Spreadsheet components

Column

Active cell Value

Label

Row

Excel window components

Quick Access toolbar Ribbon tabs Title bar Ribbon groups

Ribbon Formula bar

Worksheet

Status bar

Enhanced ScreenTips

The Excel Help window

Worksheet navigation methods

Action Click a cell Press arrow key Press Tab Result Selects that cell Selects an adjacent cell Selects the cell one column to the right Selects the cell one column to the left Selects cell A1

Press Shift+Tab

Press Ctrl+Home

continued

Worksheet navigation, continued

Action Click scroll arrow Result Moves view of worksheet one row or column Does not change the active cell

Click in scrollbar

Moves view of worksheet one screen up, down, left, or right, depending on where you click continued

Worksheet navigation, continued

Action Drag scroll box Result Moves view of worksheet quickly without changing the active cell

Press Ctrl+G (or choose Edit, Go To)

Opens dialog box where you can enter a cell address

Spreadsheet with text and values

Editing text and values

Select the cell and type the new data Click the formula bar, make the edits, and press Enter Double-click the cell to place the insertion point in it, make the desired edits, and press Enter

Use AutoFill to enter a series

1. Select the cell containing the value that starts the list or series 2. Point to the fill handle until the pointer changes to a + symbol 3. Drag the fill handle over the adjacent cells that you want to fill

AutoFilling a month series

Formulas
Perform calculations, such as adding, multiplying, and averaging Begin with the = sign Use operators for calculations

Operators
Indicate the type of operation that a formula will perform
Operator Used for Example

+
* / %

Addition
Subtraction

=A7+A9
=A7-A9

Multiplication =A7*A9 Division =A7/A9

Percentages =50%

Enter a formula
1. Select the cell where you want the result to appear 2. Type the equal sign (=) 3. Type the formula 4. Press Enter

Enter cell references with mouse

1. Select a cell 2. Type = 3. Click the cell for which you want to enter a reference 4. Type the operator 5. Repeat Steps 3-4 until your formula is complete 6. Press Enter

Order of operations
1. 2. 3. 4. Percentages Exponents Multiplication and division Addition and subtraction When a formula contains operators with the same precedence, then calculations are performed from left to right

Add an image to a worksheet

1. Click the Insert tab 2. Click Picture 3. Locate and select the file, and click Insert 4. Use the tools on the Picture Tools | Format tab to modify the picture

Worksheet with a picture

Save a workbook
1. 2. 3. 4. Click the File tab and click Save As Enter a name for the workbook Select a location for the workbook To save the file in a different format, select a file format from the Save as type list 5. Click Save

Save a file for Excel 97-2003

1. Click the File tab and click Save As 2. From the Save as type list, select Excel 97-2003 Workbook 3. Specify the file name and location 4. Click Save

Save a worksheet as a PDF

1. With the worksheet open, click the File tab and click Save As 2. Enter a name for the file (or use the current file name) 3. From the Save as type list, select PDF 4. Click Save Excel converts the saved worksheet to a PDF file, and the current worksheet remains open in Excel

Move data in worksheets

1. Select the cell containing the data you want to move 2. Click the Home tab 3. Click Cut (or press Crtl+X) 4. Select the destination cell 5. Click Paste (or press Ctrl+V)

Copy data
1. 2. 3. 4. Select the data you want to copy Click Copy (or press Ctrl+C) Select the destination cell Click Paste (or press Ctrl+V)

Move data by dragging it

1. Select the cell that contains the data you want to move 2. Point to the border of the cell until the pointer changes to a four-headed arrow 3. Drag the cell to the destination 4. Release the mouse button

Copy data by dragging it

1. Select the cell containing the data you want to copy 2. Point to the border of the cell until the pointer changes to a four-headed arrow 3. Press and hold Ctrl; the pointer displays a plus sign (+) 4. Drag to the destination cell, release the mouse button, and then release Ctrl

The Office Clipboard

Integrated across all Microsoft Office applications Expands the functionality of copy/paste and cut/paste Can hold multiple itemsyoure not limited to pasting the most recently cut or copied item All items stored in the Office Clipboard are available to all open Microsoft Office applications

Relative references
Cell reference
Contains row and column coordinates to identify a cell

Relative cell reference

Refers to other cells in a formula based on the formulas location Automatically changes the references in a formula when it is copied

Absolute references
Dont change when formulas are copied Are specified by using a $ sign
$A$1 $C$2

Mixed references
Contain relative and absolute references Relative references change when you copy the formula Absolute references do not change

Insert a range
1. Click the first cell you want to select, and drag to the last cell you want to select 2. In the Cells group on the Home tab, click Insert 3. Choose Insert Cells 4. Specify whether you want to shift cells or insert an entire row or column, and click OK

Insert rows or columns

1. Select the row or column where you want to insert a new row or column 2. Do either of the following:
Right-click and choose Insert Click Insert (in the Cells group) and then choose Insert Sheet Rows or Insert Sheet Columns

Delete a range
1. Select the range you want to delete 2. In the Cells group, click Delete (or right-click the selection and choose Delete) 3. Specify where to shift the adjacent cells 4. Click OK

Function
Predefined formula that performs a specific type of calculation
=FUNCTIONNAME(ARGUMENT1,ARGUMENT2,)

Arguments
Are the input values for a function Are enclosed in parentheses Can be numbers, text, cell addresses, ranges, and other functions

Range reference
Specifies two or more cells Starts with the address of the first cell, followed by a colon (:) and the address of the last cell in the range
A1:A4 B4:H10

The Error Checking button

Appears when Excel suspects that a formula contains an error Provides options for fixing possible errors in a formula

Syntax errors

Insert a function
1. Select a cell 2. Click the Insert Function button on the formula bar 3. Select a function category and a function 4. Click OK 5. Specify the arguments 6. Click OK

The AutoSum button

Automatically enters the function and its arguments Guesses the range of cells that you want to add

AVERAGE function
Calculates the arithmetic mean of a list of values
=AVERAGE(number1,number2,)

MIN function
Returns the smallest number from a list of values
=MIN(number1,number2,)

MAX function
Returns the largest number from a list of values
=MAX(number1,number2,)

COUNT function
Counts the number of cells in a range containing numeric values
=COUNT(value1, value2, )

The Font group

This Dialog Box Launcher opens the Format Cells dialog box, with the Font tab active

Select a non-contiguous range

1. Select the first cell or range 2. While holding Ctrl, select any other cells or ranges you want to add to the selection

Format cells
1. Select the cell or range you want to format 2. Right-click the selection and choose Format Cells 3. Click the Font tab 4. Apply the desired formats, and click OK

Changing column widths

To resize a column:
Drag the column border Double-click the column border Select a column, right-click, and specify the size in points

Use the same methods to resize a row

The Merge & Center button

1. Select the cells you want to merge 2. In the Alignment group, click Merge & Center

The Borders menu

Use the border-drawing pencil

1. Click the Borders button 2. In the Borders gallery, click Draw Border, or select a line style and color 3. Drag where you want to apply a border

Paste Special dialog box

Number formatting
Comma Style Percent Style Increase Decimal

Currency Styles

Decrease Decimal

The Number tab

Conditional Formatting menu

New Formatting Rule dialog box

Rules Manager

Copy or clear formats

To copy formatting:
1. Select the cell or range that has the formatting you want to copy 2. Click Format Painter 3. Select the destination cell or range

To clear formatting:
1. Select the cell or range you want to clear 2. In the Editing group, click the Clear buttons arrow and choose Clear Formats

Apply a cell style

1. Select a cell or range 2. In the Styles group, click Cell Styles 3. Move the pointer over the styles in the gallery Live Preview shows how each style will affect the selected cell(s) 4. Click a style to select it

The Cell Styles gallery

Format a table
1. 2. 3. 4. 5. Select a cell or range Click Format As Table Select a table format Enter the table range and click OK Use the Table Style Options and other groups on the Ribbon as needed 6. Click anywhere in the worksheet to close the Table Tools | Design tab

Use the spelling checker

1. Click the Review tab 2. Click Spelling; the first misspelling found is displayed 3. Click Change, click Add to Dictionary, or click Ignore All 4. Continue through the worksheet or range, responding to suggestions for each possible misspelling 5. Click OK

Use Find and Replace

1. Click the Home tab 2. In the Editing group, click Find & Select 3. Choose Replace 4. Enter the value or text you want to find 5. Click Find Next 6. Enter the new value or text 7. Click Replace, or click Replace All

Page Layout view

Change scaling settings

1. At the bottom of the print options, click No Scaling (default setting) 2. Choose Fit All Columns on One Page or Fit Sheet on One Page, depending on which is better suited for your worksheet

Setting custom margins

Add headers and footers

1. Click the Insert tab 2. In the Text group, click Header & Footer Page Layout view is activated, with the Headers & Footer Tools | Design tab open 3. Add text and any other elements you want to include

Sheet options in Page Setup

When youre ready to print

1. Click the File tab 2. Click Print 3. Select a printer and other settings (page orientation, margins, scaling) 4. Click Print

Print a selection
1. Select the range you want to print 2. Click the File tab and click Print 3. Under Settings, click Print Active Sheets and choose Print Selection 4. Click Print

Create a chart
1. Select the headings and data you want in the chart 2. On the Insert tab, click a chart type 3. Select a sub-type 4. Use the options on the Chart Tools tabs to format and customize the chart 5. Move the chart to the desired location on the worksheet

Chart elements
Value axis Data series

Legend

Data point Category axis

Change the chart type

1. Select the chart 2. Under Chart Tools, click the Design tab and then click Change Chart Type 3. Select a chart type and sub-type 4. Click OK

Add axis labels

1. 2. 3. 4. Select the chart Click the Layout tab In the Labels group, click Axis Titles Choose a horizontal or vertical axis title 5. Enter the title text

Freeze rows and/or columns

1. Select the area you want to freeze:
Row Click cell in row below it Column Click cell in column to the right Row and column Select cell below and to the right of row and column

2. Click the View tab 3. In the Window group, click Freeze Panes and choose Freeze Panes

Arranging windows

Split a worksheet into panes

To split horizontally:
1. Point to split box at top of vertical scrollbar 2. Drag down to where you want to split the worksheet

To split vertically:
1. Point to split box to the right of horizontal scrollbar 2. Drag to the left

Hide a column
1. Select a column heading or row heading, or drag across multiple headings 2. Right-click the selection and choose Hide

Unhide columns
1. Select the columns on both sides of the hidden row(s) or column(s) 2. Click the Home tab 3. In the Cells group, click Format and choose Hide & Unhide, Unhide Columns

Hidden columns

Set print titles for a worksheet

1. Click the Page Layout tab 2. In the Page Setup group, click Print Titles 3. Enter the range containing the titles you want to print on each page 4. Click OK

Page Break Preview

Rename a worksheet
Double-click the sheet tab, type a name, and press Enter Right-click the sheet tab and choose Rename; type a name and press Enter Click the Home tab; click Format and choose Rename Sheet; type a name and press Enter

Format worksheet tabs

1. Right-click a worksheet tab to display a shortcut menu 2. Choose Tab Color to open a color palette 3. Select the color you want to apply; select another tab to see the results

Insert a worksheet
Click the Insert Worksheet button Press Shift+F11 In the Cells group (Home tab), click the Insert buttons arrow and choose Insert Sheet Right-click a worksheet tab, choose Insert, select Worksheet, and click OK

Move a worksheet
1. In the Cells group, click Format and choose Move or Copy Sheet 2. Select a new location for the worksheet from the To book list or the Before sheet list 3. If you want to copy the sheet, check Create a copy 4. Click OK

Delete a worksheet
Right-click the sheet tab and choose Delete In the Cells group, click the Delete buttons arrow and choose Delete Sheet

Print multiple worksheets

1. Press Ctrl and click the tabs to select the worksheets you want to print 2. Click the File tab and click Print 3. Click Print

Data bars

Conditional Formatting Rules Manager

Color scales

Icon sets

Creating SmartArt graphics

Quick Style and Bevel effects

Insert a screenshot
1. Maximize the window you want to capture 2. Switch to Excel and click the Insert tab 3. In the Illustrations group, click Screenshot 4. From the Available Windows gallery, select the thumbnail you want to insert

Clip a portion of a screen

1. Activate the window you want to capture 2. Switch to Excel and click the Insert tab 3. Choose Screen Clipping 4. Drag to select the portion of the screen you want to capture 5. Release the mouse; the clipped screen appears in the worksheet