to the right.
You can alter this standard order of operation by placing components of the formula within parentheses.
Excel will then calculate the portion of the formula in parentheses before defaulting to calculations in the
order listed above. Thus, you can control the order of calculations in your formulas with careful use of
parentheses.
2 Select cell C8 and type: =c6+c7 (but do not press ENTER yet).
Excel now shows which cell(s) you selected as part of the formula. You can use this visual tool to see
what is happening on the screen when you set up a formula.
In cell C8, Excel displays the number 6050, which is the sum of the numbers in cells C6 and C7. Note the
formula displayed in the Formula Bar.
Formula displayed in
the Formula Bar
Excel has automatically recalculated the displayed value in cell C8 because it contains a formula that
refers to the values in cells C6 and C7, and a change in either (or both) cells will cause Excel to update
the total in cell C8. This demonstrates the advantage of using formulas in a worksheet and using a cell
reference rather than the cell contents.
This time, the displayed value in cell C8 does not change when you change the value in cell D6.
Remember that the formula in cell C8 has the cell reference to cell C6, not D6.
Once you enter a formula into the worksheet, you can copy the formula to another location, if the formula
operation for the new location is the same. For instance, you can use the same formula to calculate the total
revenues for each of the next two months, except that you must use the respective cells for each of those
two months. Rather than entering the formula in each of the two cells twice, you can simply copy the formula.
7 Select cell C8 and, on the Home tab, in the Clipboard group, click Copy.
8 Select cells D8 to E8 and, on the Home tab, in the Clipboard group, click Paste.
If you change a value in a referenced cell, all cells that depend on that value will also change.
Notice that Excel has adjusted the formula in each of these cells. This is called relative addressing.
Now enter a similar formula, this time adding across three columns.
12 Select cell F6 again and copy this formula down to cells F7 to F8.
If a value is changed in one cell, Excel will recalculate all formulas that directly or indirectly reference this
cell automatically.
14 On the Quick Access Toolbar, click Undo to see that the displayed values in cells E7, E8, F7 and F8
change back to their previous values.
15 On the Quick Access Toolbar, click Redo to re-apply the change in cell E7.
16 Select cell C8 and, on the Home tab, in the Clipboard group, click Copy.
17 Select the Quarter 2 worksheet, then select cells C8 to E8 and, on the Home tab, in the Clipboard group,
click Paste.
18 Select the Quarter 1 worksheet, then select cells F4 to F8 and, on the Home tab, in the Clipboard group,
click Copy.
19 Select the Quarter 2 worksheet, then select cell F4 and, on the Home tab, in the Clipboard group, click
Paste.
The series of steps from 16 to 19 demonstrates one way of copying formulas from one worksheet to others.
The same end result can be achieved faster by knowing that you can paste the same cells as many times as
you need to until you do something different.
20 Select the Quarter 3 worksheet, then select cell F4 and, on the Home tab, in the Clipboard group, click
Paste.
21 Select the Quarter 4 worksheet, then select cell F4 and, on the Home tab, in the Clipboard group, click
Paste.
22 Select the Quarter 1 worksheet, then cells C8 to E8 and, on the Home tab, in the Clipboard group, click
Copy.
23 Select the Quarter 3 worksheet, then select cell C8 and, on the Home tab, in the Clipboard group, click
Paste.
24 Select the Quarter 4 worksheet, then select cell C8 and, on the Home tab, in the Clipboard group, click
Paste.
With more experience in copying and pasting, you will find your own shortcuts to make tasks easier.
What-If Analysis
Spreadsheets can easily perform calculations such as simple arithmetic (such as add and multiply) on a large
volume of numbers. You don’t need an expensive computer to do this type of task. It can be done easily even
with a basic calculator because the problem only needs to be solved once and then the task is completed.
Spreadsheets become invaluable when you need to perform what-if analysis, which involves repeating the
calculation of a set of formulas many times using different numbers. The trial-and-error method of doing
calculations is commonly used when there are multiple competing demands, and users try to find the best
compromise between the many choices to make. The name “what-if” describes the thinking process that
users face: “what if I change this number, then what will the result look like”.
A spreadsheet created to perform what-if analysis often uses simple formulas, although there will usually be
a large number of formulas.
Imagine that you are a prospective first-time home buyer. This worksheet in the next exercise will help you
determine how large a mortgage you can assume given your current income level and spending priorities.
Many financial institutions rely on two calculations when deciding whether to approve a mortgage
application: the gross debt service and the total debt service. The gross debt service is the percentage of
gross income required to cover the basic costs of a house, including mortgage payments (principal and
interest), property taxes, heating, and condo fees. The total of this cannot exceed 32% of the buyer’s gross
income. The total debt service is the percentage of gross income required to cover the house and all other
debts, such as credit card payments and car loans. This percentage cannot exceed 40% of the buyer’s gross
income.
1 Open the Personal Budget workbook and save it to the student data files folder as: Personal Budget -
Student.
First, calculate your monthly take home pay by reducing the monthly gross salary by 25%. This calculation
assumes that income taxes and other payroll deductions add up to 25% of your gross pay. You need both
your gross pay and take home pay amounts for these calculations.
Now calculate the excess of your take home pay over your expenses, which you accumulate as savings in a
bank account.
At first glance, you appear to be ready to apply for a mortgage to buy your very first home! It seems very
reasonable that your current rent payments will become the new monthly mortgage payment, and you
can afford a home in that price range.
After looking at some homes, you can now estimate your property taxes and monthly condominium fees.
Your income can no longer cover all of your expenses. You will have to cut back some of your expenses.
With your monthly expenses now under control, calculate the mortgage qualification ratios.
Notice that you can make a cell reference to a cell containing a text value, as demonstrated here.
Alternatively, you can copy the formula from cell D3 to cell E3. Excel will automatically adjust the formula
to reference the next cell to the right.
Steps 10 to 12 demonstrate using formulas to copy values from one cell to another. In this group of cells,
selected numbers are taken from the personal budget and used for another calculation in a formula entered
in step 15 below. If the numbers in the personal budget are changed, these calculations are updated at the
same time.
13 Select cells D4 to D6 and, on the Home tab, in the Clipboard group, click Copy.
14 Select cell E4 and, on the Home tab, in the Clipboard group, click Paste.
You calculate the gross debt service as 39% (0.39), which is higher than the maximum allowable 32%.
Now calculate the total debt service ratio.
18 Select cells D14 to D16, then click the AutoFill handle ( ) in the bottom right corner of this block and
drag it across to column E.
You have calculated the total debt ratio as 55.25% (0.5525)—much higher than the maximum allowable
40%. You have too many debt (and other mandatory) payments to make every month to qualify for this
mortgage. You will need to make more adjustments in your lifestyle to qualify for a mortgage, such as
reducing or paying off your credit card debt, student loans, and car payments. You should also consider
looking for ways to increase your monthly income, such as changing to another job with higher pay.
This is an unexpected surprise: your personal budget indicates that you can afford the mortgage payments,
but your financial institution requires two additional calculations to determine your eligibility. These
calculations seem unreasonable, but are in fact designed to prevent prospective home buyers from
accumulating more debt than they can handle, which may result in serious financial problems in the future
and possibly even personal bankruptcy or mortgage foreclosure.
Let’s assume that you delay buying your new home for several months and concentrate on paying off debts.
You were also able to improve your income by another $100 a month. Lastly, you reluctantly lowered your
expectations for a home, settling for a less expensive one.
This income level is still not enough. Your Gross Debt Service Ratio (cell E8) is 31%, which is below the
maximum allowable rate of 32%. However, your Total Debt Service Ratio (cell E18) is 40.85%, which is
higher than the maximum allowable rate of 40%.
Let’s assume that you are able to increase your income by another $100 a month.
This demonstrates how you can use cell references very effectively in what-if analyses. The spreadsheet
contains many formulas, but they are calculated very quickly so that you can see the results when
adjustments are made. With these changes, you will be able to apply for a mortgage and be confident
that your application will be successful.
Excel uses the ! (bang) symbol to indicate that this cell is located in a different worksheet. The single quotes
are required if the worksheet name has blank spaces in it.
Furthermore, you can also use cell references for cells located in a different workbook. This topic will be
covered in the Expert level courseware.
Notice that a marquee now appears around cell F6 and the Formula bar shows =’Quarter 1’!F6 with
single quotes around the worksheet name.
6 Press ENTER.
7 Copy the contents of cell C6 (in the Company worksheet) to cells C7 to C8 using your preferred method.
Notice that Excel automatically adjusts only the cell reference part, while keeping the worksheet
reference component unchanged.
8 Select cell C4. Then click the AutoFill handle ( ) in the bottom right corner and drag it across the
worksheet to column F.
9 Repeat steps 4 to 7 for column D, but referencing the cells in the Quarter 2 worksheet.
Alternatively, you can set up the first formulas that reference the various worksheets, and then use the
copy command on multiple cells.
10 Repeat steps 4 to 6 for column E, but referencing the cells in the Quarter 3 worksheet.
11 In cell F6, enter: =’Quarter 4’!F6 (be sure to avoid entering any blank spaces inside this formula except
between the two single quotes).
Now use the very useful AutoFill feature to copy these formulas to the remaining cells.
12 Select cells E6 to F6, and drag the AutoFill handle ( ) in the bottom right corner down to cell F8.
Excel provides a large library of built-in functions to facilitate this and other types of mathematical and data
operations. These functions enable the calculation of long or complex formulas to be simplified by using a
specialized function. Generally, all Excel functions follow this format:
FUNCTION(arguments)
At first, it may appear that the number and variety of Excel functions is intimidating. The most commonly
used ones are similar to each other, and very easy to use.
The SUM function is an example of a commonly used function. In fact it is so prevalent that you will find it in
most workbooks. As its name implies, its purpose is to calculate the sum of all numeric values in a range of
cells.
A function is not the same as a formula. As described at the start of this Lesson, a formula always has a “=”
as the very first character. Functions do not need the “=”. Just be aware that most descriptions include the
“=” character before the function name as a reminder that it is part of a formula. But after the “=” character,
you can construct your formula using as many values, operators, and functions as you want: for example,
=A10+5+SUM(F2:F9)+B3+SUM(G2:G9)
The function uses arguments as input values to perform its calculations. There are some general rules to
understand about arguments:
• Arguments can be values (numeric, text or date, depending on the type of function) or cell references.
Each function has specifications for its arguments but the most common type of argument is a cell range.
The format of the cell range is as follows:
<first cell address>:<last cell address>
Examples:
A10:B15
D25:B5
C5:C25
• Many functions allow you to enter a variable number of arguments. For example:
=SUM(C6:C18) – calculates the sum of the numbers in all cells from C6 to C18
=SUM(C6:C18,D6:D18,F6:F18) – calculates the sum of the numbers in all cells from C6 to C18, and D6 to
D18, and F6 to F18
=SUM(C6:C18,C20) – calculates the sum of the numbers in all cells from C6 to C18, and cell C20
You can enter a cell range either by typing the cell reference(s) directly, or by using the pointing method. To
use the pointing method, simply use the mouse to click on the first cell and drag to the last cell to select the
cell range. The latter method has the advantage of visually identifying the cell range, which reduces the
possibility of entering incorrect cell references.
An alternative to manually typing the SUM function into a cell is to use the AutoSum button in the Ribbon.
Because the SUM function is so commonly used, Excel provides three ways of activating it:
Note: If the Excel window is in Maximize view, this command appears as AutoSum. If the window is in
Restore view, this may appear as just an icon because the window is not wide enough to display the whole
button.
When using AutoSum, be sure to verify that you have selected the correct cell range. Excel will automatically
select the range of cells immediately above or to the left of the selected cell, and display it for you to accept
or change.
Notice that the cell now shows =SUM(C11:C18), with the cell range C11:C18 highlighted, and a marquee
around that cell range. Excel also reminds you of other ways to enter this formula using individual data
values.
Excel always includes the cell immediately above the active cell, even if it is blank, and extends up the
current column until it finds a blank cell. There are still numbers in the cells above the selected range,
but they are not automatically included because there is at least one blank cell between them. You can
manually extend the range to include additional cells.
5 Select cell F11 and type: =SUM( but do not press ENTER yet.
Note: You may enter cell references and the function name in lower or upper case characters. Excel will
convert them all to upper case.
6 Use the mouse to select the cell range C11 to E11. Then press ENTER.
In this case, Excel permits you to omit entering the last parenthesis for this function. However, Excel does
not always permit this, and it is poor practice.
Other arithmetic operations can be performed in a formula such as multiplication. If a cell contains a formula
that is different from the cells around it (if any), Excel displays a marker symbol.
9 Enter: =C14+D14+E14.
Note the symbol in cell F14. This marker is a reminder that this cell contains a formula that is different
from the cells around it (in this case above and below it). It is not an error symbol because the different
formula may be intentional. To remove the symbol, click on the smart tag.
10 Select cell F14 again, position the mouse over the smart tag, click the arrow and select Ignore Error.
11 Select cell C19 again and copy it to cells C19 to E19 in the Quarter 2, Quarter 3, and Quarter 4 worksheets.
12 Select cell F11 in the Quarter 1 worksheet again and copy it to cells F11 to F19 in the Quarter 2, Quarter
3 and Quarter 4 worksheets.
There is no need to be concerned about the look of your worksheet. At this point, it is important to make
sure the data is accurate. Enhancing the look of the worksheet can take place later. We will look at formatting
in the next lesson.
There are also several commonly used math-related functions but are found in the Statistical category:
=AVERAGE – Calculates the arithmetic mean average of the numbers in the specified range (sum total of
the cell range, divided by the total of the number of cells containing a number).
=MIN – Finds and displays the lowest numeric value in the specified range.
=MAX – Finds and displays the largest numeric value in the specified range.
=COUNT – Counts the number of cells in the specified range that contain numeric or date values.
=COUNTA – Counts the number of cells in the specified range that contain any value (numeric, date, or text).
=COUNTBLANK – Counts the number of empty (do not contain any value) cells in the specified range.
Use the standard SUM function to calculate the subtotal values in column C.
2 Select cell C6 and then, on the Home tab, in the Editing group, click AutoSum. Verify that only cell C5 is
selected as the argument for the SUM function and press ENTER.
3 Select cell C9 and then, on the Home tab, in the Editing group, click AutoSum. Verify that only cell C8 is
selected as the argument for the SUM function and press ENTER.
4 Select cell C13 and then, on the Home tab, in the Editing group, click AutoSum. Verify that both expense
values in the cells above are selected and press ENTER.
5 Repeat either step 3 or 4 (depending on whether there is one or two values to add together) for each of
the remaining subtotal cells in cells C17, C21, C24, E6, E9, E13, E17, E21, and E24.
Up to this point, both columns C and E have been identical. The subtotal values have been calculated for
each travel office. You will now try to calculate the grand total for all offices.
To do this, you will deliberately create an incorrect grand total for column C, which you will use for
comparative purposes.
6 Select cell C25 and then, on the Home tab, in the Editing group, click AutoSum. Select cells C5:C24 and
press ENTER.
Now enter the correct formulas for column E. The grand total of =SUM(E6,E9,E13,E17,E21,E24) calculates
based only on the subtotal values.
9 Select cell E25 and then, on the Home tab, in the Editing group, click AutoSum.
To select individual cells instead of the full range as you did in step 6, you must use the CTRL key.
10 Select cell E6, hold down the CTRL key, and then click on each of cells E9, E13, E17, E21, and E24. Release
the CTRL key and press ENTER.
Notice that the grand total in column E is half of the grand total in column C. This demonstrates that the
latter value is double-counting everything in column C.
Now calculate the average weekly expense for all employees using the AutoSum button in the Ribbon.
11 Select cell E26 and then, on the Home tab, in the Editing group, click the arrow next to AutoSum and
click Average to select this function.
12 Select cell E5, hold down the CTRL key, and then click on each of cells E8, E11, E12, E15, E16, E19, E20,
and E23. Release the CTRL key and press ENTER.
Note that the cells in this AVERAGE function are not the same as for the SUM function above. The average
is calculated using each individual person’s expense amount, not the subtotal for the office.
13 Enter the rest of the summary formulas (either by entering the full formula or by using the mouse to
select the cells):
Cell Formula
E27 =COUNT(E5,E8,E11,E12,E15,E16,E19,E20,E23)
E28 =MAX(E5,E8,E11,E12,E15,E16,E19,E20,E23)
E29 =MIN(E5,E8,E11,E12,E15,E16,E19,E20,E23)
As you can see, entering these sum, average, count, maximum, and minimum functions was painful —
they were tedious and error-prone because you had to individually pick each of the subtotal numbers in
the column.
Tip: Experienced Excel users would know that step 13 could have been accomplished more easily by
converting the cell references in the AVERAGE formula to absolute cell references. You can then copy this
formula from cell E26 to these cells, and just change the function name. Absolute cell references are
covered later in this lesson.
In some worksheets, you may already have SUM functions included in the data to calculate the subtotals for
subgroups of data. In these situations, it may be more appropriate to use the SUBTOTAL function.
The SUBTOTAL function does more than calculate a sum total for a range of cells. It actually performs a
variety of statistical operations, depending on which function number is used. The general format of the
SUBTOTAL function is:
=SUBTOTAL(Function #, Cell Range)
The most commonly used function numbers are:
Function # Function
1 AVERAGE—mean average of the cell range
2 COUNT—number of cells containing numeric values
3 COUNTA—number of non-blank cells
4 MAX—highest value in the cell range
5 MIN—lowest value in the cell range
9 SUM—sum total of the cell range
Other function numbers that are also available for SUBTOTAL are:
Function # Function
6 PRODUCT (all numbers multiplied together)
7 STDEV.S (standard deviation based on a sample)
8 STDEV.P (standard deviation based on entire population)
10 VAR.S (variance based on a sample)
11 VAR.P (variance based on entire population)
The primary advantage of SUBTOTAL over SUM is that it will not include any other SUBTOTAL calculations
within its range. As a result, you can insert subtotal, total, and grand total calculations into a table—without
any risk of accidentally double-counting a subtotal—by simply including the entire range of cells.
Note that you can select the cell or cell range instead of typing the cell reference addresses into the function,
if that is easier for you.
Step 5 here was much easier to do than using the AVERAGE, COUNT, MIN, and MAX functions used in
column E because you simply selected a continuous range of cells in the column. The SUBTOTAL function
simply ignored the presence of any other SUBTOTAL function within that cell range. As a result, column
G shows the same results as column E. If you used the continuous range of cells with the SUM, AVERAGE,
and other functions as shown in column C to enter those formulas, the results would be incorrect.
The Logical Test section of the function often uses comparison operators that will help you obtain the desired
result. Qualifiers are punctuation marks used to identify or define different types of data. For example, text
used in a formula requires double quotes as qualifiers.
The Value if True/False sections can contain a text string, values or even other functions. In fact, you can nest
or embed up to 64 IF functions within one IF function. An example of a nested IF function would appear as
follows:
=IF(A1=10, “text A”,IF(A1=20, “text B”, “text C”))
In this example, Excel will display the following values when the conditions are met:
If A1 contains Then this will display
10 text A
20 text B
Any other value text C
1 Open the AirKm Awards Points workbook and save it to the student data files folder as: AirKm Awards
Points - Student.
Now calculate the bonus points per dollar, but only do this where the amount is greater than 500.
Excel displays the Function Arguments dialog box to help you enter the correct arguments for this
function. You will base the logical test on the cost of travel, which is in cell C5, and must be over 500.
The next section is the Value_if_true section. If the result of the conditional test (C5 > 500 in this case) is true,
Excel will return the value in this box to the worksheet cell. In this case, the value has to be calculated.
The last part of the function is the Value_if_false section. If the result of the conditional test is false, Excel will
return this value. In this case, the value would be zero.
10 Click OK.
Since the calculated value could result in a decimal value, you can use an additional rounding function to
round the value up or down to the nearest whole number. You can accomplish this by embedding the IF
function inside the ROUND function.
12 Move the cursor inside the cell to the left, to a position between the = and IF, and type: ROUND(.
This technique of using a function inside of another function is known as nesting. When you nest functions,
Excel will perform the inner-most functions first and use those results as arguments for the next outer level
of functions until the entire formula is calculated. You can nest up to seven levels of functions.
Bonus points are now calculated only if the amount in column B is greater than $500.
You can modify your IF function if you want a more presentable worksheet. For example, if you want the IF
formula to show a blank cell instead of zeros or dashes when the amount is $500 or less, modify the formula
to appear as follows:
=IF(C5>500,ROUND(C5*20,0)," ")
The set of double quotes will cause Excel to insert a blank in any cell that proves FALSE based on the argument
in the Logical_test.
To have either example work properly, remember to copy the changed formula to the other cells on the
worksheet.
When using the Insert Function, Excel will insert the quotes for you when entering text in the Value if
True/False fields. When you want either of these fields to be blank, you must type both quotation marks or
the word True or False will appear in the cell.
The average range is optional. If it is not specified, then the average calculation is performed on the criteria
range.
COUNTIF – Count the number of cells in a range that contain a non-blank value and meet the logical test.
COUNTIF(criteria_range, logical_test)
SUMIF – Calculate the sum total of all cells in a range which meet the logical test.
SUMIF(criteria_range, logical_test, sum_range)
SUMIF(criteria_range, logical_test)
The sum range is optional. If it is not specified, then the sum calculation is performed on the criteria range.
An example of a conditional summary function is:
=SUMIF(D4:D207,"Visa",F4:F207)
In this function, the criteria range is D4 to D207, the sum range is F4 to F207, and the logical test is “Visa”.
Therefore, Excel will examine each of the cells in the range D4 to D207. If the cell contains the value “Visa,”
the corresponding numeric value in the cell range F4 to F207 will be included in the sum total.
These functions are different from the IF function in that a more flexible logical test is used. With an IF
function, you can only specify one logical test which must result in a TRUE or FALSE value, and this generally
requires the use of a comparison operator.
A conditional summary function will apply the logical test to each and every cell in the range you specify (D4
to D207 in the example above). And if you do not specify a comparison operator, Excel will assume you want
to use the “=” operator, for example:
=SUMIF(D4:D207,"=Visa",F4:F207) is the same as =SUMIF(D4:D207,"Visa",F4:F207).
The logical test may be a fixed value or a cell reference. The SUMIF formula above is an example of a fixed
value test by comparing each cell in the range D4 to D207 to determine if it is equal to the value of “Visa”.
An example of a cell reference is =SUMIF(E4:E207,”>”&B2). Notice that only the comparison operator is inside
double-quotes, and the cell reference must be preceded by the & symbol.
The average_range and sum_range are optional. For the AVERAGEIF and SUMIF functions, you can perform
the logical test on one cell range, and perform the AVERAGE or SUM calculation on a different cell range.
This option makes these functions more flexible to use.
If you want to enable an advanced feature of these conditional summary functions, you can enter the logical
test into worksheet cells instead of into each of the formulas. For example, suppose cell H5 has the formula
=COUNTIF(C2:C20,G15), and cell G15 contained the text string >500. Referencing a cell that contains the test
criteria makes it easier to change the logical test and avoid forgetting to change a function that contains the
test criteria.
Notice that the SUMIF and AVERAGEIF conditional formulas used here perform their calculations on the same
column in which the test criteria are applied. In other words, these formulas select only those cells that meet
the stated criteria and then perform the COUNT, SUM, and AVERAGE on only those cells. The significance of
this will become clearer as you examine the next set of conditional formulas.
Now enter conditional summary formulas that pertain only to rows where the sales type is “Corporate.”
These are the same conditional formulas as used previously, except that an additional argument has
been added to the SUMIF and AVERAGEIF. In this variation, the test criteria are applied to the cells in
column B (= “Corporate”), but the SUM and AVERAGE are applied to the corresponding cells in column
C, which is where the sales amounts are located. The average value can be verified by dividing the sum
value into the count value.
RIGHT – Extract the specified number of characters starting from the right side of the text string. The format
of this function is: RIGHT(text_string, number_of_characters)
The text_string can be a cell range. If number is greater than the total length of the text string, then the
shorter text string is returned and extra blank characters will not be padded on the left or right.
MID – Extract the specified number of characters starting from any position in the text string. The format of
this function is:
MID(text_string, starting_position, number_of_characters)
The text_string can be a cell range. If number is greater than the number of characters available, then
the shorter text string is returned and extra blank characters will not be padded on the right.
UPPER – Convert all characters in a text string to uppercase. The format of this function is:
UPPER(text_string)
LOWER – Convert all characters in a text string to lowercase. The format of this function is:
LOWER(text_string)
PROPER – Convert the first letter of the text string and any letter following a non-alphabetic character to
uppercase. All other characters are set to lowercase. The format of this function is: PROPER(text_string)
CONCATENATE – Join two or more text strings together to create one text string. Alternatively, the &
operator can be used instead of the CONCATENATE function. The format of this function is:
CONCATENATE(text_string_1, text_string_2, text_string_3, …)
When spreadsheets are used for lists or as a database, these often overlooked functions can save many hours
of manually entering data.
Tip: The Excel Flash Fill feature may also do many of the text conversions for you without having to use
these text functions.
2 Enter the following values (be sure to use the upper and lower characters as specified here):
Cell Value
A1 JaNe
B1 pArkER-smiTh
4 Select cell C1 and enter: =CONCATENATE(A1," ",B1) and be sure to place one blank space between the
quotation marks.
The space between the quotation marks is required to separate first and last names.
Notice that Excel inserts capitals in all the proper locations, including after the hyphen.
Now use other text functions to extract parts of text strings or join them together in different ways.
You will find the & operator to be easier to use than the CONCATENATE function, and it creates the same
result.
14 Save the workbook to the student data files folder as: Text Functions - Student and close it.
This automatic adjustment feature is advantageous when you are creating sheets, such as budget sheets,
which require the same formula to be repeated across many months or line items. However, in some cases
you may not want this automatic adjustment feature.
Fortunately, Excel enables you to make cell addresses absolute or fixed. An absolute cell address refers to a
fixed (non-moving) location on the worksheet.
To change a relative cell address to an absolute (fixed) cell address in a formula or function, enter a dollar
sign before the row number and/or column letter (for example, $E$5). This ensures that when you copy a
formula, Excel will not adjust the absolute cell addresses for the new location.
Another method to obtain the absolute signs in cell addresses is to press F4 once you have typed the cell
address. You can also go back to formulas you have typed previously, edit them, position the insertion point
in the cell address you wish to make absolute and press F4.
The number of times you press F4 determines which references become absolute:
• Press once to make both the column and row reference absolute.
• Press twice to make only row references absolute.
• Press three times to make only the column reference absolute.
• Press four times to remove the absolute references on both column and row.
Conversely, if you copy a formula including a cell reference with an absolute row reference and a relative
column reference (for example, E$5) to a new location, Excel will adjust only the column reference for the
new location. This adds flexibility for creating cell formulas, which will become increasingly important as your
worksheets become more complex.
As a general rule of thumb: if you intend to copy the formula to other cells in the same row and keep the
column reference locked, place the $ in front of the column letter. If you intend to copy the formula to other
cells in the same column and keep the row reference locked, place the $ in front of the row number.
3 Select cells C6 to G8 and on the Home tab, in the Editing group, click AutoSum.
4 In cell C11, type: = then click the Quarter 1 worksheet and select cell F11 and press ENTER.
6 Select cells C11 to G11 and on the Home tab, in the Editing group, click AutoSum.
7 Copy the contents of the cell range C11 to G11 down to cells C12 to G19.
The relative addressing feature in Excel has saved you a lot of time in setting up these formulas.
At first, it appears as if you can copy the formula into the other cells in row 22. However, the result is as
shown in the following:
Clearly, the answers provided are incorrect—Excel displays a #DIV/0! (division by zero) error message in
the other cells. Now examine the formulas you had copied in column C.
As you can see, Excel has adjusted the cell address using relative addressing for each cell where you
copied the formula. This adjustment process, which was so useful when you were creating and copying
other formulas, is now causing a problem: dividing a value in cell D21 by the value in cell H8. The problem
is that cell H8 is blank, which is interpreted as having the value of zero. If you divide any number by zero,
you will get a “division by zero” error message.
You can resolve this problem by returning to cell C22 and editing the formula. The formula must use
absolute cell referencing for the G8 cell reference. Thus, the formula in cell C22 should be =C21/$G$8 or
=C21/$G8.
16 Press F4 to put the absolute value signs around the nearest cell reference in the formula (G8).
18 Copy the formula from cell C22 to cells D22 through to G22.
Displaying Formulas
Objective 1.4.8
To see the formula in a cell, you must select that cell and examine the formula displayed in the Formula Bar,
or press F2 to see the formula in the cell. In some circumstances, you may want to see all the formulas in all
the cells at the same time, especially when you are verifying the accuracy of the spreadsheet. Excel has an
option available to display all formulas in a worksheet at the same time. Cells that contain numeric or other
values will simply display those data values.
Excel allows you to print the worksheet with the formulas displayed. This is an excellent technique for verifying
that you have entered all the formulas correctly.
Hint: An alternative way of activating this feature is to use the keyboard shortcut key sequence
CTRL+` (Grave Accent).
2 If necessary, increase the size of the workbook window so that you can see columns A to G.
You can also print this worksheet with all of the formulas displayed.
To turn off the display of the formulas, simply click the Show Formulas button in the Ribbon again. An
alternative method is to use the Excel Options screen.
4 Click Advanced in the left pane of the Excel Options dialog box.
5 Scroll down to the Display options for this worksheet group of options and clear the Show formulas in
cells instead of their calculated results check box. Click OK.
Lesson Summary
Now that you have completed this lesson, you should be able to:
Review Questions
1. What should you enter in a cell to find the difference between 9 and 5?
a. DIFF(9,5) c. =9-5
b. VAL(9-5) d. 9-5
2. Which of the following is the correct order of precedence for standard math operators?
3. Which of the following correctly identifies the different parts of the following reference: Tours!B4
4. Which of the following are not valid formulas for calculating a statistical value using the data in several
cells?
a. b, c, and d
b. =MAX(B5:B7,B8:B10,B11:B15)
c. None – all are valid formulas.
d. All of the above are invalid formulas.
e. =AVERAGE(B5,B6,B7,B8,B9,B10,B11,B12,B13,B14)
f. c
g. =MAX(B1,B5:B8,B9:B15)
h. =SUM(B5:B15)
5. Which of the following formulas says: if the value in cell B6 is greater than 500, then display a value equal
to B6*20; otherwise, display a zero?
a. =(B6>500,B6*20,0)
b. =SUM(B6>500,B6*20,0)
c. =MULT(B6>500,B6*20,0)
d. =IF(B6>500,B6*20,0)
6. The LEFT and MID functions are fully interchangeable. In other words, can you always use the LEFT
function instead of MID, as well as using MID instead of LEFT?
a. True b. False
7. Which type of cell address will be adjusted in the new location based on the relative position of the
original formula’s input cells?
8. Before submitting a worksheet full of accounting formulas to his boss, Ken wants to make sure that he
has entered all of the formulas correctly. There are a lot of them. What is the easiest way to perform this
check?
a. Set the options for the worksheet to show the formula in every cell instead of the calculated results.
b. Click on each formula in the worksheet in succession and read the formula input in the formula bar.
c. Print the worksheet, then perform each mathematical operation in the worksheet on a calculator
and compare the answers.
d. Set the options for the worksheet to check each formula as it is entered.
Microsoft ®
Excel 2016
Core Certification Guide
Formatting a Cell
How you present your worksheet is almost as important as the data it contains. Formatting is all about
changing the appearance of the data. You are using the various features of Excel to draw attention to parts
of the worksheet, or to make the data presented easier to understand. When you change the format of a cell,
you do not alter its underlying value.
Some of the formatting features to change the appearance of your document include different fonts or sizes,
bold and italic styles, borders around a cell or group of cells, and shading of cells. You will find the most
commonly used formatting features displayed on the Home tab as well as on the Mini toolbar.
Certain types of formatting may not be compatible with the data values, and Excel will simply ignore that
formatting until you enter the appropriate data type into that cell. For example, you may format a cell as
numeric with commas and two decimal digits, but if the cell contains a word (such as “Total”), then Excel will
only use the default cell formatting that pertain to text values.
Excel has a feature called Live Preview that temporarily changes the appearance of the selected cell(s) to the
format that your mouse is currently pointing to on the Ribbon. If you click on that button on the Ribbon,
Excel applies the formatting change. However, if you move your mouse away, the selected cell(s) revert to
their current format. This useful feature allows you to preview a formatting change without having to click
the Undo button if it turns out to be unsuitable. Be aware that only some formatting buttons on the Ribbon
include Live Preview capability. Note that Live Preview does not function when you have a formatting dialog
box in front of the worksheet.
To format a cell, select the cell, and then use one of the following methods:
• on the Home tab, in the Font, Alignment or Number groups, click the appropriate button, or
• press CTRL+1, or
• right-click and click Format Cells on the shortcut menu, or
• right-click and click the appropriate number formatting from the Mini toolbar, or
• on the Home tab, in the Font, Alignment or Number groups, click the Dialog box launcher for the
appropriate group.
General – The General category is the default format for all cells. When you enter numbers into
an unformatted cell, Excel displays them exactly as you entered them, except that it does not
display trailing zeros after the decimal point. This can make the worksheet somewhat harder to
read because the numbers in a column will not be lined up by their decimal points, as
demonstrated in the example on the right. In addition, when you enter a number that is much
larger than the width of the cell, Excel automatically changes the format to Scientific notation,
adding another display format that is inconsistent with the other cells.
Number – The Number category is a standard format for numbers with the option to show the comma
(period in European countries) separator for values of 1,000 and higher. The number of digits after the
decimal point must also be specified (the default is 2). If there are insufficient digits, the number will be right-
filled with zeroes. Excel can show negative numbers with different options: in red, with a minus sign, or with
parentheses.
If any number has more than two decimal digits, the Number format will round it to the nearest second
decimal digit. As with all formatting, this is for display purposes only—the actual number stored in the cell
does not change.
One disadvantage with the Number format is that it does not display numbers with the comma separator.
Currency – The Currency format is similar to the Number format except that a currency symbol (for
example, $ symbol) is shown and the comma separator is automatically displayed.
Accounting – The Accounting format is similar to the Currency format except that negative numbers appear
in parentheses (you cannot change this) and the currency symbol appears at the far left side of the cell.
Positive values include a space to the right of the value to ensure that decimal points always line up.
Date – The Date format category displays date values in various ways. One complication is the region of the
world to which your computer is set. For example, if you live in the United States, then your default date
format would be m/d/yyyy. However, if your computer is set to the United Kingdom, your date format is
dd/mm/yyyy. The d indicates that Excel will display single-digit day values as one digit—without filling in the
left with a zero. A dd indicates a two-digit day value, with a leading zero for single digit values. The same
format applies to the month and year values.
If you enter your date value with the month as a name (for example Sep 8, 2016, 8 Sep 2016, or September
8, 2016), then Excel will display it using the custom date format of d-mmm-yy where mmm indicates the first
three characters of the month’s name.
However, if you enter your date value with the month as a number (for example 9/8/16, 9-8-2016, or 2016-
09-08), then Excel will display it using the date format that matches your region, as described above.
The Number tab in the Format Cells dialog box will display the alternate formats as follows:
Note that the asterisk (*) indicates that this format changes with the computer’s region setting, as described
at the bottom of the dialog box.
Time – Because of the many different ways that time values may be entered, Excel will use a custom time
format when you enter it.
You can then select an alternate time format from the Number tab in the Format Cells dialog box or from
the Number group in the Home tab of the Ribbon.
Percentage – The underlying cell value in this screen sample is 0.1234—Excel always shows percentage
values as 100 times the number value. This format shows a percentage sign at the right side of the cell. You
must also specify the number of decimal places (the default is 2).
However, if you click the Percent Style button in the Number group of the Home tab in the Ribbon, Excel will
use the Percentage format with a Decimal places value of 0 (zero).
Fraction – The Fraction format converts decimal digits to fractional values based on the fraction type that
you select.
Scientific – You will usually use this format in scientific applications for very large and very small numbers.
Excel shows only one digit to the left of the decimal point and you control the number of significant digits
by specifying the number of decimal places.
Special – Use the Special format category for miscellaneous items such as phone numbers and zip codes.
Custom – If you cannot find the exact format you want in the other categories, you can create a format of
your own with the Custom category.
Number Format
You can quickly format numeric cells using the Comma Style button. However, Excel interprets this formatting
choice as the Accounting format with no currency symbol displayed. In addition, the Comma Style format
displays negative numbers using parentheses instead of the minus sign, and positive numbers display with a
slight indent to the left. The Number format is generally used more often than the Comma Style format.
Alternatively, you can display the mini-formatting menu by right-clicking on the cell.
Decrease Decimal
Increase Decimal
Excel has applied a uniform format—two decimal digits—to all of the numbers.
5 On the Home tab, in the Number group, click the Dialog box launcher.
In the Format Cells dialog box, the Category is already set to Number and 2 decimal places are specified.
You only need to add the comma separator.
6 Turn on the Use 1000 Separator (,) check box and click OK.
8 On the Home tab, in the Number group, click the arrow for Number Format and then click Currency.
9 Select cell B22 and change this number format to Currency as well.
Using the Ribbon, you can also quickly change the number of digits appearing after the decimal point.
10 With cells B22 still selected, on the Home tab, in the Number group, click Decrease Decimal twice to
remove all decimal digits.
Notice that Excel has rounded the number up. You can also increase the number of decimal digits.
11 On the Home tab, in the Number group, click Increase Decimal twice to show two decimal digits again.
Hint: You can also right-click and then click Increase Decimal or Decrease Decimal on the Mini toolbar.
13 On the Home tab, in the Number group, click the arrow for Number Format and click Long Date.
The long date format is much too wide for this cell.
The cells containing the flight numbers are also numeric, but the General format is acceptable for them.
16 On the Home tab, in the Number group, click the Dialog box launcher.
By default, Excel assigns General alignment to new values entered into a worksheet. This
means that Excel aligns numbers and dates to the right, while it aligns text labels to the left,
as shown in the example on the right. In most cases, you will not change the alignment of
numbers and dates.
Also by default, cells are aligned on the bottom, which will only be noticed if you increased
the row height. You can also change the vertical alignment to the top or middle of the cell.
Data can also be indented within the cell. In this example, the country names
are displayed using normal cell alignment for text values with no indenting. The
cells containing state and province names are indented to the right by one
position, and the city names are indented by two positions.
As with the number formatting features, the most commonly used alignment options are readily available on
the Home tab in the Ribbon:
Bottom Align
Middle Align Wrap Text
Top Align Merge & Center
To change the alignment for the contents of a cell, after selecting the cell, use one of the following methods:
• on the Home tab, in the Alignment group, click the appropriate alignment button, or
• press CTRL+1 and then click the Alignment tab, or
• right-click, click Format Cells, and then click the Alignment tab, or
• on the Home tab, in the Alignment group, click the Dialog box launcher.
Wrapping Text
Objective 2.2.4
As described in Lesson 1, you can enter very long text (up to 32,767 characters) into a cell. As long as the
cells to the right are empty, the extra text that will not fit into the cell will overflow into the cells on the right.
Alternatively, you can use the wrap text feature to force the text label to stay within the left and right
boundaries of the cell. Excel increases the height of that row to accommodate the full length of the text (in
some cases, you may have to do this manually). If you turn off the wrap text feature for a cell, the text will
revert back to displaying on one line. The example below demonstrates these two options.
Merging Cells
Objective 2.2.1
Merging cells is a feature commonly used on text labels to identify a group of cells together such as in the
following example.
The months of January to March belong to Quarter 1. The months of April to June belong to Quarter 2. When
you merge cells, Excel removes the edges separating the selected cells and treats the group as a single cell.
It then becomes very easy to center text across these merged cells, as demonstrated in this example. You can
also merge cells containing numeric and date values.
Excel offers a Merge & Center button on the Ribbon, which first merges the selected
cells (whether you are merging horizontally or vertically) and then centers the text across
these cells. This button actually has multiple options in it. By default, clicking it will
perform the Merge & Center action, but you can click the arrow and choose any of the
other options available.
The Merge Across option will only merge the selected cells, without centering the text. It will not allow you
to merge cells vertically; instead, you can use the Merge Cells option to do this. In the example above, cells
A1:A2 demonstrates how merging vertically is used.
If merged cells need to be split apart again into their separate cells, simply click Merge & Center again in
the Ribbon to turn it off, or select the Unmerge Cells option. Alternatively, you can also turn off the Merge
cells check box in the Format Cells dialog box.
At the top of the worksheet are two rows of text that you need to center across the width of the invoice
document. To accomplish this, you will use the merge and center function.
3 On the Home tab, in the Alignment group, click Merge & Center.
Notice that Excel has now merged the eight cells together and centered the title across these cells.
The merge and center function can only work on one row at a time. You will have to repeat the previous step
for the next row.
4 Select cells A2 to H2 and on the Home tab, in the Alignment group, click Merge & Center.
Remember that, although you have merged cells together and therefore, centered the data contents
across these cells, you entered the data in the original cell. Therefore, to make changes to those contents,
you must go back to the original cell (A1 or A2).
5 Select cell B4 and, on the Home tab, in the Alignment group, click Align Left.
6 Select cells C7 to C8 and, on the Home tab, in the Alignment group, click Align Right.
7 Select cells C11 to C12 and, on the Home tab, in the Alignment group, click Align Right again.
8 Select cell E7 and hold down the CTRL key. Then select cell E11 and release the CTRL key to select both
cells.
9 On the Home tab, in the Alignment group, click Align Right again.
10 Select cells G7 and G11 using the CTRL key and, on the Home tab, in the Alignment group, click Align
Right again.
Earlier, you tried to use the Long Date format, but there was not enough space in the cell to display it. You
can now use it by merging across adjacent cells.
11 Select cell B6 and, on the Home tab, in the Number group, click the arrow for Number Format and click
Long Date.
12 Select cells B6 to D6 and, on the Home tab, in the Alignment group, click the arrow next to Merge &
Center. Then click Merge Across.
15 Select cells B15 to B16 and, on the Home tab, in the Alignment group, click Align Left.
16 With cells B15 to B16 still selected, on the Home tab, in the Alignment group, click Increase Indent.
Generally, when you make changes to the font or size, Excel applies these changes to the entire cell or range
of cells that you have selected. You can also select individual characters and numbers inside a cell and change
the font or size.
To display the Font tab on the Format Cells dialog box, on the Home tab, in the Font group, click the Dialog
box launcher. This tab enables you to select the many font-related formatting options available in Excel.
Font – This refers to the typeface of the text characters Excel displays. A set of characters in the same typeface
is a font. A large selection of fonts is included with Microsoft Office.
Font style – Most fonts can be formatted bold, italicized, or both.
Size – Size refers to the height of a character, with a proportionate width. Most of the fonts are scalable. That
is, they have a variety of sizes. A point is equal to a seventy-second of an inch. Thus, twelve-point type is
twelve seventy-seconds of an inch high, or 1/6th of an inch high.
Underline – You can select various underline styles such as single, double, single accounting, or double
accounting. Note that an underline is not the same as a cell border—if selected, the underline appears inside
the cell, whereas borderlines appear along the selected edge(s) of the cell.
Color – You can select and change the color of the characters.
Effects – You can use special character effects, such as Strikethrough, Superscript and Subscript. Note that
the latter two are mutually exclusive – you can use either one, but not both at the same time on the same
cell.
As you select different options in this dialog box, the Preview box shows sample text with the options
displayed.
The most commonly used font options (that is, font, point size, bold, italics, underline, and font color) can be
changed directly on the Home tab, in the Font group of the Ribbon:
Font Increase Font Size
Font Size Decrease Font Size
You can also select the text in editing mode to display the Mini toolbar and then click the appropriate option.
First, change the font size and style for the document heading.
Note: You can actually select anywhere between A1 and H1 to select cell A1, as this whole range of cells
has been merged.
3 On the Home tab, in the Font group, click the arrow next to Font Size and click 24.
5 Select cell A2 and, on the Home tab, in the Font group, click the arrow next to Font Size to display the
list of font sizes available.
6 Move the cursor down to point to various font sizes, but do not click on any of them yet.
Note: When you click the arrow and point to the new size (but do not click on it yet) Live Preview changes
the appearance of the text.
Notice that the Live Preview feature temporarily changes the look of the active cell using the font size at
which you are pointing.
Live Preview does not work with the Bold, Italics, or Underline buttons.
9 Select the cell range A3 to A22 and then, on the Home tab, in the Font group, click Bold.
10 Select all of the rest of the cell titles together by holding down the CTRL key until you have selected the
last cell:
C7 to C8 Time (x 2)
C11 to C12 Time (x 2)
E7 to E11 Airline
G7 to G11 Flight #
C14 Address
11 On the Home tab, in the Font group, click Bold to bold all of these cells at the same time.
If you miss one or more cell(s), just select those cells and click the Bold button for those cells. If you
accidentally bolded an incorrect cell, select those cells and click the Bold button again to reverse the
setting. These formatting buttons in the Ribbon act as toggle switches to allow you to turn the feature
on and off.
12 Select cell A18 and, on the Home tab, in the Font group, click the arrow next to Font. Select Arial Black.
13 With cell A18 still selected, on the Home tab, in the Font group, click the arrow next to Font Size and
select 14.
14 Hold down the CTRL key and click on the gray column headers for columns B, D, F, and H. Release the
CTRL key.
15 With these columns selected, on the Home tab, in the Font group, click the arrow next to Font and select
Arial.
The border feature enables you to draw lines around any or all of the four edges of a cell or range of cells.
The dialog box displays several presets, line thicknesses, color and style options, and allows you to specify
where the lines will appear.
The Border tab in the Format Cells dialog box displays the various options and settings:
Line – Choose a line style or color for the border(s). If you want different lines or colors for specific borders,
you have to select the style or color and then click in the Border area for the appropriate border.
Presets – Remove all borders, apply borders on all four outside edges or apply borders on all inside edges
(only applicable when a range of cells is selected) for the selected cell or range of cells using the three preset
configuration settings.
Border – Use the buttons to apply or remove borders on specific edges of the selected cell or range of cells.
The graphics within each button help you see which borders you are applying or removing.
To apply a border, select the cell or range of cells and then use one of the following methods:
• on the Home tab, in the Cells group, click Format, click Format Cells, and click the Border tab, or
• on the Home tab, in the Font group, click the Dialog box launcher and click the Border tab, or
• on the Home tab, in the Font group, click the arrow for Borders and click More Borders, or
• right-click and then click Format Cells in the shortcut menu, and click the Border tab, or
• press CTRL+1 and click the Border tab.
These methods display the full borders options in the Format Cells dialog box.
Using the Borders button on the Ribbon is a faster method of applying borders to the selected cell(s): you
can click on the button to apply the border using the current border settings for this button, or you can click
the arrow for it to display a drop-down menu with commonly combined borders for a cell.
By default, when you start Excel, the Borders button on the Ribbon is set to Bottom Border. As you select
different border options from the drop-down menu, the icon for the Borders button changes to show that
new setting. This convenient feature allows you to minimize mouse clicks while applying borders to multiple
cells throughout a worksheet.
To apply a border from the Ribbon, select the cell or range of cells and then use one of the following methods:
• on the Home tab, in the Font group, click Border to apply the current border settings for this button, or
• right-click and then click Border on the Mini toolbar to apply the current border settings.
You can also select the border options from the Mini toolbar:
Borders
1 Make sure the Travel Itinerary - Student workbook is active on the screen.
3 On the Home tab, in the Font group, click the arrow for Borders and select Outside Borders.
The Borders button in the Ribbon is now set to Outside Borders. Draw borders around the other two itinerary
items.
4 Select cells A10 to H12. On the Home tab, in the Font group, click Outside Borders directly from the
Ribbon.
5 Select cells A14 to H16. On the Home tab, in the Font group, click Outside Borders directly from the
Ribbon.
7 On the Home tab, in the Font group, click the arrow for Borders.
8 Point to the Line Color option in the Borders menu, then click the Dark Blue color (second from the
right) in the Standard Colors section of the menu.
9 On the Home tab, in the Font group, click the arrow for Borders again.
10 Point to Line Style, and then click the medium solid line style (sixth from the bottom).
Notice that when you select either of these two border options, the cursor changes to a pencil icon. This
indicates that you can manually draw the border around any cell of your choosing. For this exercise, you
want borders only around the currently selected cells. Note that with the cursor changed to a pencil icon,
it appears that no cells are currently selected. However, the cells selected at step 6 are actually still
selected.
11 On the Home tab, in the Font group, click the arrow for Borders once more and click Outside Borders.
Now draw borders inside a range of cells, using the current line style and color.
14 On the Home tab, in the Font group, click the arrow for Borders and select Bottom Border.
15 Select cells A19 to A23 and, on the Home tab, in the Font group, click the arrow for Borders and click
Right Border.
The Borders button is now set to a new style, color and position, which will continue to apply to all worksheets
and workbooks until you exit Excel. Excel then resets these options back to the default settings.
16 On the Home tab, in the Font group, click the arrow for Borders.
17 Point to the Line Color option in the Borders menu and then click Automatic.
18 On the Home tab, in the Font group, click the arrow for Borders again.
19 Click Line Style, and then click the thin solid line style (second from the top).
20 Press ESC to deactivate the pencil, then save the workbook again.
Like the Borders button, the Fill Color button in the Ribbon begins with a default color (of no fill color), and
then retains your last selected color until you select a new one. The Ribbon button also displays the current
color setting.
If you click the arrow next to the Fill Color button, Excel presents a color palette which
includes a No Fill option. You can choose from two sets of colors on the color palette:
the bottom row of colors comprises the Standard Colors, while the Theme Colors
section offers a wider range of tones based on the current selected document theme.
You can also click More Colors to access an even wider range of colors and tones up
to the full color spectrum.
To select a fill color, select the cell or range of cells and then use one of the following methods:
• on the Home tab, in the Font group, click the arrow for Fill Color, or
• right-click the selection and, in the Mini toolbar, click the arrow for Fill Color.
If you click the Fill Color button, Excel applies the currently selected color to the selected range of cells.
In addition to filling a cell using color, you can also select different fill patterns. Excel offers several
background patterns for cells. However, you should use them sparingly because the formatting can
overwhelm the appearance of the worksheet. You need to open the Format Cells dialog box to access these
settings.
To display the full set of options for filling a cell, select the cell or range of cells and then use one of the
following methods:
• on the Home tab, in the Cells group, click Format, click Format Cells, and then click the Fill tab, or
• on the Home tab, in the Font group, click the Dialog box launcher, and then click the Fill tab, or
• right-click the selection, click Format Cells, and then click the Fill tab.
Patterns and background colors are distinctly different features. You can use either or both of them at the
same time.
Dark colors and dense patterns may obscure the information in the cells. It is best to avoid them.
1 Make sure the Travel Itinerary - Student workbook is active on the screen.
3 On the Home tab, in the Font group, click the arrow for Fill Color.
Live Preview works with the fill colors. That is, the background of the selected cells temporarily changes
to display that color until you move on to another color.
5 Click Light Green (fifth from the left) in the Standard Colors section of the palette.
7 On the Home tab, in the Cells group, click Format and then click Format Cells.
8 In the Format Cells dialog box, click the Fill tab and then click the Pattern Style arrow.
10 In the Background Color section, click Blue, Accent 1, Lighter 80% (fifth column from the left, second
row from the top). Click OK.
11 Select cells A14 to H16 and, on the Home tab, in the Font group, click the arrow for Fill Color and select
Yellow from the Standard Colors section.
This color choice did not appear to fit with the rest of the worksheet, so remove the fill color.
12 With cells A14 to H16 selected, on the Home tab, in the Font group, click the arrow for Fill Color and
then click No Fill.
Before using the Format Painter, you must select the cell or range of cells that display the formatting you
wish to copy. To activate the Format Painter, use either the one-click or the double-click method:
• on the Home tab, in the Clipboard group, click Format Painter once, and then click the target cell you
wish to format with the same features. The Format Painter turns off as soon as you click the target cell,
or
• on the Home tab, in the Clipboard group, double-click Format Painter to keep the tool on while you
continue applying the selected formatting to several cells. When you are finished formatting the cells,
turn off the Format Painter by clicking the button again or pressing ESC.
2 Select cells B17 to B20 and, on the Home tab, in the Number group, click the Dialog box launcher.
3 In the Number tab, select Number under Category, if necessary change the Decimal places to 2 and
click the Use 1000 Separator (,) check box to turn it on and click OK.
4 On the Home tab, in the Font group, click the arrow next to Font and click Arial.
Change the first number to the currency format, and then use the Format Painter to copy the format down
to the bottom number.
5 Select cell B17 so that it is the only cell selected and, on the Home tab, in the Number group, click the
Dialog box launcher.
6 In the Number tab, under Category, select Currency and click OK.
7 With cell B17 still selected, on the Home tab, in the Clipboard group, click the Format Painter once.
The Format Painter button is now highlighted and a marquee appears around cell B17.
Notice that the Format Painter button has turned off and the marquee is no longer showing around cell
B17.
9 Select cell B20 and, on the Home tab, in the Font group, click the arrow next to the Borders, then click
Top and Double Bottom Border.
10 Select cell A3 and, on the Home tab, in the Font group, click the arrow next to Font. Click Times New
Roman.
11 With cell A3 still selected, on the Home tab, in the Font group, click Bold.
The Format Painter can be set to apply the formatting to multiple sets of cells.
13 Click on each of the following cells or cell ranges to apply the same formatting:
A5 to A6
C5
A8 to A10
C9 to C10
A12 to A14
C13 to C14
A17 to A20
Now turn off the Format Painter.
14 On the Home tab, in the Clipboard group, click Format Painter again to turn it off.
15 Select cell A8 and, on the Home tab, in the Font group, click the arrow next to Font Size, then click 14.
16 With cell A8 still selected, on the Home tab, in the Clipboard group, click the Format Painter once.
Now change the font for the cells containing data using the format painter.
18 Select cell B3 and then, on the Home tab, in the Font group, click the arrow next to Font, and click Arial.
19 With cell B3 still selected, on the Home tab, in the Clipboard group, double-click Format Painter.
20 Click on each of the following cells or cell ranges to apply the same formatting:
B5 to B6
D5
B9
D9
B13
D13
21 On the Home tab, in the Clipboard group, click Format Painter again to turn it off.
You could not use the format painter from cells containing text to cells containing dates and times—you will
have to format these separately.
In contrast, using Delete, found on the Home tab in the Cells group, removes the selected cells (or the entire
row or column) from the worksheet. The remaining worksheet cells then shift over to replace the deleted
cells.
Hint: A quick way to remove the contents of a cell without removing formatting is to select the cell or cells
you want to clear and then use DELETE on the keyboard.
Use each of the different Clear commands to see how it affects the data.
2 Select cells B2 to D2 and, on the Home tab, in the Editing group, click Clear and click Clear All.
3 Select cells B3 to D3 and, on the Home tab, in the Editing group, click Clear and click Clear Formats.
4 Select cells B4 to D4 and, on the Home tab, in the Editing group, click Clear and click Clear Contents.
The Clear Contents command and the DELETE key accomplish the same result.
6 Select cells B6 to D6 and, on the Home tab, in the Editing group, click Clear and click Clear Comments.
By comparing row 1 to the other rows, you can see how the different clearing actions affected the cell
contents.
7 Enter the following values (do not use the copy and paste functions):
Cell Value
B2 9876.543
B4 9876.543
B5 9876.543
C2 Mar 1, 2016
C3 Mar 1, 2016
C4 Mar 1, 2016
C5 Mar 1, 2016
D2 label
D4 label
D5 label
Notice the following:
– In rows 2 and 3, the Clear command removes all cell formats to revert them to default.
– In cell C3, the date format temporarily reverts to a numeric format until replaced with a new date
value, which is displayed in the default Excel date format instead of the date format that was cleared
away.
– In row 2, Excel deletes all of the original data, including formatting and the cell comment, whereas
in row 3, Excel retains all of the original data, even though the date value in cell C3 initially looked
odd.
– In both rows 4 and 5, Excel deletes all of the original data except for the cell comments, but Excel
retains the individual cell formats.
– In row 6, Excel deletes only the cell comment.
Themes
Using Themes
A document theme is a set of theme colors, theme fonts and display
effects that you choose and apply to a document as a combination. By
default, Excel (as well as Word and PowerPoint) uses the Office theme
for all workbooks.
You can change the theme to any one of several built-in themes. You
can also search for more themes on the Microsoft web site or you can
create your own themes. To display the document themes, on the Page
Layout tab, in the Themes group, click Themes.
Themes are very useful for creating a consistent look for all of your
documents, whether they are letters, spreadsheets or slide
presentations. By maintaining a consistent theme for these documents,
you can create an identity that external customers, suppliers, and
others can quickly recognize.
1 Open the Monthly Sales workbook and save as: Monthly Sales - Student.
Notice that this worksheet is already formatted with fonts, sizes and colors.
3 Point to different theme buttons and note how the Live Preview feature changes the background and
border colors on this worksheet.
Hint: The only colors changed on a worksheet are the ones selected from the Theme Colors section. Any
colors selected from the Standard Colors section of the color palette remain unchanged when you select a
different theme.
All of the cells with the background colors are now changed to the newly selected theme.
Notice that not only the colors, but also the font changed as well. A Theme is actually a combination of
a Color Theme with several colors and a Font Theme with two fonts. You can select a different color
theme independently of the font.
6 Point to different color themes in the drop-down list and observe the changes to the worksheet.
7 Click anywhere away from the color palette to close the drop-down list without selecting anything.
9 Point to different font selections in the drop-down list and observe the changes to the worksheet.
Modifying Themes
Objective 1.3.6
Theme colors consist of four sets of text and background colors, six accent colors and two hyperlink colors.
You can select any color for any of these settings, but you need to consider how they will appear when
combined together.
When you modify the theme colors, the Sample pane of the Create New Theme Colors window shows your
proposed changes. The left sample shows the Dark 2 background and Light 1 text combination, and the right
sample shows the Light 2 background and Dark 1 text combination.
After you have made changes, save the theme colors with a name of your choice. You must also save the
overall theme using a theme name of your choice.
2 On the Page Layout tab, in the Themes group, click Colors and then click Customize Colors at the
bottom of the list.
5 In the Colors dialog box, click the Standard tab and select a bright green color of your choosing.
If the Standard tab does not contain the specific color shade that you want, you can select it from the
Custom tab.
6 Click OK.
In the Sample section of the Create New Theme Colors dialog box, the left-most bar in the left and right
sample bar charts are now displayed using the green color you selected.
8 Click Save.
The colors used on your worksheet now reflect your new selection.
9 On the Page Layout tab, in the Themes group, click Themes and then click Save Current Theme.
10 In the Save Current Theme dialog box, replace the File name with: My Theme.
11 Click Save.
You have now saved the new theme to this workbook. The new theme and set of theme colors are now
available to all workbooks used on this computer. You can also copy them and make them available to
other users.
12 On the Page Layout tab, in the Themes group, click Themes to display the drop-down list of all available
themes.
When you no longer need your customized theme, you can delete it.
14 Click Yes.
15 On the Page Layout tab, in the Themes group, click Colors to display the list of available colors.
A message box appears with the question: “Delete these theme colors?”
17 Click Yes.
Notice that the workbook still uses the new customized color theme—until another theme is selected in
the future—even though the theme has been deleted.
Excel provides you with a set of prebuilt styles known as Quick Styles because you
can access them easily from the Ribbon, on the Home tab in the Styles group:
You can create new styles using one of the following three methods:
• use the formatting in a cell or cell range as an example, or
• display the Format Cells dialog box to specify the formatting, or
• merge the styles from another workbook into the current workbook.
First, apply one of the built-in cell styles to a cell in the worksheet.
2 Select cell B5, then on the Home tab, in the Styles group, click Cell Styles. Alternatively, the Cell Styles
button may not appear in the Ribbon; instead, a small sample of different styles with a vertical scroll bar
may be displayed in its place in the Ribbon. If so, click the More button at the bottom of the scroll bar
to see the full display of cell styles.
4 Select cell D5 and, on the Home tab, in the Styles group, click Cell Styles and click Heading 3.
Hint: Alternatively, you can use the Format Painter to copy a format from one cell to another.
5 Click cell D5 and, on the Home tab, in the Clipboard group, double-click Format Painter.
6 Click on each of the following cells to copy the formatting to them: A6, A13 and A18.
7 On the Home tab, in the Clipboard group, click Format Painter to turn it off.
Set the first and last number in each cell range to the currency format with no decimal digits.
8 Select cell B7 and, on the Home tab, in the Styles group, click Cell Styles. Click Currency [0] in the
Number Format section.
9 Use the Format Painter to copy the style in cell B7 to each of the following cells:
B11, B14, B16, B19, B21, B23
D7, D11, D14, D16, D19, D21, D23
10 Turn off the Format Painter.
Set the remaining numbers in the worksheet to numeric format with commas and no decimal digits.
11 Select cell B8 and, on the Home tab, in the Styles group, click Cell Styles. Click Comma [0] in the Number
Format section.
12 Use the Format Painter to copy the style in cell B8 to each of the following cells or cell ranges:
B9:B10, B15, B20
D8:D10, D15, D20
13 Turn off the Format Painter.
Use the Total style for the totals in each major account group.
14 Select cell B11 and, on the Home tab, in the Styles group, click Cell Styles. Click Total in the Titles and
Headings section.
15 Use the Format Painter to copy the style in cell B11 to each of the following cells: D11, B23 and D23.
Use the Heading 4 style for the row titles in each major account group.
17 Select cell A11 and, on the Home tab, in the Styles group, click Cell Styles. Click Heading 4 in the Titles
and Headings section.
18 Use the Format Painter to copy the style in cell A11 to each of the following cells: A16, A21 and A23.
The subtotal numbers need a new style with a single border at the top and bottom of the cell.
21 On the Home tab, in the Styles group, click Cell Styles and then click New Cell Style.
Excel displays the Style dialog box to allow you to create this new style. Because you had selected a cell with
another style applied to it, this new style inherits the same settings. Any changes to the parent style
automatically flow through to this style as well.
Excel displays the Format Cells dialog box so that you can specify your formatting options.
25 Click the arrow for the Line Color, select Blue, Accent 1 (top row in the Theme Colors section, fifth from
the left).
26 Click Top Border and Bottom Border to place the border at the top and bottom edges of the cell and
click OK.
Hint: Alternatively, you can click on the top and bottom edges in the preview box.
You have now completed your formatting changes. The next step is to save the new style.
28 Select cell B16, then on the Home tab, in the Styles group, click Cell Styles and click Subtotal in the
Custom section.
29 Use the Format Painter to copy the style in cell B16 to each of the following cells: D16, B21 and D21.
Now see what the effect of changing themes will do to the formatting.
32 Point the mouse cursor over some of the themes listed and note how the cell style changes again.
Excel indents all the numbers a little to the left. You can change this by modifying the style.
Note: You do not have to select a particular cell to modify the formatting in a style—Excel does not
automatically apply the style to the current cell.
34 On the Home tab, in the Styles group, click Cell Styles, right-click Comma [0] and select Modify.
Excel now displays the Format Cells dialog box to allow you to specify your formatting options.
37 Click Number in the Category list and click -1,234 in the Negative numbers list.
38 Click OK to close the Format Cells dialog box, and click OK to close the Style dialog box.
Notice that the change to the style affects all the cells in the worksheet with that selected cell style. The
numbers in cells such as B8, B9, B15, and others are now fully right-aligned. The other cells using the
Currency [0] cell style are still indented a little to the left. You can change this by modifying the style as
well.
39 On the Home tab, in the Styles group, click Cell Styles, right-click Currency [0] and select Modify.
Excel now displays the Format Cells dialog box to allow you to specify your formatting options.
41 In the Format Cells dialog box, click the Number tab if necessary.
42 Click Currency in the Category list, and click -$1,234 in the Negative numbers list.
43 Click OK to close the Format Cells dialog box and click OK to close the Style dialog box.
This change does not affect the cells using the Currency [0] style along with another style. You will have to
apply that change manually.
44 Select cell B11 and then, on Home tab, in the Styles group, click Cell Styles and click Currency [0].
45 Use the Format Painter to copy this format to cells: B23, D11 and D23, and turn off the Format Painter.
46 Select cell B16 and then, on Home tab, in the Styles group, click Cell Styles and click Currency [0].
47 Use the Format Painter to copy this format to cells: B21, D16 and D21, and turn off the Format Painter.
Conditional Formatting
Using the Ribbon
Objective 2.3.4
You use cell formatting to enhance the visual appeal of a worksheet. However, highlighting certain cells to
differentiate them from the rest of the worksheet also draws attention to them or conveys the data they
contain in a visual manner.
Conditional formatting is a powerful tool you can use to display the data in cells one way for some values,
but another way for others, without the additional effort of manually changing the formatting each time you
modify data or add new data to a worksheet.
Icon Sets – You can use this type of conditional formatting to highlight values using icons. In this example,
a 5-bar strength meter (similar to the wireless network strength
indicator on mobile computers and devices) indicates the relative
value of each cell to all other cells in the range. The cells with the
lowest values have no bars filled, while the highest values have all
bars filled.
4 In the Between dialog box, replace the value in the left-most text box with: 9000.
5 Press TAB and replace the value in that text box with: 12000.
6 Click the arrow for the right-most list box and click Yellow Fill with Dark Yellow Text.
7 Click OK.
Now add another conditional format to identify the best customers.
8 With cells B3:B23 still highlighted, on the Home tab, in the Styles group, click Conditional Formatting,
click Highlight Cell Rules and click Greater Than.
9 In the Greater Than dialog box, replace the value on the left with: 12000.
10 Click the arrow for the right-most list box and click Custom Format.
Excel displays the Format Cells dialog box to allow you to select from a wide variety of formatting options.
11 Click the Fill tab.
12 Click the light green color (fifth from the left, bottom row) in the Background Color section and click OK.
13 Click OK in the Greater Than dialog box.
14 Click in an empty cell outside of the cell range to view the data.
Now observe what happens when you change data values. Assume that two of the cell values are
incorrect.
15 Select cell B3 and enter: 13,000.
16 Select cell B10 and enter: 2,000.
Even though the formatting has not changed for any of these cells, the highlighting has changed based
on the new cell values.
17 Save the workbook.
You can use the Rules Manager directly to create new rules that are more customized to your needs. The
Rules Manager can also be used to modify existing rules or delete rules that are no longer needed.
1 Make sure the Sales By Customer - Student workbook is active on the screen.
Use the Rules Manager to display the existing conditional formatting rules.
3 On the Home tab, in the Styles group, click Conditional Formatting, and click Manage Rules.
4 Click on the bottom rule (Cell Value between 9000 and 12000) to select it, then click Edit Rule.
5 Change the left value from 9000 to 10000, then click the Format button.
The Format Cells dialog box is displayed. Use this dialog box to make changes to the cell formatting.
6 Click the Fill tab, then select blue (third from the right in the Standard Colors section) as the fill color,
and click OK.
8 In the Conditional Formatting Rules Manager dialog box, click Apply to see the changes take effect on
the worksheet.
9 In the Conditional Formatting Rules Manager dialog box, click New Rule.
10 In the New Formatting Rule dialog box, click on each of the options in the Select a Rule Type section
and observe the options available in the lower half of the dialog box.
11 Select the Format only top or bottom ranked values option, then select Bottom 2 (do not choose %
of the selected range) in the Edit the Rule Description section.
12 Click Format, click the Fill tab and select dark red (far left) in the Standard Colors section. Click OK.
13 Click OK to close the New Formatting Rule dialog box, and click OK to close the Conditional Formatting
Rules Manager dialog box.
Delete one of the formatting rules using the Rules Manager dialog box.
15 Select cells B3:B23, then on the Home tab, in the Styles group, click Conditional Formatting, and click
Manage Rules.
16 Select the bottom rule (Cell Value between 10000 and 12000), and click Delete Rule.
Lesson Summary
Now that you have completed this lesson, you should be able to:
format numbers and decimal places use the Format Painter
change the alignment of cell contents clear cell contents and formatting
merge and wrap cells apply and modify themes
change fonts and font size apply and modify cell styles
apply borders around cells apply conditional formatting
apply background colors and patterns to cells
Review Questions
1. Which feature temporarily changes the appearance of selected cell(s) to the format that your mouse is
currently pointing to on the Ribbon?
2. Which number format does not allow you to control how negative numbers display?
a. Currency c. Fixed
b. Accounting d. Custom
3. When the alignment is set to General, text values align to the _______ in a cell.
a. Right c. Center
b. Left d. Top
4. When the alignment is set to General, numeric, date and time values align to the _______ in a cell.
a. Right c. Center
b. Left d. Top
5. What is the difference between clicking the Format Painter once and clicking it twice?
a. When you click it once, you can apply formatting attributes to only one other cell or cell range,
whereas when you click it twice, you replace the contents of the target cell with the contents of the
source cell.
b. When you click it once, you can apply formatting attributes to only one other cell or cell range,
whereas when you click it twice, you clear all the formatting from the target cell or cell range.
c. When you click it once, you clear the formatting attributes of the cell, whereas when you click it
twice, you restore the formatting attributes of the cell to their original state.
d. When you click it once, you can apply the formatting attributes to only one other cell or range,
whereas when you click it twice, you can apply the formatting attributes to as many cells or cell
ranges as you want until you turn it off.
6. Carol has inherited a large worksheet which contains accurate data, but the data has been entered in
various fonts, colors, and alignments. Carol’s manager has asked her to give the worksheet a more
business-like appearance – one or two typefaces is okay, and so are a few colors, but they need to be
more unified. Her manager has asked Carol to complete this task in ten minutes so that the worksheet
will be ready for an upcoming meeting. What should Carol do?
a. Clear all existing formatting and then apply a theme to the worksheet.
b. Clear all existing formatting and then apply a few attributes using the Format Painter.
c. Tell her manager that it is not possible to complete the task within ten minutes.
d. Use the Paste Special command to copy only the cell contents to a new, blank worksheet.
7. A group of cell format settings (such as font, size and color) which can be applied to a cell is called a(n):
8. Ed has created a worksheet of sales projections, and the numbers change daily. He would like all
projected sales figures over 25,000 to display in purple. What is the easiest way to accomplish this?
Microsoft ®
Excel 2016
Core Certification Guide
Nevertheless, you will have many situations when you need to work with worksheets that are much larger
than your monitor, even if your monitor is 24 inches in size. To overcome this limitation, Excel provides you
with the ability to change how Excel displays the worksheet. If you are doing some "What-if" evaluations, for
example, you may want to see distant parts of a large worksheet on the screen at the same time. On the
other hand, you may wish to have more than one workbook on the screen to cut and paste from one
worksheet to another. Alternatively, you may experience difficulty working on your large worksheet because
you cannot see the row and column headings when making entries.
The View tab offers a number of tools to facilitate different ways of viewing your worksheet:
Zoom – Change the magnification percentage to zoom closer or further away from the worksheet.
100% – Force the zoom back to 100% immediately.
Zoom to Selection – Zoom into the selected block of cells on the worksheet.
New Window – Create a new window containing a copy of the workbook.
Arrange All – Arrange all of the windows on the screen in one of several layouts: tiled, horizontal, vertical,
or cascade.
Freeze Panes – Lock in place the rows above and the columns to the left of a selected cell while you scroll
in the worksheet. This option is useful to keep the headings on the screen when you are working in cells
remote from those headings.
Split – Split the worksheet into two or four panes.
Hide – Hide the active window from the screen. This is useful when you are working with multiple windows
and you want Excel to display only specific windows.
Unhide – Display a dialog box listing the windows you have hidden so that you can select individual windows
and redisplay them.
View Side by Side – Place two open workbooks side by side in the Excel document window. You can place
the two side by side in a vertical or horizontal position.
Synchronous Scrolling – Scroll through the worksheets in each pane simultaneously.
Reset Window Position – Reset the displayed worksheets to equal sizes.
Switch Windows – Present a list of the documents currently open in Excel. You can then bring a workbook
to the front by clicking on it.
Even though you may have multiple workbooks open at the same time, only one workbook can be active at
a time. That is, you can only work on one workbook at a time. If you need to update two of them at essentially
the same time, you must switch back and forth between workbooks to do the entries.
To increase the amount of display area available to view all of your document windows, you can also minimize
the Ribbon temporarily.
For example, you may want to do some "What-if" evaluations on a workbook. These evaluations may require
that you make changes at the top of your worksheet while you view the effects on the totals at the bottom
of the worksheet. Using at least two windows on the same workbook facilitates this process.
Every open workbook will have its own window in the Excel screen. If you use the New Window feature to
create a second (or more) view of any of the workbooks, you will quickly run out of available space on the
screen to display all of these windows.
The Arrange All button in the Ribbon enables you to quickly reposition all open workbook views on the
screen at the same time. When arranging the windows on the screen, you can choose from several options:
Tiled – Re-arrange worksheet windows on the screen so that all windows are as square as possible and
positioned next to each other.
Horizontal – Re-arrange worksheet windows on the screen so that each window stretches across the entire
width of the Excel screen. Excel lays them horizontally so that you can see as many columns as possible in
each worksheet.
Vertical – Re-arrange worksheet windows on the screen so that each window stretches from the top to the
bottom of the Excel screen. Excel lines up these windows vertically so that you can see as many rows as
possible in each worksheet.
Cascade – Re-arrange worksheets so that each one is on top of the next and slightly offset to give you a
three-dimensional view of all open workbooks. This kind of arrangement is best when you do not want to
reduce the size of each worksheet window, and you can flip between the open windows as needed.
In all of these view options, the active workbook is the one with the thin green border around the window
edges and the workbook’s filename displayed in bright white in the title bar. The other open workbooks have
the workbook name displayed in a lighter shade of gray in the title bar, and the border around the window
edges is light gray.
There is no limit to the number of Excel windows open at the same time, however, the size of your computer
monitor will limit how many – and how much of each – you can view at the same time. Another way to work
around this problem is to connect a second (or more) monitor and extend your Windows display across to it.
Note that if the workbook was maximized to the full screen, nothing seems to happen when you select
this option. But if you take a closer look at the title bar, the workbook is now identified as Ski Resort
Snowfall2. At the same time, you will notice that the Excel taskbar icon now shows a shadow, indicating
that there are two workbooks currently open.
The original window is still open and identified as Ski Resort Snowfall1. If the original workbook was
displayed as a window, then the second copy will appear as another workbook window in front of – and
offset a little to the right and down from – the original one.
You can change the arrangement of these windows to view both at the same time.
Excel arranges the two workbook windows on your screen side by side. If you had more than two
windows or had other files open, Excel would tile them in several same-sized rectangles.
In this exercise, both of these workbooks appear identical on the screen, but only one of them is the
active one. The active window is the one with the workbook name displayed in bright white in the title
bar. The inactive window(s) display the workbook name in a light gray color.
Both of these windows are views of the same workbook. If you change a cell value in one window, the
view in the other window is updated at the same time.
You can move around the worksheet in each of these windows independently of each other, allowing
you to view different parts of the same worksheet (or even different worksheets) at the same time.
6 Drag the horizontal scroll bar of the active window (the one on the left) to move to the right of the
worksheet.
This demonstrates that you can scroll through the two windows independently of each other, even
though they are both showing the same worksheet.
9 Close all of the workbook windows and discard all changes made to the workbook.
Splitting Panes
Objective 1.4.5
The split feature enables you to have just one instance of your workbook open, but be able to view the
current active worksheet using two or four window panes. In each of the split window views, you can move
around to see different (or even the same) parts of the worksheet without having to continuously shift from
one end of the worksheet to the other, or move rows and columns around to see the related data closer
together. The operation is similar to using four different cameras simultaneously, with the ability to
manipulate each one semi-independently of one another – you can point to any part of the worksheet
whether they are close or far away from each other.
On the View tab, in the Window group, click Split to split the worksheet:
• into two horizontal panes if the active cell is in column A, and the split will be just above this row, or
• into two vertical panes if the active cell is in row 1, and the split will be to the immediate left of this
column, or
• into four panes if the active cell is any other cell, and the worksheet will split into four panes immediately
above and on the left of this cell.
After splitting the window, the split will stay at that location even as you move around the worksheet. The
panes will scroll if you try to move to a cell outside of the current window.
You can only alter the position of either the horizontal or vertical split bar by using the mouse. To move a
split bar, position your mouse pointer over the bar. When the double-headed arrow appears, press and hold
the mouse button and move the bar to the new location.
4 Drag the horizontal split bar down so that it is in the middle of the screen.
5 Use the vertical scroll bar in the upper right pane to scroll down the worksheet.
Notice how the upper two panes in the window scroll down together.
6 Drag the horizontal scroll bar in the bottom left and bottom right panes to observe how the windows
change.
Notice how the two panes in the window scroll left or right together.
7 Drag the scroll bars so that cell H10 is visible in the middle of each of the four panes.
11 On the View tab, in the Window group, click Split to remove the split bars.
Freezing Panes
Objective 1.4.5
As your worksheet grows in size, it will become increasingly difficult to view all of the data on the screen at
the same time. More importantly, you will reach a point when you can no longer keep the row and column
headings on the screen as you scroll down or across your large worksheet. It can become difficult to
determine, for example, whether you are entering data in the February or March column, or in the Taxes or
Travel row. To help you overcome this, Excel allows you to lock the
titles on the screen while you scroll to a remote part of the
worksheet.
Freezing panes refers to the feature that enables you to lock the
top row(s) or left-most column(s). This feature provides you with
three options from which to choose:
Note: Excel does not allow you to freeze and split panes at the
same time.
Freeze Panes – In this option, the active cell serves as an anchor—when the feature is activated, all rows
above and all columns to the left of the active cell remain in view until the feature is turned off. You may
freeze more than one row or column in place. You can also freeze just the top row(s) or just the leftmost
column(s).
Freeze Top Row – When you select this option, the selection of the active cell is not important. Excel will
always freeze only the one row currently displayed at the top of the worksheet window. Note that if the top
row currently displayed on the screen is not row 1 (for example, row 20), Excel will freeze that row, even
though your column titles may be in row 1.
Freeze First Column – When you select this option, the selection of the active cell is not important. Excel will
always freeze only the one column currently displayed at the far left of the worksheet window. Like the Freeze
Top Row option, be sure to verify that the left column currently displayed is the correct one to freeze.
When freezing panes using the current cell, Excel locks all rows above and all columns to the left so that they
will not move. Therefore, you should not freeze a block of rows and columns in the middle of the worksheet
as you will not have much space to move the rest of your worksheet.
3 On the View tab, in the Window group, click Freeze Panes, and then click Freeze Panes.
4 Scroll to the right of the worksheet so that columns M and N are displayed.
If you need to change the location of the titles, unfreeze the panes, relocate the cell marker and then
freeze the panes again.
6 On the View tab, in the Window group, click Freeze Panes and then click Unfreeze Panes.
8 On the View tab, in the Window group, click Freeze Panes, and then click Freeze Panes.
9 Scroll to the right of the worksheet so that columns M and N are displayed.
Notice that the top 5 rows and the 3 left-most columns remain locked while you scroll around the
worksheet.
10 On the View tab, in the Window group, click Freeze Panes and then click Unfreeze Panes.
Several preset magnification levels are available using one of the following methods:
• on the View tab, in the Zoom group, click the appropriate zoom option, or
• on the Status bar, click Zoom Out or Zoom In, or drag the Zoom slider
to the desired zoom percentage.
Alternatively, you can launch the Zoom dialog box - which enables you to select different magnification levels
– using one of the following methods:
• on the View tab, in the Zoom group, click Zoom, or
• on the Status bar, click Zoom Level.
A quick way of having Excel calculate the right zoom level is to use the Fit selection option: select a range
of cells and this option will magnify this group to fill the window.
You can also type a value in the Custom box if you want a different percentage than what is listed in the
Zoom dialog box.
3 In the Zoom dialog box, click 50% and then click OK.
4 On the Status bar, click Zoom level, click 100% and then click OK.
Hint: You can also quickly set the zoom to 100%: on the View tab, in the Zoom group, click 100%.
5 Select cells E17 to G23. On the View tab, in the Zoom group, click Zoom to Selection.
By default, Excel will only print the current active worksheet(s) of the workbook. You can also choose to print
all worksheets in the workbook, a selected group of pages, or only a selected range of cells.
Excel takes advantage of a printer’s ability to produce presentation quality work. Whether you are printing
on an inkjet or laser printer, Excel uses the special fonts, borders and shading to their maximum potential.
Excel takes the WYSIWYG (What You See Is What You Get) screen display and delivers it to the printer for a
very professional presentation.
Note: You can customize the Quick Access Toolbar to display the Quick Print button. Clicking this button
will print the worksheet immediately using the current page layout settings.
Prior to sending your worksheet to the printer, you should look at the preview area of the screen because
the printer output will look almost exactly as it appears. Previewing a worksheet before printing is cost-
effective and environmentally sound because it can reduce the paper waste that often results from page
layout mistakes.
Page Break Preview – Display watermarks on your worksheet to identify which rows and columns will appear
on which pages, with the page break lines to mark the boundaries.
Page Layout – Display the workbook as it will appear on the printer. For example, you can see which rows
and columns will appear on which page, how wide the margins are, and the contents of the header and footer
on each page. The vertical and horizontal rulers are also displayed to show the placement of all output on
the page.
Note that this view is only a mockup without considering the capabilities of your printer. The print preview
view (on the File tab, under the Print option) previews your worksheet on the screen more accurately because
Excel can then identify what type of printer you are using.
Custom Views – This will allow you to save your current page layout settings with a name so that you can
re-activate them later at any time.
Another window view option that does not appear in the Workbook Views group in the Ribbon is the full
screen view. At the upper right of the Excel window, click the Ribbon Display Options button then click
Auto-hide Ribbon to enable this view. This option maximizes the Excel window to the screen, turns off the
Ribbon, Quick Access Toolbar and Status Bar to give you more space to view the worksheet data.
To return to normal Ribbon view click the Ribbon Display Options button then click Show Tabs and
Commands.
These different views are very useful to help you format your workbook prior to printing.
1 Make sure the Ski Resort Snowfall - Student workbook is active on the screen.
2 Press CTRL+HOME.
Go to the Office Backstage and display the worksheet in the print preview mode.
4 Click the Zoom to Page toggle switch at the bottom right corner of the print preview section to zoom
in closer to the page.
5 Click the Zoom to Page toggle switch again to zoom back out to view the whole page again.
6 Click the Next Page and Previous Page buttons at the bottom of the print preview section to scroll
through the different pages of the workbook.
Now switch to the Page Layout view to compare how this view displays the worksheet.
7 Click the Back button, then on the View tab, in the Workbook Views group, click Page Layout.
8 Use the horizontal and vertical scroll bars to scroll up and down, and to the left and right to view different
parts of the worksheet.
9 On the View tab, in the Workbook Views group, click Page Break Preview.
10 At the upper right of the Excel window, click the Ribbon Display Options button then click Auto-hide
Ribbon.
Since the last view was the Page Break Preview, this view now occupies the entire screen.
11 Scroll up and down the worksheet to view the rest of the worksheet.
12 Click the menu display button to display the Quick Access Toolbar, Ribbon, and status bar.
The Ribbon and status bar will hide again when you click anywhere outside of the Ribbon.
14 At the upper right of the Excel window, click the Ribbon Display Options button then click Show
Tabs and Commands.
If you find the page order sequence confusing at first, visualize it as dividing the worksheet into vertical strips.
Excel prints down each consecutive strip, starting from the left-most strip, and then starts at the top of the
next strip, and the next, until the entire worksheet is printed. A nine-page worksheet, therefore, prints in this
sequence:
Before printing your worksheet, you will likely want to customize the page layout options to make it more
presentable.
Note: You can also try other techniques to fit more data onto a single page, such as reducing the page
margins or reducing the print scale.
When you manually insert a page break, Excel positions it in the upper left corner of the active cell. This is
important to understand because the page break applies to both the current row and the current column.
Not only does Excel force the current row to the next page, it also forces all data in the current column and
to its right to the next strip of the printed pages. When you need to remove a manually inserted page break,
you must do so in the cell into which you inserted it. In the following example, a manual page break has been
inserted in cell D23:
In the Normal view, this manual page break is barely visible with the slightly thicker and darker gray lines
marking it. Therefore, finding these cells to remove the manual page break will be somewhat difficult using
the Normal view. However, the Page Break Preview view will clearly mark the location of all page breaks.
The positioning of page breaks is often a trial-and-error process. The Page Break Preview layout is an
excellent tool that greatly simplifies this task. In this mode, you can drag the page breaks to a new position.
If necessary, Excel will automatically scale the print output to fit the information within the page breaks you
have set.
The default page breaks appear as dotted lines in the Page Break Preview view. Whereas, manually inserted
page breaks appear as solid lines.
Note: If you select the Fit to option, Excel ignores all manual page breaks when you print the worksheet.
3 On the Page Layout tab, in the Page Setup group, click Breaks and then click Insert Page Break.
Notice that the page break lines now appear in the worksheet to indicate where the page breaks are.
However, in this view it is difficult to distinguish between a manual page break and an automatic one.
5 Click Next Page and Previous Page to view the different pages of the worksheet.
Notice that the first page has only three short columns of data with a lot of empty space on lower area
of the page and to the right. This is the result of inserting a page break too high and too far to the left
by selecting cell D23. It is in the wrong location, so remove this manual page break.
7 With cell D23 selected, on the Page Layout tab, in the Page Setup group, click Breaks and then click
Remove Page Break.
8 On the View tab, in the Workbook Views group, click Page Break Preview.
In this view, Excel displays the page numbers as a watermark on each section of data to identify which
rows and columns it will print on each page. All of the page break lines are dotted which indicates that
none of them are set manually.
9 Position the mouse pointer over the page break line between pages 1 and 5 until an arrow appears.
Click the mouse button and drag the page break to the left by one column.
You have now set a manual page break to the left side of column E. Notice that the page break between
pages 1 and 5 is now a solid line instead of a dotted line – this indicates that this is a manual page break.
Also notice that the automatic page break between pages 5 and 9 (and the pages below them) has
moved from the left side of column K to column J because of your manual page break.
10 Drag the page break line at the left side of column J to the left by two columns.
11 Drag the horizontal page break line at the top of row 48 up to the top of row 33.
If you want to remove a manual page break, you can do so in this view.
12 Select any cell on the right side of the page break on page 11 (any cell in the range H1:H32).
13 On the Page Layout tab, in the Page Setup group, click Breaks and then click Remove Page Break.
14 On the Page Layout tab, in the Page Setup group, click Breaks and then click Reset All Page Breaks.
Excel allows you to add more columns to print on a page. It accomplishes this by changing the scaling.
15 Drag the vertical page break line at the left side of column F to the left side of column H.
16 Drag the vertical page break line at the left side of column P to the right by one column (the end of the
data).
17 Drag the horizontal page break line at the top of row 62 down to the top of row 63.
Scroll down the worksheet and verify that the next horizontal page break is set at a natural break between
months, not partway into a month.
18 Scroll down the worksheet and confirm that the next horizontal page break is set at the top of row 125.
19 On the Page Layout tab, look at the Scale setting in the Scale to Fit group.
Excel has automatically adjusted it down from 100% to about 75% to fit all of the data on each page.
21 Click the Next Page and Previous Page buttons to view each of the pages.
Now go back to the normal page view and remove all page breaks.
22 Click the Back button, then on the View tab, in the Workbook Views group, click Normal.
23 On the Page Layout tab, in the Page Setup group, click Breaks and then click Reset All Page Breaks.
Page Formatting
Objective 1.3.4, 1.5.4
The formatting of printed worksheets can be changed using the settings located in three different areas:
• using the Page Layout tab in the Ribbon, or
• using the Page Setup dialog box, or
• using the Print pane in the Office Backstage.
Margins – The Top, Bottom, Left, and Right settings are the amount of
white space (measured in inches) from the edge of the page. Many
printers—especially laser printers—require a minimum page margin
because they are not able to print to the edges of the paper. This is
reasonable because reports are not visually appealing when data appears
up to the edges of the paper. You also need to allow space on the left or
right margin if you are going to insert the pages into a notebook or ring
binder. A wider margin is needed where the paper is held in place by the
binding mechanism.
The Header margin sets the distance between the Header and the top
edge of the page, and the Footer margin between the Footer and the
bottom edge of the page to allow space for the page header and footer
to appear.
If you select Custom Margins, the Page Setup dialog box is displayed to
show all Margin options available.
Orientation – The page orientation options are Portrait (vertical) or Landscape (horizontal).
Size – This option lets you specify what size of paper to use for printing. You must choose options that are
within the print capabilities of your printer and you must remember to load the appropriate paper or select
the correct tray from which to print.
If you select More Paper Sizes, the Page Setup dialog box is displayed showing the various page options.
Scale, Width, Height – The Scale option enables you to magnify or shrink the size of the worksheet
proportionally on the page. The Zoom feature only affects the display of the workbook on the screen. Scale
is the equivalent for printing.
You can use the Width and Height options to calculate the correct scale value to fit the worksheet into the
specified number of pages automatically. For example, you can scale down a worksheet that requires nine
pages to fit into a width of two pages and a height of three pages so that it will print on six pages.
Gridlines, Headings – The Gridlines option causes lines to display around each cell. By default, they are
turned on for the screen (View) and turned off for printing.
Similarly, the Headings option is turned on by default on the screen and turned off for printing. This option
identifies columns to be labeled as A, B, C, and so on, and rows are labeled as 1, 2, 3, and so on.
On the other hand, the Page Layout tab described above is a relatively new feature that allows you to access
most of the formatting features from the Ribbon. If you need a page formatting option that is not available
in the Ribbon, you will need to access it in the Page Setup dialog box.
Page is the tab in Page Setup that allows you to change the characteristics of your printed output page.
The following items can be changed using the Page tab of your Page Setup dialog box but are not found or
labeled differently in the Ribbon:
Scaling – The Adjust to option is labeled as Scale in the Page Layout tab on the Ribbon. You can specify a
specific percentage to magnify or shrink the size of the worksheet proportionally. The Fit to option is labeled
as Width and Height in the Page Layout tab to force automatic scaling feature to “fit” the worksheet into the
specified number of pages.
Print quality – This option determines the density of the print characters. Generally, the higher the print
quality, the more time it will take your printer to form the print output on the paper. This option made a
significant difference with the now-obsolete dot matrix printers. With the current efficiencies of inkjet and
laser printers, changing this setting does not affect the speed of the printing.
First page number – You can use this option to specify the starting page number for the printed worksheet.
This may be useful if you are fitting some Excel output into another printed document and you want the
page numbering to follow properly. Note that this is only effective if you include a page number in a header
or footer.
The Margins tab in the Page Setup dialog box can be used to specify the following options or print
parameters:
• how much white space (measured in inches or centimeters, depending on your region) to leave on each
side of the page,
• the distance between the Header and the top edge of the page, and between the Footer and the bottom
edge of the page, if they are present,
• whether to center the worksheet on the page horizontally or vertically, or both.
The Header/Footer and Sheet tabs will be explained in more detail later in this Lesson.
The Print pane displays a page of your worksheet in Print Preview mode. As you change your page formatting
settings, the print preview adjusts to show those changes immediately.
You can also open the Page Setup dialog box directly from this pane to access any page formatting setting
that is not available in this pane.
Note: For some types of printers, Excel may only display paper sizes (8.5 x 11) or the paper size name
(Letter or Legal).
4 Click the File tab and click Print.
5 Click the Next Page and Previous Page buttons to view each of the pages.
Note that the worksheet now appears sideways and the page is wider at 14 inches (legal size paper).
More columns now fit onto each page, but some columns still need to overflow to additional pages.
Make note of the total number of pages.
6 Click the Back button, then on the Page Layout tab, in the Scale to Fit group, click the arrow next to
Width and click 1 page.
8 Click the Next Page and Previous Page buttons to view each of the pages.
Excel has automatically scaled the data down to fit all columns onto one page. Again, make note of the
number of pages and compare against the number of pages before scaling.
Many of the same page layout options can also be modified directly in the Office Backstage.
9 In the Office Backstage, click Fit All Columns on One Page to view the options displayed.
10 Click in a blank area of the Excel window to close this pop-up list.
The entire worksheet now fits onto two pages but the size of the text is very small. You can enter your
own scale value to find a better compromise.
12 Click Fit All Columns on One Page and then click Custom Scaling Options.
13 On the Page tab, click Adjust to and replace the number in the text box with: 65. Click OK.
14 Click the Zoom to Page button in the lower right corner of the window to zoom in closer.
Hint: You can also set the Adjust to value by entering it into the Scale field, on the Page Layout tab, in the
Scale to Fit group.
16 Click the Show Margins button in the lower right corner of the window to display the margin markers
in the preview.
The margin markers are useful to show the amount of white space reserved as the page margins. Excel
has three predefined margins and the ability to specify your own custom margins.
If you print this worksheet, the page will appear cramped because of the narrow margins and the amount
of data. Now revert to the default page settings: scale at 100%, letter page size, and normal margins.
18 Click Show Margins again to remove the margin markers in the preview.
19 Click Custom Scaling and then click No Scaling.
20 Click Legal then click Letter (or A4 if that is your standard paper size).
21 Click Narrow Margins then click Normal.
Now print the worksheet with the row and column headings. Print only the first page to see how it looks.
22 Click the Back button, then on the Page Layout tab, in the Sheet Options group, click the Print check
box under Headings to turn it on.
23 Click the File tab and click Print.
24 Enter: 1 in both text boxes for Pages so that only page 1 of the worksheet is printed.
Hint: After you have finished printing, remember to go back to the Office Backstage Print screen to remove
or change the first and last page numbers. The page number selections will remain there until the
workbook is closed.
25 Click Print to print this page.
The worksheet is displayed again after printing.
26 On the Page Layout tab, in the Sheet Options group, click the Print check box under Headings to turn it
off.
27 Save the workbook.
Every printed worksheet should have a header and footer to help readers identify the data presented on the
pages. As a minimum, you should add a header and footer to your worksheet displaying the current page
number, print date and workbook name, whether or not the worksheet requires one or more pages to print.
Whenever possible, you should enter a descriptive heading label instead of using the workbook name.
Workbook names sometimes do not describe the data contents. To illustrate this point, ask yourself if you
have created workbooks named as data.xlsx or Book1.xlsx. By entering a heading label such as Daily Snowfall
Readings, your printed pages will be more meaningful and appear more professional.
Any header or footer that you set up will only apply to the active worksheet. Therefore, if two or more
worksheets in a workbook have data that you need to print, you must set up the header and footer for each
of the worksheets even if they all contain the same information.
To add or modify a worksheet header or footer using the Page Setup dialog box, use one of the following
methods:
• on the Page Layout tab, in the Page Setup group, click Print Titles and then click the Header/Footer
tab, or
• on the Page Layout tab, in the Page Setup group, click the Dialog box launcher and then click the
Header/Footer tab.
In the Page Setup dialog box, click Custom Header or Custom Footer to create your own header or footer
for the worksheet. The header or footer consists of three sections: left, center, and right.
To add or modify a worksheet header or footer using the Ribbon, use one of the following methods:
• on the Insert tab, in the Text group, click Header & Footer, or
• on the View tab, in the Workbook Views group, click Page Layout and then click in the header or footer
section of the worksheet.
These methods use the Page Layout view. You can then select any of the header or footer sections and enter
your changes directly.
When you click in any of the header or footer sections while in the Page Layout view, the Ribbon displays the
Design tab under Header & Footer Tools:
The Header & Footer section of this tab has several predefined standard header or footer options to choose
from:
The Header & Footer Elements section of the tab contains nine command buttons that can be used to insert
commonly used variables into the header or footer:
Page Number – Click this button to display the code &[Page] in the selected section of the header or footer.
The page number will start at 1 by default. You can change this in the Page Setup dialog box.
Number of Pages – Click this button to display the code &[Pages]. This calculates the total number of pages
in the selected worksheet(s) to be printed. This is often used with the Page number code to show each page
number as one among the total of all the pages (for example, Page 1 of 4).
Current Date – Insert the current date (from the computer) into the report, displayed as the code &[Date].
Current Time – Insert the current time (from the computer) into the report, displayed as the code &[Time].
File Path – Insert the current path (drive and folder location) and file name into the header or footer,
displayed as the code &[Path]&[File].
File Name – Insert the name of the file into the header or footer, displayed as the code &[File].
Sheet Name – Insert the name of the tab for the current worksheet, displayed as the code &[Tab].
Picture – Insert a picture into the header or footer, displayed as the code &[Picture].
Format Picture – Provide options to change the properties for the picture.
The Options group in the Ribbon gives you more flexibility with the headers and footers such as creating a
different header and footer for the first page, and different headers and footers for odd and even pages.
3 Click the Next Page and Previous Page buttons to view each of the pages.
Notice that each of the pages has a lot of data on it but there are no page numbers to indicate in what
sequence they are printed. If you inadvertently mix up your pages (such as accidentally dropping your
report on the floor), you will have a hard time reassembling them in the correct sequence. You can insert
a header or footer containing the page number to prevent this from happening.
4 Click the Back button, then on the Insert tab, in the Text group, click Header & Footer.
Excel automatically displays the Page Layout view with the cursor in the middle section of the header.
Hint: Another way to insert or modify a header is on the View tab, in the Workbook Views group, click
Page Layout and then click in the header section of the worksheet.
5 On the Header & Footer Tools Design tab, in the Header & Footer group, click Header and then click
the preformatted header that appears as Ski Resort Snowfall - Student.
By selecting this predefined header, the header is now closed and the cursor is back in the active cell of
the worksheet.
The header may not change immediately – it may take up to a minute before the label “Ski Resort
Snowfall - Student” is actually displayed in the header.
The header shows a code: &[File] instead of the file name. When you print the workbook, the code is
automatically translated to show the workbook file name. By using a code instead of the text label (“Ski
Resort Snowfall - Student” in this case), the header will always show the correct file name even if you
save the workbook with a different name.
7 On the Header & Footer Tools Design tab, in the Navigation group, click Go to
Footer.
Hint: Alternatively, you can manually scroll down the worksheet and click in the footer area.
8 On the Header & Footer Tools Design tab, in the Header & Footer group, click
Footer and then click the preformatted footer second from the top of the list (Page
1).
Again, it may take up to a minute before the footer is updated to display the selected footer text labels.
9 Scroll up the worksheet and click in the left section of the page header.
11 On the Header & Footer Tools Design tab, in the Header & Footer Elements group, click Picture.
The Insert Pictures dialog box is displayed. This dialog box allows you to select a source from which to
obtain the picture from your local computer or from the Internet:
A second Insert Picture dialog box is displayed to find the picture file from your local computer.
13 Navigate to the student data files folder, then select the tolano logo file and click Insert.
Note that the logo is too big and is covering some of the data.
15 Click in the left section of the header again. Then, on the Header & Footer Tools Design tab, in the
Header & Footer Elements group, click Format Picture.
16 Ensure that the Lock aspect ratio box is checked and then reduce the Scale Height or Scale Width to
33%.
Now view the results of adding the header and footer to this worksheet.
19 Click the Next Page and Previous Page buttons to view each of the pages.
Note the preformatted header and footer entries on each page. The screen should look similar to the
following example:
Excel also provides an option to specify a range of cells as the Print Area, which will ensure that only this
section of the worksheet is always selected for printing. This feature is very useful when you may want to
only print a range of cells instead of the entire worksheet.
Alternatively, you can select just a range of cells to print as a one-time event. To do so, select the range of
cells on the worksheet, then change the print settings to Print Selection.
Before deciding to set only a range of cells for printing, you should take another look at your data. In most
cases, you should expect to print the entire contents of a worksheet. If you are setting the print area because
you have more than one group of data, you should consider separating the different groups into different
worksheets. The real problem is that these different groups of data just happen to be on the same worksheet.
Once separated, you can then print the entire worksheet without being confused by the print range setting.
3 Click the Next Page and Previous Page buttons to view each of the pages.
While looking at each of the pages, you will notice that some of the pages are just rows and columns of
numbers. As a result, you are unable to relate these numbers to dates and locations. This can be resolved
by displaying row and column titles.
4 Click the Back button, then on the Page Layout tab, in the Page Setup group, click Print Titles.
Excel displays the Page Setup dialog box. Alternatively, you can also display the Page Setup dialog box
on the Page Layout tab, in the Page Setup group, and clicking the Page Setup dialog box launcher. This
dialog box has four tabs; the titles options are in the Sheet tab.
You can now select column or row headers or the range of cells you want to print by selecting these cells
directly from the worksheet.
5 Click the Collapse button for the Rows to repeat at top field.
6 Click the row 1 header on the worksheet behind the Page Setup - Rows to repeat at top dialog box.
Note: You must access the Page Setup dialog box from the Ribbon to be able to make these changes. If
you had clicked Page Setup in the Print screen, the Print area and Print titles selection boxes will be grayed
out and you can’t change them.
Excel enables you to select any number of rows to display at the top of every page provided they are
contiguous (all rows are together).
7 Click the Expand button in the Page Setup - Rows to repeat at top window.
Hint: You can also press ENTER to expand this dialog box.
Instead of shrinking the Page Setup dialog box, you can simply move it aside before selecting the rows
or columns.
8 In the Page Setup dialog box, click in the Columns to repeat at left field.
9 If necessary, move the Page Setup dialog box so that it is not blocking your view of column A in the
worksheet.
10 Click the column A header on the worksheet, collapse the window, then press ENTER to close the Page
Setup dialog box.
11 Scroll down and across the worksheet in Page Layout mode to view each of the pages.
The worksheet now has row 1 and column A repeated on every page. With this change, it is much easier
to relate every cell value to the date and ski resort.
Suppose you only want to print the data for Oct. 24 to Nov. 9 for a small group of ski resorts. You can
do this by designating a range of cells as a Print Area.
12 Select the cell range F25 to I41.
13 Click the File tab and click Print.
14 Click Print Active Sheets under Settings, then click Print Selection.
There will only be one page to print in this case, and only this cell range will be printed.
Now print this page to verify that this print preview is what is actually printed.
15 Click Print.
To demonstrate that this limited cell range printing is temporary, you will select another small group of cells.
16 On the worksheet select the cell range G36 to G37, then click the File tab and click Print.
The print preview now shows these two selected cells will be printed.
You can also restrict Excel to only print a selected range of cells so that you do not have to use the Print
Selection option.
17 Click the Back button, then select the cell range F25 to I41.
18 On the Page Layout tab, in the Page Setup group, click Print Area and click Set Print Area.
19 Click the File tab and click Print.
20 Under Settings, verify that the button is set to Print Selection.
Even though you have chosen to print the entire worksheet, Excel is limited to only print the selected
range of cells. This print range restriction remains even if you close the workbook or you temporarily
select a different range for printing.
21 Save and close the workbook, then open the Ski Resort Snowfall - Student workbook again.
22 On the worksheet select the cell range I42 to I46, then click the File tab and click Print.
23 Click Print Active Sheets under Settings, then click Print Selection.
If you print the worksheet, Excel will now only print the currently selected range of cells.
24 Click Print Selection under Settings, then click Print Active Sheets.
Excel is once again limited to printing the cell range that you had selected at step 17 above.
If you want to switch back to printing the entire worksheet, you can temporarily disable the print area
setting.
25 Click Print Active Sheets under Settings, then click Ignore Print Area.
The print preview now shows 16 pages for the worksheet. Re-enable the print area for printing.
26 Click Print Active Sheets again, and then click Ignore Print Area.
The print area setting can be removed easily if it is no longer needed.
27 On the Page Layout tab, in the Page Setup group, click Print Area and click Clear Print Area.
28 Save and close the workbook.
You will usually have only one worksheet as your active worksheet. When you print the active sheet, Excel
will only print the contents of that worksheet.
If you want to print more than one worksheet (but not the entire workbook) at the same time, then you must
select all of these worksheets as a group first, and then print them. Use the CTRL key to add the worksheets
to the group of active worksheets. You can also use the SHIFT key to select a range of worksheets as the
active group.
Notice the label [Group] appearing in the title bar of the workbook.
4 Click the File tab and click Print.
5 Verify that Print Active Sheets is currently selected.
6 Click Print to print these worksheets.
You can also print all of the worksheets in this workbook.
7 Click the File tab and click Print.
8 Click Print Active Sheets under Settings, then click Print Entire Workbook.
9 Click the Next Page and Previous Page buttons to view each of the worksheets that have been selected
for printing.
10 Close the workbook and discard any changes.
Lesson Summary
Now that you have completed this lesson, you should be able to:
create worksheet windows use different workbook views
arrange worksheet windows add and preview page breaks
split panes change printing margins, orientation, paper size and scale
freeze panes print column and row titles or selected range of cells
zoom in and out of worksheets add and modify headers and footers
print and preview worksheets print selected worksheets
Review Questions
1. The open windows in the following figure are arranged in which configuration?
a. Horizontal c. Cascade
b. Tiled d. Vertical
3. Sarah is entering weekly sales data for week 37 of the current year; however, when she moves down to
the cells where she needs to enter the data, the column headings scroll out of view and sometimes she
loses track of which column she is working in. What can Sarah do to keep the column headings visible
even while she is working in a distant portion of the worksheet?
a. Freeze the panes.
b. Reset the window position.
c. Reset the window position
d. Adjust the zoom so that she can see the entire worksheet on screen.
6. Denise needs to print a report that will be inserted into a larger report, and therefore needs the page
numbering to begin at 312. In which tab of the Page Setup dialog box can she specify this beginning
page number?
a. Margins c. Sheet
b. Header/Footer d. Page
7. Which code inserts the name of the tab for the current worksheet into an Excel footer?
a. &[Tab] c. &[File]
b. &[Page] d. &[Path]&[File]
8. Andrea needs to print a 7-page report of inventory figures. The column headings print only on the first
page of the report. What should she do to ensure the column headings print on every page?
a. Add the column headings into the report header.
b. There is no way to ensure that column headings print on every page of a report.
c. Set the row with the column headings as a print title.
d. Repeat the column headings at the page break locations throughout the report.
Microsoft ®
Excel 2016
Core Certification Guide
Charts can be easily created using the Ribbon. On the Insert tab, in the Charts group, there are several buttons
to select the chart that you want to create:
After selecting the data to be charted and then clicking the Recommended Charts button, this dialog box
will appear with a set of charts that are commonly used for the data you have selected:
If this set of charts does not meet your needs, the full set of chart types and layouts are available in the All
Charts tab:
Alternatively, each of the chart types can be selected directly from the Ribbon on the Insert tab, in the Charts
group.
Excel can display worksheet information in a variety of ways. Incorporating fonts, patterns, symbols, graphics
and 3-D (three-dimensional) effects, Excel’s charting feature is an extremely professional presentation tool.
Horizontal axis
Legend
The chart’s horizontal axis (also known as the X axis) is located at the bottom of the chart and the vertical
axis (also known as the Y axis) is located at the left or right side of the chart. You will have the opportunity
to apply labels for both axes. Excel will automatically include a legend with the chart to explain the meaning
of each line in a line chart or column in a column chart. Although you can remove the legend, it may be
helpful to others to retain it if your chart has more than one data series.
To create a chart, simply select the cells containing the data you want to chart and click the desired chart
type. Once the chart appears in the worksheet, you will also see two different tabs for the Chart Tools that
you can use to create or modify chart elements. You will learn about many of these tools as you progress
through this lesson.
This worksheet shows the number of times that potential customers of Tolano Adventures are accessing their
website.
Note that the row and column titles were included in this range, but the total values were not. If you
wish, you can include the totals in the chart. In many cases, however, the purpose of creating a chart is
to show any patterns in the data. Including the totals will actually reduce the visibility of the pattern
because their presence causes the rest of the data to shrink in size.
3 On the Insert tab, in the Charts group, click Insert Column or Bar Chart.
A live preview of the selected chart is displayed. If none of them meets your requirement, you can click
on a different chart type from the Ribbon.
5 Click the Clustered Column option (left-most item in the 2-D Column set).
The column chart now displays. Note that whenever you select the chart, the cells containing the source
data are marked and two new tabs display under Chart Tools.
In the default chart, each row of data has been set up as the categories (appearing in the X-axis), and each
column is a series (as shown in the legend). Assume that you need to exchange their positions so that each
month is a category, you can do this very easily.
6 Under Chart Tools, on the Design tab, in the Data group, click Switch Row/Column.
If the Total column (column H) and Total row (row 12) were included, then the chart would look like this
example:
For the Total category (the right-most group of bars in the chart), you can clearly see the difference in total
hits between the different offices. However, the presence of the Total category overwhelms the patterns that
emerge in the individual months. In addition, having the Total included for each month also overwhelms the
individual offices. If you included the Total column and Total row in your chart by mistake, you can redraw
the chart by deleting it, selecting the correct range of cells, and creating the chart again.
You can also make charts larger or smaller, or change their shape. To resize a chart, click and drag any of the
handles located around the border of the chart. Every chart has eight of these handles: four in the corners
and four at mid-points between the corners. The mid-point handles are used to change either the width or
the height of the chart. The corner handles can be used to make the chart larger or smaller in two directions
at the same time by changing the width and height at the same time. Whenever you change the size or shape
of a chart, the internal components will generally resize proportionately.
Resizing handles
You can also move charts to their own chart sheets. If you do this, the chart will automatically resize itself to
fill the entire sheet.
2 If necessary, click in any blank area of the worksheet to take the chart out of editing mode.
To move a chart right after creating it, you may have to click outside of the chart before you are permitted
to move it.
3 Click in any blank area of the column chart to put it back into editing mode.
5 Look in the Chart Elements box in the Current Selection group, which displays the name of the chart
component that you selected.
Hint: You can also identify components of a chart by positioning the mouse cursor over that part of the
chart. A screen tip will display the name.
6 If the Chart Elements box displays a name other than Chart Area, click another blank area of the chart
until it does. Generally, any of the four corners of the chart are the best choices.
Hint: You can also select Chart Area from the list box in the Current Selection group.
Use that spot to drag the chart to a new location of your choice on the worksheet.
7 Click that spot on the chart again and drag the chart so that it is directly below the data.
8 Point to each of the four corners of the chart to view how the mouse cursor changes.
9 Click and drag the bottom right corner down and outwards to make the chart bigger.
10 Point to each of the mid-points of the chart corners to view how the mouse cursor changes.
11 Click the middle handle at the bottom of the chart and drag it down to make the chart bigger.
You can also resize and move the components inside the chart. Imagine a square box around each of
these components of the chart. To move the component, you click inside the box and move it to a new
location.
12 Click in a blank area inside the legend, then drag the legend to another location in the chart such as in
the middle of the column bars.
The type of chart to use will depend on what you are trying to show. Line charts are better for showing trends,
column charts are better for showing volume and pie charts are better for showing portions of a total.
Excel provides a variety of chart types and several subtypes within each major type. The following explains
the uses for some of the chart types:
Column – Use to compare values over time or across categories. This is a vertical presentation of a bar chart.
Pie – Use to compare the relative size of each portion that together make up the combined total.
Bar – Use to compare values over time or categories. This is a horizontal presentation of a column chart.
Area – Use to compare a continuous change in volume. The example shown here is a stacked area chart in
which the total height is the combined total. Like the pie chart, the relative size of each portion can be
compared to each other as well as for each point along the horizontal axis. Like the Line chart, it useful for
displaying trends.
XY (Scatter) – Use to determine data patterns where points are clustered close together. In the example
below, the points are scattered with no apparent pattern.
Stock – Use to display high-low-close data. To use this display, you must have at least three sets of data for
each point on the horizontal axis.
Surface – Use to display trends in values with a 3-D presentation and a continuous surface.
Radar – Use to determine patterns or trends with points matched up by lines. It is also called a spider or star
chart because of its appearance. This type of chart is most appropriate when the data series are “spiked” with
high values in only certain categories (such as months). Examples of spike data are seasonal sales of flu
medication, barbeque sauce, and tulip bulbs.
Treemap – Like a pie chart, use to compare the relative size of each portion that together make up the
combined total, except that each portion shows as a rectangle instead of pie slices. Unlike a pie chart which
can only show one set of data values as relative portions of a single total, a treemap is a hierarchical chart in
that it can also group the data values as subtotals. In the example below, you can not only compare the
January values for each location, but also the compare the (sub)total of each location to each other.
Sunburst – Like a treemap chart, use to compare the relative size of each data value and their group subtotals
as portions of the combined total. Like a doughnut (similar to a pie) chart, the portions show as slices of the
total.
Histogram – Use to display frequency (number of times) that each value appears in the data, for example,
the number of men and women, or the number of people in different age groups. This type of chart is used
primarily for statistical analysis. Only one data series can be selected for this chart.
A Pareto chart is a second type of histogram in which the results are sorted in descending order and a line is
also drawn using the secondary Y-axis to show the cumulative total percentage. To create a Pareto chart, you
can select it directly from the Histogram category in the All Charts tab.
Box & Whisker – Use to show more detailed statistical information about the data values, including the
mean, range, quartiles, and outliers.
Waterfall – Use to graphically show an initial value and a final value, plus the increases and decreases
between the two. This is useful for specific uses such as showing financial data that identifies where the major
expenses are and how they affect a company’s profits.
Combo – Use to combine two different chart types together for a set of data values, such as a clustered
column and a line chart. This is demonstrated in more detail in the Expert courseware.
Most of these chart types have both two-dimensional and three-dimensional choices. Three-dimensional
charts can be more interesting to look at, but may be more difficult to read because they tend to look
crowded.
To change the chart type, click on the chart to go into chart mode and then use one of the following methods:
• under Chart Tools, on the Design tab, in the Type group, click Change Chart Type, or
• right-click in any blank area of the chart and then click Change Chart Type.
3 Under Chart Tools, on the Design tab, in the Type group, click Change Chart Type.
The Change Chart Type dialog box appears showing the different chart types from which to choose.
4 In the All Charts tab, click the Line option on the left side of the dialog box, then click the 3-D Line
option (the right-most one) on the right side of the dialog box and click OK.
5 Under Chart Tools, on the Design tab, in the Type group, click Change Chart Type.
7 Under Chart Tools, on the Design tab, in the Type group, click Change Chart Type.
8 Click the Clustered Column option with the calendar months on the horizontal axis (the one on the left)
and click OK.
Pie charts are not like the other chart types. For example, column and line charts are excellent choices for
visually showing more than one data series—a table with multiple rows and columns of data. Pie charts only
allow you to choose one data series, usually the totals for a table, or one row or column of that table.
You may wish to enhance your display further by exploding or moving out a portion of the pie. This draws
the viewer’s attention to that particular piece of the pie. You can only explode pie slices using the mouse but
you cannot use the keyboard to do this. You can explode more than one piece of the pie. However, exploding
too many pieces may be distracting to the audience and therefore, lose the point of exploding the pieces.
First, create a new pie chart using only the total values for each office. The pie chart must include the category
(X) titles as well as the total data in the chart, so you must highlight two rows that are not next to each other.
Note: For this pie chart, the data series selected will be the total number of website hits for each office.
4 On the Insert tab, in the Charts group, click Insert Pie or Doughnut Chart to display the various pie
chart types.
5 Point the mouse cursor at the Pie option (left-most item) in the 2-D Pie section of the menu.
Excel now shows a live preview of the pie chart on the screen.
You cannot use the pie chart to show the same data as the other chart types such as the column chart.
While other charts are able to show the statistics for each office for each month, a pie chart can only use
one data series—in this case, total website hits (cells H5 to H11). If you want to show the hits per month
per office, you must use either the treemap or sunburst chart type.
6 Point the mouse cursor at the Doughnut option to see the live preview of this type of chart.
The doughnut chart is similar to a pie chart, but uses the form of a wheel.
7 Point the mouse cursor at each of the other pie chart options to see their live preview of the chart.
8 Click the Pie option in the 2-D section to create the pie chart.
10 Click again on the New York pie slice (the one in the upper right).
The selection blocks should now appear only around this piece.
11 Click and drag the New York pie slice away from the rest of the pie. When you have the pie slice in the
desired position, release the mouse button.
12 Move the pie chart to the right of the clustered column chart.
Add Chart Element – Used to add, modify, or format chart components such as the chart title, data labels,
legend, horizontal or vertical axis. Although the Ribbon option is labeled as Add Chart Element, it can also
be used to remove the element from the chart.
Quick Layout – Used to select from one of several predefined chart layouts for the current chart type.
Change Colors – Used to select from one of several predefined color sets for the data points, lines, or bars.
Chart Styles – Used to select from one of several predefined chart visual styles.
Switch Row/Column – Used to exchange the data rows and columns as the data series for the chart.
Select Data – Used to select a different cell range for the chart.
Change Chart Type – Used to change the chart to a different chart type.
Move Chart – Used to move the chart between a worksheet and a dedicated chart sheet.
As demonstrated in an earlier exercise, you can create a chart on a selected set of data with just a few clicks
of the mouse. However, the chart will use a standard set of default settings. You will typically want to modify
the chart design to create exactly the look you want. The Design tab contains commands to help with the
design of the chart such as which data Excel will display in the chart or selecting a different chart type.
Excel provides a variety of pre-built layouts that you can apply to your chart. You can further modify the chart
with your own layout changes.
By default, Excel places the chart in the same worksheet where the source data is located. You can move this
chart to its own chart sheet, back to its original worksheet, or to a different worksheet.
2 Click in a blank area of the clustered column chart to put it into editing mode.
3 Under Chart Tools, on the Design tab, in the Chart Layouts group, click Quick Layout.
4 Point to some of the layouts in the drop down menu and observe the change in the chart.
5 Click Layout 1.
Select different chart styles and see how the chart is affected.
6 Under Chart Tools, on the Design tab, in the Chart Styles group, point to some of the chart styles and
observe the change in the chart.
7 Click twice in the Chart Title box in the chart, highlight the default text Chart Title and type: Monthly
Website Hits as the new title. Excel replaces the default text with your new title.
Alternatively for step 7, click once on the Chart Title box to select it, type the new title (which will only
appear in the Formula Bar) and press ENTER. However, if you click on the chart title box more than once,
you will activate the edit mode for the text – as described in step 7 – and the selection box turns into
dashed lines. When the title is in edit mode, you must delete the existing text (“Chart Title” in this case)
and enter the new title. Although this method involves more steps, it works every time.
8 Under Chart Tools, on the Design tab, in the Chart Layouts group, click Add Chart Element, then click
Axis Titles and Primary Horizontal.
9 Click in the horizontal axis title box in the chart, and replace the default title with: Month as the new axis
title.
10 Under Chart Tools, on the Design tab, in the Chart Layouts group, click Add Chart Element, then click
Axis Titles and Primary Vertical.
11 Click in the vertical axis title box in the chart and replace the default title with: # of Hits as the new axis
title.
12 Under Chart Tools, on the Design tab, in the Chart Layouts group, click Add Chart Element, then click
Legend and None.
Now add the legend back to the chart and place it at the bottom. You can choose from five standard locations
to place the legend in the chart. You can also manually move it to any location in the chart, or turn it off.
13 Under Chart Tools, on the Design tab, in the Chart Layouts group, click Add Chart Element, then click
Legend and Bottom.
14 Under Chart Tools, on the Design tab, in the Location group, click Move Chart.
15 In the Move Chart dialog box, click New sheet and click OK.
17 Click and drag the pie chart to a new position directly underneath the data. The upper left corner of the
chart should be in cell A14.
By default your chart is created with the major horizontal gridlines. These lines help readers view the top
of the bars to the Y-axis markers, especially the bars farthest away from the axis. You can also activate
or remove other gridline options.
19 Under Chart Tools, on the Design tab, in the Chart Layouts group, click Add Chart Element, then click
Gridlines and Primary Major Vertical.
The addition of vertical lines between the categories now help the readers see each group of data series.
You can also add additional sets of horizontal and vertical gridlines.
20 Under Chart Tools, on the Design tab, in the Chart Layouts group, click Add Chart Element, Gridlines,
then position (but do not click) the mouse cursor over each of the options in the menu.
The Live Preview of the selected option is displayed in the chart. Each of the options acts as a toggle
switch – for example, by pointing at the Primary Major Horizontal option, these gridlines turn off.
21 In the Gridline menu click Primary Major Vertical to turn the vertical gridlines off.
If Excel has not clustered the data series the way you want them, you can exchange them.
22 Under Chart Tools, on the Design tab, in the Data group, click Switch Row/Column.
The horizontal axis is now grouped by office with the months clustered together for each office. By
changing how you cluster the data, you can see trends that were not obvious using the other grouping
method.
23 Under Chart Tools, on the Design tab, in the Data group, click Switch Row/Column again.
2 Scroll up and click the column H header to select the entire column.
3 On the Home tab, in the Cells group, click Insert to add a new column.
7 Under Chart Tools, on the Design tab, in the Data group, click Select Data.
A marquee boundary line appears around the cell range A4 to G11, which is the data currently displayed
in the chart. You can change it by simply selecting the entire cell range – including the new column of
data – to be used for the chart.
Note: You could also have changed the cell reference directly by typing in the new cell range into the Chart
data range text box.
9 Click OK.
Using Sparklines
Objective 2.3.1
The Sparklines feature allows you to create a miniature chart inside a worksheet cell. This feature allows you
to improve the visibility and readability of your worksheet without having to create one or more full-size
charts which may take a lot of space. Like a regular chart, the sparkline displays a visual representation of
each value in a horizontal or vertical range of cells. Because Excel displays the entire chart in a single
worksheet cell, only the data points are shown without any chart components such as a legend, titles, or axis.
Column – Use this chart type also to represent the values. The relative height of each column indicates the
size of each value.
Win/Loss – Use this chart type to indicate whether each value is positive (greater than zero) or negative (less
than zero). In this chart, every bar is the same shape and size. However, positive values appear as higher bars
and negative values appear as lower bars. Note that this example highlights negative values further by
showing them in red.
Sparkline charts have additional capabilities that you will not find in regular charts. Two examples are:
• You can display data in the regular way with a sparkline chart at the same time in the same cells.
• You can activate markers in a sparkline chart such as high, low, first, last, and negative points. Without
gridlines and axis markers, these markers help identify important points on the chart.
The Sparkline Tools Design tab offers a range of different settings and options to modify and customize
sparkline charts.
To remove the sparkline chart(s) from your worksheet, use the Clear button.
To remove the sparkline from just one cell, use Clear Selected Sparklines.
To remove the entire group, use Clear Selected Sparkline Groups.
Widen the column so that Excel has more space in which to display the sparkline.
3 Click in any cell in column J. Then, on the Home tab, in the Cells group, click Format and then click
Column Width.
4 In the Column width text box, change the value to 17 and click OK.
Choose different chart layouts and see how the chart is affected.
6 Delete any cell references that may be in the Data Range text box, then select the cell range B5 to H5.
You may have to move the Create Sparklines dialog box aside to select this cell range.
7 Click in the Location Range text box, delete any cell references that may be in that text box, then select
cell J5 from the worksheet and click OK.
A sparkline chart now appears in cell J5. You can copy this to the other cells in column I.
Hint: To create a sparkline group at one time using the Create Sparklines dialog box, in step 7, you would
select the entire cell range of B5 to H11 as the Data Range and cells J5 to J11 as the Location Range.
8 With cell J5 selected, click and drag the AutoFill handle in the lower right corner of cell J5 down to cell
J11.
After pasting the sparkline chart to the other cells, Excel automatically designates the entire range of
cells as a sparkline group. Therefore, a format change to one of those cells automatically applies to the
other cells in the group. Whenever you select one or more cells in a sparkline group, a boundary line
appears around the group to indicate that those cells belong together.
You can also use the copy and paste method to copy the sparkline chart from one cell to the other cells.
When you use this technique, however, Excel does not treat the originating cell as a member of the
sparkline group. Because of this, you should always use the AutoFill technique to create a sparkline group
in adjacent cells. Otherwise, you will have to manually add the originating cell to the sparkline group.
Have the sparkline charts display markers for the highest and lowest points.
9 Click on any cell in the range J5 to J11, then click the Design tab under Sparkline Tools.
10 Under the Sparkline Tools, on the Design tab, in the Show group, click the High Point and Low Point
check boxes to turn them on.
Change the sparkline charts to the other types to see how they would look.
11 Under the Sparkline Tools, on the Design tab, in the Type group, click Convert to Win/Loss Sparkline
to change the sparkline to a group of columns.
12 Under the Sparkline Tools, on the Design tab, in the Type group, click Convert to Column Sparkline to
change the sparkline to a group of columns of varying heights.
To remove one or more sparkline charts within the sparkline group, use the Clear Selected Sparkline
option. You can also remove the entire sparkline group at one time using the Clear Selected Sparkline
Groups option.
13 Under the Sparkline Tools, on the Design tab, in the Group group, click the arrow next to Clear and click
Clear Selected Sparkline Groups.
Printing Charts
You can print charts as part of a worksheet or on their own as individual chart sheet(s). Depending on the
circumstances, each method has its own set of advantages.
When you print a chart as part of a worksheet, you are printing a worksheet. In other words, any data or
other charts that are also on the worksheet will also be printed at the same time. Therefore, you can change
the appearance of the printout by rearranging the worksheet: the chart can be moved around with the data
above, below, or next to it. You can also change the size of the chart and the formatting of the data. However,
you cannot fit large charts onto one printed page. You must either reduce them in size or manually cut and
paste them together on the paper you are using.
If you select only the chart for printing, whether it is on a worksheet or in its
own chart sheet, only that chart will be printed. Any data or other charts that
may be on the same worksheet will not be included in the printout. The chart
will automatically resize itself to the size of the page.
The color charts that Excel creates are interesting to look at on the screen but
you may get very different results if you are printing using a black and white
printer. The many different chart colors will then convert to various shades of
gray which are difficult to distinguish from each other. To ensure that you get
the best results, under Chart Tools, on the Design tab, in the Chart Styles group,
click Change Colors then click one of the Monochromatic (that is, single-color)
options to select a color palette that is more favorable to black and white
printers.
Preview the Sheet1 worksheet for printing both the data and the chart.
2 Click any cell outside of the pie chart so that the chart is not selected.
4 Click Portrait Orientation and then click Landscape Orientation to change the orientation.
As long as a chart is not in edit mode, Excel prints the worksheet with all of the contents including any
chart(s).
Now preview only the pie chart on its own for printing.
5 Click the Back button, then click in a blank area inside the pie chart to put it into edit mode.
7 If necessary, click Portrait Orientation and then click Landscape Orientation to change the orientation.
8 Click the Back button, then click in a blank cell outside of the pie chart.
11 Click the Back button, and then save and close the workbook.
When you click on the icon, a pop-up menu displays with multiple options that are often selected for a cell
range:
Used to add conditional formatting to the selected range
of cells.
3 Click the Quick Analysis icon below the bottom right corner of the selected range.
When selected, the Quick Analysis menu displays the conditional formatting options by default.
4 With the Formatting category selected, point to the Data Bars conditional format.
5 Move the mouse cursor to point to each of the other conditional formatting options.
The cells in the range containing the largest values are highlighted.
7 In the Greater Than dialog box, change the value to 5000 and click OK.
8 Click the Quick Analysis icon again and click Clear Format in the Formatting category.
Charts can be created easily as well. However, you should include the row and column containing the
headers.
9 Select the cell range A4 to G12, then click the Quick Analysis icon and click the Charts category.
10 Hover over the first Clustered Column on the left, then over the second one, and compare the
differences between the two.
11 Click the Clustered Column option on the left, then drag the chart to a new position below the
worksheet data. Be sure there is at least one blank row between the data and the chart.
12 Select cell range A5 to G12 again and click the Quick Analysis icon.
13 Click the Totals category, then point to the Sum option on the left, and then point to the Sum option
on the right.
Notice that the icon indicates where the summary total calculations are placed in the worksheet.
14 Click the button to scroll the Quick Analysis menu to the right to see more options, then point to each
of the options.
15 Click in a blank area of the worksheet to close the Quick Analysis menu.
Now insert sparklines. Be sure to select only the cells containing actual data which do not include the
headings.
16 Select the cell range B5 to G12, then click the Quick Analysis icon.
17 Click the Sparklines category, and point to each of the sparklines options.
Drawing Shapes
Objective 5.3.1, 5.3.2, 5.3.3
As a core component of the Microsoft Office Suite, Excel uses the same drawing tools found in Microsoft
Word and PowerPoint. In Excel, you can use these drawing tools to highlight significant parts of the worksheet
or chart.
However, you should avoid over-using the drawing tools. Excel is a spreadsheet and its primary strength is
the ability to perform many calculations quickly. While graphics in a text document or presentation can draw
attention to important points, excessive use of graphics in a spreadsheet can have the opposite effect by
drawing attention away from key data.
You can create shapes on the Insert tab, in the Illustrations group, under Shapes as shown here.
The Shapes menu has 160 different shapes available including text boxes
(to display text), rectangles, ovals, and lines as well as a variety of other
commonly used shapes. At first, it may seem odd to have a text box when
you have the ability to enter text directly into a worksheet cell. However,
it is important to understand that a text box shape (as well as any other
shape) is independent of worksheet cells. In other words, you cannot
reference the contents of a shape with a formula. For example, if cell A1
contained a text box displaying the value “10”, then the formula =A1 in
cell C1 will display “0”. On the other hand, you can format any shape
including text boxes to be of any size because it is positioned in a
separate layer “in front of” the worksheet cells.
Notice that you only have rectangles and ovals as shapes but not squares
and circles. You can use the SHIFT key to draw symmetrical shapes such
as using the rectangle to draw a square shape or the oval to draw a
circular shape. While holding down the SHIFT key, Excel will force the
shape to be a perfect square, circle, or other symmetrical shape.
To resize an object or shape, you must first select it. The shape or object then displays its eight handles
(except lines which only have two handles). By clicking and dragging these handles, you change the shape
or object’s size and proportion.
Clicking any of the corner handles enables you to change both the length and width of the two adjoining
sides at the same time. Dragging any of the midpoint handles resizes only that one side.
If you want to move a shape to a new position, you do not need to select it first. When you position the
mouse cursor over the shape, the cursor changes to to indicate that it is ready to move the shape directly
underneath it. You can then drag the shape to another location on the worksheet.
To copy a shape object to another location on a worksheet, click the shape to select it, use any of the existing
methods to copy it to the internal Clipboard, then use any of the existing methods to paste it
To delete a shape object, click the shape to select it, then press DELETE.
Formatting Shapes
Objective 5.3.3
Excel creates shapes using the settings in the currently selected theme. After you draw the shape on the
worksheet, you can customize it using the formatting options in the Ribbon.
Found under Drawing Tools, on the Format tab, the Shape Styles group includes several formatting tools:
Theme Fills – Select from a set of predefined outline and fill color combinations to apply to the shape.
Shape Effects – Add a three-dimensional effect to the shape such as a shadow or a reflection (as if a mirror
were placed on one edge).
With these various drawing tools and formatting options, your only limits to creating colorful objects on your
worksheet are your imagination and time. However, keep in mind that you use spreadsheets primarily for
numbers, formulas, and charts. You should, therefore, use the minimum number of graphical objects you
need to focus the attention to those parts of your worksheet.
1 Open the Tour Prices workbook and save it as Tour Prices - Student.
2 On the Insert tab, in the Illustrations group, click Shapes and then click Text Box (located in the Basic
Shapes section, first row, far left). The mouse cursor changes to a symbol to indicate that you can draw
the text box on the worksheet.
Hint: You can also use the Text Box command from the Text group on the Insert tab.
3 In a blank area of the worksheet to the right of column H, click and hold down the mouse button and
drag the mouse to draw a box about 1 inch wide by 1 inch high.
Excel now displays the Drawing Tools Format tab because you have selected a shape (text box).
You can also add a new shape using the Format tab. However, Excel only displays the Format tab when you
have selected a shape that has already been created. Therefore, the first shape can only be created from the
Insert tab. After the first shape, you can add more shapes using either the Insert or the Format tabs.
5 Under Drawing Tools, on the Format tab, in the Insert Shapes group, click Oval. The mouse cursor
changes to a symbol.
6 Click and hold down the left mouse button above and to the left of cell H9. Then, while holding down
the mouse button, drag the mouse cursor to a new position below and to the right of cell H9.
An oval shape now covers the area in and around cell H9.
Hint: If you hold the SHIFT key while dragging the mouse to draw the shape, Excel creates a perfect circle.
If you use the SHIFT key with the rectangle tool, Excel draws a square.
7 With the oval shape still selected, under Drawing Tools, on the Format tab, in the Shape Styles group,
click Shape Fill. Click No Fill.
After drawing a shape, you will usually need to move it to where you want it placed.
8 Point the mouse cursor to the edge of the oval. The mouse cursor changes to a symbol. Click and
drag the oval shape so that the 8,000 value in cell H9 is in the center of the oval.
9 Point the mouse cursor at one of the four corner handles. Click and drag this handle to make the oval
smaller or larger. If necessary, move the oval shape again to place the 8,000 value in the center.
Hint: You can also use the LEFT, RIGHT, UP and DOWN ARROW keys on the keyboard to move a shape.
These keys are often better suited than the mouse for moving shapes very short distances.
10 Under Drawing Tools, on the Format tab, in the Insert Shapes group, click Arrow.
11 Point the mouse cursor at the left middle handle of the text box. Notice that four connection handles
are displayed around a shape when the mouse cursor is nearby.
12 Click and drag the mouse from the handle in the text box to one of the connection handles that will
appear around the oval as you move the mouse cursor towards it.
13 Under Drawing Tools, on the Format tab, in the Shape Styles group, click Shape Outline. Click Weight
and then click 1½ pt.
Notice that this change only affected the arrow because it is the currently selected shape.
Note: When you select any of the commands in the Drawing Tools Format tab to modify a shape, the
changes will only affect the shape that is currently selected.
Not only can you change the thickness of a line, you can also change its color and switch from a solid line to
one of several types of dashed lines. These same formatting changes can also be done to the border outline
of other shapes such as ovals and rectangles.
14 Under Drawing Tools, on the Format tab, in the Shape Styles group, click Shape Outline. Click Blue,
Accent 1, Darker 25% (fifth column from the left, second from the bottom) in the Theme Colors section.
When you drew the line from the text box to the oval shape, you connected all three objects together
by starting and ending on one of the connection handles. This connection stays in place even when you
move the shape.
15 Click on the oval shape. The handles should appear around the oval shape but not around any other
shape.
16 Ensure the mouse cursor appears as a symbol to indicate that it will be used to move a shape then
click and drag the oval shape to encompass the Antarctica text in cell B9.
17 Under Drawing Tools, on the Format tab, in the Shape Styles group, click Shape Outline. Click Weight
and then click 1½ pt.
18 If necessary, adjust the size and position of the oval around the text label Antarctica.
20 Under Drawing Tools, on the Format tab, in the Shape Styles group, click Shape Effects. Click Glow, and
then click the Glow Variation Green, 11 pt glow, Accent color 6 (right-most column, second from the
bottom).
Inserting Pictures
Objective 5.3.2
Excel can insert pictures, photographs, and clip art images into worksheets. It will accept pictures in any of
the common image formats such as bmp, gif, jpeg, png and tiff.
To insert pictures, clip art, and other types of images from your local computer into the worksheet, on the
Insert tab, in the Illustrations group, click Picture. The Insert Picture dialog box, then, enables you to search
for and select a picture file to insert.
To insert pictures, clip art, and other types of images from the Internet into the worksheet, on the Insert tab,
in the Illustrations group, click Online Pictures. The Insert Pictures pop-up window then displays enabling
you to search for clip art from the Internet.
Pictures can also be inserted into the header or footer to display on every printed page. This is often used
for corporate logos.
1 Make sure the Tour Prices - Student workbook is open on the screen.
2 Click on the first blank cell below the text box containing the words “A Tolano Adventures exclusive!”
This is where the picture will be placed.
4 In the Insert Picture dialog box, navigate to the student data files folder, where the Ice Climbing file is
located.
When you insert a picture into a worksheet, Excel displays it with handles around it. These handles can be
used to resize the picture.
6 Click and drag the bottom right corner handle up to reduce the size of the logo image to a height of 4
to 5 worksheet rows.
Note: When resizing a picture, you should only use one of the four corner handles to ensure the aspect
ratio is maintained.
8 In the Bing Image Search text box, type: travel and press ENTER.
9 Scroll through the pictures, then click one of your choosing and click Insert.
10 If necessary, make the picture smaller by dragging one (or more) of the corner handles. Click and drag
the picture to an empty area of the worksheet directly below the ice climbing picture. Try to keep the
pictures from extending past column L so that the entire worksheet can print on one page in landscape
mode.
11 On the Insert tab, in the Text group, click Header & Footer.
12 Click in the left header section. This will position the picture on the left side of the header.
13 Under Header & Footer Tools, on the Design tab, in the Header & Footer Elements group, click Picture.
14 Click Browse to search for a picture file from the local computer.
15 In the Insert Picture dialog box, if necessary, navigate to the student data files folder, select the Tolano
Logo file, and click Insert.
The code &[Picture] now appears in the left header section, indicating that a picture has been inserted
here.
17 Click in the left header section, so that it is visible again showing the &[Picture] code.
18 Under Header & Footer Tools, on the Design tab, in the Header & Footer Elements group, click Format
Picture.
19 In the Format Picture dialog box, verify that the Lock aspect ratio check box is turned on, then reduce
the Scale Height or Scale Width to 50%.
20 Click OK and click in a blank area of the worksheet to view the results.
22 Jump to page 2 to verify that the logo appears on that page as well.
24 Click the Back button, and on the View tab in the Workbook Views group, click Normal to return the
worksheet to the normal view.
Corrections – Change the brightness and contrast settings, and adjust the sharpness of the edges around
the various objects within the picture or clip art.
Color – Adjust the color saturation and color tone settings, or change the color of the picture or clip art.
Artistic Effects – Modify the photograph using various filters to achieve special effects.
Picture Border – By default, pictures and clip art do not have a border. Use this option to set the color,
weight, and dashes options for the border around the object. These are the same options as for drawing
shapes.
Picture Effects – Set various three-dimensional picture effects. These are the same options as for drawing
shapes.
Picture Layout – Crop or resize the picture or clip art to a shape (such as a circle or square), and possibly
add a text box.
Visual Styles – Apply a predefined set of borders or a three-dimensional effect to the picture or clip art. Excel
also crops it to fit the shape used.
Crop – Hide the outer parts of the picture or clip art to achieve a stronger focus on the main subject.
Shape Height, Shape Width – Manually set the height and width of the picture or clip art.
As with drawing shapes, you should not over-use pictures or other images in your worksheet in order to
avoid distracting readers from the main data.
1 Make sure the Tour Prices - Student workbook is open on the screen
Select one of the pictures and try some of the editing options in the Adjust group on the Format tab. These
editing options apply to the inside of the picture.
2 Click on the ice climbing picture. Excel displays handles around its edges.
3 Under Picture Tools, on the Format tab, in the Adjust group, click Corrections.
4 Position the mouse cursor over some of the options available and observe the Live Preview effect on the
picture. Click in a blank area away from the Corrections drop-down menu.
5 Under Picture Tools, on the Format tab, in the Adjust group, click Color.
6 Position the mouse cursor over some of the options available and observe the Live Preview effect on the
picture.
7 Under Picture Tools, on the Format tab, in the Adjust group, click Artistic Effects.
8 Position the mouse cursor over some of the options available and observe the Live Preview effect on the
picture. Click in a blank area away from the Artistic Effects drop-down menu.
The Picture Styles group on the Format tab offers another set of editing tools that apply to the outside edge
of the picture.
9 Under Picture Tools, on the Format tab, in the Picture Styles group, click the More button next to the
Picture Styles.
10 Position the mouse cursor over some of the options available and observe the Live Preview effect on the
picture. Click in a blank area away from the Picture Styles drop-down menu.
11 Under Picture Tools, on the Format tab, in the Picture Styles group, click Picture Layout.
12 Position the mouse cursor over some of the options available and observe the Live Preview effect on the
picture. Click in a blank area away from the Picture Layout drop-down menu.
13 Under Picture Tools, on the Format tab, in the Picture Styles group, click Picture Border, then click
Weight, and click 1 pt.
14 Click on a blank worksheet cell to see the border around the picture.
15 Click the ice climbing picture to select it, then under Picture Tools, on the Format tab, in the Picture Styles
group, click Picture Border, then click No Outline.
16 Under Picture Tools, on the Format tab, in the Adjust group, click Remove Background.
Excel displays a marker box to identify the main subject in the picture.
17 On the Background Removal tab, in the Close group, click Keep Changes.
The full set of formatting settings is available from the Format Shape pane. This pane can be accessed in a
number of ways including:
• Under Drawing Tools, on the Format tab, in the Shape Styles group, click the Format Shape dialog box
launcher.
• Right-click on the shape and click Format Shape or Size and Properties from the pop-up menu.
The Format Shape pane is then displayed on the right side of the worksheet:
Similarly, the Text Options in the Format Shape pane is used for formatting options for text boxes and
WordArt objects. This pane can be accessed by:
• Under Drawing Tools, on the Format tab, in the Word Styles group, click the Format Text Effects dialog
box launcher.
• Right-click on the shape and click Format Shape or Format Text Effects from the pop-up menu.
The Format Shape pane is then displayed set to the Text Options:
Similarly, the Format Picture pane is used for formatting options for clip art and pictures. This pane can be
accessed by:
• Under Picture Tools, on the Format tab, in the Picture Styles group, click the Format Shape dialog box
launcher.
• Right-click on the shape and click Format Picture or Size and Properties from the pop-up menu.
The first three settings (move and size options with cells) determine the behavior of the picture or shape
when the cells underneath are moved or resized. For example, suppose you drew a circle that at least partially
touches cell N18. If the property setting for the circle is set to Move and size with cells, then the circle will
become taller if you increase the height of row 18, or the circle will become wider if you increase the width
of column N. Similarly, the circle will move higher if you delete row 16 (or any other row above the circle).
The Print object setting allows this shape or picture to be included for printing if the worksheet is printed. If
the worksheet protection is enabled, the Locked setting is used to protect it from being changed.
In some cases, you may not want the unrestrained freedom to make certain kinds of changes such as
changing the proportion of the height to the width which we refer to as aspect ratio. To maintain this ratio,
you can lock it temporarily when you use the mouse to resize an object by using one of these keys at the
same time:
CTRL – Lock the center of the object while its size and shape changes.
SHIFT – Lock the aspect ratio of the object while its size changes.
CTRL+SHIFT – Lock both the position and the aspect ratio of the object.
If you are drawing the object for the first time, using these keyboard keys will make the object symmetrical.
For example, square instead of rectangular, and circular instead of oval. If the object has already been drawn,
using these keyboard keys will maintain the current aspect ratio. For example, an oval will remain an oval
except that the object will be proportionately larger or smaller.
In addition, you can reshape many objects. When you select one of these objects, Excel displays an
adjustment handle in the form of a small yellow circle. By clicking and dragging this handle, you can modify
the shape of one part of the object without changing the shape of the rest of it.
Rotate
handle
Adjustment
handle
However, the rotate option is not offered for lines because they only have two handles. You can change the
angle of lines simply by dragging one of the handles to a different position.
• Under Drawing Tools, on the Format tab, in the Arrange group, click Rotate to select one of the pre-
defined angles.
• Under Drawing Tools, on the Format tab, in the Size group, click the dialog box launcher. In the Size
category of the Format Shape dialog box, enter the angle in the Rotation field.
• Right-click the object and click Size and Properties. In the Size category of the Format Shape pane,
enter the angle in the Rotation field.
2 On the Insert tab, in the Illustrations group, click Shapes. Then draw a cube (located in Basic Shapes)
approximately 1.5" wide by 1.5" high (or 4 cm wide by 4 cm high). You do not need to be precise – you
will adjust its size in the next step.
3 Under Drawing Tools, on the Format tab, in the Size group, click on the spin buttons for both the Shape
Height and Shape Width boxes until both are 1.5" (or 4 cm). Your new shape is now a perfect cube.
4 Click the spin button for the Shape Width until the value is 3" (or 8 cm).
Hint: You can also type the new values directly into the text boxes. This may be easier than using the
mouse to change the length or width of a shape.
6 With the cube selected, click and drag the bottom right corner handle downward and to the right. Move
to the right more than downward so that the cube is no longer square. Release the mouse button.
Now change the size of the cube using the mouse again but lock the aspect ratio so that it stays a cube.
8 Hold down the SHIFT key, and click and drag the bottom right corner handle downward and to the right.
Release the mouse button.
Notice that the new shape remains a perfect cube even if you try to move the mouse in different
directions. Also, the top left corner (the opposite end of the handle you are moving) does not move as
the shape grows. This is the effect of using the SHIFT key while resizing the shape.
Change the size of the cube again but lock the center position of the shape.
10 Hold down the CTRL key, and click and drag the bottom right corner handle to the right. Release the
mouse button when the left edge of the shape has moved past the left edge of the worksheet.
Notice that, while dragging the mouse, the center of the shape does not move. Therefore, the width of
the shape grows equally on both the left and right side as you drag the handle to the right. This is the
effect of using the CTRL key while resizing the shape.
If the left edge of the shape moves past the left edge of the worksheet, Excel cuts the left edge of the
shape back when you release the mouse button. This is the exception to the rule of using the CTRL key
to lock the center of the shape in the same position.
13 Click and drag the rotate handle clockwise (to the right) by 45°.
Note: You can force the shape to rotate in 15° increments by holding down the SHIFT key. For this
exercise, you do not need to rotate by exactly 45°.
14 Click Undo, and under Drawing Tools, on the Format tab, in the Arrange group, click Rotate. Then click
More Rotation Options.
Excel displays the Format Shape pane showing the many shape formatting options.
15 Change the Rotation value to 45° by clicking the increment or decrement buttons, then close the Format
Shape task pane.
Hint: You can enter a number directly into the Rotation text box. You can also enter negative values and
angles greater than 360°.
17 Under Drawing Tools, on the Format tab, in the Arrange group, click Rotate. Position the mouse cursor
over each of the four menu options and observe the Live Preview effects on the shape.
Now change the shape of the cube using the adjustment handle.
19 Click and drag the adjustment handle in different directions to see how the cube changes shape.
Lesson Summary
Now that you have completed this lesson, you should be able to:
create charts print a chart
move a chart to a different location on a use the Quick Analysis Tool
worksheet or its own chart sheet draw different types of shapes on a worksheet
resize a chart to a different size or shape move, resize, and format shapes
change the chart type insert clip art and pictures
work with pie charts use the Image Editor tools
change the chart design use the Format Shape pane
add new data to the chart resize, reshape, and rotate graphics objects
create, customize, and remove a sparkline chart
Review Questions
1. You might want to use a chart in your worksheet to:
a. Hide sensitive information.
b. Identify trends or patterns in the data.
c. Automate repetitive actions.
d. Ensure a consistent look for all pages in the workbook.
3. Which of the following types of chart is suited for displaying relative sizes (or percentages) of each piece
of a total?
a. Scatter c. Bar
b. Line d. Pie
5. Which of the following are changes you can make to a chart design?
a. Fill or outline color, Reflection, change the chart type.
b. Add a chart title or legend, select a different chart layout, exchange the data rows and columns, and
change the chart type.
c. Shadow effects, height and width, fill or outline color.
7. If you have a worksheet that contains both a chart and the data for the chart, you have the ability to
select only the chart to print on its own.
a. True b. False
8. Explain how you would draw a shape such as a rectangle. Begin with selecting it and continue to drawing
it on the worksheet.
a. Insert a trend line to a chart.
b. Perform what-if analysis.
c. Insert charts, sparklines, pivot tables, and conditional formatting.
d. Inspect a chart for errors.
9. To add shapes and illustrations to a worksheet, you use commands on which tab of the Ribbon?
a. View c. Data
b. Insert d. Home
10. Before you can change the shape fill color of a graphic object, you must:
a. Remove any existing shape effects.
b. Adjust the size of the object.
c. Select it.
d. Adjust the scale of the object.
11. Which of the following are types of formatting options can you apply to a graphic object?
a. Fill or outline color, reflection, three-dimensional rotation, shadow effects.
b. Shadow effects, change the chart type, select a different set of worksheet data.
c. Add a chart title or legend, picture effects, three-dimensional rotation, borders.
12. Which types of formatting can you apply to both pictures and clip art?
a. Shadow effects, borders, change the chart type.
b. Borders, reflection, fill or outline color, shadow effects.
c. Colors, artistic effects, visual styles, picture effects.
Microsoft ®
Excel 2016
Core Certification Guide
To define a range with a name, select the range and then use one of the following methods:
• on the Formulas tab, in the Defined Names group, click Define Name, or
• click in the Name Box and type the name, or
• right-click the selected range and then click Define Name.
Once you define a name for a cell or a range of cells, you can use that name when creating formulas. Excel
also provides tools to convert formulas by replacing the cell references with their new range names.
You can also quickly jump to a named range by using Go To or by selecting the named range from the Name
Box list to the left of the formula bar.
In addition to making spreadsheets easier to read by using meaningful names, range names can reduce the
number of errors made. For example, the formula =C7–C18 can easily be entered incorrectly. However, if you
incorrectly enter any range name in a formula such as =Total_Revenues–Total_Expenses, Excel will not be able
to match that range name to any cell and will display an error message.
Range names also reduce errors if you change the cells included in the range. For example, suppose you
change the cell range for the range name Expenses from C10:C18 to C10:C19. By changing the cell range
once, then every formula in the workbook that uses the Expenses range name will be automatically updated.
If you did not use a range name, then you must ensure that the cell range C10:C18 is changed everywhere it
is used in the workbook. You will likely miss one or more of them.
Range names can be from 1 to 255 characters in length. They may contain alphabetic or numeric characters
(alphanumeric), underscores (_), backslashes (\), periods (.) and question marks (?). You cannot use spaces in
range names. The first character must be alphanumeric, an underscore, or a backslash.
1 Open the Income Statement workbook and save as: Income Statement - Student.
3 On the Formulas tab, in the Defined Names group, click Define Name.
The New Name dialog box displays with the cell range entered.
From now on, whenever you select these two cells, the range name Revenues displays in the Name Box,
which appears to the left of the formula bar.
5 Select each of the cells in the cell range C5:C6 and observe what displays in the Name Box.
6 Select the cell range C5:C6 and observe what displays in the Name Box.
This demonstrates that the range name only appears when the entire range is selected.
7 Select cells C10:C17. On the Formulas tab, in the Defined Names group, click Define Name.
Hint: You can also create a range name by selecting the desired cell(s) and clicking in the Name Box
on the formula bar. You can then type the desired name and press ENTER.
Note: Range names are not case sensitive – you can enter any mixture of upper and lower case characters.
Notice that as you type the first one or two characters of the range name, a quick tip box appears,
showing you this name and other functions with similar names. You can use the mouse to double-click
the range name in the quick tip box to select it and continue with entering the rest of the formula.
11 Select cell C18, type: =SUM(ex to enter the first part of the formula.
12 Double-click on the Expenses name in the quick tip box to select it, continue with typing: ) and press
ENTER.
14 On the Formulas tab, in the Defined Names group, click Create from Selection.
15 Verify that the Left column check box is the only one turned on and click OK.
Hint: Excel does not permit blank spaces in range names. You can use the underscore character as one
alternative between the words in a multi-word range name.
Next you will create a range name for the Total Expenses cell, but this time, using the Name Manager.
18 On the Formulas tab, in the Defined Names group, click Name Manager.
19 In the Name Manager dialog box, click New to create a new range name.
20 Verify that the Name is Total_Expenses and that the Refers to field contains the formula =Sheet1!$C$18,
then click OK.
If the Name Manager dialog box is blocking access to the worksheet behind it, you can minimize it
temporarily by clicking the Collapse button to the right of the Refers to field. You can then select a range
of cells from the worksheet.
The Name Manager dialog box now has this new range name added, similar to the following example:
Enter the formula to calculate the Net Income, using the range names.
23 On the Formulas tab, in the Defined Names group, click Use in Formula.
24 Click Total_Revenues, then press – (minus) to indicate that you are going to perform a subtraction.
25 On the Formulas tab, in the Defined Names group, click Use in Formula. Click Total_Expenses and press
ENTER.
Be cautious when deleting named ranges. When you delete a named range, any formula that refers to this
name no longer displays the correct value. Deleting a range name may also cause a domino effect with other
formulas that indirectly refer to this formula.
A common situation is adding more rows to a named range. As long as you add the rows inside the
range, Excel automatically includes the new data as part of the range. If you add the new data outside
of the range, you will need to expand the range to include the new row(s).
2 Click the gray header for row 18 to highlight the entire row. Right-click in the highlighted row and click
Insert in the menu.
Note that none of the figures in the report changed because the new entry sits outside of the named
range Expenses. Now expand the named range to include the new entry.
When you first created the range name, you could have included additional blank cells for future growth.
Then, as you add new entries to the list, Excel automatically recalculates the total expenses formula.
5 On the Formulas tab, in the Defined Names group, click Name Manager.
6 In the Name Manager dialog box, click the Expenses row to select it.
7 In the Refers to text field, change the range to =Sheet1!$C$10:$C$18 as the range.
8 Click Update (the checkmark) to the left of the field to update the changes, and click Close.
The worksheet should now show the correct calculations for each of the functions:
Try deleting a named range and see how it affects the worksheet.
9 On the Formulas tab, in the Defined Names group, click Name Manager.
Excel displays a message box asking you to confirm the deletion of this range name.
11 Click OK for the confirmation message box and then click Close to close the Name Manager dialog box.
As shown in the following example, when you remove a named range, Excel displays an error indicator
regarding any formulas that depend on that name. Note also that the change has affected the formula
in cell C21 as well, even though it does not use the range name Revenues directly.
With Excel, you can use a quicker method of jumping to a specific cell (as long as you know exactly what the
cell address is) by using the Go To feature. With very large worksheets,
the Go To feature helps you to navigate around them more easily.
3 Press F5.
5 Click the drop-down button in the Name Box, and click Revenues.
The cell range C5 to C6 is now selected. Use the Go To dialog box to jump to another cell in the
worksheet.
6 Press CTRL+G, type: H14 in the Reference text box (be sure that the H14 is the only address in that text
box) and click OK.
Using Tables
Creating a Table
Objective 3.1.1, 3.2.3
Many worksheets consist of a rectangular block of data in which the rows of data have a common structure
and format. Excel offers you the ability to define this block as a table. As a table, you can use a variety of
tools such as selecting summary formulas, formatting, sorting, and filtering. These same features are available
even without using tables but you have to manually select the range of cells (with summary formulas and
sorting, Excel will guess which cells you want but you still have to verify the range is correct) before using the
features. However, by defining a range of cells as a table, you indicate to Excel that this group belongs
together as a single unit. These same tools are then easier to apply because Excel now knows which cells to
include.
A table is not the same as a named range of data but you can define a range name for a table if you wish.
To create a table, the data must be contiguous. That is, there must not be any blank rows or columns in the
range of cells. Also, the data must be arranged in row order, with a header at the top of each column and
the data listed below.
To convert a range of cells containing data to a table, use one of the following methods:
• on the Insert tab, in the Tables group, click Table, or
• on the Home tab, in the Styles group, click Format as Table,
then click a table style, or
• after selecting the cell range, click the Quick Analysis icon,
then click the Tables category and click Table, or
• press CTRL+T.
Once you create the table, Excel activates an AutoFilter icon next to each column title and applies the current
active theme. The Table Tools Design tab is also added to the Ribbon:
One of the table features is the ability to insert an automatic Total Row at the bottom of the table.
Hint: When creating a table, leave at least one empty row and column on all sides of the table to separate
it from any other data on the worksheet.
4 Confirm that My table has headers is turned on and then click OK.
The data is now converted into a table. Change the table name to something that is more meaningful to you.
5 Under Table Tools, on the Design tab, in the Properties group, click in the Table Name field and replace
the default name to: CallVolume (with no spaces between the words).
Note: When you activate the Total row, Excel automatically moves any data below the table down by one
row.
6 Under Table Tools, on the Design tab, in the Table Style Options group, click Total Row to turn it on.
Enter some common statistical formulas using the data in the table.
7 Select cell B16, click the drop-down arrow that appears next to it, and click Average.
8 Repeat step 7 for the Count, Max, and Min options for cell B16.
10 Select each of the cells C16:D16 and select the Sum calculation.
Note: You cannot copy the contents of a column total to other cells in a table.
If you also want to display row totals (in a new column to the right of the table), you will have to insert
them manually. Tables do not have the ability to create row totals automatically. Row totals show the
sum total (or other statistical summary calculations of your choosing) for each row of data.
12 With cell F5 as the active cell, on the Home tab, in the Editing group, click AutoSum and press ENTER.
Even though you only entered the row total for the first row, Excel has automatically inserted them for
the rest of the rows, except the Total row. This demonstrates one of the advantages of identifying this
range of cells as a table.
You can see that the formula used for this sum total is specifically used for tables.
Now insert the Total Row calculation for this new column.
14 Select cell F16, click its drop-down arrow, and select Sum.
To add a new column of data at the far right of a table, simply enter this data into the first blank column.
Excel will automatically extend the table to include this new column. Similarly, Excel will extend the table to
include a new row of data that you enter directly below a table, as long as the Total Row feature is not
activated. If the Total Row is activated, you must use one of the following methods:
• Manually insert a new blank data row by clicking on the bottom right cell
containing data (immediately above the Total Row), and then clicking
the TAB key.
• Manually insert a new blank data row by clicking any cell in the bottom
data row, then on the Home tab, in the Cells group, click the Insert arrow,
and click Insert Table Row Below.
• Add the new row of data below the Total Row, and then manually extend
the table to include the new row.
The Insert button in the Home tab can be used to insert a new row or column anywhere in the table, not just
as the last row of data. Be aware that the Insert drop-down menu may show different Insert Table options,
including various combinations of Insert Table Rows Above, Rows Below, Columns
to the Left and Columns to the Right, depending on which cell in the table is currently
selected as the active cell.
Similarly, on the Home tab, in the Cells group, you can use the Delete button to
delete rows or columns of data from the table.
Notice that Excel automatically shifts the Total row down by one row and that the formula in cell F15 is
copied down to this new row.
3 In cell A16, type: December 2016 as the new value and press TAB.
4 Enter the following values into the remaining cells of the row:
B16 8969
C16 7375
D16 7
E16 1
Notice also that the statistical formulas in row 17 (these were all Sum but you may have selected Average
or other formulas instead) automatically updated even though the new data were added at the bottom
of the list.
Now add a new column between the Complaints and Total columns.
5 Select cell F8, then on the Home tab, in the Cells group, click the Insert arrow, and click Insert Table
Columns to the Left.
7 Enter the following values into the remaining cells of the column:
F5 500 F11 200
F6 300 F12 480
F7 250 F13 100
F8 450 F14 200
F9 400 F15 150
F10 220 F16 300
8 Select cell F17, click the drop-down arrow that appears next to it, and click Sum.
By adding a column to the table, you must ensure that the Total column at the far right includes this new
column.
9 Click on cell G5, and note the formula in the formula bar.
10 Press F2, delete the table cell reference [Complaints], replace it with: [Other], and press ENTER.
If no longer needed, a column (or row) can be easily removed from a table.
11 Click on any cell in the range D4 to D17, then on the Home tab, in the Cells group, click the Delete arrow,
and click Delete Table Columns.
13 Ensure that cell F17 is not the active cell, then position the cursor at the bottom right corner of cell F17
so that the cursor changes to a double-headed arrow .
Hint: If the Total Row was not activated for this table, the new row would have been automatically added
to the table.
Because you had added the new data below the Total Row, Excel did not know if you intended to keep
that data separate from the table. Therefore, you had to manually expand the table to include the January
row.
15 Select cell B17, then on the Home tab, in the Cells group, click the Delete arrow, and click Delete Table
Rows.
Highlight the left-most and right-most columns so that they stand out.
3 Under Table Tools, on the Design tab, in the Table Style Options group, click the First Column and Last
Column check boxes to turn them on.
Notice that the data in these two columns are now bold.
4 Under Table Tools, on the Design tab, in the Table Style Options group, click the Banded Columns check
box to turn it on.
Every second column in the table is now white while the others are shaded. This will become more
obvious when you turn row banding off.
5 Under Table Tools, on the Design tab, in the Table Style Options group, click the Banded Rows check
box to turn it off.
You can also choose from an extensive menu of different built-in table styles.
6 Under Table Tools, on the Design tab, in the Table Styles group, click the More button to display all of
the table styles.
7 Point the cursor to different table styles and observe the live preview effect on the table.
You can also force all table coloring to be turned off, regardless of your banding options.
Notice that the bolding in the first and last columns, and the Total row in the table are also removed,
even though the check boxes in the Table Style Options group are still activated.
9 Click the Banded Columns and Banded Rows check boxes on and off to see if your table changes in
any way.
In Excel, clearing the table style is the same as selecting the None style.
10 Under Table Tools, on the Design tab, in the Table Styles group, click the More button. Point the cursor
at the None table style (Light section, first row, far left).
11 With the Table Styles menu still displayed, click on the Table Style Medium 21 option (Medium section,
third row, far right).
12 If necessary, turn the First Column and Last Column check boxes on.
By re-activating a table style that is not None, your table options are also now working again.
13 If necessary, turn the Banded Rows check box on and the Banded Columns check box off.
14 Under Table Tools, on the Design tab, in the Table Style Options group, click the Filter Button check
box to turn it off.
15 Click on any of the Header Row cells (A4 to F4) to try to access the AutoFilter icon.
16 Under Table Tools, on the Design tab, in the Table Styles group, click the Filter Button check box to turn
it on again.
2 Ensure that the active cell is anywhere within the table, then under Table Tools, on the Design tab, in the
Tools group, click Convert to Range.
3 Click Yes.
The worksheet does not appear any different, except that the Table Tools Design tab no longer appears
and the column titles no longer display the filter buttons.
4 Click the drop-down button on the right side of the Name Box to display the list of any range names in
the worksheet.
This indicates that the Convert to Range tool simply converts the data to a set of rows and columns with
data. If you want to create range names, you must add them manually.
5 Click on any cell in the worksheet to close the Name Box list.
Sorting Data
Worksheets with a large amount of data are often difficult to understand. Excel provides a sorting tool that
enables you to change the sequence of the data based on the values in selected columns. After sorting, the
data becomes more readable. You can sort and re-sort the data as many times as required, using different
columns each time. You can sort the data by columns or rows, but the most common method is sorting by
columns (with column headers and the data extending downwards).
Regardless of whether your data is in a table or not, the Ribbon has two ready-to-use buttons to enable
sorting:
Depending on what type of data you are sorting, the Ribbon menu will display a different command
description. If the data is text, the Ribbon menu will display Sort A to Z and Sort Z to A. If the data contains
numbers, the Ribbon menu will display Sort Smallest to Largest and Sort Largest to Smallest. If the data
contains date values, the Ribbon menu will display Sort Oldest to Newest and Sort Newest to Oldest.
The example below shows a range of data sorted using three different columns as sort keys. The primary sort
key is airline name in ascending order, as indicated by the green marker: A at the top, down to Z at the
bottom. The destination name is the secondary sort key, as designated by the first Then by selection: for rows
with the same airline. These rows are sorted by destination name as indicated by the red box. The third level
sort key in this example is the departure time: for rows where the same airline is flying to the same destination
on the same day. These rows are sorted by the departure time as designated in the second Then by selection.
This group is identified by the blue box.
The settings in the Sort dialog box determine how the data is to be sorted:
Add Level, Delete Level, Copy Level – These buttons allow you to add, delete or copy columns (or rows) in
this dialog box to be used as sort keys. Note that the topmost sort key is the highest (primary) sorting level,
followed by the remaining levels in descending order.
Move up/Move down – These buttons allow you to change the selected sort level higher or lower in the
sorting sequence.
Options – This button displays a dialog box that allows you to sort by columns or rows, and choose whether
to treat the data as case-sensitive or not. If you turn the case-sensitive option on, then upper case letters are
treated as different characters than lower case characters. For example, the letter “A” is not the same as the
letter “a”.
My data has headers – This option tells Excel to treat the first row (or column) of cells as labels or titles for
the data below (or to the right). Use this option to prevent sorting the header data together with the other
data—they will remain in their place as headers. If the range of cells being sorted does not contain column
or row headers, then turn off this setting.
Column/Row – This identifies the column or row to be used for sorting. The sequence of these columns or
rows specifies the sorting level. By default, the data is sorted by column with the headers in the top row.
Sort On – The sort options include Values (cell data), Cell Color, Font Color, or Cell Icon. These options identify
what to use in the cells for sorting. In most cases you will want to sort using the cell values, which is the
default.
Order – This option indicates whether to sort the data in ascending (A to Z, Smallest to Largest, Oldest to
Newest) or descending (Z to A, Largest to Smallest, Newest to Oldest) order.
Sort by – This is the primary sort key: the first column or row Excel will use to sort the data.
Then by – These are optional columns or rows for sorting if multiple rows have the same primary sort key.
You can select up to 64 columns or rows as sort levels.
Note: The following exercise demonstrates how to sort data in an Excel table. However, you can sort data
in any range of cells even if they are not constructed as a table. The sort commands are available on the
Home tab in the Editing group using the Sort & Filter button, and on the Data tab in the Sort & Filter group
using the Sort button.
The data in the table is now sorted by airline name. You can also change the sort sequence to something
different, such as by what time each flight leaves.
3 Click the AutoFilter icon for Departure Time, then click Sort Smallest to Largest.
You can see that all of the rows have been completely re-sorted using only the Departure Time column.
In other words, both steps 2 and 3 used single-level sorting. Also notice that for text data, the sort
commands are Sort A to Z (ascending sequence) and Sort Z to A (descending sequence). For numeric
data (time of day values are treated internally in Excel as numbers), the sort commands are Sort Smallest
to Largest and Sort Largest to Smallest.
But the data in the table also shows that most airlines (such as Delta Air Lines) fly to multiple destinations
from this airport on the same day. You can sort the data using two different columns at the same time.
4 Ensure that the active cell is anywhere inside the table, then on the Home tab, in the Editing group, click
Sort & Filter and then click Custom Sort.
Hint: You can also open the Sort dialog box from the Data tab.
Excel displays the Sort dialog box. Notice that it is currently set to the sorting criteria that had you
enabled at step 3 above.
5 Click the arrow next to the Sort by field and click Airline.
The Airline column is now the primary sort key. Use the Destination column as the secondary sort key,
in descending sequence.
8 Click the arrow for Order and then click Z to A, then click OK.
Notice the direction of the arrows in the AutoFilter icon for the Airline and Destination columns.
Note: Once sorted, the data cannot be put back to its original sequence except by using the Undo button.
But if you saved and closed the workbook in the interim, the Undo option will no longer be available to
restore the data back to the original sequence.
9 Click the AutoFilter icon for Departure Time, then click Sort Smallest to Largest.
Filtering Information
Objective 3.3.1
Worksheets are often used to store large amounts of data. Finding information in large worksheets is often
difficult because of the sheer volume. Sorting the rows is one way of making it easier to find information.
However, you still have to look through many of the rows in the worksheet to find what you are looking for.
Another way to locate information quickly is to use a filter to hide the rows you are not interested in viewing.
Filtering does not change the content of your worksheet or the sequence of the rows (like the way sorting
does), only what you see of your worksheet.
In addition, Excel provides powerful selection criteria that are specific to columns containing text, numbers
or dates, such as the following:
Numbers – Evaluate numeric data in the selected column using any of the
following:
• A comparison operator such as equals, greater than, and less than.
• The top 10 values. Despite the name displayed in the menu, the filter
criteria can also be configured differently to select the top or bottom-
most rows. You can also select any number of rows, not just 10. And
finally, you can select the number of rows or percentage of rows. For
example, 10% of 20 rows will result in only two rows being displayed.
• All rows above or below the average of all values in the column.
• A custom filter that allows you to select more complex criteria.
Dates – Evaluate date-type data using a wide variety of criteria that are
specific for dates, as shown in the filter menu list:
Furthermore, the AutoFilter feature in Excel has the flexibility to help you build more complex queries which
you can use to narrow the results and hide rows that you do not want. For example, you can select criteria
that examine two or more columns. You can then specify that these filtering criteria on multiple columns
work together (using an “and” relationship) or as alternatives (an “or” relationship). In a table, the AutoFilter
icon displays an indicator that a filter has been enabled for that column. When multiple filter criteria have
been set up in a table, the AutoFilter icons will indicate this as shown in the following.
These more advanced filtering topics are covered in more depth in the Expert level courseware.
This exercise demonstrates how to filter data in an Excel table. However, you can activate the AutoFilter
feature and use its filtering capability in any range of cells even if they are not constructed as a table. To
activate AutoFilter for a range of cells, on the Home tab in the Editing group, click Sort & Filter and click the
Filter button, or on the Data tab in the Sort & Filter group click the Filter button.
3 Click the + for 2016 to open that tree and see all data rows in the table for this year value.
The AutoFilter menu displays a list of every unique value in this column. You set the filter by turning the
check box on or off for the value(s) you want.
Because Excel recognizes that this column contains date values, it allows you to set your filter at three
levels: year, month, and day of month.
4 Scroll up and click the Select All check box to turn it off, then click the March and June check boxes to
turn them on. Click OK.
The table now shows only those two rows. Notice the row numbers of the records that remain displayed
from the database. Excel hides the rows that do not meet the criteria and displays only records that have
a matching value in the filtered field. Excel also changes the AutoFilter icon to indicate that it is using a
field to limit the records displayed.
The conditions you select are called filter criteria. Up to this point in this exercise, you used the most
common condition – filtering based on whether the value is equal to the criteria or not. You can also set
up other types of criteria, such as greater than or less than. Now set up a more complex filter criteria
called “Between”, which is a combination of greater than or equal to, and less than or equal to.
7 Click the Date Picker buttons next to each of the two blank entry fields and select the date range July 1,
2016 to November 30, 2016.
8 Click OK.
Depending on whether the data contains text, date, or numeric values, you will have access to different
types of filtering criteria. Some filtering criteria apply to all data types, such as “equal” and “does not
equal”. Other criteria apply only to specific data types, such as “begins with” can only be used on text
data, and “top 10” can only be used on numeric data.
You can also specify multiple filtering criteria to work together at the same time.
10 Click the Select All check box to turn it off, then click the 200 check box to turn it on. Click OK.
11 Click the AutoFilter icon for the Other header, then click Clear Filter From “Other”.
The table has reverted back to displaying all of the months from July to November, which indicates that
you had two filters working together at the same time. Turn off the filter on the Month column as well.
12 Click the AutoFilter icon for the Month header, then click Clear Filter From “Month”.
13 Click the AutoFilter icon for the Other header, click the Select All check box to turn it off, then click the
200 check box to turn it on again. Click OK.
Three rows of data now appear because the filter on the Other column now applies to the full table
instead of just the five months.
You can select all columns or only selected columns to be used for comparing the data. For example, you
can scan a data table containing customer numbers, names, and addresses to find any rows where the same
customer is listed two or more times. Alternatively, you can select just the last name and first name columns
to find and remove duplicate rows.
On the other hand, Excel will only look for identical data when comparing rows. For example, Excel will
consider two rows as different if the address in one row contains “1234 Miller Road” and the other row
contains “1234 Miller Rd.”. Every blank space, comma, number, and other character in each cell is used to
find exact matches.
1 Open the Customer List workbook and save it as: Customer List - Student.
2 Scan through the data on your own to see if all rows are unique.
Note: This exercise demonstrates how to remove duplicates in an Excel table. However, you can use this
feature in any range of cells even if they are not constructed as a table. To remove duplicates for a range of
cells, on the Data tab in the Data Tools group, click the Remove Duplicates button.
4 Under Table Tools, on the Design tab, in the Tools group, click Remove Duplicates.
Alternatively, you can also access this dialog box on the Data tab, in the Data Tools group, click Remove
Duplicates.
5 Click OK.
A message box is displayed with the message: “No duplicate values found.”
That should be enough to confirm that there are no duplicate rows in the data. Or maybe we did not use
the command correctly.
7 On the Data tab, in the Data Tools group, click Remove Duplicates.
This time only use the columns that really matter. Turn off the check box for all other columns.
8 Click the Customer # check box to turn it off and click OK.
A message box is displayed with the message: “3 duplicate values found and removed; 25 unique values
remain.”
By comparing the results from the original table, customers 16, 26 and 27 were found to be duplicates.
Outlining
Using Automatic Subtotals
Objective 2.3.3
Many worksheets become very large due to the sheer amount of information needed for analysis. Inevitably,
summary totals are added for each major group of data as well as grand totals. The end result can be a
worksheet that is difficult to see from one end to another.
To help organize the data, Excel provides an automatic outlining tool that enables you to insert subtotals
whenever the selected field changes in value. You can make a very big worksheet easier to understand by
setting it up so that you see only the subtotals for each group of data. An important step is organizing the
data so that the subtotals are displayed for the data groups you want.
With the Outline feature turned on, you can quickly open up all or selected groups of data and collapse them
again. Before creating the subtotals, you must sort the data by column to group these related rows together.
Otherwise, the results will not make much sense.
You can also create multiple subtotals for a single column or several layers of columns. For example, you can
calculate the sum, average, and variance subtotals for as many numeric columns as you require. You must
add each different type of subtotal as a separate row to identify the type of subtotal.
You can create a more complex type of multiple subtotals by nesting them. For example, suppose you have
a sales report listing every sales transaction for a year. As long as you have a separate column for the month
value, you can create subtotals based on the month. You can then create another layer of subtotals based
on the date of each sale which is in a different column. Assuming that you will have multiple sales each day,
you can nest your subtotals by day of each month and by month of the year. The outline feature then allows
you to quickly open or collapse your worksheet at the year, month, or day level.
The key difference in creating multiple subtotals is how you use Replace current subtotals. When creating
the first (or only) subtotal for a worksheet, ensure this check box is turned on. When creating subsequent
subtotals, ensure this check box is turned off.
2 Scroll down the worksheet to see how many rows of data are present.
Create an automatic subtotal based on the Payment Type but first sort the worksheet by this column.
4 On the Data tab, in the Sort & Filter group, click Sort A to Z.
6 Click the drop-down button for At each change in and select Payment Type.
7 In the Use function list box, click the drop-down and select Sum.
8 In the Add subtotal to list, click the Amount Paid check box to turn it on, and turn off all other check
boxes in this list.
9 If necessary, click Replace current subtotals and Summary below data to turn them on, and clear Page
break between groups if necessary.
10 Click OK. Then scroll down the worksheet to see how the data now appears.
Notice that the worksheet now has three outline levels at the left side. Each of these numbers
corresponds to a different level of detail: clicking compresses the data rows so that only the grand
total is displayed. Clicking also compresses the data rows but displays the subtotal rows and grand
total. Clicking shows all data rows for that level as well as the subtotals and the grand total.
11 Click at the top of the outline section and then scroll up to the top of the worksheet.
The and buttons work the same way as in File Explorer: clicking the opens the level and shows
the data in the next level. Clicking the collapses the details.
Note: You can only use the outline buttons with the mouse.
13 Scroll down (or up) and click the to the left of the Mastercard Total and then scroll up the worksheet
for a few more rows.
Notice that the details for Mastercard have been hidden, while they are still displayed for all other payment
types. Now hide the details for all payment types.
14 Click at the top of the outline section and then scroll up to the top of the worksheet.
16 Click on any cell in the data area to ensure that it is selected, then on the Data tab, in the Outline group,
click Subtotal.
Note: When you remove some subtotals, you remove all subtotal functions. You cannot remove some
subtotals and keep the rest.
You can also calculate two different types of subtotals for the same (or different) column(s) in the worksheet
at the same time.
19 Verify the Subtotal dialog box has the following settings and click OK:
At each change in Payment Type
Use function Sum
Add subtotal to Amount Paid
Replace current subtotals On
Summary below data On
21 In the Subtotal dialog box, configure the following settings and click OK:
At each change in Payment Type
Use function Count
Add subtotal to Amount Paid
Replace current subtotals Off
Summary below data On
Note that when you are adding another subtotal to an existing one, you have to clear Replace current
subtotals.
22 Scroll down the data and see how the subtotal values now appear.
By default, Excel assumes that summation formulas flow to the right and/or below the group data.
Uncheck the boxes if the data flow in one of the opposite directions.
As indicated, the automatic outlining tool can be applied to rows and/or columns of data.
Excel could not create an automatic outline for this worksheet because there are no repeating values to insert
the subtotals. Instead, you have to manually insert the subtotals by row after every 3 months (or Quarter),
and by column within each product group.
2 Scroll down and select row 180. On the Home tab, in the Cells group, click Insert.
5 Select rows 2 to 179. You can select this group of rows by starting at the bottom with row 179 and select
the rest of the rows in an upward direction, or scroll to the top of the worksheet, start with row 2, and
select downwards.
The group outline bar is now displayed for the January rows.
7 Scroll down and select row 339. Then, on the Home tab, in the Cells group, click Insert.
How did you know the range for this SUBTOTAL would start at 181? Because you made note of that in
step 4.
9 Select rows 181 to 338 and then, on the Data tab, in the Outline group, click Group.
10 Click at the left of the headers for rows 339 and 180 to collapse both groups created so far.
You still have another 10 months’ worth of data to group, and the process is beginning to appear tedious
and error prone because the SUBTOTAL function must reference the correct cell range. For the remaining 10
months, you can use the same steps but in a different sequence to help streamline the process.
11 Scroll down and insert a new blank row at row 500. You can also use the keyboard shortcut CTRL++ to
insert a blank row.
12 Select rows 340 to 499 and then, on the Data tab, in the Outline group, click Group.
When selecting the rows to be grouped together, be sure to not include the blank row in the group.
If you have accidentally left out one or more rows of data, select these missing rows as shown in the
following screen example. Then, on the Data tab, in the Outline group, click Group. Excel automatically
adds these cells to the group.
14 Click at the left of the row header to collapse this group. Alternatively, click (to the left of the
column label row).
How did you know the range for this SUBTOTAL? You have collapsed all of the groups created so far, so
just look at the row numbers at the left side of the worksheet. The range for March starts at row 340
because that is the next row after the February subtotal. It ends at row 499 because that is the last row
just above the March subtotal.
Now switch to a different workbook in which the grouping and subtotals have already been entered for the
months of April to December.
17 Open the Sales Grouping 2 workbook and save it as: Sales Grouping 2 - Student.
20 On the Data tab, in the Outline group, click the arrow for Group, and then click Auto Outline.
Hint: Alternatively, on the Data tab, in the Outline group, click the Dialog box launcher to display the
Settings dialog box.
A message box appears with the question, “Modify existing outline?” This message is displayed because
you had already created groups in this worksheet. You could have inserted the SUBTOTAL formulas into
the worksheet without the grouping. The automatic outlining tool would then have created all of the
monthly groups for you. However, for this exercise, you used the monthly groupings to help you enter
the correct ranges for each SUBTOTAL.
21 Click OK.
Your data with the manually inserted groupings and subtotals is now converted to an outlined group.
Collapse and expand the worksheet using the outline buttons to confirm that it is working properly as
an outlined group.
22 Click the , , , and buttons to view different outline levels of the data.
The worksheet should look something like the following when the button is clicked.
Note: When you use the automatic outlining feature, you will not be able to undo it using the Undo button
on the Quick Access Toolbar.
24 On the Data tab, in the Outline group, click the arrow for Ungroup, and click Clear Outline.
All of the groupings have now been removed. The workbook has already been saved with the groupings
so discard this version that has the groupings removed.
Lesson Summary
Now that you have completed this lesson, you should be able to:
create, modify, and delete range names sort data
use Go To to jump to a cell or named range use filtering on data
convert a range of cells to a table remove duplicate rows of data
modify a table by adding and deleting rows and outline and group data using automatic subtotals
columns of data outline and group data by manually inserting
apply and remove formatting on a table subtotals
convert a table to a range of cells
Review Questions
1. What does the following figure indicate?
2. Which dialog box can be used to add, modify or delete named ranges in a worksheet?
a. Range Manager dialog box
b. Sheet Setup dialog box
c. Name Manager dialog box
d. Titles dialog box
3. When converting a range of data to a table, why do you need to tell Excel whether or not the data has
headers?
a. To ensure that the first row of data is treated as the column headers and not included with the data.
b. When converting a range of data to a table, why do you need to tell Excel whether or not the data
has headers?
c. To ensure that headers will print on each page of a report.
d. To ensure that the headers are automatically interpreted as print titles.
6. Multiple levels of sorting are useful whenever the column you are using for sorting has multiple rows
with the same value.
a. True b. False
8. Which of the following comparison operators can be used for filtering text, numbers, and dates:
a. Next month e. Top 10
b. Equals and Does not equal f. Between
c. Above average g. Begins with
d. Contains
9. The Remove Duplicates feature will reliably delete all rows that contain duplicate data even though the
data may have minor variations such as extra blanks, commas, or different spellings.
a. True b. False
10. Once you have added a set of subtotals (for example, SUM) for a column of numeric data in a range of
cells, you can also add more subtotals for the same column such as AVERAGE and MAX.
a. True b. False
Microsoft ®
Excel 2016
Core Certification Guide
Customizing Excel
Customizing the Quick Access Toolbar
Objective 1.4.3
The Quick Access Toolbar (QAT) is located at the left of the title bar above the Ribbon and by default, contains
the Excel control icons Save, Undo, and Redo command buttons.
You will recall that the Ribbon has multiple tabs to organize the many Excel commands and features into
logical groups. You will typically jump from one tab to another to access the different Excel commands
needed while using and updating your worksheet. However, the QAT does not have any tabs, giving you very
fast access to the buttons in it at all times. It is also easy to access in its location above the Ribbon.
If you use certain Excel commands and features very frequently, you can Undo Redo
make them more accessible by adding them to the QAT, saving you the effort
of having to switch to a different tab to find it in the Ribbon. The combination
of being in a convenient location and the ease of customization makes the
QAT an ideal location to place your most frequently used commands. Save
Customize Quick
Access Toolbar
• click File, click Options, and then click Quick Access Toolbar, or
• right-click anywhere on the Ribbon, then click Customize Quick Access Toolbar to display the Excel
Options Quick Access Toolbar window.
You can even add commands and features to the QAT that are not currently accessible from the Ribbon. As
long as the feature is available in the Customer Quick Access Toolbar screen, you can add it to the QAT.
You can also move the Quick Access Toolbar to a different position directly below the Ribbon using one of
the following methods:
• click Customize Quick Access Toolbar and then click Show Below the Ribbon, or
• right-click the Ribbon and then click Show Quick Access Toolbar Below the Ribbon.
2 Click Customize Quick Access Toolbar at the far right of the Quick Access Toolbar.
4 Click Customize Quick Access Toolbar then click Print Preview and Print.
The Quick Access Toolbar should now appear similar to the following:
Remove these two command buttons using different methods for each.
5 Click the Customize Quick Access Toolbar then click Quick Print.
6 Click File, click Options, and then click Quick Access Toolbar.
7 In the list displayed on the right, click Print Preview and Print, click Remove, and then click OK.
8 Close the workbook and discard any changes that may have been made.
Replacing Data
Objective 2.1.1
You can also replace the search item with a new value, on an individual basis by using Replace, or for all cells
at one time that contain the search item by using Replace All. The Replace function simplifies and speeds up
the task of replacing one word or value with another. This automated process virtually eliminates any typing
errors you would have made if you had to do it manually.
You may want to use Replace to control and verify that each replacement should be made. An alternative is
to use the Find tab before using the replace function to search through the worksheet and verify that your
search value and options have been set correctly. Once you are certain that your search value and options
are correct, you can proceed with using Replace All. If you replaced a cell value by mistake, you can use the
Undo command.
2 On the Home tab, in the Editing group, click Find & Select and then click Find.
3 In the Find what text box, type: united and click Find Next.
4 Click Find Next several more times and observe which cells are selected.
5 In the Find and Replace dialog box, click Options to display all find options.
A message box displays with the message “We couldn’t find what you were looking for.” Even though
Excel did not have any difficulty earlier looking for the word united, none of the cells contains the word
united in all lower case characters.
8 Click Find what, and change the value to search for to: United (be sure to use upper case for the first
letter).
10 In the Find what text box, delete United and replace it with spain.
11 Click Match case to turn it off, and then click Find Next several times.
12 Click Match entire cell contents to turn it on and then click Find Next several times.
Now only one row is found with the word Spain as the full name.
14 In Find what, type: x and click Find Next several times to find all words containing the letter x.
17 Click Replace.
Instead of using Replace, you could click Replace All to replace all occurrences in the worksheet at one
time.
Excel has completed replacing all specific text occurrences when a message box appears with “All done.
We made 3 replacements.”
20 Click Close.
Using Hyperlinks
A hyperlink is a clickable element in an electronic document that you can use to jump to or open another
document. Hyperlinks were introduced with the Internet to allow users to navigate from one web page to
another whether the next web page was in the same website or another. Web pages are simply documents
containing text, images, videos, and hyperlinks to other web pages.
By clicking a hyperlink, you can display the referenced document. Each hyperlink contains a code in the form
of a Uniform Resource Locator (URL) which is the unique address for this document or page at this particular
location on the Internet or intranet.
Over time, hyperlinks have evolved to link to any type of document in any location, not just on the Internet.
A hyperlink in an Excel workbook can be used to:
• launch web pages from the Internet or the internal corporate intranet, or
• open a workbook or document located on a computer (including your own) within your home or
corporate network, or
• jump to another cell in the same workbook, or
• create a new workbook, or
• create an email with a specific set of recipients and a subject line.
Inserting Hyperlinks
Objective 1.2.3
To insert a hyperlink, use one of the following methods:
• on the Insert tab, in the Links group, click Hyperlink, or
• right-click on a cell and click Hyperlink, or
• press CTRL+K.
The displayed Insert Hyperlink dialog box allows you to insert one of four types of hyperlinks:
Existing File or Web Page – Used to link to workbooks, files or documents stored on a local or networked
hard drive, or websites on the intranet or the Internet.
Place in This Document – Used to link to a cell or named range of cells in the current workbook either in
the current worksheet or another worksheet.
Create New Document – Used to create a new workbook using the name that you specify in the Name of
new document text box and located in the folder specified under Full path.
E-mail Address – Used to launch the e-mail program (for example, Outlook) installed on the local computer
and create a new e-mail message using the e-mail address and subject line specified in this dialog box.
A mailto URL is a special type of URL used by e-mail systems.
You may also want to change the text displayed in the worksheet for the hyperlink or add a custom ScreenTip.
When you no longer need the hyperlink, you can remove the reference. The text displayed for the hyperlink
remains in the cell.
1 Open the Financial Statement Links workbook and save it as: Financial Statement Links - Student.
5 Click in Text to display and change the contents to: Tolano Adventures.
6 Click OK.
9 Scroll down and select the Income Statement workbook. If necessary, select the student data files folder
in the Look in list.
10 Click in Text to display and change the contents to: Income Statement, then click OK.
12 Scroll down and select the Balance Sheet workbook and click OK.
13 Position the mouse cursor over the hyperlink in cell B5. The cursor changes to a white pointing hand.
Notice that a screen tip will appear with the URL for the Income Statement.xlsx workbook.
The Income Statement workbook is now open on top of the Financial Statement Links workbook.
The color of the hyperlink has changed to indicate that it has been used.
16 Right-click the Income Statement hyperlink in cell B5 and then click Edit Hyperlink.
17 In the Edit Hyperlink dialog box, scroll down and select the Quarterly Income Statement Company
workbook.
You can change the hyperlink text directly on the worksheet without having to launch the Edit Hyperlink
dialog box. However, if you click on the cell containing the hyperlink, the workbook will open. The next
two steps will show you how to work around the problem.
19 Click in cell A7 and then press the RIGHT ARROW key to make cell B7 into the active cell without
activating the hyperlink.
Hint: You can select any nearby cell and then use the cursor keys on the keyboard to select the cell.
20 Press the F2 key to switch to edit mode, change the link text to Balance Sheet workbook and press ENTER.
There are two other ways of selecting a cell without activating the hyperlink, by holding down the CTRL
key while clicking on the cell, or by clicking and holding down the left mouse button on the cell for a few
seconds until the mouse pointer changes from a hand to a white cross. Release the left mouse button
and press the F2 key to go into edit mode.
21 Right-click the Balance Sheet hyperlink in cell B7 and then click Edit Hyperlink.
23 In the Set Hyperlink ScreenTip dialog box, type: This is the link to the Balance Sheet workbook and
click OK.
25 Position the cursor over the hyperlink in cell B7 to view the ScreenTip.
Test the change to the Balance Sheet workbook hyperlink to make sure that it is working properly.
Excel uses the Office Open XML to store its own workbook data. However, most other applications do not
support that format at this time. Fortunately, Excel has built-in tools to import external data easily.
On the Data tab, in the Get External Data group are five icons used for importing external data:
The From Other Sources button shows a drop-down menu for the remaining options for importing data:
From Access – Imports directly from a Microsoft
Access database.
From Web – Imports data that is displayed in specific
locations of a web page.
From Text – Imports data from a file containing
numeric and alphabetic data in text format.
From SQL Server – Imports data from a Microsoft SQL
Server database.
From Analysis Services – Imports data from the
Analysis Services module, a component of Microsoft
SQL Server.
From Windows Azure Marketplace – Imports data from the Windows Azure Marketplace, an Internet-based
virtual store where you can purchase data such as economic statistics. Some of the data may be available for
no cost. You can also purchase Software as a Service applications from Windows Azure.
From OData Data Feed – Imports data from an Internet-based server that supports the Open Data Protocol,
or OData.
From XML Data Import – Imports data from a XML-formatted file. The XML (Extensible Markup Language)
format is rapidly becoming a standard format for exchanging data between different systems. The Office
Open XML and XML formats are not the same even though both use the same format constructs. A program
that is designed to accept XML data files will not be able to read an Excel (Office Open XML) data file.
However, Excel is capable of reading an XML data file.
From Data Connection Wizard – Imports data using a new data connection (such as ODBC) to another
system that has not been previously created.
From Microsoft Query – Imports data using the Microsoft Query module.
Existing Connections – Imports data using an existing data connection that was previously created for this
computer.
When you select the From Text command from the ribbon, the Text Import Wizard guides you through the
import process.
Step 1 of the Text Import Wizard is used to determine the overall structure of the data. The Original data
type section has two options: Delimited and Fixed width. Use the Delimited option if the data is compressed
together with no gaps between the values, and delimiter characters (such as commas and tab characters) are
used to separate each value from the next. Use Fixed width if the values are vertically aligned into columns
(possibly with no gaps between the columns), and blank spaces are used where necessary to align the data
into columns. In this example screen, Excel recommends the Delimited option for this data file being
imported.
“11,543”
This is a single number with the comma as a thousands separator. In this case, the double-quotes are used
as a text qualifier to ensure Excel treats it as a single number.
Text qualifiers are not always required; they are only needed to ensure the Text Import Wizard does not
misinterpret a text string character as a delimiter or vice versa. But by using text qualifiers in your data file,
you can prevent data importing problems.
You can also use other characters as delimiters – you are not limited to only using commas and blank spaces.
For example, the pipe (|) and tilde (~) characters are often good choices as delimiters because they are rarely
used in ordinary written text.
Step 3 of the Text Import Wizard is used to determine the correct type of data used in each column. The
default type is General, in which any value that looks like a number will be converted into a number, values
that look like date values (in one of a few common formats) will be converted into dates. All other data will
be treated as text. You can also force Excel to accept columns as date or text, or to skip the entire column.
This is the data that you will import into an Excel workbook. It contains plain text data, and at first glance
appears to be aligned into proper columns. However, a closer examination shows that the first row does
not align with the rest of the rows. This indicates that a tab character, that is not easily visible in Notepad,
is being used to separate the data into columns.
2 Close NotePad and discard any changes that may have been made to the file.
4 On the Data tab, in the Get External Data group, click From Text.
5 Navigate to the student data files folder and select the Eco Cruises text document file and click Import
in the Import Text File dialog box.
The Text Import Wizard will start automatically at Step 1. The Preview section at the bottom of the
window shows the data in each line pushed together, unlike Notepad (that you used in step 1 above)
which creates gaps between data using the tab character. So you can obviously conclude the data is not
a Fixed width type.
6 Verify the Original data type is Delimited, and Start import at row is 1.
Row 1 contains title descriptions for each column so the My data has headers check box should be
activated.
7 Click the My data has headers check box to turn it on, then click Next.
The Text Import Wizard Step 2 is now displayed. Let’s try different delimiters to see what effects they
have on the data.
8 In the Delimiters section, click the Tab check box to turn it off.
9 Click the Semicolon check box to turn it on, observe the change in the Data preview section if any, then
turn it back off.
10 Repeat step 9 for the Comma and Space check boxes, and observe the change in the Data preview
section, if any.
It appears that Excel had guessed correctly at the very beginning – the tab character is used to separate
(or delimit) the values that belong in each column.
11 Click the Tab check box to turn it back on, and turn off the other check boxes (semicolon, comma, space,
and other) where necessary. Click Next.
The Text Import Wizard Step 3 is now displayed. The data being imported is straight-forward so all
default options can be accepted.
12 Click Finish.
You now have to decide where to place your data – either in the current worksheet or a new worksheet.
If you choose the existing worksheet, you can also choose which cell to use as the top left corner cell of
your data.
13 Click OK.
14 Save the workbook in the student files folder as: Eco Cruises - Student and close it.
The example screen below demonstrates how Windows displays this type of file in File Explorer.
Notice that the icon to the left of the Daring Swimsuits file name is similar to the icons of Excel workbooks,
but it is not the same. Also, the file type is Microsoft Excel Comma Separated Values File.
If you open this file using Notepad, you will see the contents appear similar to the following:
This example file demonstrates that a CSV file is simply a text file with commas used as a delimiter to separate
the values between columns. The numbers have commas inside, so the double-quote character (") is used as
the text qualifier around each number.
Although the Text Import Wizard is not displayed whenever you open a CSV file, Excel does convert the data
in the background.
2 Right-click the file Daring Swimsuits file, click Open with, then click Notepad. Alternatively, start
Notepad first and open the file Daring Swimsuits.CSV.
Notice that this CSV file contains text data (including numbers) with commas used as a delimiter to
separate the values between columns.
3 Close NotePad and discard any changes that may have been made to the file.
Alternatively, you can click File and click Open to display the Open dialog box in Excel, change the file
type to Text Files, select the file, and click Open.
5 Increase the width of column A to display the full text in every row.
7 Click the arrow for Save as type, and click Excel Workbook.
8 Click Save.
The CSV file is now saved as an Excel workbook. If you go into File Explorer, you will see both a Daring
Swimsuit workbook using the workbook icon , as well as a Daring Swimsuit CSV text file using the
CSV icon . If both files are kept together in the same folder, you should closely examine the icon and
the file type description.
Note that CSV files only contain text data. This means that when saving a workbook using the CSV format,
Excel will discard anything that is not pure data. Therefore your CSV workbook should not use Excel features
such as formulas, cell formatting, charts, and multiple worksheets. Excel will display the following question
as a reminder:
3 Click the arrow for Save as type, select CSV (Comma delimited), then click Save.
4 Click Yes.
6 Change the document type from Text Documents (*.txt) to All Files.
7 Navigate to the student data files folder and select the Flights Export CSV file and click Open.
9 Go back to Excel. Close the Flights Export workbook and discard any changes.
10 Navigate to the student data files folder and double-click the Flights Export CSV file to open it using
Excel.
Notice that all of the cell formatting that was in the original workbook have been removed, and only the
text data remains.
This metadata – also known as document properties – is useful for sorting, organizing, and finding
workbooks, especially when you have a large number of them.
File Explorer displays the file-related metadata in the Details tab of the Properties dialog box.
From within Excel, you can also access this same metadata, plus additional metadata that are specific to the
Microsoft Office suite. This metadata can be displayed and set in the Advanced Properties window.
1 In File Explorer, navigate to the folder where your data files are stored.
3 Click the Details tab, then scroll down the window to view its contents.
Notice that you can click the Remove Properties and Personal Information link at the bottom of the
window.
5 Open the Financial Statement Properties workbook and save it as: Financial Statement Properties -
Student.
6 Click the File button, click Info, and then click Properties, and click Advanced Properties.
Notice that some of the property values that you had just entered now appears in this Info screen. They
will also appear externally in File Explorer.
11 In File Explorer, navigate to the student data files folder, then right-click the Financial Statement
Properties - Student file, and click Properties.
Notice that this window now displays the new property values you had entered in the Excel workbook.
The Document Inspector is designed to look for certain types of data stored in workbooks and report them
to you. Some of these items include:
• Comments, revision marks, document versions, or annotations containing names of people who have
made changes or made notations in the workbook.
• Workbook metadata that may include information about the originator.
• Information in any headers or footers, including watermarks.
• Hidden data rows, columns, and worksheets.
• Custom XML data that is not visible in the document.
The report is often useful to help users find hidden or private information in the workbook that they intend
to share or publish for other people to use. By knowing that these types of data exist in a workbook, you can
make a decision on whether it is appropriate to leave this data in or remove it.
2 Click File, and in the Info screen, click Check for Issues, then click Inspect Document.
This graphic shows the items in your workbook that Document Inspector reports. You can then choose
which items to keep or remove.
This dialog box shows items that the Document Inspector identified which you may choose not to share
if you intend to distribute this document to others. Document Inspector provides the option to remove
the items automatically, so that you do not have to remove them manually.
4 Scroll down the Document Inspector window to look for all sections that show the exclamation mark
icon that need your attention.
5 Scroll back up to the top of the Document Inspector window and click Remove All in the Document
Properties and Personal Information section.
The Document Properties and Personal Information section now shows a check mark to show that the
issues have been resolved. You can do a re-inspection to check again.
7 Scroll down the Document Inspector window to look for any sections that show the exclamation mark
icon.
Notice that in the Summary tab, the Author, Title, Subject, Keywords, Category, and Status fields are now
blank.
The Accessibility Checker pane will display a report suggesting improvements that can be made.
1 Open the Tour Prices Accessibility workbook and save it as: Tour Prices Accessibility - Student.
The Accessibility Checker pane lists a number of problems that need to be addressed, and some warnings
that also should be corrected.
Correct the first error by adding a description for the image named Picture 3.
5 Click the ice climber picture in the cell range J10:K14. The Name Box shows the object name Picture 3.
6 Right-click on the ice climber picture, then click Size and Properties.
Now correct the second error by adding a description for the image named Picture 19.
9 Click on the oval shape in cell B9. The Name Box shows the object name Oval 2. Click in the Title text
box in the Format Shape pane, and type: Oval shape that highlights Antarctica travel item.
10 Click on the arrow line shape connected to the oval shape, then click in the Title text box in the Format
Shape pane, and type: Arrowed line to Antarctica travel item.
11 Click in cell B3, the on the Home tab, in the Alignment group, click Merge & Center to turn it off.
12 Double-click the Sheet1 tab name for the worksheet, and replace it with: Tour Prices.
14 Click File in the Ribbon, click Check for Issues, then click Check Accessibility.
Lesson Summary
Now that you have completed this lesson, you should be able to:
customize the Quick Access Toolbar import and export data between other programs
find data in the worksheet change workbook document properties
replace data in the worksheet with different data use the document inspector tool
create, modify, and delete hyperlinks use the accessibility checker tool
Review Questions
1. You can add any Excel command to the Quick Access Toolbar including those that are not currently in
the Ribbon.
a. True b. False
2. You can remove the Save, Undo, and Redo buttons from the Quick Access Toolbar.
a. True b. False
3. You can search a worksheet for every occurrence of a value (text label or number), function name, or cell
reference.
a. True b. False
4. Lydia created a worksheet and wants to change the column title Cost to Expenses. Examine the following
figure, then select the statement(s) that is/are true.
a. Lydia can use either the Replace or Replace All commands, because in either case, only one
replacement will be made.
b. Lydia should use the Replace All command because it would be more efficient.
c. Lydia should use the Replace command to ensure Excel does not make undesired replacements.
9. The workbook properties includes the date and time when the workbook was last modified and saved.
a. True b. False
10. The Document Inspector will not identify which of the following for corrective action:
a. Hidden rows, columns, or worksheets.
b. Custom XML data, even any that is hidden.
c. Misspelled names of people.
d. The name of the person who created the workbook.
e. Names of people who entered comments or other annotations anywhere in the workbook.
11. The Accessibility Checker Tool will not identify which of the following for corrective action:
a. Worksheets that still have their default names instead of customized ones.
b. Worksheet cells that do not have volume controls to assist people who are hearing impaired.
c. Picture images that do not have a description.
d. Shapes that do not have a description.
Microsoft ®
Excel 2016
Core Certification Guide
Appendices
Appendix A
Courseware Mapping
Appendix B
Glossary of Terms
Appendix C
Index
AutoFit – A feature that will automatically adjust the width of a Cut – The editing process of transferring selected cells to the
Clipboard so that you can move them from one location and
column or the height of a row so that the cells are just wide or
high enough to display the values in all of those cells. place them into another.
Data Table – A table that displays one or two input variables
AutoFilter – See Filter.
and the result of a calculation using the input variables.
AutoFormat – A feature that enables you to apply many
different formatting characteristics with a single command by Database – Used for compiling and sorting (typically large) lists
choosing from a selection of format templates; see Cell Styles of data.
also. Document Inspector – A tool to assist in removing any
AutoSum – A tool that will quickly insert a SUM function into personal or hidden information you don’t want others to see
the current cell, and determine the appropriate cell range to be when they open this file.
used. Error Checking – An auditing tool to assist in checking any
errors that may exist in the formulas. Any errors are marked with
Backstage – Introduced in the Microsoft Office 2010 suite,
replacing the Office button. The Office Backstage is a single view a dark green triangle in the upper left corner of a cell.
that allows you to manage the workbook, including printing, Excel Services – A component of Microsoft SharePoint that is
opening and saving in different formats, and changing the used to publish Excel data to others, whether they have Excel
metadata. installed on their computer or not. It is used in business
Bold – Dark or highlighted text. intelligence applications to help users analyze business data.
Borders – The feature that enables you to add lines or Extensible Markup Language – A set of rules developed by
the World Wide Web Consortium to facilitate data to be
surrounding borders to the selected cells in the worksheet.
transferred from one computer system to another over the
Built-in Functions – Pre-programmed formulas to do specific Internet.
calculations. You can either type these functions in or use the
Filter – A feature that will suppress the display of data that do
Insert Function wizard to assist.
not meet the filter criteria.
Cell Styles – A feature that enables you to apply many different
formatting characteristics to one or more cells with a single Fixed width text file – The format of the data exported from a
program such as Excel. All data in the same column have the
command by choosing from a selection of format templates;
same length, usually the defined width of the column. Cells that
see AutoFormat also.
have less data than the defined width will have extra blank
Center – To place text in the center of a cell. spaces added at the right side of the cell. See also Comma
Chart Wizard – The automatic feature that Excel provides to delimited text file.
help you create a chart in a step-by-step process. Font – A specific typeface and point size.
Chart – A pictorial representation of the data you enter in a Footer – Text that repeats at the bottom of every page and may
worksheet. include automatic page numbers.
Circular References – A type of error that occurs when one or Format – Instructions to Excel as to how it should display and
more cells refer to each other directly or indirectly. number styles, fonts, colors, etc.
Clear – Removes information (and/or formatting and Formula Bar – A field on the screen that displays the formula
comments) from selected cells and leaves the cells blank. in the active cell. It can also be used to make entries into the
Column – A vertical arrangement for text or numbers, separated worksheet.
from other columns by a grid line and denoted with alpha Formula – Used in a cell to calculate new result values to be
letters per column. Excel has a maximum of 256 columns, displayed. Composed of values, cell references, arithmetic
denoted from A to IV. operators and special functions. These results may be used in
other formulas located in other cells.
Function – A feature designed by Excel that enables you to Quick Access Toolbar – A toolbar that is displayed in the upper
perform quickly a calculation or formula using a specialized left part of the Excel window. It is customizable to give you ready
function. access to commands that you want to use frequently without
Graphics – Illustrations that can be inserted into a worksheet having to select a tab in the Ribbon.
such as pictures, clip art, charts, text boxes, shapes, etc. Range of cells – A contiguous block of cells with one or more
Header – Text that repeats at the top of every page and may rows and one or more columns of cells.
include automatic page numbers. Ribbon – The collection of commands grouped under different
HTML – Acronym for Hyper Text Markup Language. It is the tabs across the top of the Excel screen. Each tab is aimed at a
underlying language for the set of instructions used by web type of activity, such as page layout or inserting items into a
worksheet. Some tabs are only shown when appropriate.
browsers to display information on a web page.
Hyperlink – A link to another document. It is usually stored in Series – Each set of data used in a graphical chart.
the form of a Uniform Resource Locator (URL), which is the Shared Workbook – A feature in Excel which enables more
unique address to find this document; e.g. on the Internet, the than one user to update a workbook at the same time. If the
intranet, folder on local or network hard drive, location in same cell(s) are updated by different people, Excel will display
current document or workbook. the conflicts and allow one of the values to remain.
Insert Function – The feature that Excel provides to help you SharePoint – A Microsoft software product that allows multiple
select the desired function to perform calculations. users (usually within an organization) to collaborate by sharing
Insert – An editing function that enables you to add text documents, files, and workbooks. This concept is that end
products are better through team work.
between other text, including entire columns or rows.
Solver – A tool designed to reach a solution, by changing a
Insert Worksheet Tab – The tab at the end of the worksheet
tabs on the lower left corner of a workbook to assist in number of variables.
inserting/creating a new worksheet at the current location. Style – A combination of formatting features you can save and
Justification – The formatting function that determines how apply as a set.
Excel will align the data within a cell or cells. Table Styles – A feature that enables you to apply many
different formatting characteristics to a table with a single
Legend – A box on a chart that explains the meaning of each
command by choosing from a selection of format templates;
line in a line chart, or bar in a bar chart.
see AutoFormat also.
Linking – The process of referencing cells or worksheets in one
file to another, so that changes made on one file will Template – A pre-designed workbook that may already contain
data, formulas, and other objects, thereby saving you time and
automatically change in the linked file.
effort in entering these items.
Macro – A feature that “records” keystrokes for future use.
Macros save time in operations where the same series of Tracing Errors – An audit tool that draws arrows to help you
find or trace formula errors in cells that are precedents or
commands is repeated.
dependents of the current cell.
Margin – The white space or area from the edge of the paper
Tracking Changes – A process that displays all changes made
to the text.
to the worksheet, including editing actions and formatting
Name Box – This box displays the cell address of the active cell. changes.
It is located on the left below the toolbar.
Trendline – A common method of analyzing data using charts
Named Range – A range of cells that has been assigned a or graphs based on the data in a worksheet.
name.
What-if analysis – The ability to pursue an almost endless cycle
Office Open XML – A set of rules developed by Microsoft that of trial-and-error use of base numbers in formulas and
defines how spreadsheet, chart, presentation, and word therefore be able to make important decisions quickly.
processing data is stored in files.
Workbook properties – A group of data that is used to help
OneDrive – A file storage and sharing service that can be users sort, organize and find workbooks. This data is stored
accessed from a web browser or mobile device. All Windows internally and can be displayed in Windows using the File
users are given 5 GB of free personal storage. Explorer.
Page Break – The division between two pages. X-axis – The horizontal edge of a chart, marking the scale used
Page Setup – The feature that determines how Excel will display there.
and/or print the worksheet — e.g., margins, headers/footers, XML – See Extensible Markup Language.
gridlines, etc.
Y-axis – The vertical edge of a chart, marking the scale used
Paste – The editing function of placing cut or copied data into there.
a new location.
Appendix C: Index
A Chart D
Chart design, 185
Absolute cell reference, 88 Chart location, 185 Data
Accessibility checker tool, 271 Chart types, 177 Clipboard, 34
Adding color to the worksheet tabs, 59 Creating, 172 Comma Separated Values, 265
Adding new data to a chart, 189 Moving charts, 175 Comma Separated Values (CSV), 263
Adjusting columns or rows, 45 Pie charts, 184 Copying and moving, 34
Adjusting the row height, 46 Printing charts, 194 Dates and times, 14
Changing the column widths, 45 Quick Analysis Tool, 196 Entering, 11
Using AutoFit, 46 Resizing charts, 175 Extensible Markup Language (XML),
Aligning cells, 103 Sparklines, 191 259
Arranging worksheet windows, 137 Chart design changes, 185 Microsoft Access, 258
aspect ratio, 211 Chart location, 185 Microsoft Query, 259
AutoComplete, 12 Chart types, 177 Moving around the worksheet, 15
AutoFill, 11, 49 Charts Numbers, 13
AutoFill options, 11 Adding new data, 189 ODBC, 259
AutoFilter, 235 Clearing cell contents and formatting, Office Open XML, 258
AutoFit, 46 117 Open Data Protocol, 259
Automatic subtotals, 240 Clip Art SQL Server, 258
AVERAGE, 77 Formatting using Image Editor, 207 Text, 12, 258, 261
Clipboard, 34 Types of, 11
B Close Button, 3 Windows Azure, 259
Closing a workbook, 24 Database
Backstage, 16 Subtotal function, 80
Colors and patterns, 112
Closing workbooks, 24 Dates and times, 14
Column headings, 4
Compatibility, 25 Defining Named Ranges, 217
column titles, 12
Creating new workbooks, 18 Deleting hyperlinks, 255
Columns
Opening workbooks, 22 Deleting Named Ranges, 221
Adjusting width, 45
Saving workbooks, 16 Deleting shapes, 201
AutoFit, 46
Basic terminology, 5 Deleting worksheets, 55
Deleting, 42
Borders, 109 Displaying formulas, 92
Inserting, 41
Document Inspector, 268
C Comma Separated Values (CSV)
Exporting, 264 Documents
Cell address, 65, 74 Importing, 263 Compatibility Mode, 25
Absolute & relative cell reference, 68 Compatibility Mode, 25 Drag and drop cells, 39
Cell range, 65, 74 Conditional formatting, 127 Duplicate rows, removing, 238
Cell reference, 65 Rules Manager, 131
Cells Using the Ribbon, 127 E
Alignment, 103 Conditional summary functions, 84
Electronic spreadsheet
Borders, 109 Copying and moving
What is Excel, 2
Clearing contents and formats, 117 Paste special, 37
Entering data, 11
Colors and patterns, 112 Copying and moving data, 34
Error Message
Deleting, 42 Cutting, copying and pasting data,
#DIV/0!, 90
Editing, 32 34
Exporting data, 264
Font sizes, 106 Using the mouse, 39
Extensible Markup Language (XML),
Fonts, 106 Copying data
259
Formatting, 95 AutoFill, 49
Indenting, 103
Inserting, 42
Flash Fill, 49
Copying worksheets, 56
F
Insufficient column width, 45, 97 COUNT, 77 Files
Merging, 104 COUNTA, 77 Closing, 24
Redoing changes, 32 COUNTBLANK, 77 Compatibility Mode, 25
Selecting, 27 Creating Named Ranges, 217 Creating new, 18
Splitting merged cells, 104 Creating new worksheet windows, 137 Opening, 22
Undoing changes, 32 Custom number format, 100 Saving, 16
Unmerging, 104 Customizing Excel Switching, 21
Wrapping text, 104 Quick Access Toolbar, 249 Filtering, 235
Changing zoom level, 144 Cutting data, 34 AutoFilter, 235
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