Advanced

Excel
Multiple Worksheets
Each new Excel workbook starts with three worksheets, although you can have
anywhere from one worksheet to hundreds of worksheets per workbook. To switch
among the worksheets, click on the worksheet tabs at the bottom of the window.
In order to help you manage multiple worksheets, Microsoft Excel
allows you to add, delete, rename, color code, move, and copy
them. To do so, right-click on a worksheet tab to bring up the
shortcut menu shown to the right.
I nsert
Add a new blank worksheet to the workbook. In
the Insert dialog box, make sure the Worksheet icon is
selected, then click OK. The new worksheet will appear to
the left of the selected worksheet.
Delete

Permanently remove a worksheet from the workbook.

Rename Change the name of a worksheet. After selecting the command,

type in the new name and press Enter. Choose a name that represents the
information in the worksheet.
Move or Copy
Move a worksheet to another workbook
or change its position within the current workbook. To make
a copy instead, check the Create a copy box. (As a
shortcut, you can also quickly move worksheets by clicking
and dragging.)
Tab Color
Change the color of a worksheet s tab to
make it stand out.
Sharing Data
When writing formulas, Microsoft Excel allows you to easily use data appearing in one
worksheet in another by adding the worksheet s name to the address of the cell the
data is in. For example, to add cell D16 in worksheet Sheet1 to cell D16 in worksheet
Sheet2, the formula would be: =Sheet1!D16+Sheet2!D16.
HINT: When sharing data among worksheets, there is no need to type worksheet
names or cell addresses. For the example above, start the formula with an equal sign,
switch to Sheet1, click on cell D16, type a plus sign, switch to Sheet2, click on cell
D16, then press the Enter key to complete the formula.

Charts and Graphs

Microsoft Excel lets you turn your raw data into a variety of
charts and graphs. Using this feature, you can visually
summarize numerical information and display any trends or
patterns that are present. Charts and graphs can help make
your data more meaningful and easier to understand.
When you create a chart or graph, you will have a number of types and styles to
choose from. Make sure to choose the chart type that best displays your data. These
are the most commonly used types of charts:
Column Column charts are made up of vertical bars representing
multiple sets of data. They are most often used to show how
amounts have changed over time.
Bar Bar charts are made up of horizontal bars representing
multiple sets of data. They are most often used to compare various
amounts at a fixed point in time.
Line Line charts are made up of lines representing multiple sets
of data. They are most often used to show changes over time and
are good for emphasizing trends.
Pie Pie charts are made up of slices representing a single set of
data. They are most often used to show how parts relate to the
whole.
Don t be afraid to experiment to find the chart that will work best for each situation.
The main components that make up a typical chart are labeled here:

Creating a Chart
The easiest way to turn your data into a chart or graph is to run the
Chart Wizard, which walks you through all of the steps necessary to
create a chart. Before you create your chart, it is best to arrange your
data into standard table format (shown below) if it s not that way
already.
To use the Chart Wizard, follow these steps:

TIP: If you have already selected which cells to include, at this point you can click on
the Finish button instead of the Next button to close the Chart Wizard and create a
chart with the default settings.

Before clicking the Next button, you can choose some other settings by clicking on the
other tabs in the Chart Options dialog box:
Axes Remove or add the x-axis or y-axis.
Gridlines Add or remove major and minor gridlines along the x-axis or y-axis.
Legend Remove or change the position of the legend.
Data Labels Add labels within the data series.
Data Table Place a table of all charted data below the chart.

When you finish the Chart Wizard, your chart will

appear in the location you specified. If you choose to
place the chart in an existing sheet, handles will
appear around the new chart, as shown to the right.
These allow you to resize the chart if you wish. You
can also move the chart to a new place in the
worksheet by clicking on the chart and dragging it to
a new location.
If you ever wish to delete a chart from a worksheet, simply select it by clicking on it
and press the Delete key on the keyboard. If you chose to make the chart a new
sheet, delete the entire sheet as discussed on Page 1 of this handout.
Editing Charts
When a chart is selected, the Chart toolbar will be displayed on the screen. It provides
options for making changes to existing charts, as labeled below:
1. Chart Objects Choose the part of the
chart you want to make changes to. To
edit the entire chart, choose Chart Area.
2. Format After choosing a part of the
chart, bring up a Format dialog box for
that part.
3. Chart Type
4. Legend

Change the type of chart.

Add or remove the legend.

5. Data Table

Add or remove the data table.

6. By Row/By Column Switch between displaying your data by rows or by

columns of cells in the original data table.
7. Angle Clockwise/Angle Counterclockwise

Slant selected titles and labels.

In addition to using the Chart toolbar as discussed on the previous page of this
handout, you can use several other methods to edit an existing chart.
Use the Chart menu: Shown to the right, the Chart menu lists
commands specifically for use with charts. The first four
commands (Chart Type , Source Data , Chart Options , and
Location ) correspond to the Chart Wizard s four steps. So
even after you close the Chart Wizard and create your chart,
you can use the Chart menu to make different selections later.
To add new data to your chart, click on the Add Data
command and select the cells you wish to include.
Double click on the chart or specific objects within the chart: Double clicking is a
shortcut that brings up the same Format dialog box you would get by choosing a
chart object and clicking on the Format icon on the Chart toolbar. For example,
double click on a column to change its color, or double click on a title to change
its font.
Right click on the chart or specific objects within the chart: This brings up a
shortcut menu with various editing options, including the Format dialog boxes
and the Clear command, which allows you to delete an
object. The shortcut menu for the chart title is shown
to the right.
Printing Charts
If you chose to make the chart a
new sheet when you created it, you
can print it by printing the sheet. If
you chose to place the chart in an
existing sheet, you can print the
entire worksheet (including the
chart) by printing the sheet, or you
can print just the chart without any
of the other data on the worksheet.
Either way, always make sure to do
a print preview first. To print just
the chart, select it first by clicking on
it, then choose the Print command
from the File menu. The Print dialog
box, shown to the right, will automatically be set to print Selected Chart only.
There are special Page Setup options for printing charts. To access these options,
select the chart, then choose the Page Setup command from the File menu. In
addition to changing paper size and orientation, margins, and header and footer, you
can click on the Chart tab to change the size the chart will be when printed.

Sorting Data
Microsoft Excel allows you to quickly sort data in columns alphabetically or numerically.
This is especially useful if you are working with a database of information, like an
address book or client list. There are two main sorting options:
1. Ascending order, in which text is displayed in alphabetical order (A to Z)
and numbers are displayed from smallest to largest, or
2. Descending order, in which text is displayed in reverse alphabetical order
(Z to A) and numbers are displayed from largest to smallest.
To sort data in a worksheet, follow these steps:

When you sort by the data in one column, all of the data in the rest of the columns is
sorted as well, so that the rows of data are kept together. Note that Excel leaves the
cells with labels in place.
Multiple Level Sorting
You can also sort a database by the data in more than one column at once. Begin by
clicking one of the cells in the database. Then choose the Sort command from the
Data menu. You will see the Sort dialog box, shown here:
You may sort by up to three columns (or levels) of
data at once. For example, you can sort by Last
Name, then First Name, then State if you are
working with an address book. Use the dropdown
menus to choose which columns of data you wish
to sort by, and select either ascending or
descending order for each.
Microsoft Excel assumes you have a header row,
or a row with labels for each column of data. If
your worksheet does not have a header row, make
sure to change that setting.

Glossary of Terms
Alignment

The position of text or numbers within a cell. Text and numbers

can be aligned to the right-hand side of the cell or the left-hand
side of the cell, as well as centered in the middle of the cell.

Block

Also called a range, refers to a group of adjacent cells.

Chart

A user-friendly, graphic representation of numeric and textual data.

Sometimes called a graph.

Clipboard

A place where text and numbers are temporarily placed after being
cut or copied so that they can then be pasted where desired.

Copy

A command that allows you to make an exact copy of selected text

or numbers to be placed in another cell within the same worksheet
or on any cell within another worksheet.

Cut

A command that allows you to remove selected text or numbers

from a cell so that you can place them in a different cell within the
same worksheet or on any cell within another worksheet.

Database

A file containing large amounts of information organized into

records, which contain individual pieces of information entered into
fields.

Default

A predefined setting that is built into a program and will be present

each time that program is run unless an alternative setting is
specified.

Dialog Box

A box that pops up when you select certain commands, allowing

you to select options and provide the computer with information to
do the task.

Edit

To add, delete, or change information in a worksheet.

File Name

The name assigned to a workbook either automatically by the

computer or by the user when saved.

Font

The visual design of characters. Also called a typeface.

Format

The way text and numbers appear in a cell, and the way cells
appear in the worksheet.

Gridlines

Lines that define the borders of columns, rows, and cells. Unless
the option is selected, they will not print.

Labels

Text placed in cells, usually at the beginning of rows and columns,

to identify data content of other cells.

Point Size

The height of a character. 72 points = 1 inch.

Rename

To change the name of a saved workbook.

Sort

To change the order of cells to alphabetical, numerical, or some

other predetermined, sequential order.

Shortcut
Menus

Menus that appear when an object or text is right-clicked with the

mouse. They allow you to perform common functions more
quickly.

Textual
Numbers

Numbers that are not meant to be part of calculations, such as zip

codes and phone numbers.

Further Reading Suggestions

These books and videos, available from the library, will help you learn more about the
various versions of Microsoft Excel and how to use them. The version of Excel used at
the library, Microsoft Excel 2002, may be different than the version you use on other
computers at home, work, or school. Ask a librarian for more titles.
Microsoft Excel 5
Microsoft Excel 5 for the Macintosh Step by Step by Catapult, Inc.
Microsoft Excel 2000
Excel 2000 for Windows for Dummies by Greg Harvey
Learning Excel 2000, Volume 1: Beginning (VHS)
Microsoft Excel 2002
Absolute Beginner s Guide to Microsoft Excel 2002 by Joe Kraynak
Microsoft Excel 2003
Excel Hacks by David E. Hawley
Formulas and Functions with Microsoft Excel 2003 by Paul McFedries
Microsoft Office Excel 2003 by John Cronan