Zambak it excel2010

M O D U L A R S Y S T E M
MICROSOFT EXCEL 2010
İbrahim MEŞECAN
h t t p : / / b o o k . z a m b a k . c o m

Copyright © Sürat Basým Reklamcýlýk
ve Eðitim Araçlarý San. Tic. A.Þ.
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1. Spreadsheet Basics
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Screen Elements and Definitions . . . . . . . . . . . . . 8
Parts of Excel Screen That
You Need to Know . . . . . . . . . . . . . . . . . . . . . . . 9
The Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Contextual Tabs. . . . . . . . . . . . . . . . . . . . . . . . . 11
Accessing the Ribbon using your keyboard . . . . 12
The Shortcut menus and the Mini Toolbar . . . . . 12
Customizing your Quick Access Toolbar . . . . . . . 13
Excel with the Numbers:. . . . . . . . . . . . . . . . . . . . 13
Your First Excel Application . . . . . . . . . . . . . . . . . 14
Creating a New Workbook . . . . . . . . . . . . . . . . 14
Filling in the month names . . . . . . . . . . . . . . . . 14
Applying table format . . . . . . . . . . . . . . . . . . . . 15
Creating a chart from your data . . . . . . . . . . . . 15
Saving your document . . . . . . . . . . . . . . . . . . . 16
Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2. Worksheet and Cell Operations
Mouse Pointers . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Cell Operations . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Selecting a Cell or an Area . . . . . . . . . . . . . . . . 21
Entering data in a cell . . . . . . . . . . . . . . . . . . . . 21
Using arrow keys instead of pressing Enter . . . 21
Moving Through a Selected Area . . . . . . . . . . . 22
Selecting multiple cells, rows or columns . . . . 22
Entering data in an area . . . . . . . . . . . . . . . . . . 22
Entering numbers with fractions . . . . . . . . . . . . 23
Modifying Cell Contents . . . . . . . . . . . . . . . . . . 23
Cell, Row or Column Operations . . . . . . . . . . . . . 24
Resizing and auto sizing rows columns: . . . . . 24
Hiding and Unhiding Cells . . . . . . . . . . . . . . . . 24
Deleting – Inserting . . . . . . . . . . . . . . . . . . . . . . 24
Cut, copy, paste operations . . . . . . . . . . . . . . . . . 25
Paste Special. . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Worksheet Operations . . . . . . . . . . . . . . . . . . . . . 26
Deleting a worksheet: . . . . . . . . . . . . . . . . . . . . 26
Renaming a worksheet: . . . . . . . . . . . . . . . . . . 26
Moving or copying a worksheet . . . . . . . . . . . . 26
Inserting an empty worksheet. . . . . . . . . . . . . . 27
Selecting Multiple Worksheets . . . . . . . . . . . . . 27
Changing the active worksheet. . . . . . . . . . . . . 27
Hiding or Unhiding a worksheet . . . . . . . . . . . . 27
Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Word Search Puzzle . . . . . . . . . . . . . . . . . . . . . . . 32
Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
3. Formatting Your Documents
Formatting Tools . . . . . . . . . . . . . . . . . . . . . . . . . 36
Using The Format Cells Dialog Box . . . . . . . . . . . 37
Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Font . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Borders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Fill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Document Themes . . . . . . . . . . . . . . . . . . . . . . . . 42
Using Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Using Format Painter . . . . . . . . . . . . . . . . . . . . . . 43
Using Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
What is table? . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Creating a table . . . . . . . . . . . . . . . . . . . . . . . . . 44
Table AutoFormat . . . . . . . . . . . . . . . . . . . . . . . 44
Some facilities for tables . . . . . . . . . . . . . . . . . 44
Conditional Formatting . . . . . . . . . . . . . . . . . . . . . 45
Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
4. Page Setup and Printing
Page Layout Tab . . . . . . . . . . . . . . . . . . . . . . . . . 54
Page Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Margins Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Header/Footer Tab. . . . . . . . . . . . . . . . . . . . . . . 56
Chart Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Sheet Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Print Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Normal view and Page Layout View . . . . . . . . . 58
Print Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Print. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Print Range . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
5. Functions and Formulas
Understanding Functions and Formulas . . . . . . . 66
Linking Worksheets . . . . . . . . . . . . . . . . . . . . . . . 66
Creating a link formula by pointing. . . . . . . . . . 67
Writing Your First Formula . . . . . . . . . . . . . . . . . . 67
Operators in Excel Formulas. . . . . . . . . . . . . . . 68
Absolute and Relative Reference . . . . . . . . . . . 69
Simple Functions:. . . . . . . . . . . . . . . . . . . . . . . . . 70
Sum Function . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Average Function . . . . . . . . . . . . . . . . . . . . . . . 72
Max and Min Functions . . . . . . . . . . . . . . . . . . . 73
Count Function . . . . . . . . . . . . . . . . . . . . . . . . . 73
All in One: Subtotal . . . . . . . . . . . . . . . . . . . . . . 74
Using Functions and Formulas. . . . . . . . . . . . . . . 76
Date and Time Functions . . . . . . . . . . . . . . . . . 77
Math and Trigonometric Functions . . . . . . . . . . 80
Logical Functions . . . . . . . . . . . . . . . . . . . . . . . 84
Statistical Functions . . . . . . . . . . . . . . . . . . . . . 85
Text Functions . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Lookup & Reference Functions. . . . . . . . . . . . . 90
Database Functions . . . . . . . . . . . . . . . . . . . . . 93
Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Project. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
6. Data Processing
Preparing Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Using Fast Sort. . . . . . . . . . . . . . . . . . . . . . . . . 104
Custom Sort . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Custom Lists. . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Filtering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Quick Filter . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Advanced Filter. . . . . . . . . . . . . . . . . . . . . . . . . 109
Consolidating Worksheets . . . . . . . . . . . . . . . . 110
Consolidating worksheets by using formulas . 110
Using Consolidate Command . . . . . . . . . . . . . 111

Pivot Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
Inserting Pivot Table . . . . . . . . . . . . . . . . . . . . . 112
Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
7. Charts
Inserting Charts . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Chart Tools: Design Tab. . . . . . . . . . . . . . . . . . . . 121
Chart Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Chart Types . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Chart Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Chart Tools: Layout Tab . . . . . . . . . . . . . . . . . . . . 123
Layout In Brief. . . . . . . . . . . . . . . . . . . . . . . . . . 123
Chart Tools: Format Tab. . . . . . . . . . . . . . . . . . . . 124
Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
8. Extra Options
Data Validation. . . . . . . . . . . . . . . . . . . . . . . . . . . 132
Data Validation Allow Options . . . . . . . . . . . . . 134
Freeze and Split Panes . . . . . . . . . . . . . . . . . . . . 134
Splitting Panes . . . . . . . . . . . . . . . . . . . . . . . . . 134
Freezing Panes. . . . . . . . . . . . . . . . . . . . . . . . . 135
Displaying a workbook in more than
one window . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Synchronous Scrolling two workbooks . . . . . . 136
Group and Outline . . . . . . . . . . . . . . . . . . . . . . . . 136
Using Watch window . . . . . . . . . . . . . . . . . . . . . . 139
Comment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
To Insert a Comment:. . . . . . . . . . . . . . . . . . . . 140
To Format a Comment: . . . . . . . . . . . . . . . . . . 140
To change Comment Shape . . . . . . . . . . . . . . 140
Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
How to Use Change Tracking . . . . . . . . . . . . . 141
Sharing a Workbook. . . . . . . . . . . . . . . . . . . . . 142
Display changes. . . . . . . . . . . . . . . . . . . . . . . . 143
Options Window . . . . . . . . . . . . . . . . . . . . . . . . . 144
General Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Formula options . . . . . . . . . . . . . . . . . . . . . . . . 145
Proofing Options . . . . . . . . . . . . . . . . . . . . . . . 146
Save Options . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Advanced Options . . . . . . . . . . . . . . . . . . . . . . 147
Customize . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Trust Center . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
9. Macros
Before Starting Macros . . . . . . . . . . . . . . . . . . . . 154
Displaying Developer Tab . . . . . . . . . . . . . . . . 154
Some Definitions . . . . . . . . . . . . . . . . . . . . . . . 154
Security first . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Writing Your Macros. . . . . . . . . . . . . . . . . . . . . . . 156
Recording Macros . . . . . . . . . . . . . . . . . . . . . . 156
Writing Macros Manually . . . . . . . . . . . . . . . . . 158
Types of Macro Procedures . . . . . . . . . . . . . . . 158

Macro Language . . . . . . . . . . . . . . . . . . . . . . . . . 159
Excel Object Hierarchy. . . . . . . . . . . . . . . . . . . 159
Object Collections . . . . . . . . . . . . . . . . . . . . . . 159
Assigning value to a cell. . . . . . . . . . . . . . . . . . 160
Using Message Box and Input Box . . . . . . . . . 160
Concatenating Two Strings . . . . . . . . . . . . . . . 160
Using Basic Programming Language
in your macros . . . . . . . . . . . . . . . . . . . . . . . . . 160
Object Browser. . . . . . . . . . . . . . . . . . . . . . . . . 162
Ready for a bigger project?. . . . . . . . . . . . . . . . . 163
Want More? (Optional) . . . . . . . . . . . . . . . . . . . 166
Form Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Button . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Combo Box . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Check Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Option Button . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Using User Forms . . . . . . . . . . . . . . . . . . . . . . . . 175
Questions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Project . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
Practice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Entertainment . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Homework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
ANSWER KEY AND INDEX
Answer Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Figure 1.1: Screen Elements
Microsoft Excel8
SPREADSHEET BASICS
1.1 Overview
Microsoft Excel is a very effective spreadsheet program enabling the user to
make calculations, prepare charts and manage data easily. When you have
large amount of data, numbers and calculations (accountancy documents,
personal info, marks and other info in a school, etc), it’s very easy to process
and get outputs from your data with a spreadsheet program like Microsoft
Excel.
1.2 Screen Elements and Definitions
Office Button
Tab list
Ribbon-The new style toolbar Application and window buttonsFormula bar
Row Numbers
Name box
Sheet tabs
scroll buttons
Page zoomStatus bar
Active cell
indicator
Sheet tabs Page view buttons
Quick Access Toolbar
Rows
Columns

Spreadsheet Basics 9
1.2.1 Parts of Excel Screen That You Need to Know
Name Description
Cell
Microsoft Excel is made up of small boxes that are called cells. Each cell can have different
properties and store different data. All cells have different addresses or names like “E5”,
which means “the cell in column E and row 5”.
Active cell indicator
The dark outline around the selected cell indicates the currently active cell where you enter
new data or formula
Rows
Rows are listed on the left of an Excel worksheet. There are 1.048.576 rows and each row
contains 16.384 horizontally adjacent cells. You can click on a row number to select the
entire row.
Columns
Columns are represented by letters ranging from A to XFD—one for each of the 16,384
columns in the worksheet. And these values (16,384 columns, 1,048,576 rows) cannot be
changed.
Worksheet
A worksheet contains both rows and columns (214 x 220 = 234 or 17.179.869.184 cells).
Having more rows and columns doesn’t mean that you can actually use them all. If you
attempted to fill up all of the cells in a worksheet, you would soon run out of memory. The
advantage of having more rows and columns is the flexibility it provides.
Workbook
Each Excel file is called a workbook. A workbook is made up of worksheets. Each worksheet
is like a paper in the file (Workbook) that contains all formulas, links, and data in a tabular
format. Theoretically, a workbook can have as many worksheets as you want, but it’s not
suggested that you store too much information in a workbook. It’s better to store it in different
but related files.
Application and window
buttons
These are standard window buttons that are used to minimize, maximize-restore and close.
Office button This button gives lots of options for working with your document or Excel in general.
Formula bar When you enter information or formulas into cells, they appear here.
Name box Displays the active cell address or the name of the selected cell, range, or object.
Page view buttons Change the way the worksheet is displayed: Page break preview, Page layout, Normal.
Quick Access Toolbar A toolbar that you customize to hold your own commonly-used commands.
Tab list Commands that display a different ribbon, similar to a menu.
Ribbon
The main location to find Excel commands. Clicking an item in the Tab list changes the
ribbon that’s displayed.
Sheet tabs
Each of these tabs represents a different page (sheet) in the workbook. A workbook can
have any number of sheets, and each sheet has its name displayed.
Sheet tab scroll buttons These buttons let you scroll the sheet tabs to display tabs that aren’t visible.
Status bar
This bar displays various messages as well as the status of the Num Lock, Caps Lock, and
Scroll Lock keys on your keyboard. It also shows summary information about the selected
range of cells. Right-click the status bar to change the information that’s displayed.
Zoom control A scroller that lets you zoom your worksheet in and out.

Microsoft Excel10
1.3 The Ribbon
The Ribbon is one of the significant changes since Office 2007. We don’t
have two different parts any more to access our commands; the Ribbon
combines the ease of toolbars together with functionality of menus.
Accessing the commands in the Ribbon is faster. The Ribbon is arranged into
groups of related commands. Here’s a quick overview of Excel tabs.
Home: You’ll probably spend most of your time with the Home tab selected.
This tab contains the basic Clipboard commands, formatting commands,
style commands, and commands to insert and delete rows or columns, plus
an assortment of worksheet editing commands
Insert: Select this tab when you need to insert something in a worksheet –a
table, a diagram, a chart, a symbol, and so on.
Page Layout: This tab contains commands that affect the overall appearance
of your worksheet, including settings that deal with printing.
Formulas: Use this tab to insert a formula, name a range, access the formula
auditing tools, or control how Excel performs calculations.
Data: Excel’s data-related commands are on this tab.
Review: This tab contains tools to check spelling, translate words, add
comments, or protect sheets.
Figure 1 2: Home tab in the Ribbon
The Usage Areas of Excel
Numeric processing: Create budgets, analyze results, and perform just
about any type of financial analysis.
Creating charts: Create a wide variety of highly customizable charts.
Organizing lists: Easy to use the row-and-column layout to store lists
efficiently.
Data Conversions: Import and export data from/to a wide variety of
sources.
Automating complex tasks: While storing data, also performs complex
tasks with a single mouse click using Excel’s macro capabilities.

The appearance of the commands on the
ribbon varies, depending on the width of Excel
window. When the window is too narrow to
display everything, the commands adapt and
may seem to be missing. But the commands
are still available. Figure 1.2 shows the Home
tab of the Ribbon with all controls fully visible.
Figure 1.3 shows the Ribbon when Excel’s
window is made narrower. Notice that some of
the descriptive text is gone, but the icons
remain.
If you don’t like to see this wide-spread toolbars all the time, you can (un)hide
them any time using Ctrl+F1 (or double click on any tab name). When the
commands are hidden, you can still access them, by just clicking on the tab
name.
Figure 1.3: The Ribbon when Excel’s window is made narrower
Figure 1.4: The Ribbon when Ctrl+F1 is pressed
Figure 1.5: Contextual tabs: Chart tools
1.3.1 Contextual Tabs
Some other special tools appear
according to the selected items. These
are called Contextual tabs. For
example, when you select a picture the
“Picture tools” tab appear. Similarly, in
the figure next, because a chart is
selected, the “Chart Tools” tabs are
shown.
View: The View tab contains commands that control various aspects of how
a sheet is viewed. Some commands on this tab are also available in the
status bar.
Developer: This tab isn’t visible by default. It contains commands that are
useful for programmers. To display the Developer tab, open Excel options
from Office button and then select ‘Customize Ribbon’. Place a check mark
next to Developer Tab.
Add-Ins: This tab is visible only if you’ve loaded a workbook or add-in that
customizes the menu or toolbars. Because menus and toolbars are no longer
available in Excel, these customizations appear in the Add-Ins tab.

Microsoft Excel12
1.4 Accessing the Ribbon using your keyboard
At first glance, you may think that the Ribbon is completely mouse-centric.
But in fact, the Ribbon is very keyboard friendly. The trick is to press the Alt
key to display the pop-up keytips. Each Ribbon control has a letter (or series
of letters) that you type to issue the command. After you press the associated
letters the commands are executed or related task window is opened.
Figure 1.6a: Accessing the Ribbon using your keyboard
You don’t need to hold down Alt key to access key tips. Just click Alt key
once then you can see and select your shortcut key.
Because new menus contain different shortcut keys, if you are used to
Excel 2003 shortcut keys, you can still access them. When you press a
shortcut key from Office 2003, it starts catching your shortcut key
sequence. And at the end, it executes the command. For example, in
Office 2003, Alt+O+C+H hides the selected columns. (Figure 1.6b)
1.5 The Shortcut menus and the Mini Toolbar
When you right click on any area, the shortcut menu is shown. The box above
the shortcut menu is known as the Mini toolbar and contains commonly used
tools from the Home tab. It doesn’t contain any relevant command, just those
that are most commonly used for whatever is selected.
The Mini toolbar was designed to reduce the distance your mouse has to
travel around the screen. It’s is especially useful when a tab other than Home
is selected.
Figure 1.7:
The Shortcut menus and Mini toolbar
Figure 1.6b:
Excel 2003 shortcut keys
Figure 1.8: Show/Hide Mini toolbar
If you don’t like to see Mini toolbar every time you right click,
you can turn it off from the Office button ➪Excel Options.
Uncheck the “Show Mini Toolbar on selection” option from
General tab.

1.6 Customizing your Quick Access Toolbar
By default, the Ribbon doesn’t include all of the commands that are
available in Excel. You can add any command that you want to
have a quick access (that aren’t available by default in the Ribbon
or your most common commands) to QAT.
You could change all the toolbars and menu items in Office 2003.
But since Office 2007, you can customize only the Quick Access
Toolbar (QAT) and your custom tabs. Initially, QAT includes only:
Save, Undo and Redo commands.
To add these commands to QAT, just right click on QAT and select
Customize from the menu. It will open the Excel Options window.
Here you can select the commands from the left pane and add them in QAT.
Figure 1.9b: Using Custom tabs in the Ribbon Figure 1.9c: Customizing QAT
Figure 1.9a: Customizing QAT
1.7 Excel with the Numbers:
Excel 2003 Excel 2007 Excel 2010
Number of rows 65.536 1.048.576 1.048.576
Number of columns 256 16.384 16.384
Amount of memory used 1 Gbytes Maximum allowed Maximum allowed
Number of colors 56 4,3 billion 4,3 billion
Number of levels of sorting 3 64 64
Number of levels of undo 16 100 100
The total number of characters that can display in
a cell
1.000 32.767 32.767
Number of unique styles in a workbook 4.000 64.000 64.000
Maximum number of characters in a formula 1.000 8.192 8.192

Microsoft Excel14
1.8 Your First Excel Application
In this section, you will create a monthly growth project for a baby. Her mother
wants to see and analyze her growth. Every month, she kept height and
weight info in an Excel workbook.
1.8.1 Creating a New Workbook
Start Excel and make sure that you have an empty workbook displayed. To
create a new, blank workbook;
press Office button and select New from the menu. It’ll show you another
window with some options. Select “Blank Workbook” Finally click Create
button on the right.
Or simply press Ctrl+N to open a new blank workbook.
The Baby Growth project will consist of three columns of information. Column
A will contain the month names, column B will store the height info and finally
column C will store the weight. You start by entering some descriptive titles
into the worksheet. Here’s how to begin:
Move the active cell pointer to A1 and write “Months” then press enter
Write “Height” into B1 and “Weight” in C1
Then go to A2 and write the birth month of the baby: “July”
Figure 1.10: Office button
1.8.2 Filling in the month names
After you write the first month, Select A2 again and take your mouse
pointer to the bottom right corner of the active cell. You will see that your
mouse pointer changes into a black line plus sign.
When you drag your mouse down, you’ll see that it’ll write all the series of
the months until the cell at which you drop your mouse.
Next to months write the height and weight info into the cells as in the
figure on the next page.
Figure 1.11: Filling in series
Figure a
Figure b

Figure 1.13: Applying table format
1.8.3 Applying table format
Select the entire table and click the “Format as Table” button from Styles
group in the Home tab. It will show you many different preformatted table
options.
After you select one, it will ask you the location of Data for the table.
Because you selected the table before you start, just click OK.
Now you have professionally designed a nice looking table.
Figure 1.12:
Format as Table dialog box
1.8.4 Creating a chart from your data
Select the Months and Height columns.
Click the Column button from the “Charts” group in the Insert menu. Then
select the “3-D Clustered Column” from the list.
Now select the Months and Weight columns and click Clustered Cylinder
in the Charts group in the Insert menu.
Your charts are ready now Figure 1.14: Chart Type and Subtype
Figure 1.15: Monthly Baby Growth Charts

Microsoft Excel16
Figure 1.16: Saving the document
1.8.5 Saving your document
Now you finished and you can save your document.
You can click on the “Save” button from the QAT.
Or, you can click the “Save” button from the Office button
Or, use Ctrl + S shortcut keys
It will show you the “Save As” dialog box. Write the File name (Baby
Growth) and click the Save button on the bottom right corner.
Excel’s new file formats are
XLSX: A workbook file that does not contain macros
XLSM: A workbook file that contains macros
XLTX: A workbook template file that does not contain macros
XLTM: A workbook template file that contains macros
XLSA: An add-in file
XLSB: A binary file similar to the old XLS format but able to accommodate
the new features
XLSK: A backup file

17Spreadsheet Basics
Questions
1. What kind of program is Microsoft Excel?
a. Word processing
b. Spreadsheet
c. Database
d. Graphics
2. You can reach all Excel commands from
the……. (Choose all that apply)
a. Ribbon
b. Menu bar
c. Quick Access Toolbar
d. Status bar
3. Which of the following commands is not in
the Home tab?
a. Print Preview
b. Merge and center
c. Copy
d. Increase font size
4. Which of the following displays the cell
name?
a. Formula bar
b. Status bar
c. Ribbon
d. Name box
5. Which is not the way of saving a workbook?
a. <Ctrl+F5>
b. Click Save on the Home tab.
c. Click Save from the Office button.
d. <Ctrl+S>
6. What file extension will normally be used
for a file created by Microsoft Excel?
a. ppt b. xlsb c. xlsx d. exe
7. Which is used to change cell alignments?
a. 1 b. 4 c. 5 d. 7
8. Which icon is used to print a worksheet or
chart?
a. 1 b. 8 c. 9 d. None
9. Which icon is used to copy the format of
the cells?
a. 1 b. 3 c. 5 d. 6
1
2 5 6 7 8 9
4
3
Answer questions 7-10 according to this figure

Microsoft Excel18
10. Which icon is used to change border
style?
a. 5 b. 7 c. 8 d. 9
11. How many rows are there in an Excel 2007
document?
a. 65536
b. 256
c. 1048576
d. 16384
12. How many columns are there in an Excel
2003 document?
a. 65536
b. 256
c. 1048576
d. 16384
13. What key is used to access Ribbon
commands?
a. Ctrl
b. Alt
c. Shift
d. Ctrl+Alt
14. Can you use all Excel 2003 shortcuts in
Excel 2007?
a. Some of them
b. Most of them
c. All of them
d. None of them
15. You can change the commands in the
Ribbon.
TRUE FALSE

Microsoft Excel20
WORKSHEET AND CELL OPERATIONS
2.1 Mouse Pointers
There are different mouse pointers when working with Excel.
The Select mouse pointer is used to select a cell or
a range.
Select Column/Row is used to select rows or
columns.
Unhide (show) a hidden row or column.
Copy/Fill series When you see this type of mouse
pointer, and drag your mouse while right button
pressed, a popup menu similar to Figure 2.1 will
appear next to the last cell:
1. Copy cells: Copies and applies the format of the
source cell to destination cells
2. Fill series: While applying the source format,
automatically defines incrementation in the source,
and fills series.
3. Fill formatting only: Just applies the formatting of
the source cell(s) to the destination
4. Fill without formatting: Fill series or copy without
formatting.
Move mouse pointer is used to move a range. Select
the range that you want to move, then position your
mouse pointer over a cell corner. When you see this
type of mouse pointer drag it to the place that you
want to move to. If the destination cells have data in
them, Excel will prompt to overwrite.
Resize is used to resize columns or rows
Figure 2.1: Fill series popup menu
To activate Smart Tags, choose
the Office ➪Excel Options and
click the Advanced Tab. Set
“Show Paste Options” in Cut
Copy Paste options.

Worksheet and Cell Operations 21
If you want to cancel your data
entry and return the cell to the
previous state, press Esc key.
2.2 Cell Operations
2.2.1 Selecting a Cell or an Area
When you see the Select type of mouse pointer and click a cell, Microsoft
Excel makes it the Active cell. When you click a cell and drag the mouse to
another cell, all the cells between them will be selected as a range.
Press Ctrl+A on an empty area to select all the cells in a worksheet. If the
active cell indicator is in a list (table), Ctrl+A will only select the table.
2.2.2 Entering data in a cell
In order to enter data or formula in a cell, select it and type what you need
followed by Enter key. If you need to type multiple lines of text in the same
cell, press <Alt+Enter> at the end of each line.
By default, when you press the Enter key, Excel automatically moves the cell
pointer to the next cell down. To change this setting, choose Office ➪Excel
Options and click the Advanced tab. The check box that controls this
behavior is labeled: “After Pressing Enter, Move Selection”. You can also
specify the direction in which the cell pointer moves (down, left, up, or right).
Your choice is completely a matter of personal preference.
Figure 2.2: Moving selection, after entering data
2.2.3 Using arrow keys instead of pressing Enter
When you’re finished making a cell entry, you can also use any of the
direction keys to complete the entry. Not surprisingly, these direction keys
take you in the direction that you indicate. For example, if you’re entering data
in a row, press the right-arrow key rather than Enter. The other arrow keys
work as expected, and you can even use PgUp and PgDn.

Microsoft Excel22
2.2.4 Moving Through a Selected Area
In order to move throughout a selected area, after entering the data or
formula, without changing the selected range, four combinations can be
used;
1. <Enter> : Normally; the active cell moves to the next cell down.
2. <Shift+Enter>: the cell above becomes the active cell.
3. <Tab> : the right cell becomes the active cell.
4. <Shift+Tab> : the left cell becomes the active cell.
On all of these options, after you reach to the end of a column or row, if you
again press the same key, the active cell goes automatically to the beginning
of the next column or row.
2.2.5 Selecting multiple cells, rows or columns
Using the SHIFT key and mouse (or with arrow keys), you can select multiple
consecutive cells, rows, or columns. For this, first you select the initial cell,
then hold down the SHIFT key, using arrow keys or mouse, select the final
cell. Excel will automatically select all the cells between the first and last
locations.
Using the CTRL key and left mouse click, you can select multiple cells from
different places. You can use the same method with rows or columns.
2.2.6 Entering data in an area
After you select your data range, using the four combinations that we
discussed in Section 2.2.4, you can move through and enter your data. In
place of ENTER, use <Ctrl+Enter> to fill all the selected range with the same
text.
When you enter information in the same column Excel provides an easy tool:
AutoComplete. When you enter an item in a list Excel checks the rows above
it. If there is another item starting with the same characters, it completes the
rest of the word for you. If you want to enter a different word just continue. But,
if you want to enter the suggested word here, just press enter.
You can also use the F8 key to
select a range. First, activate the
first cell of the selection and
press F8. Then, using your
keyboard or mouse, select the
last cell. Press F8 again to finish
selection.
Press [Ctrl + Spacebar] to select
the active column and [Shift +
Spacebar] to select the active
row.
Example 2.1: Prepare your class list for informatics marks. Select the marks
as a range and enter marks for all students using Ctrl+Enter.
Figure 2.3: AutoComplete

2.2.7 Entering numbers with fractions
To enter a fractional value into a cell, leave a space between the whole
number and the fraction. For example, to enter (three and a half), enter
3 1/2 and then press Enter. When you select the cell, 3.5 appears in the
Formula bar, and the cell entry appears as a fraction.
If you have a fraction only (for example, 1⁄8), you must enter a zero first, like
this: 0 1/8—otherwise, Excel will likely assume that you’re entering a date.
When you select the cell and look at the Formula bar, you see 0.125. In the
cell, you see 1⁄8.
2.2.8 Modifying Cell Contents
After you enter a value or text into a cell, you can modify it in several ways:
Erase the cell contents
Replace the cell contents with something else
Edit the cell contents
To erase the contents just select the range of cells and press the Del button
on the keyboard. Or for replacing, just select the cell and type your new data.
But for modifying the contents we have something more to talk about.
If the cell contains only a few characters, replacing its contents by typing new
data is usually easier. But if the cell contains lengthy text or a complex formula
and you need to make only a slight modification, you probably want to edit
the cell rather than re-enter information. When you want to edit the contents
of a cell, you can use one of the following ways to enter cell-edit mode:
Double-clicking the cell
Selecting the cell and pressing F2
Selecting the cell that you want to edit and then clicking inside the
Formula bar
enables you to edit the cell contents. You can use whichever method you
prefer. Some people find editing directly in the cell easier; others prefer to
use the Formula bar to edit a cell.
Figure 2.4:
Entering numbers with fractions

Microsoft Excel24
2.3 Cell, Row or Column Operations
2.3.1 Resizing and auto sizing rows columns:
Using the Resize mouse pointer, you can change the width of columns and
height of rows. First select the column(s), then, when you see the Resize
mouse pointer drag to the width that you want to.
If you select multiple rows (columns) with either the CTRL or SHIFT keys, and
then you change the height of one row, MS. Excel automatically applies the
same height to all other selected rows.
For auto sizing rows or columns, after you select your range, move your
mouse pointer to the right border of a row or column, when you see the
Resize mouse pointer, double click on it. You can also AutoFit the column
width for only the selected range: Home➪ Cells➪ Format ➪AutoFit Column
Width.
To set the row height precisely, select the rows first and then select Row
Height from Format group. It will show you an input box. Instead of trying an
approximate value, you can write a fix value in pixels for the height or width.
2.3.2 Hiding and Unhiding Cells
When hiding rows or columns, they physically exist but their height or width is
made zero, so that they are not visible. Using the Resize mouse pointer, you
can set the width of a column to zero and hide it. Or, from the popup menu,
you can select the Hide command to do the same operation. Later, they can
be shown, using Format ➪Hide & Unhide button in Cells group in Home Tab.
2.3.3 Deleting – Inserting
a. A cell or a group of cells
When you want to delete a cell itself (not the content of that cell, all the cell
itself and contents physically) right click on it and select Delete from the
popup menu. Because the cell will be deleted physically, like a wall of bricks,
the space cannot be empty, other cells will fill in the space.
In this case, after deleting the selected range, you will have four options, in
order to fill the space. It will,
1. Shift cells left: move the cells on the right to left
2. Shift cells up: move the bottom cells up
3. Entire row: delete the entire row(s) and move all of the bottom rows up.
4. Entire column: delete the entire column(s).
Figure 2.5a
Figure 2.5b:
Resizing columns
Figure 2.6: Delete dialog box

When inserting cells, the process is similar to deletion. In order to add / open
new physical space, some cells need to be moved. You can move right, or
down, or you can insert an entire row or column. If you insert a row then all
the rows will be moved one down. If your last row contains data, it will ask you
to move this data into a different location or clear it and try again.
b. Rows or columns
There is another method to delete rows. After selecting the rows heading that
you want to delete, right click the selected area and select Delete. It will
directly delete the selected rows or columns.
2.4 Cut, copy, paste operations
Cut, Copy, and Paste operations are similar to other Windows applications.
After you select a range, right click on the selected area. From the popup
menu, select Cut or Copy. The cells are copied into the office clipboard and
ready to be pasted. Just select the starting cell of the destination, and then
from the popup menu select Paste. This will paste all data and formats of the
source to the destination.
2.4.1 Paste Special
Paste special is one of the most efficient features of Excel. In many
conditions, you cannot copy all: formats, data, formulas, etc. to the destination.
Sometimes, you want to copy only the values or formulas or comments. For
this purpose, Paste Special offers many useful options for users. Most of
them are clear in the meaning and don’t need any further explanation.
1. All: Pastes all, which is the same as regular paste.
2. Formulas: Pastes just the formula while adjusting the formula according
to the destination (See Absolute and Relative Reference in Section 5.3.2).
3. Values: Pastes only the resulting values of formulas.
4. Formats: Paste only the format.
5. Comments: Paste only the comments.
6. All using Source theme: Pastes all cell contents in the document theme
formatting that is applied to the copied data.
Operation
When having numerical values, you can use Paste special to make arithmetic
operations. For example, you can copy a range over another range and
select the Multiply operation. Excel multiplies the values in the source and the
destination ranges and replaces the destination with the new values.
Figure 2.9:
Paste special button options
Figure 2.7: Insert cells dialog box
Figure 2.8:
Paste special dialog box

Microsoft Excel26
1. None: No operation
2. Add: the source value is arithmetically added to the destination.
3. Subtract: The source value is subtracted from the destination.
4. Multiply: Multiplies the source and destination values.
5. Divide: Divides the destination by the source value.
Skip blanks: It doesn’t paste anything over the destination if the source cell
is empty.
Transpose: Shifts the vertical and horizontal orientation of the cell range. If
your cells are horizontally adjacent, it will rotate them to a vertical list.
Paste Link: Pastes the cell link formula to the destination so that when you
change the source, the destination is also changed.
2.5 Worksheet Operations
2.5.1 Deleting a worksheet:
If you are sure to delete the Entire worksheet, right click on the worksheet
name then select Delete from the popup menu. There is no undo after you
delete a worksheet and you cannot get your data back, Excel will ask whether
you are sure to delete or not.
2.5.2 Renaming a worksheet:
In order to rename a worksheet, right click on the worksheet name and then
select Rename from the menu. Or you can also double click on the worksheet
name and make your change.
When renaming worksheets you should know these details:
Sheet names can be up to 31 chars (characters)
Spaces are allowed and each is counted as one char
Following chars are not allowed in sheet names: (?) Question mark, (*)
Asterisk, (:) Column, (/) Slash, () Backslash
2.5.3 Moving or copying a worksheet
This option lets you Move or Copy the selected worksheet to a different
location in the same file or in another file. To Move or Copy a worksheet, right
click on its name, then select Move or Copy… The Move or Copy dialog box
will open. From To Book: combo box , you can select to which workbook
to copy. If you check Create a copy , the source worksheet will be copied
to the new location. Otherwise, it will be moved to.
The list box in the middle shows the worksheets of the selected
workbook. The source worksheet will be inserted before the selected sheet.
2
3
1
Figure 2.11: Move or copy
worksheet dialog box
1
2
3
Figure 2.10: Deleting a worksheet

2.5.4 Inserting an empty worksheet
Sometimes, you may need a new worksheet. Right-click on a
worksheet name, and from the popup menu select Insert.
Excel will open the Insert window.
There are two tabs in this window. The general tab shows
general options: Dialog, Chart, Macro or Worksheet. If you
select the Worksheet option, it will insert an empty worksheet.
If you select the Chart option, it will show necessary tools to
prepare a chart and so on. The chart, macro and dialog box
options will be studied later.
The Spreadsheet solutions are ready to use, predesigned
Excel workbook templates. Like: Personal monthly budget,
etc. They are from MS. Office and you can find many more on
Office Online.
2.5.5 Selecting Multiple Worksheets
Similar to selecting multiple cells, using the CTRL and SHIFT keys you can
select multiple worksheets. When selecting an adjacent group of worksheets,
first select the starting worksheet. Then while holding down the SHIFT key,
select the last sheet of the adjacent list. All of the worksheets between these
two will be selected.
When selecting nonadjacent worksheets, select the first worksheet and then
hold down CTRL and click the other worksheets one by one.
After selecting multiple worksheets, your formatting and cell entries or
column row operations are applied to all selected sheets.
2.5.6 Changing the active worksheet
Using the <Ctrl+PgUp> or <Ctrl+PgDn> keys, you can activate different
sheets. Or, using the navigation buttons, you can move through the
worksheets and use the mouse to activate the worksheet that you want.
If you want to select multiple worksheets, hold down the CTRL or SHIFT keys
and use the Page Up or Page Down and Space bar keys.
2.5.7 Hiding or Unhiding a worksheet
Hiding sheets in some situations can be useful. When you design a workbook
and you don’t want users to see your program details, you can hide it. You
can (un)hide worksheets from Home ➪ Cells ➪Format➪ Hide&Unhide. When
you select Hide, selected sheet(s) are hidden. Later, they can be shown from
the same place using the Unhide command. (Or, right click on the Sheet Tabs
and select Hide or Unhide.)
Figure 2.12: Insert dialog box
When you work on multiple
workbooks you can switch
between workbooks using
Ctrl+Tab or Ctrl+F6.
Figure 2.13: Hiding sheets

Microsoft Excel28
In order to not permit others to see and make changes on your hidden
sheets, you need to protect your workbook from: Review ➪Changes
➪Protect workbook, and click the Structure option in the dialog box.
We have another hide option since Excel 2007.
Display the Properties window from the Developer ➪Controls tab.
Select the sheet that you want to fully hide from the combobox above.
Then Select Veryhidden option from the options.
Be careful that the sheets cannot be shown using these normal ways.
Because they are made very hidden and will not appear any more in the
Properties window. But, you can unhide those using macros that we’ll discuss
in Chapter 9, using following statement:
ActiveWorkBook.WorkSheets(“Sheet1”).Visible = True
If the Developer tab’s not visible,
you can show it from Excel
Options ➪ Customize Ribbon.
Figure 2.14: Sheet properties

29Worksheet and Cell Operations
Questions
1. Without using the mouse or the arrow
keys, what is the fastest way of getting to
cell A1 in a spreadsheet?
a. <Home> b. <Shift+Home>
c. <Ctrl+Home> d. <Alt+Home>
2. How do you select an entire row?
a. View>Select>Row from the menu.
b. Click the Row heading.
c. Hold down the CTRL key as you click
anywhere in the row.
d. Hold down the SHIFT key as you click
anywhere in the row.
3. What is <Shift+Tab> used for?
a. Moves the active cell indicator one cell down.
b. Moves the active cell indicator one cell up.
c. Moves the active cell indicator one cell right.
d. Moves the active cell indicator one cell left.
4. To delete a column,
a. Right click on the column heading then
select Delete from the menu.
b. Click on a column name and then press the
DELETE key.
c. Select the cells which you want to delete,
and then press the delete key on the
keyboard.
d. Select the cells which you want to delete,
and then press <Ctrl+Spacebar>
5. Which key combination is used to change
the active worksheet?
a. <Ctrl+Page Up>
b. <Shift+Page Up>
c. <Ctrl+Spacebar>
d. <Alt+Page Down>
6. To select multiple cells, which keys are
held down while clicking the mouse?
a. ALT or SHIFT
b. ALT or CTRL
c. SHIFT or CTRL
d. ALT and SHIFT or CTRL
7. Which key is used to modify data in a
selected cell?
a. F1 b. F2 c. F3 d. F4
8. To select all cells in a worksheet press,
a. <Ctrl+X> b. <Alt+V>
c. <Ctrl+B> d. <Ctrl+A>
9. Which of the following is not a way to
complete a cell entry?
a. Click the Enter button on the formula bar
b. Press any arrow key on the keyboard
c. Press ENTER
d. Press INSERT

Microsoft Excel30
10. Which of the following is different from the
others?
a. Cell b. Row
c. Column d. Gridline
11. Which keystrokes must be used to copy
selected cells?
a. <Ctrl+X> and <Ctrl+V>
b. <Ctrl+C> and <Ctrl+V>
c. <Shift+V> and <Ctrl+C>
d. <Ctrl+Z> and <Ctrl+V>
12. What key combination is used when
entering a text in all the selected cells?
a. <Ctrl+Insert>
b. <Shift+Insert>
c. <Ctrl+Enter>
d. <Alt+Enter>
13. Which of the following is not a method for
adjusting the width of a column?
a. Double-click the column header’s name.
b. Drag the column header’s right border to
the left or right.
c. Select the column header and click the
Column Width button on Home➪ Cells➪
Format.
d. Right click on the column header, select
Column Width from the popup menu, and
enter its new width.
14. Which of the following are true for
inserting a row?
I. Right-click the row heading where you
want to insert the new row and select
Insert from the popup menu.
II. Select the row heading where you want to
insert the new row then select Rows from
the Insert tab.
III. Right click on the cell where you want to
insert the new row, select Insert then
select the Entire row.
IV. Select the cell where you want to insert
the new row and select Home ➪Cells ➪
Insert Sheet Rows.
a. I, III, IV b. II, III
c. II, III, IV d. I, II, III, IV
15. Which of the followings is not a way of
deleting a column?
a. Right-click the column heading you want to
delete and select Delete from the popup
menu.
b. Select the column heading you want to
delete and click Delete from Home ➪Cells.
c. Select the column heading you want to
delete and select the Delete Row button on
the Developer tab.
d. Select a cell in the column which you want
to delete, right click on it and select Delete
then select Entire column.

16. If you extend the following series two cells
down while the first two cells are selected,
what are the new dates in the 3rd and 4th
rows?
a. Friday, October 01, 2005 - Tuesday,
October 05, 2006
b. Wednesday, October 06, 2004 - Thursday,
October 07, 2004
c. Friday, October 09, 2004 - Tuesday,
October 13, 2004
d. Saturday, October 09, 2004 - Wednesday,
October 13, 2004
17. To copy format of one cell and apply it to
another cell you would use:
a. The Copy Format and the Paste Format
commands from Home ➪Styles.
b. The Format Painter button in the Home tab.
c. There is no way to copy and apply
formatting in Excel—you would have to do
it manually.
d. The Copy and Apply Formatting dialog box,
which is located under the Home ➪Format
tab.
18. If you want to subtract the values in a range
from another range, what do you have to
use?
a. Shift+Enter
b. Paste Special
c. Entering numbers with fraction
d. F2
A
1 Friday, October 01, 2004
2 Tuesday, October 05, 2004

Microsoft Excel32
Word Search Puzzle
S P A R A B E C A P S S D
P Y H A I J N C H J C E G
R O K B J Y W F E C R D K
E C O L U M N N R L O H U
A L O O V Y T Z X F L K C
D T B O P E R F X X L S X
S S K T R D R D N E I G P
H O R I Z O N T A L N Z V
E F O R M A T T I N G Q S
E Y W F M X W P W C H C J
T P B M V B D C I L A T I
B J O E N O B B I R L L C
G C W N V C B Q P V K O J
Words Clues
SCROLLING
Move on-screen text or images horizontally or vertically so new information appears
on one side of the screen as older information disappears from the other side.
The longest key on the keyboard.
The new style toolbar since Office 2007
A font style.
The basic unit of a worksheet into in which you enter data.
It’s named with numbers and contains 16,384 cells.
Instruction.
Changing the color or style of text.
Something arranged across.
A font style.
It is named with letters and contains 1,048,576 cells.
A program which allows you to enter formulas in table format and then perform
calculations or create graphs.
Perpendicular to the horizon. Up and down.
Made up of sheets.
Default extension of an Excel document.

Practice
Use the next Figure for the questions 1 through 4.
1. Height of the rows in the table is 12.75. Change them to 15.
2. As shown in the figure, range B2:E2 is the title of the table. Move this
range to the bottom of the table.
3. Delete the 4th and 7th rows at the same time.
4. Add 3 columns between columns D and E.
5. Write numbers using the Fill Series command.
6. Change the active worksheet without using the mouse.
7. Type your name to all cells in the range A1: P20 using the fastest way.
8. As shown in the Figure below, can you turn yellow colored cells to blue at the same time?
9. Can you select all cells using the keyboard?
10. On the Figure right, Copy the cell C4 to C10 and Move the cell C6 to C11.

Microsoft Excel34
11. How can you add the records from Table-2 to Table-1 to produce Table-3.
12. Sometimes you need to change the direction of your lists from vertical to horizontal or vice versa. Show
how you can change the list in Table 1 as in Table 2.
13. For the figure below, change the column widths of A, C, and E simultaneously. Then, Auto fit all the
columns at the same time.

Microsoft Excel36
FORMATTING YOUR DOCUMENTS
3.1 Formatting Tools
The old formatting toolbar has been integrated with the new Home tab. The
Formatting Tools here provide quick access to commonly used formatting
actions. When you put your mouse pointer over an icon, it is highlighted and
a descriptive tool tip appears.
The following are brief explanations for some common Home Tab Group
icons.
Figure 3.1: Font Group icons
Figure 3.2: Alignment Group icons
Selects font name size from drop down lists.
Increase or decrease font size
Font Styles: Bold, Italic or Underlined
Borders: Used to add / modify selected cell borders.
Fill Color: Used to change / apply fill color.
Font Color: Used to change / apply font color.
Dialog Box Launcher: Opens the Format cell Dialog
box from which you can change all the properties of
the selected cells.
Applies vertical cell alignment to the selected range.
Change text direction in the selected range
Wrap text: Without changing the column width,
wraps the text from the end of the column to the next
row. See Example 3.1 below.
Applies horizontal cell alignment to the selected
range.
Decrease and Increase Indent: Changes the start
position of the text without changing the left margin.
Merge cells: Merges selected cell as if they are one
cell. Or, unmerges them back.
Example 3.1:
a. Before wrap text b. After wrap text

Formatting Documents 37
Figure 3.3: Number group icons
Figure 3.4: Cells group icons
Figure 3.5: Dialog box launcher
Number Format: Choose how the values in a cell are
displayed: as a percentage, as a currency, as a date
or time, etc.
Quick access to the currency, percentage or comma
style formats.
Increase or decrease the number of floating point
digits.
Quick access to the Insert cells button
Quick access to the Delete cells button
Some quick format options like: Row height, Organize
sheets or Sheet protection
3.2 Using The Format Cells Dialog Box
This section explains changing formats such as number formatting,
alignment, font, border, patterns and protection of a range of cells. In most
cases, the number formats that are accessible from the Number group on the
Home tab are just fine.
Sometimes, however, you want more control over how your values appear.
Excel offers great control over number formats through the use of the Format
Cells dialog box. For formatting numbers, you need to use the Number tab.
You can bring up the Format Cells dialog box in several ways. Start by
selecting the cell or cells that you want to format and then do the following:
Choose Home ➪ Number and click the small dialog box launcher icon.
Choose Home ➪ Number, click the Number Format drop-down list, and
select More Number Formats from the drop-down list.
Right-click on the selected range and choose Format Cells from the
popup menu.
Press the Ctrl+1 shortcut key.
3.2.1 Number
Number formatting refers to the process of changing the appearance of
values contained in cells. For faster and easier processing purposes, Excel
keeps some other types as numbers in the cells.
For example dates are kept in the cells as numbers. Time info is kept as a
fractional number. But, with this formatting option, when showing this number,
Excel shows us a date or time info. This is called Number Formatting. In the
following sections, you see how to use many of Excel’s formatting options to
quickly improve the appearance of your worksheets.
Remember that number formatting
effects only the appearance, not
the value. Also remember that
the formatting is applied to the
selected cells. So, you should
select the destination cells,
before making any formatting
change.

The following are the number-format categories, along
with some general comments:
General: The default format; it displays numbers
as integers, as decimals, or in scientific notation if
the value is too wide to fit in the cell.
Number: Enables you to specify the number of
decimal places, whether to use a comma to
separate thousands, and how to display negative
numbers (with a minus sign, in red, in
parentheses, or in red and in parentheses). E.g.
Instead of 3.141593 you can define 2 decimal
places and it only shows 3.14.
Currency: Enables you to specify the number of
decimal places, whether to use a currency
symbol, and how to display negative numbers
(with a minus sign, in red, in parentheses, or in red
and in parentheses). This format always uses a
comma to separate thousands. E.g. $2,500.00
Figure 3.7: Number Formatting options
Microsoft Excel38
More Information
Details of the
selected format
Preview the selected
number formatting
Selected Category
Accounting: Differs from the Currency format in that the currency
symbols always line up vertically.
Date: Enables you to choose from several different date formats: July 28,
2007, 7/28/07, etc.
Time: Enables you to choose from several different time formats: 10:30,
10:30:00 AM, 14:30, etc.
Percentage: Enables you to choose the number of decimal places and
always displays a percent sign: 25%
Fraction: Enables you to choose from among nine fraction formats: 6 7/8
which is 6.875
Scientific: Displays numbers in exponential notation (with an E):
2.00E+05 = 200,000; 2.05E+05 = 205,000. You can choose the number
of decimal places to display to the left of E.
Text: When applied to a value, causes Excel to treat the value as text
(even if it looks like a number).
Figure 3.6: Formatting date
Category: Select the desired format from the Category box. Each item forms
a special formatting on the selected cells.
Sample: The next figure shows how the selected number format looks.

Special: Contains four additional number formats (Zip Code, Zip Code
+4, Phone Number, and Social Security Number).
Custom: Enables you to define custom number formats that aren’t
included in any other category.
Key Combination Formatting Applied
Ctrl+Shift+~ : General number format (that is AutoFormat)
Ctrl+Shift+$ : Currency format with two decimal places
Ctrl+Shift+% : Percentage format, with no decimal places
Ctrl+Shift+^ : Scientific notation number format, with two decimal places
Ctrl+Shift+# : Date format with the day, month, and year
Ctrl+Shift+@ : Time format with the hour, minute, and AM or PM
Ctrl+Shift+! : Two decimal places, thousands separator, and a hyphen for
negative values
Example 3.2: Do you wonder what day of the week you were born?
Solution: Excel will help you;
1. Type your birthday into B2, for example 12/6/1993. Note: Check your
system date format when entering the date. If this is not your date format,
Excel may treat it as text or something else.
2. Open the Format Cells Dialog box, and then click the Number tab.
3. Select Date then select “Monday, December 06, 1993” from the type box.
4. Click OK.
If you see in a
cell, it usually means that your
column width is not enough to
show the formatted text.
3.2.2 Alignment
Alignment changes the horizontal or vertical alignment of cell contents,
based on options you choose.
Horizontal: Select an option in the horizontal list box to change the
horizontal alignment of cell contents. Changing the alignment of data does
not change the data or the type.
Vertical: Select an option in the vertical list box to change the vertical
alignment of cell contents.
Indent: Puts distance between the left edge of cell and your text. Each
increment in the indent box is equivalent to the width of one character.
3
2
1
Figure 3.8: Alignment Tab
1
2
3
5
4

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Text Control: You can adjust how you want the text to appear in the cell.
Wrap Text into multiple lines: The number of wrapped lines depends on the
width of the column and the length of the cell content. SShrink to fit: If you
check this option Excel will automatically reduce the font size so that all data
in the selected cell fits within the column. If you change the column width the
character size is adjusted automatically, but the applied font size is not
changed. MMerge cells: Joins two or more selected cells into a single cell, or
unmerges the merged cells. This is often used to create labels that span
multiple columns.
Orientation: You can change the text orientation in selected cells.
Degree: You can enter a number to change text orientation. Use a positive
number in the degree box to rotate the selected text from bottom left corner
to upper right. Use a negative number in the degree box to rotate the selected
text from the upper left to the bottom right corner in the cell.
3.2.3 Font
Font: select a font name to change the font of the selected cell text.
Font style: select a font style of the selected cell text.
Size: select a font size for the selected cell text. You can type any number
between 1 and 409 to change the size.
Underline: select an underline type format to apply to the selected cell text.
Color: select a color from the list to apply to the selected cell text.
Effects: select effects to apply from the Effects group box.
Strikethrough: draws a line through the selected text.
Superscript: changes the format of the selected text to superscript Eg. x2
Subscript: changes the format of the selected text to subscript Eg. H2O
Preview: shows how the selected text will appear.
3.2.4 Borders
Presets: Apply a border style using the Presets options or remove an old
border style.
Line Style: Choose a border Line Style , then click the border to which you
want to apply the new line style.
Line Color: Select a color from the list to change the line color.
Border: You can add/remove any Border lines by clicking on them. The
new lines will have the color and style you selected.
2
4
3
1
5
4
Figure 3.9: Font Tab
Figure 3.10: Border Tab
1
2
3
4

3.2.5 Fill
In Excel 2007, we have some improvements in the Fill Tab. In Excel 2003, we
could use simple colors. But now, you are also able to use two color gradient
fill effects and patterns. Like in the other Office objects, each cell background
can be filled with patterns and effects. Secondly, you are not limited like in
Excel 2003. You can use theme colors or one of the more than 16 million
unique colors.
3.2.6 Protection
Before protecting the sheet, first, you should Lock/Unlock necessary cells
from the Format cells dialog box. In the Protection tab, we have two
properties.
Locked: Prevents the selected cells from being changed, moved, resized, or
deleted. Locking cells has no effect unless the sheet is protected.
Hidden: If you check this option you will hide a formula in a cell, so that it
doesn’t appear in the formula bar when the cell is selected. Hiding cells has
no effect unless the sheet is protected.
After that, you can protect a sheet from the Home Tab ➪Cells ➪Format
➪Protect Sheet. When you click protect sheet, it will open a dialog box for
you. In this dialog box, mainly, it asks you two questions:
1. Password
2. What to allow and protect.
By checking any of these options, you can allow users to use that property.
The people who know the password can unprotect and use all the properties
of the sheet. The people who don’t know the password can use only what you
allowed.
Example 3.3:
Select the range of the cells that you want to unlock. Then uncheck the
Locked check box from the Protection tab in the Format cells dialog box.
When you select Protect sheet from the Home tab, all cells are protected
except for the ones you unlocked.
Figure 3.11: Fill Tab
Figure 3.12: Format Cells ➪
Protection
Figure 3.13: Protect Sheet dialog
box

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3.3 Document Themes
As all you know, professional designers first start their documents by color,
font and general designs. They spend their hours or days in design, after that,
they start booklet preparation. Not all people have that professional sense of
color and design; but they can be helped though.
In an effort to help users create more professional-looking documents, the
Office designers incorporated a concept known as document themes. Using
themes is an easy (and almost foolproof) way to specify the colors, fonts, and
a variety of graphic effects in a document. And best of all, changing the entire
look of your document is a breeze. A few mouse clicks is all it takes to apply
a different theme and change the look of your workbook.
Importantly, the concept of themes is incorporated into other Office apps.
Therefore, a company can easily create a standard look and feel for all its
documents. For all of that, you just prepare your document with Styles.Figure 3.14: Themes: Colors. Fonts,
Effects
A theme applies to the
workbook. So, you cannot use
different themes for different
worksheets.
3.4 Using Styles
A Style is a collection of formats such as font size,
color, patterns, and alignment that you can predefine
and save as a group. Once you have defined and
saved a style, you can apply all of the formatting
elements at once. Note that this is a live preview- as
you move your mouse over a style, the selected cell
range temporarily displays the change. The real power
of styles is apparent when you change a component of
a style. All cells that use that named style automatically
incorporate the change.
A Style can contain any (or all) of the following
formatting attributes:
Number
Font (type, size, and color)
Borders
Alignment
Pattern
Protection (locked and hidden)
Figure 3.15 Using Styles

Figure 3.16: Using Styles
Another method to copy format is
to use Paste Special.
In order to apply a cell style, after you select your destination range, you click:
Home Tab ➪ Styles group ➪Cell Styles. It will show you the options as in
Figure 3.16. You select the style that you want to apply.
Using the New Cell Style… button you can open the Style dialog box and
create new styles from the selected cell formats. If you want to make further
changes in your format use the Format button under the Style Name box.
Because these subjects (Themes and Styles) much involved in design, you
can have a detailed reading from our MS. Word book.
3.5 Using Format Painter
Here is another very efficient tool in MS. Excel: Format Painter. After you
design one of your cells to fit your needs, you can use the Format Painter to
apply the same format to others.
1. Select a source range
2. Click the Format Painter button on the Home Tab ➪ Clipboard Group
3. Click on the destination
With this, you can apply the source format to destination range only once.
After you select the range, if you double click on Format Painter icon, you can
apply the format more than once until you press the ESC key.
3.6 Using Tables
One of the most significant new features or changes came with the Excel
2007 was the tables logic. Excel, of course, has always been able to deal with
tables, but they accepted tables as columns and rows of data. But since
Excel 2007, it accepts tables as a special object and has special tools to
manipulate them.
3.6.1 What is table?
A table is just a rectangular range of cells that (usually) contains columns,
rows and headers. Each row in the table corresponds to a single entity. For
example, a row can contain information about a customer, a student, an
employee, or a product. Rows are also called Records.
Tables typically have a header row, at the top that describes the information
contained in each column. The items in this header row which are also called
Fields contain a specific piece of information which is the same for all the
records. For example, if each row contains information about an employee,
the columns can contain data such as name, employee number, hire date,
salary, department, etc. All of these are columns or fields of the table.

Microsoft Excel44
3.6.2 Creating a table
To create a table, we use the Table command in Insert Tab ➪ Tables
group. When you place active cell indicator in a table range and click
this button, Excel will automatically determine the table range and open the
‘Create Table’ dialog box.
Figure 3.17b: Create table dialog box
The table address will appear in the edit box . If this is not the correct table
range, just erase it and using your mouse indicate the new address. If your
table already has headers, you check the ‘My table has headers’ check box
. And click OK . Excel defines this range as a Table and gives a name
to it.
3.6.3 Table AutoFormat
AutoFormat is a built-in collection of formats: font sizes, patterns, and
alignments which you can quickly apply to a table. AutoFormat lets you select
from hundreds of different preset formats.
In Excel 2003, we had very few options for Table AutoFormat; there were 16
predefined Table AutoFormat options there. Now, working with tables is easier
than ever. All you need is to decide the best table color and design for your
document. The designers of Excel, probably, realized that such tables are
widely used in Excel, and they’ve taken the concept to a new professional
level. They placed hundreds of professional table color and design options.
3.6.4 Some facilities for tables
Once you designate a particular range to be a table (using the Insert ➪ Tables
➪ Table command), Excel provides you with some very efficient tools that
work with the table.
For example:
You can apply attractive formatting with a single click.
You can easily insert/change summary formulas in the table’s total row.
If each cell in a column contains the same formula, you can edit one of
the formulas, and the others change automatically.
2
7
4
35
6
43
2
65
1
If you want to change the table
name, you can change it from
the Name Manager in the
Formulas tab.
1
Figure 3.18: Table AutoFormat List
Figure 3.17a: Inserting a Table

You can easily toggle the display of the table’s header row and totals row.
Removing duplicate entries is easy.
Autofiltering and sorting options have been expanded.
If you create a chart from a table, the chart will always reflect the data in
the table—even if you add new rows.
If you scroll a table downwards so that the header row is no longer visible,
the table headers now are displayed where the worksheet column letters
would be.
Figure 3.19: Table headers in the column headings place
Example 3.4:
Prepare the following table for a Real Estate Agency, and format it.
Figure 3.20: Real Estate Agency
3.7 Conditional Formatting
Conditional Formatting formats cells only if a condition is satisfied. For
example, you could use conditional formatting to display a student's mark
that is
5(Excellent) in Light red fill with dark red text, and
light yellow fill with dark yellow text if the student’s grade is 2(bad).
If the value of the cell changes and no longer meets the specified condition,
the cell returns to its original formatting.
Figure 3.21: Conditional Formatting

Microsoft Excel46
Example 3.5:
Now prepare the Conditional formatting as follows.
If mark is 5 ➪ Light red fill with dark red text
If mark is 2 ➪ Light yellow fill with dark yellow text
1. Select the cell or cell range you want to apply conditional formatting to
2. Select the “Greater Than” Conditional Formatting button from the Home
Tab (Figure 3.21)
3. Enter the condition as in the Figure 3.23.
Figure 3.23: Format Cells that are GREATER THAN
In Office 2003, you could have up to three conditions. But since Office 2007,
you can have (theoretically) an unlimited number of conditional formatting.
You can apply more than one condition to the same range. To avoid problems
pay attention to not to conflict your conditions.
Figure 3.22: Table Conditional
Formatting

Questions
1. Which of the following is used to write
multiple lines in a cell?
a. Shrink to fit b. Wrap text
c. Merge cells d. Orientation
2. Which tab of the following adjusts the
selected text to superscript in the Format
Cell window?
a. Font b. Alignment
c. Underline d. Patterns
3. You can move a cell by dragging when the
CTRL key is held down.
TRUE FALSE
4. Locked cells have no effect unless the
worksheet is ……….?
a. Protected b. Hidden
c. Read only d. Shared
5. Which of the following is not a numeric
value? (Choose all that apply)
a. May 10, 2001 b. Entire Text
c. 57% d. 350
6. Which of the following is not a way of
changing the font size?
a. Select the cell(s), Click on the triangle near
the Font Size from the Font group in the
Home tab. Finally choose a proper font size.
b. Select the cell(s) and right-click the
selection, select Format Cells from the
popup menu, click the Font tab, choose a
proper font size, and click OK.
c. Select the text and press Ctrl+Shift+F.
Choose a proper font size and click OK.
d. Select the text then select Format ➪Column
width... Change the value and press OK.
7. You have four cells that you want to
combine into one. How can you do this?
(You can choose more than one)
a. Select the cells and click the Merge Cells
button in Page Layout Tab.
b. Right click on the cells and select Merge
Cells button from the Mini Toolbar.
c. Select the cells and click the Merge Cells
button in the Styles group in the Home Tab.
d. Select the cells and click the Merge Cells
button in the Alignment group in the Home
Tab.
8. Which symbol is used before a number to
make it a label?
a. =(equal) b. " (quote)
c. ' (apostrophe) d. _ (underscore)

Microsoft Excel48
9. How can you rotate text in a cell?
a. Open the Format Cells Dialog box
➪Alignment tab. Select Text direction from
the combo box below.
b. Click the Home Tab ➪Alignment group
➪Orientation button and select the desired
orientation.
c. Select the Home Tab ➪Cells group
➪Format button ➪Text Direction and write
the degrees in the box
d. Right-click the cell and select Text Direction
from the popup menu.
10. You want to change the dates in a
worksheet so that they appear as 21 Oct 04,
instead of 10/21/04. How can you do this?
a. Select the cells and click the Long Date
button on the Review tab.
b. You have to retype all the dates, as there is
no way to reformat them.
c. Select the cells and open the Format Cells
Dialog box, click the Number tab, select
Date from the Category list and select the
date format you want.
d. You need to call your system administrator
and have him or her install the Microsoft
Long Date patch for you.
11. Which is not a method for applying boldface
to the selected cell range?
a. Open the Format Cells Dialog box, click the
Font tab, and select Bold from the Font
style list.
b. <Ctrl+B>.
c. Right-click the text and select Boldface
from the Mini toolbar.
d. Click the Bold button on Styles group in the
Format Tab.
12. To display additional decimal places in a
cell, click the ......... button in Home tab.
a. Increase Decimal
b. Percent Style
c. Increase Indent
d. Decrease Indent
13. Which of the following statements is not
true:
a. Clicking the Center button on Alignment
group centers the text or numbers within
the cell.
b. The Merge and Center button merges
several cells into a single larger cell and
centers the contents inside the cell.
c. You can change cell alignment by opening
the Format Cells Dialog box and clicking
the Alignment tab.
d. Cells can show, at most, 3 lines of text.

Practice
1. Make the following table. You may use different contact and company names.
2. Prepare this table.
3. Write the following expression in an Excel worksheet.

Microsoft Excel50
4. Try to prepare these tables by using Auto format.
5. Prepare the table on the right side
Reminder: Avoid writing the currency symbol directly. You will
use wrapping, merge cell and currency format. (You may
customize the currency symbol from the Windows Control
Panel)
6. Create the following table and apply conditional formatting as
shown in the figure. You can use your classmates’ names.
Reminder: If the average of a student is less than 3, the
background color is red, the font color is yellow. If any grade is
5, the background color is green, the font color is white.

Word Search Puzzle
S T P I R C S B U S W A
H M C U R R E N C Y R U
R B K J N H D D Y S A T
I D P L R E P K I O P O
N S H A R E D Z B A L F
K E M L T R E D R O B O
O R I E N T A T I O N R
T N O F R C E O E H E M
E W H C H G E R P Q N A
C D J O S K E J N H H T
Clues Explanation
AUTOFORMAT Applies a set of predefined formatting choices to worksheets and tables.
Money that is used by a country.
A set of letters, numerals, and shapes, which conform to a specific set of design
criteria.
The edge or margin of a range of cells.
Combining two or more cells.
Invisible.
The alignment of an object in relation to the cardinal directions.
Automatic moving of text to the subsequent line after the completion of the previous
one.
An artistic or decorative design created by the regular repetition of shapes.
A character or symbol printed partly below the base line of the text.
Reducing the size of content to fit it in a cell.
Horizontal line underneath something written.
The physical magnitude of the font.
A network resource exported by a server or workstation.

Microsoft Excel52
Project
1. Surprise your parents, by finding out the day of the week they were born?
2. Write down a chemical expression in an Excel sheet.
3. Perform the following using the figure below.
a. Create the following table.
b. Resize column A so that you can see all data within cells A7 through A10.
c. Change the font of the title to Times New Roman. (A1, A3)
Make the worksheet title bold; change its color to dark blue and size to 14 pt.
d. Change the quarterly income amounts to currency formatting.
e. Center the column headings (from Quarter 1 to Total) and amounts, and then apply bold formatting.
f. Add a bottom border to the cell range: B10:F10.
g. Merge the cell range A1:F1 into a single cell.
4. Prepare the following figure in Excel.
Pay attention to Text Orientation, background color, font color, merge cells, text alignment, number category,
borders...

Microsoft Excel54
PAGE SETUP AND PRINTING
4.1 Page Layout Tab
You can use the Page Layout Tab to customize the document according to
your preferences for printing. The new Ribbon has placed the quick access
buttons for the most common operations in the Page Layout Tab. But, using
the dialog box launcher on the bottom right corner of the Page Setup
group, you can see the entire Page Setup Dialog box. (Figure 4.3)
6
Figure 4.1: Page layout tab
4.1.1 Page Tab
Orientation specifies the page orientation for the printed page using the
Landscape and Portrait radio buttons.
Scaling reduces or enlarges the worksheet, or fits the worksheet to a
specific number of pages when you print. For example, if you want to adjust
the width of the document and leave the height as it is: In the first box beside
Fit to, enter 1 (or Width), in the second box beside Fit to, delete any value.
5
2
4 56321
Figure 4.3: Page Setup Dialog box
Figure 4.2: Page Orientation
1
2
5
3
Paper size: You can choose letter, A4, or other size
options to indicate the size of your document. Ex. A4 is
European standard and 210x297mm in size; Letter is
American standard and 216x279 mm in size.
Print Quality: You can choose the resolution to specify print
quality for the active worksheet. Resolution is the number of
dots per inch (dpi) that appear on the printed page. Higher
resolution produces better printing quality.
First page number: Enter Auto to start numbering pages
from 1 or write the starting page number for your print area.
Print Area: You can select what to print from the entire
worksheet. When you print the document, only the selected
region will be printed.
4
3

Page Setup and Printing 55
4.1.2 Margins Tab
When printing, the entire page cannot be used. Some space has to be left on
each side of the paper. These spaces are called Margins. They are the
printing boundaries of the paper. Left Margin means the limit at the left of the
page where your text starts.
Using Margins quick button in the Page Layout tab, you can select Normal,
Wide or Narrow Margin options. These are the common options. But, if you
want to setup your own preferences, you click on Custom margins at the
bottom. It’ll open Margins tab of the Page Setup Dialog box. From this tab,
you can enter margin settings and see the results by using the Print Preview
window. Or, adjust measurements for the Top, Bottom, Left, and Right margins.
Center on page: Centers the data on the page vertically, horizontally, or both.
Figure 4.4a
Figure 4.5a: Margins tab in Page Setup
Figure 4.4b:
Print margins in Page Layout tab
Figure 4.5b:
Header and Footer margins
Margin of the Header and footer
When you enter a new margin size in the Header box, it changes the distance
from the top edge to the header.
Or, to change the distance from the bottom edge to the footer, enter a new
margin size in the Footer box.
These settings should be less than your top and bottom margin settings and
greater than or equal to the minimum printer margins.

Microsoft Excel56
4.1.3 Header/Footer Tab
You can enter a preset Header and/or Footer using the drop
down menus.
You can change the Header/Footer using the Custom
Header and Custom Footer buttons.
Figure 4.6b
Below Custom Header and Footer boxes, some Header
and Footer options are placed.
Different odd and even pages: Select this button if you
want to use different Headers and Footers in odd and even
pages
Different first page: If you want a different Header/Footer in
the first page
Figure 4.6: Header and Footer tab in Page Setup
Figure 4.7: Custom Header dialog box
Font Button: Changes font name, size, and
style of the selected text in the section box.
Page Number Button: Inserts an automatic
page number in the header and/or footer
when you print the worksheet or the chart.
Total Page Number Button: Inserts the total
number of pages in the worksheet.
Date Button: Inserts the current date on your
computer.
Time Button: Inserts the current time on your
computer.
Path & File Name Button: Inserts the path
and file name of the active workbook.
File Name Button: Inserts the name of the
active workbook.
Sheet Name Button: Inserts the name of the
active worksheet.
Insert Picture Button: Allows you to insert a
picture in the header/footer.
Format Picture Button: Allows you to adjust
the image.
Custom Header / Custom Footer
You can have only one custom header and one custom-
footer on each worksheet. If you create a new custom
header or footer, it replaces any other in the worksheet.

Figure 4.8: Print options in the Page Layout tab
1 2 3 4
4.1.4 Sheet Tab
Print Area: if you don’t want to print all of the worksheet
data, you can specify a range to be printed. First select the
range to be printed, then select the Set Print Area button from
the Page Layout tab.
Print Titles: When you have a large list that doesn’t fit into
one page, you can print the same columns or rows as titles
on every page.
3
1
4.1.5 Chart Tab
If the current worksheet is an Excel sheet, the last tab of the
Page Setup window shows sheet options. If it is an Excel
Chart object, then the Page Setup window changes to the
Chart options tab.
Printed chart size:
Use full page will expand the chart to fit the full width and
height of the page margins.
Scale to fit page will scale the chart to the nearest page
margin before printing.
If you select Custom you can adjust the chart size.
Printing Quality: You may select the Printing Quality you want.
Black and white or color.
Figure 4.9: Options in Sheet tab in Page Setup
1
3
4
Figure 4.11: Chart Options
Figure 4.10: Print Order
Sheet Options: You can decide what to print from your document:
Gridlines, Comments, Cell errors, etc.
Breaks: You can insert/ remove page breaks.
Print Order: Choose order of the pages in printing.
4

Microsoft Excel58
4.2 Print Preview
4.2.1 Normal view and Page Layout View
Before you print a Microsoft Office Excel worksheet that
contains large amounts of data or charts, you can quickly
fine-tune it in the new Page Layout view to achieve
professional-looking results. You can change the Page view
using the Page view buttons next to Zoom Control on the
status bar. Or Using the Workbook views group commands
in the View Tab.
Figure 4.12: Page view buttons
Figure 4.13:
Workbook views in the View tab
In the Page Layout View, you can change the layout and format of data the
way that you can in the Normal view. This new Page Layout view works similar
to Print Preview and ensures no surprises when it’s time to print your work.
Even better, the Page Layout view includes “click and type” page headers
and footers—which is much more intuitive than the old method. Unlike the
standard print preview, Page Layout view is fully functional in terms of
spreadsheet editing.
Note: The Page Layout view is useful to get your data ready for printing. Page
breaks are more easily adjusted in the Page Break Preview view. For an exact
preview of how the data will be printed, you can preview the worksheet pages
in the Print Preview view.
Figure 4.14a: Page Break Preview Figure 4.14b: Page Layout View
Page view
buttons

Next and Previous buttons:
If you have multiple pages to be
printed the Next and Previous
buttons help you to move
through the pages and see
them.
Zoom button switches
between a full-page view and a
magnified view. The Zoom
feature doesn’t affect print size.
Depending on your resolution
settings, you may not see
certain graphics properly, such
as thin borders, in full-page
view.
Page Setup… Here, we
have the most common page
setup options. For more detailed
options, you should go to Page
Layout tab.
Show Margins button allows
you to see the page margins
and fix them using your mouse.
4
3
2
1
4.2.2 Print Preview
After you prepare your document, you may check and see the preview of the
document. Use the Print preview from Office button to look over the page or
to make your final adjustments before printing. This will open a new window
with buttons that are necessary for previewing.
Figure 4.15: Print Preview Button
4.3 Print
After you finish processing your document, you generally
want to print the document. To open Print window, click
Print from the Office button, or
press <Ctrl+P> from the keyboard.
We don’t have a print button any more in the Home tab or
in another toolbar. But, we have Quick print for the Quick
Access Toolbar. If you use the Quick Print button from the
QAT, it will not open the print window but will send the
entire worksheet directly to the printer.
Figure 4.16: Print Dialog box
1 2
4
3
4

Microsoft Excel60
Microsoft has a cool feature: Document Image Writer. With the help of this
feature you can save your page as a picture and print it later. It provides black
and white 300dpi tiff format or MDI format for color outputs.
If you want to print from a local or a network printer, first of all, you must install
it properly. You can see how to install a printer from the Windows XP/Vista
book of this series. After you install your printer and plug all the cables in
properly, select a printer from the Printer Name combo box at the top of the
Print window. When printing, it is strongly recommended to follow this order;
1. Firstly, give a final check and save your document
2. Adjust page setup properties
3. Adjust printer properties
4. Send to the printer
Because all printers have different properties, the Properties page will be
different for each printer. In general they have a page for Layout (page
orientation, page order, paper size, etc.) and another for Print quality.
4.3.1 Print Range
From the Print Range, if you select All, it will print all pages in the active sheet.
If you select the Page(s) option, you can define the range of the pages to be
printed. In the Print What section, using the radio buttons, you can select
active sheet(s),
an entire workbook or
only the selected region to print.
You may also print multiple worksheets by selecting with <Ctrl+Left click>
combination. If you select active sheet(s) from the Print What section, Excel
will include all of the selected worksheets for printing.
You can define the number of copies for each page using the Copies option
button. The Collate check box is available if you are printing multiple copies.
Using the Collate check box, you can adjust print order of the pages.
Figure 4.18: Options in the Print dialog box

Questions
1. Which of the following options is not
located in the Page Setup dialog box?
a. Page Orientation
b. Margins
c. Header / Footer
d. Page Break Preview
2. How do you set a Print Area, so that Excel
prints only that part of the worksheet?
a. Select the area then select the Office button
➪ Print ➪ Quick Print.
b. Select the area then click Print Area ➪Set
Print Area button on the Page Layout Tab.
c. Select the area you want to print then click
the Print button on the Quick Access Toolbar.
d. There is not a way of doing this.
3. The page break is not at the place you
want. How can you fix this?
a. Select the cell where you want to add a
page break and then click the Page Break
button on the Insert Tab.
b. Click the cell where you want to add a page
break and select View tab ➪Freeze Panes.
c. Click the Print Preview button and click the
Fit to Print button on the toolbar.
d. Select View ➪Page Break Preview and drag
the page break indicator line to where you
want.
4. How can you view and/or add a page header
to a worksheet? Choose all that apply.
a. Click the Header/Footer button on Office
button ➪Prepare.
b. Open the Page Setup Dialog box and click
the Header/Footer tab
c. Select Header&Footer from the Text group
in the Insert Tab
d. Click the Page Layout button on the status
bar then click on “Click to add header” text
5. .................... reduces or enlarges or fits the
worksheet to a specific number of pages.
a. Orientation b. Scaling
c. Paper size d. Print quality
6. .................. is the number of the dots per
inch (dpi) that appears on the printed page.
a. Scaling b. Margins
c. Resolution d. Orientation
7. ..................... are the printing limits of the
paper.
a. Scaling b. Print Quality
c. Measurement d. Margins

Microsoft Excel62
8. ..................... settings should be smaller
than the top and bottom margin settings
and larger than or equal to the minimum
printer margins.
a. Header and footer margin
b. Print area
c. Date button
d. Chart tab
9. If you select ..................... you will expand
the chart to fit the full width and height of
the page margins.
a. Use full page b. Scale to fit page
c. Draft quality d. Printing quality
10. If you have multiple pages to be printed
..................... help you to move through the
pages and see them in the Print Preview
window.
a. Active sheet(s)
b. Entire workbook
c. Next and previous buttons
d. Zoom button

Word Search Puzzle
H P T R A H C D P X D F
E U L A V I J F O G H O
X X L L V Z O U R R E O
K T N I G R A M T I A T
A N D D M M D D R D D E
F E P A C S D N A L E R
E M T T J P N G I I R F
Y M I I P R I N T N C B
O O F O R K U L A E Y N
Y C T M E R G E Z S G X
Words Clues
LANDSCAPE Page orientation in which the page width exceeds the page length.
A function that allows you to add the numbers in multiple cells.
To be the right size or shape.
It is used to display series of numeric data in a graphical format.
One or more lines of text that appear at the bottom of every page of a document.
To take out a copy of your document on a paper
The horizontal and vertical lines on the spreadsheet.
Text that appears at the top of every page of a document when it is printed.
Area between the edge of a page and the written or printed text.
The orientation of a page in which the longer dimension is vertical.
Comparing data with known information (patterns, ranges, check digits) to verify that
the data is correct.

Microsoft Excel64
Project
1. Make a nice looking table which has the names and surnames of your classmates
with their grades in Informatics lesson. Then show a print out to your teacher.
2. Find and write down the results of a General Assessment Test in your
school in an Excel worksheet.
a. Print the table sorting by class- in ascending order and then by
average- in descending order.
b. Assuming you have multiple pages, on the top of each page you
must have the same title. Solve this problem in this project.

Microsoft Excel66
FUNCTIONS AND FORMULAS
5.1 Understanding Functions and Formulas
Using formulas is the essential part of Excel. Microsoft Excel is best when you
have lots of numbers and different calculations with these numbers. Each box
(cell) is like a different address and can be used with its referring address or
name.
The A1 reference style
There are two different reference styles: A1 and R1C1. By
default, Excel uses A1 reference style. This refers to columns
with letters (A, B, C... XFC, XFD a total of 16384 columns) and
rows with numbers (1 through 1.048.576).
These letters and numbers are called row and column
headings. To refer to a cell, enter the column letter followed by
the row number.
For example, D2 refers to the cell at the intersection of column
D and row 2.
To Refer to Use
The cell in column A and row 10 A10
The range of cells in row 1 and columns
A through E (5 cells)
A1:E1
The range of cells in columns A through E
and rows 1 through 5 (5 × 5 = 25 cells)
A1:E5
All cells in row 5 (A5:XFD5) 5:5
All cells between rows 5 through 10 5:10
All cells in column H (H1:H1048576) H:H
All cells in columns H through J H:J
In R1C1 style R and C represent
Rows and columns. The number
written after R is the Row number
and the same for the column.
The D2 cell in A1 Reference style
means R2C4 in this style.
5.2 Linking Worksheets
You can think that “Instead of gathering all the data in a single workbook, why
do I need to link worksheets, or workbooks?” There can be many reasons:
To keep well organized workbooks
To have less workbook sizes
To have different security and access levels, etc.
In the ancient times, when there were no computers, we used papers to
collaborate with people. Because, we have better network environments now,
we don’t have to print hundreds of pages for a project and distribute it to
others and wait for all to work and return the pages. Now, we can let all people
work on their copies and we have links to appropriate locations, in order to
have dynamic and up-to-date information.
The general syntax for a link
=[WorkbookName]SheetName!CellAddress
But, if linking from the same workbook and/or worksheet, you can skip the
default parts and write only the cell address after the equal sign. So, if you
want to have a link to A1 cell from the same worksheet, in the destination cell,
you simply write:
=A1
Figure 5.1: A1 Reference Style

Functions and Formulas 67
If you want to have a link to the A1 cell in Sheet1 from sheet2, you first write
the sheet name followed by an exclamation mark and write the cell address
in the destination cell:
=Sheet1!A1
If you want to have a link to the A1 cell in Sheet1 in the ‘Plans.xlsx’ workbook
from another workbook, you
first write the workbook name in square brackets,
then, sheet name followed by an exclamation mark and
write the cell address in the end:
=[Plans.xlsx]Sheet1!A1
5.2.1 Creating a link formula by pointing
Because, when entering external reference formulas manually, you can easily
make errors, usually it’s not the suggested method. Instead, have Excel build
the formula for you:
1. Open the source workbook.
2. Select the cell in the dependent workbook that will hold the formula.
3. If you’re simply creating a link and not using the external reference as part
of a formula, just enter an equal sign (=) and then select the cell and
press Enter. If you are entering a formula, when you get to the part that
requires the external reference, activate the source workbook and select
the cell or range and press Enter.
4. After you press Enter, you return to the dependent workbook, where you
can finish the formula.
Because the references that you create with this method are always absolute
references, if you plan to copy it to create additional link formulas, you need
to pay attention when using them as absolute or relative references.
As long as the source workbook remains open, the external reference doesn’t
include the path to the workbook. If you close the source workbook, however,
the external reference formulas change to include the full path.
5.3 Writing Your First Formula
To write a formula, you must start with an equal sign “=”. Then, using
references, numeric values and arithmetic operators, you can write your own
formulas. (You can see the cell reference name in Name Box on the left of
Formula Bar).
When the workbook file name
has spaces in it, we use single
quotation.
='[Daily Plans.xlsx]Sheet1'!A1

Microsoft Excel68
Example 5.1:
You have a worksheet that lists exams for students. Write a formula for your
teacher that calculates each student’s average.
Figure 5.2: Math exam results
Name Box Formula Bar Active Cell Solution: In order to calculate a student's average, you need
to calculate the sum of Exam1, Exam2 and Exam3 and then
divide the result by 3.
For the first student, according to Figure 5.2, the cell
containing
Exam1 mark is D4;
Exam2 is E4; and
Exam3 is F4.
And you should use these referring addresses in your
formulas.
Now, you know all the details and you are ready to write your
formula. First, you select the cell where the result will appear
(G4) and then write the formula below in the formula bar:
= (D4+E4+F4)/3
After you press the ENTER key, it will display the average of
the first student. Now, you can copy this formula to other
students. When you copy and paste formulas, Excel will
automatically make the necessary changes in formulas for
every row and column references. For the second student
the Exams are stored in the 5th row and the formula will be
= (D5+E5+F5)/3
5.3.1 Operators in Excel Formulas
There are three groups of operators in Excel.
Operator Meaning Example Result
+ Addition =3+2 5
– Subtraction =3-2 1
/ Division =3/2 1.5
* Multiplication =3*2 6
%
Percentage
(Divides number
by 100)
=50% 0.5
^ To the power =3^2 9
Figure 5.3.a: Arithmetic Operators
= Equal sign =3=2 FALSE
> Greater than =3>2 TRUE
< Less than =3<2 FALSE
>=
Greater than or
equal to
=3>=2 TRUE
<=
Less than or
equal to
=3<2 FALSE
<> Is not equal to =3<>2 TRUE
Figure 5.3.b: Logical Operators
: Range A2:C7
All the cells from A2
to C7
,
Union (to define
more than one
reference)
A1,B1:B6
The cells from B1 to
B6 and A1
space Intersection
=B7:D7
C6:C8
produces reference
to common cells to
the two references
Figure 5.3.c: Other Operators

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