Table of Contents Excel Window Properties ....................................................................................................................................... 2 The Ribbon ............................................................................................................................................................ 3
Default Tabs ....................................................................................................................................................... 3 Contextual Tabs ................................................................................................................................................. 3 Minimizing and Restoring the Ribbon ................................................................................................................. 4 Customizing the Ribbon ..................................................................................................................................... 4
A New Graphic Interface ........................................................................................................................................ 6 Live Preview ....................................................................................................................................................... 6 The Mini Toolbar ................................................................................................................................................ 6 Galleries ............................................................................................................................................................. 7 Dialog Box Launchers ......................................................................................................................................... 7
The Backstage View ............................................................................................................................................... 8 The Info Option .................................................................................................................................................. 8 The Recent Option ............................................................................................................................................. 8 The Print Option................................................................................................................................................. 9 The Save & Send Option ..................................................................................................................................... 9 Returning to your Workbook from the Backstage View ...................................................................................... 9 Quick Access to Backstage View Commands ....................................................................................................... 9
Customizing the Quick Access Toolbar ..................................................................................................................10 Excel Options - Changing Program Settings and Preferences .................................................................................11 How to Access Microsoft Excel’s Help Feature.......................................................................................................15 Creating a New Workbook ....................................................................................................................................16 Creating New Worksheets .....................................................................................................................................16
Renaming a Worksheet .....................................................................................................................................17 Adding Color to a Worksheet Tab ......................................................................................................................17 Deleting a Worksheet ........................................................................................................................................17
Browsing For Files .................................................................................................................................................18 Selecting Cells .......................................................................................................................................................19 Working With Data ...............................................................................................................................................19
Entering Data ....................................................................................................................................................19 Editing and Deleting Data ..................................................................................................................................20 Cutting & Copying Data .....................................................................................................................................20
Basic Sorting .........................................................................................................................................................22 Basic Mathematical Operations.............................................................................................................................23 The AutoSum Feature ...........................................................................................................................................24
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Excel Window Properties The Microsoft Excel window has many of the same attributes as other windows in the Microsoft Office Suite. The table below lists some of Excel’s features and provides a brief description of each one.
Attribute Description
The Ribbon A device that presents Excel’s commands organized into a set of tabs. The Ribbon has replaced the traditional menus and toolbars.
The Formula Bar Located immediately underneath the Ribbon, it displays the constant value or formula used in an active cell.
The Name Box The box at the left end of the Formula bar that identifies the selected cell, chart item or drawing object.
Column Headings The lettered gray areas at the top of each column.
Row Headings The numbered gray areas to the left of each row.
The Sheet Tabs The tabs at the bottom of a workbook window that display the name of the various worksheets.
The Ribbon
The Formula Bar
The Name Box
The Sheet Tabs
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The Ribbon The Ribbon replaces the traditional menu bars, toolbars, and some task panes. It is made up of a series of tabs that contain commands and icons that are organized into groups.
Default Tabs There are eight default tabs on the Ribbon. Each tab displays commands (icons) arranged in groups that are relevant to that particular module. For example, the Home tab provides access to the Excel’s most basic commands, such as cutting, copying, pasting and formatting.
Use the Insert tab to insert objects into an Excel spreadsheet, such as pictures, charts and sparklines.
Use the Page Layout tab to determine how your spreadsheet will appear when it is printed. You can set page margins, orientation and page size from this tab.
Use the Formulas tab to insert formulas (or functions) into your spreadsheet.
Use the Data tab for filtering, subtotaling, sorting and importing data from other applications into Excel.
Use the Review tab to insert comments and protect your worksheet. Please be advised that if you forget the password that you used to protect your worksheet, you will never be able to open it again.
Use the View tab to determine how your spreadsheet will appear on the screen. You can access the Zoom and the Freeze Panes features from this tab.
The File tab is new to Excel 2010, taking the place of the Office button. It displays the Backstage View of Excel 2010. It also provides access to the commands that allow you to do things to your spreadsheet, such as saving, printing, and emailing it. Your recent “documents” are listed under the File tab.
Contextual Tabs Some tabs are contextual, which means that they are only visible when you are working with particular objects. Contextual tabs only appear when the particular objects are active (you are working on them and they are selected) and are usually displayed on the right-hand side of the Ribbon. In the example below, a chart has been added to a worksheet. So, the three Chart Tools tabs, Design, Layout and Format, which are contextual, have appeared. They will disappear once the chart is deselected or deleted.
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Minimizing and Restoring the Ribbon If you want more space on the screen, you can minimize the Ribbon. To do so, double-click on any tab. Once you have minimized the ribbon, you will just see the tab names.
To use the Ribbon while it is minimized, click on the tab you want to use. All of that tab’s groups will appear, so that you can select the command that you want to use. After selecting the command, the Ribbon will return to its minimized state. To restore the Ribbon to its full size, double-click on any tab. Double-clicking on tabs serves as a toggle for minimizing and maximizing the ribbon. Note: The File tab will always appear in a forest green color, even though it is not selected.
Customizing the Ribbon You can customize the Ribbon in Excel 2010, by adding new tabs, groups, and icons to it.
1. Click on File tab. 2. Click on the word Options that appears in the submenu. 3. The Excel Options window will open. 4. Click on the Customize Ribbon option, located on the left-hand side of the window. 5. The Excel Options-Customize the Ribbon window will appear.
6. All available commands are displayed in the Choose Commands From section, located on the left-hand side of the Customize the Ribbon window. All tabs and commands currently displayed in the Ribbon are visible in the Customize the Ribbon section, which is located on the right-hand side of the Customize the Ribbon window. You can expand each tab to see the groups and commands within.
7. To view all available commands, click on the downward pointing arrow to the right of the Choose Commands From section and choose the option All Commands. Use the scroll bar the browse through the commands, which are listed in alphabetical order.
A new group, with commands, on the Home tab
The New Group and Rename buttons
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8. When you find a command that you want to add to the Ribbon, you must first add a new group or a new tab to the Ribbon.
9. To add a new group to the Ribbon… a. Expand the tab where you want to new group to appear and click on the New Group button, located
under the Customize the Ribbon section. b. A New Group (Custom) option will appear at the end of the tab’s group list. Making sure that the new
group is still selected, click on the Rename button to give it a new name. c. Making sure that the new group is still selected, click once on the desired command in the Choose
Commands From section and then click on the Add button. The command will be displayed in your new group. You can add as many commands as you want.
d. To remove a command from your group, select the command in the Customize the Ribbon section and click on the Remove button.
e. You can re-arrange the order of your commands in your group by using the Up and Down arrows to the right of the Customize the Ribbon section.
f. When you have finished adding and arranging your commands, click on the OK button. Your new group will appear at the far right-hand side of the selected tab.
g. You can delete your new group by selecting it and clicking on the Remove button. 10. To add a new tab to the Ribbon…
a. Click on the New Tab button. b. A New Tab (Custom) option and a New Group (Custom) option will appear within the tab list. Select your
new tab and click on the Rename button to give it a new name. (You can also rename the new group within it.)
c. To add commands to your new tab, select its group, click once on the desired command in the Choose Commands From section and then click on the Add button.
d. You can re-arrange the order of your commands, groups and tabs by using the Up and Down arrows to the right of the Customize the Ribbon section.
e. When you have finished adding and arranging your commands, click on the OK button. Your new tab will appear in the Ribbon.
f. You can delete your new tab by selecting it and clicking on the Remove button. g. If you want to reset the Ribbon to its default, click on the Reset button. You can reset a particular tab or
the entire Ribbon.
Note: You cannot add commands to default tabs nor can you remove them. Commands can only be added to new groups or new tabs.
A new tab, with a new group and some commands
The New Tab and Rename buttons
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A New Graphic Interface
Live Preview The Live Preview feature lets you see how formatting options will look before you apply them. 1. Open your spreadsheet. 2. Go to the Home tab. 3. Select the data that you want to format. 4. Click on the downward pointing arrow to the right of a font or color formatting icon. 5. A formatting menu will appear. 6. Move your cursor over the different formatting options without clicking on any of them. 7. As your cursor moves across the options, the selected data will change its formatting accordingly.
8. To apply the previewed formatting, click on that formatting option. 9. To cancel live preview without applying any changes, press the ESC key on your keyboard. Note: In Excel, the Live Preview feature works for font and fill formatting.
The Mini Toolbar The Mini Toolbar is a floating formatting toolbar that automatically appears when you right-click on a cell containing data. It will disappear when you click in another cell.
A Live Preview of a blue background.
The Mini Toolbar
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Galleries Galleries are sets of thumbnail graphics that represent various formatting options. Galleries are displayed by clicking on icons located within the Ribbon. Once displayed, users can simply "pick and click" from a gallery to achieve the desired formatting effect.
Dialog Box Launchers Dialog boxes still exist in Office 2010. You access them from the Ribbon. As noted above, each tab contains separate groups of commands. Some of these groups have Dialog Box Launcher icons, located in their lower right-hand corner. In the example below, clicking on the Number group’s dialog box launcher will display the Format Cells: Number dialog.
Note: Not every group on every tab will offer a dialog box, but those that do will have a Dialog Box Launcher icon.
A Dialog Box Launcher icon
The Column Chart Gallery
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The Backstage View The Backstage View is new to Microsoft Office 2010. It replaces the Office Button in Office 2007 and the File menu in previous versions of Excel. You access the Backstage View by clicking on the File tab. As mentioned on Page 3, the Backstage View provides access to the commands that allow you to do things to your workbook, such as saving, opening, closing, printing, and emailing it.
The Info Option The Info option window, displayed below, displays the open spreadsheet’s properties on the far right-hand side of the window. From this window you can also set permissions, delete metadata and view various versions of your spreadsheet, if you have enabled the AutoRecovery option.
The Recent Option The Recent option displays your recent workbooks and your recent places. You can customize both menus by right-clicking the file or location you want to keep or remove. Select the option Pin to list to keep a workbook or location within the list; select the option Remove from List to remove workbook or location from the list; and select the option Clear Unpinned Workbooks (Places) to remove all unpinned workbooks or locations from the list. If you want a list of recent workbooks to appear in the Backstage file navigation bar, click on the Recent option and enable the Quickly Access This Number Of Recent Workbooks field, located in the lower left-hand corner of the window. Choose how many workbooks you want to display. Those files will appear above Info option in the navigation bar. Removing the checkmark from the Quickly Access This Number Of Recent Workbooks field removes the list from the Backstage file navigation bar.
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The Print Option You preview and print your spreadsheets through the Print option window, displayed below. This Print window is divided into three sections.
1. On the right is your print preview pane. 2. The upper left section, entitled Print, lets you select the number of copies you want to print. 3. The Printer section, below the Print section, lets you select a printer and set printer properties.
The Save & Send Option You save or email your workbook through the Save & Send option. There is an option to save your workbook as a PDF file within this window.
Returning to your Workbook from the Backstage View To return to your workbook from the Backstage View, click the Home tab or press the ESC key on your keyboard.
Quick Access to Backstage View Commands Please note that many of the commands found in the Backstage View can be attached to your Quick Access Toolbar for quicker access.
1. The Print Preview Pane
2. The Print section
3. The Printer section
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Customizing the Quick Access Toolbar The Quick Access Toolbar is located immediately above the Ribbon, in the upper left-hand corner of the screen. You can add icons to the Quick Access Toolbar, the benefit of which is that they will be constantly visible, no matter which Ribbon tab you are using. 1. Click on the small downward arrow located to the immediate right of the Quick Access Toolbar. 2. The Customize Quick Access Toolbar menu will appear.
3. Click on one of the commands listed to have the icon appear your Quick Access Toolbar. 4. You can also click on the More Commands option. 5. The Excel Options - Customize the Quick Access Toolbar window will open.
6. To view all available commands, click on the downward pointing arrow to the right of the Choose Commands From section and choose the option All Commands. Use the scroll bar the browse through the commands, which are listed in alphabetical order.
7. Select the command you want from the Choose Commands From section and click on the Add button. 8. The command will be displayed in the Customize Quick Access Toolbar section, located on the right-hand side
of the window. You can add as many commands as you want. 9. You can re-arrange the order of your commands by using the Up and Down arrows to the right of the
Customize Quick Access Toolbar section. 10. Click on the OK button and the new icons will display in the Quick Access Toolbar. 11. If you want to reset the Quick Access Toolbar to its default, click on the Reset button, located within the Excel
Options - Customize the Quick Access Toolbar window. Note: The Quick Access Toolbar can appear above or below the Ribbon by clicking on the Show Below (Above) the Ribbon command located at the bottom of the Customize Quick Access Toolbar menu.
The More Commands option
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Excel Options - Changing Program Settings and Preferences You can select program settings and preferences through the Excel Options dialog, accessible through the File tab. When you open the Excel Options dialog, there will be ten categories on the left.
The General Category The General category dialog, displayed below, let’s you enable or disable the Mini Toolbar and/or the Live Preview feature, change your color scheme, set your default font, determine how many worksheets each workbook will contain by default, and change your user name.
The Formulas Category The Formulas category lets you control how calculations and their errors are handled.
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The Proofing Category The Proofing category provides access to the AutoCorrect options and spelling and grammar control.
The Save Category The Save category is where you can determine how frequently Microsoft Excel auto-saves your workbooks and in what format. You also set your Auto-Recover file location and your default file location from within this window. (The auto-saved copies of your current workbook are visible through the Info option of the Backstage View).
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The Language Category The Language category lets you determine your language preference, including the setting your default language. You can add multiple languages for editing purposes; and change the language of your tabs, icons, buttons and Help feature.
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The Advanced Category The Advanced category lets you determine a myriad of options, some of the most important being the recent number of workbooks you see when clicking on the Microsoft Office button, displaying scroll bars, and editing custom lists.
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The Customize Ribbon Category As described on Page 4, the Customize Ribbon category lets you customize the Ribbon by adding tabs, groups, and icons. Note that you can import and export customized Ribbons.
The Quick Access Toolbar Category As described on Page 10, the Quick Access Toolbar category lets you customize the Quick Access Toolbar by adding icons. Note that you can import and export customized Quick Access Toolbars.
The Add-Ins Category The Add-Ins category lets you view and manage those software programs that can be installed with Microsoft Excel to enhance the application’s functionality. Most of these add-ins ship with Office 2010.
The Trust Center Category The Trust Center category helps to protect your workbooks. It provides links to various Microsoft websites, and allows you to control macro settings through the Trust Center Settings button.
How to Access Microsoft Excel’s Help Feature The easiest way to access Excel’s Help feature is by pressing the F1 key on your keyboard. You can also click on the File tab and choose the Help option. And, you can also click on the Help icon (which looks like a small blue question mark) located below the Close icon in the upper right-hand corner of the window.
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Creating a New Workbook When you open Microsoft Excel, the application automatically displays a new workbook for you. Microsoft Excel – Book 1 will be displayed in the title bar to indicate this. 1. To create another new workbook, click on the Microsoft Office Button and then click on the New option. 2. The New dialog will open.
3. Double-click on the Blank Workbook icon. 4. A new workbook will open. Note: A much quicker way to insert a new workbook is to add the New icon to the Quick Access Toolbar. You just have to click on that icon once for a new workbook to open.
Creating New Worksheets By default, each workbook contains three worksheets. Three tabs displaying Sheet 1, Sheet 2, and Sheet 3 will be displayed at the bottom of the workbook to indicate the separate sheets. To add a new worksheet, click on the Insert Worksheet icon, located to the right of the worksheet tabs.
When you add a worksheet, it appears to the immediate left of the Insert Worksheet icon.
To change the location of a newly added worksheet, select it and drag the worksheet to its new location.
The Insert Worksheet icon
The newly added worksheet
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Renaming a Worksheet 1. Right-click on the worksheet tab that you want to rename. 2. A submenu will appear. 3. Choose the option Rename. 4. The worksheet tab’s existing text will be selected. 5. Type the worksheet’s new name. (Typing replaces selection.)
Adding Color to a Worksheet Tab 1. Right-click on the worksheet tab to which you want to add color. 2. A submenu will appear. 3. Choose the option Tab Color. 4. A color dialog will appear.
5. Click on the desired color. 6. The color will be applied.
Note 1: The active worksheet tab appears much lighter, with only a faint background of color showing. Note 2: To remove the tab color, select the No Color option from the color dialog.
Deleting a Worksheet 1. Right-click on the tab of the worksheet that you want to delete. 2. A submenu will appear. 3. Choose the option Delete. 4. The worksheet will be deleted immediately.
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Browsing For Files The browse window interface in Windows 7 and Microsoft Office 2010 is arranged differently from that of previous versions. The navigation pane is on the left-hand side and the area displaying your files and folders is on the right-hand side. The My Documents folder has been renamed Documents and can be found under the Libraries option. The Desktop option is now found under the Favorites options. Computer and network drives are available under the Computer option. You can map additional network drives by clicking on the Tools icon, located to the immediate left of the Open button.
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Selecting Cells In order to add anything to your workbook, you need to select cells. Selected cells have a dark line around them. There are many ways to select cells. The table below lists some of them.
Action Selection
Click on a cell Selects that cell
Click on a Column Heading Selects that entire column
Click on a Row Heading Selects that entire row
Shift-click Selects the cells between the original mouse click and where you placed the cursor after holding down the Shift key
Drag Selects the cells between the original mouse click and where you let go after dragging the cursor
Click on the Select All button Selects all of the cells within a worksheet
Working With Data
Entering Data 1. Select the cell in which you want to enter your data. 2. Start typing your data. 3. Notice that your data appears in the Formula bar as you type.
4. When you have finished entering the data, press the Enter key, the Tab key, one of the Arrow keys or click on the Enter Formula icon (the checkmark in the Formula bar).
5. The data displayed in the Formula bar will be entered into the selected cell on your worksheet. Note 1: You must press the Enter, Tab or an Arrow key or click on the Enter Formula icon to validate your data entry. Otherwise, Excel will not recognize the data that you are trying to enter in a cell. Note 2: By default, text is always left-aligned and numbers are always right-aligned. Note 3: Excel should automatically increase the width of the cell to accommodate your data. However, you can always increase the width of the column manually by dragging the boundary on the right side of the column heading.
Data within the formula bar
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Editing and Deleting Data If you click on a cell that contains data and start typing, the original data will be deleted and what you are typing will take its place. This is Window’s Typing Replaces Selection feature. When making edits to single words and numbers, this is often the easiest method. There are two ways to edit data in a cell without deleting it. 1. You can double-click in the cell that contains your data and move your cursor to where you want to make the
change. -or-
2. You can edit in the formula bar. a. Click once in the cell that contains the data you want to edit. b. The cell contents will appear in the formula bar. c. Place your cursor where you want to make the change within the formula bar. d. Make your changes.
To delete data, simply select the cell that contains the data you want to delete and press the Delete key on your keyboard.
Cutting & Copying Data
Cutting Data 1. Select the cells that contain the information you want to move. 2. Press the Ctrl and the X keys on your keyboard at the same time. 3. Animated lines will surround the cell(s) containing the data. 4. Move the cursor to the desired new location and click once. 5. Press the Ctrl and the V keys on your keyboard at the same time. 6. Your data will reappear at the new location.
Copying Data 1. Select the cells that contain the information you want to copy. 2. Press the Ctrl and the C keys on your keyboard at the same time. 3. Animated lines will surround the cell(s) containing the data. 4. Move the cursor to the desired new location and click once. 5. Press the Ctrl and the V keys on your keyboard at the same time. 6. Your data will reappear at the new location. 7. The animated lines will still surround the original cell(s). 8. Press once on the Esc key on your keyboard to make the animated lines disappear. Note: You can copy the selected data over and over again, until you press the Esc key on your keyboard to make the animated lines disappear.
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Basic Formatting After selecting cells, you can format them using the icons available on the Home tab. Those icons allow you to change the cell’s font type, size, color, and add bold, italicized or underlined formatting. You can also determine how you would like your numbers to appear, i.e., with dollar signs, as percents, with commas, or with decimal points.
To format cells follow the instructions below. 1. Select the cells you would like to format. 2. The selected cell(s) will appear within a dark frame.
3. Use the appropriate icons on the Home tab to format the cells. Note: You MUST select your cells before you can format them. Otherwise, the formatting commands will not work. Some commonly used formatting icons are listed below.
Click on the Accounting Number Format icon to apply dollar signs to selected cells.
Click on the Percent Style icon to apply percentage signs to selected cells.
Click on the Comma Style icon to apply commas to selected cells.
Click on the Increase Decimal or Decrease Decimal icon to add or remove decimal points.
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AutoFitting Normally, Excel automatically adjusts the width of a column to fit the column’s widest entry. However, every once and a while, when a cell contains a number that is wider than it is, Excel will display a series of pound signs (####) instead of the number. This indicates that the column is too narrow. You can easily readjust the width of the column to fit the cell value using the Autofit function. 1. Move the mouse to the right side of the cell’s column header (the gray area that lists the column letters). For
example, if the cell’s address is B4, then move the mouse to the column header between column B and C. 2. The cursor will become a double-headed arrow.
3. With the double-headed arrow between the two column headers, double-click. 4. The column to the left of the double-headed arrow will automatically increase in width to accommodate the
longest cell value in that column.
Basic Sorting You can sort columns of data alphabetically or numerically, either in ascending or descending order, with a click of the mouse. To do so, follow the instructions below. 1. Enter your data in a column. 2. Select the cells containing the data to be sorted.
3. Go to the Home tab. 4. Click on the Sort and Filter icon. 5. Click on the Sort A to Z option for sorting in ascending alphabetical or numerical order. 6. Click on the Sort Z to A option for sorting in descending alphabetical or numerical order. 7. The data will be sorted accordingly.
The double-headed arrow
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Basic Mathematical Operations There will be times when you want to perform basic mathematical operations such as addition, subtraction, multiplication or division. To do so, you need to use the = sign and one of the arithmetic operators displayed in the table below.
Arithmetic Operator Meaning Example
+ (Plus sign) Addition =3+3
– (Minus sign) Subtraction =3–1
* (Asterisk) Multiplication =3*3
/ (Forward slash) Division =3/3
1. Open a spreadsheet. 2. Select the cell in which you want to see your mathematical result. 3. Type the = sign. 4. Type the arithmetic operation.
5. Accept the entry. 6. The result of your formula will be displayed in the worksheet cell, but you can view and edit your
mathematical operation from within the Formula Bar.
View and edit your formula from within the Formula Bar.
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The AutoSum Feature The AutoSum feature lets you add numbers automatically. It will suggest the range of cells whose contents are to be added. If the suggested range is incorrect, you can select different cells that contain the numbers you want to add. 1. Open a spreadsheet. 2. Type your data into a range of cells. 3. Select the cell in which you want to see the outcome of the auto sum formula. 4. Click on the AutoSum icon on the Home tab. 5. Animated lines will surround a suggested range of cells.
6. If the range is correct, accept the entry. 7. The auto sum will appear in the selected cell. 8. If the range is not correct, select a new range of cells. 9. Accept that entry. 10. The calculated sum will appear in the originally selected cell.
Note: The cell that you choose to contain the outcome of a formula CANNOT be included in the formula itself. If it is, you will receive a Circular Reference error that will prevent Excel from properly calculating your formula. The best way to deal with this error is to delete the offending formula and start afresh.
The selected cell in which I want to see the outcome of the auto sum formula
The outcome of the auto sum formula
Animated lines surrounding a suggested range of cells
