There are 11 more sheets in this tour.

The instructions for each sheet start in cell A1, and each subsequent step is in cell A2, A3, and so on.
The instructions will indicate which cells to navigate to for use of a feature, or further reading.
We also recommended using Apple's screen reader, VoiceOver, to access certain menus and buttons. To start using VoiceOver, press COMMAND+F5 or
COMMAND+FN+F5. The press your VO modifier keys to activate the menu items. The VO modifier is typically CONTROL+OPTION, but it may be different on your
Mac.
To start, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARROW if you're on a MacBook).

Take a tour
In just 10 steps, you'll be up and running with
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Let's go >
Go back to top by pressing CONTROL+HOME. To start the tour, press CONTROL+PAGE DOWN. If you're on a MacBook, press CONTROL+FN+DOWN
ARROW
 A TIP FOR ZOOMING IN
et's go > Rest your cursor over the word "Take."
Then spread two fingers apart on your
trackpad to zoom in. No trackpad? Hold
down the Control key while you swipe
forward on your mouse.
 Add numbers like a champ
Add numbers like a champ
Here are some ways to add up numbers in Excel:
Cells C3 through
Here are D7some
contain datatowith
ways addtwo
up columns.
numbersOne for Fruit, and one for Amount.
in Excel:
Go to D8 by pressing CONTROL+G, tab, type D8, and then press ENTER.
1
Type =SUM(D4:D7), then press ENTER.
The result is 170.
Here's another way to add, using a shortcut key. Cells F3 through G7 contain data with two columns: Meat and Amount
2
Go to cell G8. On the Formulas tab, select AutoSum. Then, press ENTER.
The result in cell G8 is 140.
3 way to add. Cells C10 through D15 have two columns of data: Item and Amount.
Here's another
Now add only the numbers over 50. Go to cell D16. Type =SUMIF(D11:D15 comma ">50"), then press Enter. The result i
EXTRA CREDIT: Cells F10 through G15 contain data with two columns: Item and Amount. Go to cell G16. Try adding ano
Dive down for4 more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CON

Dive down for more detail

More about the SUM function

More about the SUM function
In some of the above tips, we taught you how to use the SUM function. Here are more details about it.
Cells C37 through D41 contain data with two columns: Fruit and Amount.
In some
The formula in cellof the=SUM(D38:D41).
D42: above tips, we taught you how to use the SUM function. Here are more
details about it. Double-click a yellow cell on the right, and then read along with the
If the SUMtextfunction
below.in cell D42 could talk, it would say this: Sum up the values in cells D38, D39, D40, and D41.
Here's another way it can be used:
Cells C47 If the SUM
through D48function could
contain data talk,
with two it would sayItem
columns: this:and Amount.
Cells F47 through G51 contain data with two columns: Item and Amount.
Cells E53 through E54 contain data with one column: Total.
The formula Sumin cell E54: =SUM(D48 comma G48:G51 comma 100).
up the
following:
If the formula in cell E54 could talk, it would say: Sum the following: the value in cell D48, the values in cells G48, G49
The formula   in cell E54 uses the following:
• A single cell reference, which is the "address" or "name" of a cell. D48 is the single cell reference in the formula above
• A range of cells, which is a series of cells starting at one cell and ending at another. G48:G51 is the range of cells in t
=SUM(D38:D41)
• A constant, which is the number 100.
IMPORTANT DETAIL: Go to cell E54. You'll notice the 100 toward the end of the formula. Although it's possible to put numbers
 =SUM(D38:D41)
Go to cell A66 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+
Here's another way it can be used:

Sum the
following:
 

=SUM(D48,G48:G51,100)
The formula above uses the following:

• A single cell reference, which is the "address" or "name" of a cell. D48 is the single
cell reference in the formula above.
• A range of cells, which is a series of cells starting at one cell and ending at another.
G48:G51 is the range of cells in the formula.
• A constant. The constant in this formula is the number 100.

More about the SUMIF function

More about the SUMIF function
We also showed you the SUMIF function at the top of this sheet in cells A10 and A11. The SUMIF function sums up totals base
Cells C72 through D77 contain data with two columns: Item and Amount.
Weinalso
The formula cellshowed you the SUMIF
D78: =SUMIF(D73:D77 function
comma at the top of this sheet. The SUMIF function
">50").
If the SUMIF function could talk, it would say this: Sum SUMIF
sums up totals based on a criterion. If the up somefunction couldontalk,
values based thisitcriterion,
would say lookthis:
through these cells D73 th
NOTE: If you find you are making a lot of SUMIF formulas, you might find that a PivotTable is a better solution. See the PivotTa
Cells F72
GOOD TOthrough
KNOW: SumGoup
G77 some
tocontain data
cell G78. with
The two columns:
formula Item
in cell G78: and Amount. comma ">=50") is different from the formula in ce
=SUMIF(G73:G77
values based
on this
Go to cell A86 tocriterion:
go to the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or pre

=SUMIF(D73:D77,">50")
NOTE: If you find you are making a lot of SUMIF formulas, you might find that a
PivotTable is a better solution. See the PivotTable worksheet for more information.

More information on the web

More information on the web
All about the SUM function
 More information on the web
All about the SUMIF function
Excel training online
Go back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Back to top
 Add numbers like a champ
numbers like a champ
e are some ways to add up numbers in Excel:
s C3 through
Here are D7some
contain datatowith
ways addtwo
up columns.
numbersOne for Fruit, and one for Amount.
in Excel: Fruit
o D8 by pressing CONTROL+G, tab, type D8, and then press ENTER. Apples
1 Select
e =SUM(D4:D7), the yellow
then press ENTER.cell under the amounts for fruit. Oranges
result is 170. Bananas
e's another way to add, using a shortcut key. Cells F3 through G7 contain data with two columns: Meat and AmountLemons
2 Type
o cell G8. On the
=SUM(D4:D7), and then press Return. When you're done, the result is
Formulas tab, select AutoSum. Then, press ENTER.
170.
result in cell G8 is 140.
3 wayNow
e's another to add.
useCells C10 through
a shortcut D15 have
key. Select thetwo columns
yellow of data:
cell under theItem and Amount.
amounts for meat. Item
w add only the numbers over 50. Go to cell D16. Type =SUMIF(D11:D15 comma ">50"), then press Enter. The result iBread
RA CREDIT: Cells F10 through G15 contain data with two columns: Item and Amount. Go to cell G16. Try adding anoDonuts
e down for4 moreOndetail:
the Formulas tab, click AutoSum. Then, press Return. The result is 140.
Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CON Cookies
Cakes
5 Now add only the numbers over 50. Select the last yellow cell. Type Pies
=SUMIF(D11:D15,">50") and then press Return. The result is 100.

Dive down for more detail Next step

More about the SUM function

re about the SUM function
ome of the above tips, we taught you how to use the SUM function. Here are more details about it.
s C37 through D41 contain data with two columns: Fruit and Amount.
In some
formula in cellof the=SUM(D38:D41).
D42: above tips, we taught you how to use the SUM function. Here are more
details about it. Double-click a yellow cell on the right, and then read along with the
e SUMtextfunction
below.in cell D42 could talk, it would say this: Sum up the values in cells D38, D39, D40, and D41.
e's another way it can be used:
s C47 If the SUM
through D48function could
contain data talk,
with twoit would sayItem
columns: this:and Amount.
s F47 through G51 contain data with two columns: Item and Amount.
s E53 through E54 contain data with one column: Total.
formula Sumin cell E54: =SUM(D48
up the comma
…the values in G48:G51 comma 100).
following: cells D38, D39,
e formula in cell E54 could talk, it would say: Sum the following: the value in cell D48, the values in cells G48, G49 Fruit
D40, and D41.
formula   in cell E54 uses the following: Apples
 
single cell reference, which is the "address" or "name" of a cell. D48 is the single cell reference in the formula aboveOranges
range of cells, which is a series of cells starting at one cell and ending at another. G48:G51 is the range of cells in t Bananas
=SUM(D38:D41)
constant, which is the number 100. Lemons
ORTANT DETAIL: Go to cell E54. You'll notice the 100 toward the end of the formula. Although it's possible to put numbers in a fo
 =SUM(D38:D41)
o cell A66 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARROW
Here's another way it can be used:

Sum the …the …the values …and

following: value in in cells G48, 100.
Item
cell G49, G50,
  D48… and G51...    Table

=SUM(D48,G48:G51,100)
The formula above uses the following:

• A single cell reference, which is the "address" or "name" of a cell. D48 is the single
cell reference in the formula above.
• A range of cells, which is a series of cells starting at one cell and ending at another. IMPORTANT
Double-click th
G48:G51 is the range of cells in the formula. end. Although
• A constant. The constant in this formula is the number 100. like this, we do
necessary. This
forget that it's
cell instead, lik
hidden inside a

More about the SUMIF function

re about the SUMIF function
also showed you the SUMIF function at the top of this sheet in cells A10 and A11. The SUMIF function sums up totals based on a criterion.
s C72 through D77 contain data with two columns: Item and Amount.
formulaWeinalso
cellshowed you the SUMIF
D78: =SUMIF(D73:D77 function
comma at the top of this sheet. The SUMIF function
">50").
e SUMIF function could talk, it would say this: Sum SUMIF
sums up totals based on a criterion. If the up somefunction couldontalk,
values based thisitcriterion,
would say lookthis:
through these cells D73 through D77, and
TE: If you find you are making a lot of SUMIF formulas, you might find that a PivotTable is a better solution. See the PivotTable worksheet f
s F72
OD TOthrough
KNOW:SumGoup
G77 some
tocontain
cell G78. ....Look
data
Thewith ...and
two columns:
formula in if the
Item
cell G78: and Amount. comma ">=50") is different from the formula
=SUMIF(G73:G77 Item
in cell D78. Specifica
values based through value is Bread
on this these greater than
o cell A86 tocriterion:
go to the next instruction.
cells... Or,50, to proceed
sum it up.to the next step, press CONTROL+PAGE DOWN (or pre Donuts
Cookies
Cakes
=SUMIF(D73:D77,">50") Pies

NOTE: If you find you are making a lot of SUMIF formulas, you might find that a
PivotTable is a better solution. See the PivotTable worksheet for more information.

More information on the web

re information on the web
about the SUM function
 More information on the web
about the SUMIF function
el training online
All about the SUM function
back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARRO

All about the SUMIF function

Excel training online

Back to top Next step

Amount Meat Amount
50 Beef 50
20 Chicken 30
60 Pork 10
40 Fish 50

Amount Item Amount

50 Bread 50
100 Donuts 100
40 Cookies 40
50 Cakes 50
20 Pies 20

EXTRA CREDIT
Try adding another
SUMIF formula here, but
add amounts that are less
than 100. The result
should be 160.

Amount
CHECK THIS OUT
50 Select these cells. Then in the
20 lower-right corner of the Excel
60 window, look for this:
40
170
That's just another way to quickly
find a total.
 lower-right corner of the Excel
window, look for this:

OL+FN+DOWN ARROW if you're on That's just another way to quickly

a MacBook).
find a total.

Amount Item Amount

20 Cars 20
Trucks 10
Bikes 10
Skates 40

Total:
200

IMPORTANT DETAIL
Double-click this cell. You'll notice the 100 toward the
end. Although it's possible to put numbers in a formula
like this, we don't recommend it unless it's absolutely
necessary. This is known as a constant, and it's easy to
forget that it's there. We recommend referring to another
cell instead, like cell D16. That way it's easily seen and not
hidden inside a formula.

als based on a criterion.

s D73 through D77, and if the value is greater than 50 sum it up.
PivotTable worksheet for more information.
Amount Item Amount
50 Bread 50
100 Donuts 100
40 Cookies 40
50 Cakes 50
20 Pies 20
100 200

GOOD TO KNOW
Double-click this cell and you'll see that the
formula is different. Specifically, the sum
criteria is ">=50" which means greater than
or equal to 50. There are other operators you
can use like "<=50" which is less than or equal
to 50. And there's "<>50" which is not equals
50.
 can use like "<=50" which is less than or equal
to 50. And there's "<>50" which is not equals
50.

NTROL+FN+DOWN ARROW if you're on a MacBook).

 Save time by filling cells automatically
Save time by filling cells automatically
Here’s how to use the fill handle in Excel:
Cells C3 through G7 contain
Here’s how to usedata
the with five columns:
fill handle in Excel:"This:" column, which contains the number 50 in each cell; "Plus th
Go to cell E4. Press CONTROL+G, navigate to Reference, type E4, then press Enter.
1 E5, E6, and E7 by holding the SHIFT key while pressing the ARROW DOWN key, then press CONTROL+D. Excel
Select cells E4,
EXTRA CREDIT: Go to cell G4 and repeat the fill down steps above.
Cells C10 through G14 contain data with five columns. These columns contain the heading from C3 to G3 and the values f
2 Select cells C15, D15, E15, F15, and G15. This time press CONTROL+R to fill the cells. This is known as “filling rig
Go to cell C15.
Dive down for more detail: Go to cell A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Dive down for more detail

Use the fill handle to copy cells

Use the fill handle to copy cells
Sometimes you don't need the numbers to change as you fill. Instead, you just want to copy values to other adjacent cells. He
Cells C33 to cell F37 contain four columns: Department, Category, Product, and Count.
Go to cell C34. Select C34, C35, C36, C37 and press CONTROL+D. The value in C34 is filled down into the selected cells.
Sometimes you don't need the numbers to change as you fill. Instead, you just want to
Go to cell A42 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+
copy values to other adjacent cells. Here's how to do that:

Fill a series
Fill a series
 Fill a series
Excel can automatically fill some cells based on a series. For example, you can type Jan in one cell, and then fill the other cells
Cells C46 through F50 contain data with four columns: The first column doesn't have a header name, but it has "Week 1" in th
Go to cell D46.
Rest yourExcel
cursorcan automatically
in the fill some
lower-right corner cellscell
of the based
until on a series.aFor
it becomes example, you can type Jan
cross.
in one cell, and then fill the other cells with Feb, Mar, etc.
Drag to the right two cells, and Excel will fill the cells automatically with "Feb," "Mar," "Apr."
Go to cell C47.
1 through C50.
Select cells C47
Press CONTROL+D and Excel fills "Week1" down into the three cells.
Go to cell A64 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+
2

More information on the web

More information on the web
Select to learn more about filling on the web
Go back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Back to top
 Save time by filling cells automatically
e time by filling cells automatically
e’s how to use the fill handle in Excel:
s C3 through G7 contain
Here’s how to usedata
the with five columns:
fill handle in Excel:"This:" column, which contains the number 50 in each cell; "Plus thThis:
o cell E4. Press CONTROL+G, navigate to Reference, type E4, then press Enter. 50
1 E5,Click
ct cells E4, theE7yellow
E6, and cell with
by holding the number
the SHIFT key while 100.
pressing the ARROW DOWN key, then press CONTROL+D. Excel 50
RA CREDIT: Go to cell G4 and repeat the fill down steps above. 50
s C10 through G14 contain data with five columns. These columns contain the heading from C3 to G3 and the values f 50
2 Select
o cell C15.
Rest your cursor on the lower-right corner of the cell until
cells C15, D15, E15, F15, and G15. This time press CONTROL+R to fill the cells. This is known as “filling right.”
it becomes a cross:
e down for more detail: Go to cell A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARRO
This:
3 Click the cross and drag down three cells. Excel will automatically fill the 50
cells with the totals: 110, 120, and 130. People call this “filling down.” 50
50
4 Click the yellow cell with 200, and fill again but this time drag the fill handle 50
to the right to fill the cells. This is known as “filling right.”
200

Dive down for more detail Next step

the fill handle to copy cells

Use the fill handle to copy cells
metimes you don't need the numbers to change as you fill. Instead, you just want to copy values to other adjacent cells. Here's how to do t
s C33 to cell F37 contain four columns: Department, Category, Product, and Count.
o cell C34. Select C34, C35, C36, C37 and press CONTROL+D. The value in C34 is filled down into the selected cells.
Sometimes you don't need the numbers to change as you fill. Instead, you just want to
o cell A42 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARROW
copy values to other adjacent cells. Here's how to do that:
Dept.
1 Click the cell with the word Produce. Rest your cursor on the lower-right
Produce
corner of the cell until it becomes a cross, then drag down three cells.

2 Now select the cell with the word Fruit. Rest your cursor on the lower- right
corner again, and when you get the cross, double-click. That's another way
to fill down in case you ever need to fill a long column.

Fill a series
 Fill a series
el can automatically fill some cells based on a series. For example, you can type Jan in one cell, and then fill the other cells with Feb, Mar, e
s C46 through F50 contain data with four columns: The first column doesn't have a header name, but it has "Week 1" in the cell under the

t yourExcel
cursorcan automatically
in the fill some
lower-right corner cellscell
of the based
until on a series.aFor
it becomes example, you can type Jan
cross.
in one cell, and then fill the other cells with Feb, Mar, etc.
g to the right two cells, and Excel will fill the cells automatically with "Feb," "Mar," "Apr." Week 1

ct cells C47 Click the

1 through C50.cell with the word Jan.
ss CONTROL+D and Excel fills "Week1" down into the three cells.
o cell A64 for the
Restnext
yourinstruction.
cursor onOr,
thetolower-right
proceed to the nextof
corner step,
thepress CONTROL+PAGE
cell until it becomes DOWN
a (or press CONTROL+FN+DOWN ARROW
2
cross, then drag right two cells. Excel detects a series, and fills in Feb and
Mar for you.

3 Now select the cell with Week 1.

4 Rest your cursor on the lower-right corner again, and when you get the
cross, double-click it.

Intervals
15

re information on the web

EXPERIMENT
More information on the web
ct to learn more about filling on the web
Select these two
back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN
right. Excel ARRO
fills t
and 30 to other
January and Mar
happens!
Copy a formula with the fill handle

Back to top Next step

 Plus this: Equals: Plus this: Equals:
50 100 75 175 EXTRA CREDIT
60 75 Click and drag to select
these four cells, and
70 75 then press Control+D.
80 75 That's the shortcut key
filling right.” for filling down. Can
you guess what the
NTROL+FN+DOWN ARROW if you're on a MacBook). shortcut for filling right
Plus this: Equals: Plus this: Equals: is?
50 100 75 175
60 110 75 185
70 120 75 195
80 130 75 205

cells. Here's how to do that:

OL+FN+DOWN ARROW if you're on a MacBook).

Category Product Count

Fruit Apple 100
Orange 200
Banana 50
Pears 100
er cells with Feb, Mar, etc.
1" in the cell under the header, and three blank cells after that. The second column "Jan", has "35", "74" "82" "90" under it. The third colu

Jan
35 44 79 Qrtr 1
74 64 56
82 50 83
90 22 89
OL+FN+DOWN ARROW if you're on a MacBook).
IMPORTANT DETAIL
Select this cell, and then drag the fill
handle down 3 cells. After that, click blue button
with the cross that appears. This is the AutoFill
Options button, and it lets you change the fill
immediately after. Choose another option like Copy
cells or Fill Formatting Only. You never know when
these might come in handy someday.

30

EXPERIMENT
Select these two cells, and then drag the fill handle to the
NTROL+FN+DOWN
right. Excel ARROW if you're
fills the series on a MacBook).
in increments of 15. Try changing 15
and 30 to other values, like 1 and 1.8. Or, Mon and Wed. Or,
January and March. And then fill to the right again... see what
happens!
"90" under it. The third column doesn't have a header name, but it has "44", "64", "50", and "22" under it. The fourth and last column doe
e fourth and last column doesn't have a header name, but it has "79" "56" "83" and "89" under it.
 Data stuffed into one column? Split it.
Split a column based on delimiters.
If you want to split data, try Text to Columns. It lets you split a column based on a delimiter in the column. In this case, the com
Go to cellIfC7.
youSelect
wantalltocells C7data,
split through
try C14:
Text Nancy all the way
to Columns. down
It lets youtosplit
Yvonne.
a column based on a
delimiter
Press F6 (or FN+F6),in thePress
then column. In SHIFT+TAB
TAB or this case, the
untilcommas arethe
you access theribbon.
delimiter.
Press the left or right arrow keys until you acces
Convert Text to Columns Wizard - Step 2 of 3: Tab to find the Comma option under Delimiters. Make sure that Comma is the o
Convert Text1to Columns Wizard - Step 3 of 3: press Tab and select only the General option.
Finally, press tab until you enter the Destination text box. Type $D$7, then press Enter. In the Alert box, tab to OK, and
Now the first names are in column D, the last names are in column E, and the company names are in column F.
2
Go to cell A26 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CO

Dive down for more detail

Split a column with formulas

Split a column with formulas
You might want to write a formula to split data. This way, if the original data gets updated, then the split data will get updated
The LEFT function extracts a specified number of characters from the left side of cell C33.
Go to cell E33: Yvonne. We used the LEFT function to extract characters from the left side of cell C33. And to specify the numb
The Find function is used to determine the number of characters to extract. Here's how the Find function works: Find the char
You might want to write a formula to split data. This way, if the original data gets
updated, then the split data will get updated as well. This is more advanced. But it is
The resultpossible
is Yvonne.
when using a handful of functions: LEFT, RIGHT, FIND, and LEN. For more
Then we created a [Helper
information column].
on each This was
of these just to “help”
functions, see theextract
links the other
at the text inofthe
bottom cell.
this It’s meant
sheet. But ifto be tempora
Select cellyou’re curious,
F33: Francis here’s
McKay how
in the we split
[Helper cell C33.
column]. Make
You’ll see sure to follow
that we along
used the RIGHT, with
LEN,theand FIND functions to extra
diagram on the right as you go through these steps:
Here's how this formula "=RIGHT(C33 comma LEN(C33)-FIND(" " comma C33))" works:
The Right function extracts a specified number of characters from the right side of cell C33.
In this case, the LEN function is used to determine the number of characters to extract. Here's how the LEN function works: Co
The result
Select is1
Francis
cell G33: McKay.
Francis. Here we used almost the same formula as in cell E33, but instead of extracting characters from cell C3

Select cell H33: McKay. This is the same formula as in step F33, but it extracts characters from F33 instead of cell C33.
Go to cell A56 to go to the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+
2
 3

More information on the web

All about the LEFT function
More information on the web
All about the RIGHT function
All about the FIND function
All about the LEN function
Go back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Back to top
 Data stuffed into one column? Split it.
t a column based on delimiters.
ou want to split data, try Text to Columns. It lets you split a column based on a delimiter in the column. In this case, the commas are the de
o cellIfC7.
youSelect
wantalltocells C7data,
split through
try C14:
Text Nancy all the way
to Columns. down
It lets youtosplit
Yvonne.
a column based on a
delimiter
ss F6 (or FN+F6),in thePress
then column.
TAB orIn SHIFT+TAB
this case, the
untilcommas arethe
you access theribbon.
delimiter.
Press the left or right arrow keys until you access the Data tab. P
vert Text to Columns Wizard - Step 2 of 3: Tab to find the Comma option under Delimiters. Make sure that Comma is the only checkbox se
vert Text1to Columns
Click and drag- to
Wizard Stepselect the
3 of 3: cellsTab
press fromandNancy
select all
onlythe
theway downoption.
General to Yvonne.
lly, press tab until you enter the Destination text box. Type $D$7, then press Enter. In the Alert box, tab to OK, and
w the first namesOnaretheinData
columntab,D,click
the last
Textnames are in column
MakeE,sureandthat
the company names
is are in column F.
2
o cell A26 for the next instruction.
to Columns. Delimited
selected, and then Or,clicktoNext.
proceed to the next step, press CONTROL+PAGE DOWN (or press CO

3 Under Delimiters, make sure that Comma is the only checkbox selected,
and then click Next.

4 Click the General option.

5 Finally, click inside the Destination box and type $D$7. Then click Finish
and OK.

Dive down for more detail Next step

t a column with formulas

Split a column with formulas
might want to write a formula to split data. This way, if the original data gets updated, then the split data will get updated as well. This is
LEFT function extracts a specified number of characters from the left side of cell C33.
o cell E33: Yvonne. We used the LEFT function to extract characters from the left side of cell C33. And to specify the number of character
Find function is used to determine the number of characters to extract. Here's how the Find function works: Find the character position n
You might want to write a formula to split data. This way, if the original data gets
updated, then the split data will get updated as well. This is more advanced. But it is
resultpossible
is Yvonne.
when using a handful of functions: LEFT, RIGHT, FIND, and LEN. For more
n we created a [Helper
information column].
on each This was
of these just to “help”
functions, see theextract
links the other
at the text inofthe
bottom cell.
this It’s meant
sheet. But ifto be tempora
ct cellyou’re curious,
F33: Francis here’s
McKay how
in the we split
[Helper cell C33.
column]. Make
You’ll see sure to follow
that we along
used the RIGHT, with
LEN,theand FIND functions to extra
diagram on the right as you go through these steps:
e's how this formula "=RIGHT(C33 comma LEN(C33)-FIND(" " comma C33))" works:
Right function extracts a specified number of characters from the right side of cell C33. HOW IT WORKS:
his case, the LEN function is used to determine the number of characters to extract. Here's how the LEN functionExworks: Count the numbe
is1
Double-click the yellow cell with Yvonne. We used the LEFT function to
result
ct Francis
cell G33: McKay.
extract
Francis. characters
Here from the
we used almost theleft
sameside of cellasC33.
formula And
in cell to but
E33, specify theofnumber
instead tr cell C33, it extracts the
extracting characters from
ac
of characters to extract, we used the FIND function. Read the How it works
t
diagram,
ct cell H33: McKay. and
This is thethen
samepress ESCaswhen
formula you're
in step done.
F33, but it extracts characters from F33 instead of cell C33.ch
o cell A56 to go to the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or pressar CONTROL+FN+DOWN ARR
2 Then we created a [Helper column]. This was just to “help” extract the ac
other text in the cell. It’s meant to be temporary and could be hidden later. te
=LEFT(C33,FIN
rs
fr
o
m
th
e
 ch
ar
Then we created a [Helper column]. This was just to “help” extract the ac
other text in the cell. It’s meant to be temporary and could be hidden later. te
=LEFT(C33,FIN
rs
fr
3 Double-click Francis McKay in the [Helper column]. You’ll see that we used o
the RIGHT, LEN, and FIND functions to extract characters from the first m
space, up until the end of the cell. th
e
le
4 Double-click Francis. Here we used almost the same formula as in step 1, ft
but instead of extracting characters from C33, it extracts them from F33. si
d
5 Double-click McKay. This is the same formula as in step 3, but it extracts e
characters from F33 instead of cell C33. of
...

re information on the web

about the LEFT function
More information on the web
about the RIGHT function
about the FIND function
about the LEN function
All about the LEFT function
back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARRO

All about the RIGHT function

All about the FIND function

All about the LEN function

Back to top Next step

 n this case, the commas are the delimiter.

keys until you access the Data tab. Press VO+SPACEBAR, and then press TAB until you access the Text to Columns button. Press SPACEBAR.
hat Comma is the only checkbox selected, then tab to select Next and press Enter.
Data First name Last name Company name
Nancy,Smith,Contoso Ltd.
Andy,North,Fabrikam Inc.
Jan,Kotas,Relecloud
Mariya,Jones,Contoso Ltd.
Steven,Thorpe,Relecloud
Michael,Neipper,Fabrikam Inc.
Robert,Zare,Relecloud
Yvonne,McKay,Contoso Ltd.

ata will get updated as well. This is more advanced. But it is possible when using a handful of functions: LEFT, RIGHT, FIND, and LEN. For m
to specify the number of characters to extract, we used the FIND function. Here's how the formula "=LEFT(C33 comma FIND(" " comma C3
works: Find the character position number of the first space in cell C33. Then subtract 1 to exclude the space itself.

Name inside one cell First name [Helper column] Middle name
Yvonne Francis McKay Yvonne Francis McKay Francis

HOW IT WORKS: HOW IT WORKS:

functionExworks:…this
Count the number
...andofextract
characters in cell C33 and subtract
this many the number of…this
Extract characters from theextract
...and Find function,
this manywhich finds the
characters. To
tr cell... characters. To specify
racters from cell C33, it extracts them from cell F33. the characters cell... characters, use the LEN function...
ac number of characters, use the from the
t FIND function... right side of...  
ch
or pressarCONTROL+FN+DOWN ARROW if you're on a MacBook).
ac
te
=LEFT(C33,FIND("
rs ",C33)-1) =RIGHT(C33,LEN(C33)-FIND(" ",C3
fr
o
m
th
e
 ch
ar
ac
te
=LEFT(C33,FIND("
rs ",C33)-1) =RIGHT(C33,LEN(C33)-FIND(" ",C3
fr
o
m ...and ... the ...in ...then ...and get the count of ...t ...and Find the
th find the first this subtract 1 characters (character his subtr charact
e charact space... cell. to exclude length) of...  cel act er
le er the space l... this: position
ft position     itself. number
si number of...
d of...  
e
of  
...

r press CONTROL+FN+DOWN ARROW if you're on a MacBook).

olumns button. Press SPACEBAR. Convert Text to Columns Wizard - Step 1 of 3 appears. Make sure that Delimited radio button is selected,

FT, RIGHT, FIND, and LEN. For more information on each these functions, see the links at the bottom of this sheet under More information
(C33 comma FIND(" " comma C33)-1)" works:

Last name
McKay

dheextract
Find function,
this manywhich finds the
characters. To character
specify theposition
numbernumber
of of the first space in cell C33 and returns the number of characters up until the
acters, use the LEN function...

3)-FIND(" ",C33))
3)-FIND(" ",C33))

Find the ...th ...in

charact e this
er first cell.
position spac
number e...
of...
ed radio button is selected, then press Enter. Use the Tab key to navigate the dialogue.

et under More information on the web starting in cell A56. But if you’re curious, here’s how we split cell C33.

er of characters up until the space.

 Switch data around by transposing it
Switch data around by transposing it
When you need to rotate columns and rows, you transpose them in Excel.
Cells C5 toWhen
H6 contain two rows
you need of Items
to rotate and Amounts.
columns Select
and rows, youcells C5 to H6.
transpose them in Excel.
EXPERT TIP:
Now you'll
The shortcut copy the cells. Press CONTROL+C.
Select
key forcell 1
C9.
Paste
Special is
Press VO+M, and then tab to the Edit menu. Press VO+DOWN ARROW to select Paste Special and press Enter.
CONTROL+ALT
Press
+V. Tab until you find Transpose. Press SPACEBAR to select Transpose, then press Enter.
2
Dive down for m
3

4
This is kind of
tricky, so pay
close 5
attention.
With those
cells still
selected, type
the following:
=TRANSPOSE(C Dive down for more detail
33:H34) but
don’t press
Enter. Instead
press
CONTROL+SHI
FT+ENTER. If
you get an
error or
#VALUE! as a
Transpose
result, try with a formula
again
Transpose with a formula
starting
Sometimes
at instruction
To transpose
you don't want to copy and paste to transpose. In this case, you can use a formula to transpose rows and columns
in cell A29. this data, you need to select some blank cells first. Since the data in cells C33 to H34 on the right has six columns

Select any Sometimes you don't

of thetransposed
transposed cells, want to copycell
forcells
example and paste
C41. toattranspose.
Look the formulaInatthis
theatcase,
top you canYou’ll
use asee that the formula loo
Select another
formula cell
to transposefrom
rows andC40columns.
to D45, for example
Here's howcell
to D43. Look
do that: theof Excel.
formula bar again. The formula is the s

Go to cell A54 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CO
1

3
enter an array
formula, you
cannot
interrupt that
new array. For
example, you
cannot type
over or delete4
just one of the
cells. You also
cannot insert a
new row or
column within
that array. If 5
you need
EXCEL to
SPEAK:
any of that,
Because array
select
formulas all of the
cells
require have
that
the array
CONTROL+SHI
formula,
FT+ENTER, press
What's
Delete, an
and
some people array formula?
then make
array
What's an array formula?
An array formula
informally
your changes
call can perform calculations on more than one cell in an array. In the example above, the array is the original da
formulas,
You recreate
always finish an array formula with CONTROL+SHIFT+ENTER, not just ENTER. Pressing CONTROL+SHIFT+ENTER calculates
and
"CSE
the formula.
formulas."
An array formula can perform calculations on more than one cell in an array. In the
Go to cell example above,
A72 for the the array isOr,
next instruction. thetooriginal
proceeddata setnext
to the in cells
step,C33:H34. The TRANSPOSE
press CONTROL+PAGE DOWN (or press CONTROL+FN+
function then switches the horizontal orientation of the cells to a vertical orientation. 

You always finish an array formula with Control+Shift+Return, not just Return. Pressing
Control+Shift+Return calculates the function against the array. When you're done,
Excel puts special brackets { } around the formula. These brackets are a visual clue that
the selected cell is part of an array formula. You can't type these brackets yourself.
Excel puts them in when you press Control+Shift+Return.

More information on the web

More information on the web
All about the TRANSPOSE function
Create an array formula
Go back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Back to top
 Switch data around by transposing it
tch data around by transposing it
en you need to rotate columns and rows, you transpose them in Excel.
s C5 toWhen
H6 contain two rows
you need of Items
to rotate and Amounts.
columns Select
and rows, youcells C5 to H6.
transpose them in Excel.
w you'll copy the cells. Press CONTROL+C.
1 Click and drag to select the two rows of cells from Item, to 20. Item
ss VO+M, and then tab to the Edit menu. Press VO+DOWN ARROW to select Paste Special and press Enter. Amount
ss Tab until you find Transpose. Press SPACEBAR to select Transpose, then press Enter.
2 Now you'll copy the cells. Press C o n t ro l C

to proceed to the next step

3 Click the yellow cell.

4 On the Home tab, click the arrow next to the Paste button.

5 Click Paste Special, and then at the bottom, click the checkbox for
Transpose. Click OK.

Dive down for more detail Next step

nspose with a formula

Transpose with a formula
metimes you don't want to copy and paste to transpose. In this case, you can use a formula to transpose rows and columns. Here's how to
ranspose this data, you need to select some blank cells first. Since the data in cells C33 to H34 on the right has six columns and two rows,

ct any Sometimes you don't

of thetransposed
transposed cells, want to copycell
forcells
example and paste
C41. toattranspose.
Look the formulaInatthis
theatcase,
top you canYou’ll
use asee that the formula looks like this: {=TR
ct another
formula cell
to transposefrom
rows andC40columns.
to D45, for example
Here's howcell
to D43. Look
do that: theof Excel.
formula bar again. The formula is the same as in cell C

o cell A54 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CO Item
Amount
1 To transpose this data, you need to select some blank cells first. Since the
data on the right has 6 columns and 2 rows, you need to select the
opposite: 2 columns and 6 rows. Do this by selecting the yellow cells.
So select these
2 This is kind of tricky, so pay close attention. With those cells still selected,
type the following: =TRANSPOSE(C33:H34) ….but don’t press Return.

3 Press C o nt ro l Shift Return

If you get #VALUE! as a result, try again starting at step 1.

 Press

If you get #VALUE! as a result, try again starting at step 1.

4 Click any of the yellow cells to select just one. Look at the formula at the
top of Excel. You’ll see that the formula looks like this:

{=TRANSPOSE(C33:H34)}

5 Click another yellow cell. Look at the formula bar again. The formula is the
same. Why? Because this is an array formula. KEEP IN MIND
There are three
formula:
1) Always selec
at's an array formula? selected, start t
multiple cells fi
What's an array formula?
array formula can perform calculations on more than one cell in an array. In the example above, the array is the original data set is cells C3
always finish an array formula with CONTROL+SHIFT+ENTER, not just ENTER. Pressing CONTROL+SHIFT+ENTER calculates the function
2) When aga
you're
Control+Shift+R
An array formula can perform calculations on more than one cell in an array. In the 3) Once you en
o cell example above,
A72 for the the array isOr,
next instruction. thetooriginal
proceeddata setnext
to the in cells
step,C33:H34. The TRANSPOSE
press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARROW
array. For exam
function then switches the horizontal orientation of the cells to a vertical orientation.  cells. You also c
array. If you ne
You always finish an array formula with Control+Shift+Return, not just Return. Pressing array formula, p
Control+Shift+Return calculates the function against the array. When you're done, recreate the fo
Excel puts special brackets { } around the formula. These brackets are a visual clue that
the selected cell is part of an array formula. You can't type these brackets yourself.
Excel puts them in when you press Control+Shift+Return.

EXCEL SPEAK
Some people ca
because on a W
Enter key.

re information on the web

More information on the web
about the TRANSPOSE function
ate an array formula
back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARRO

All about the TRANSPOSE function

Create an array formula

Back to top Next step

 Bread Donuts Cookies Cakes Pies
50 100 40 50 20

EXPERT TIP
The shortcut key for
Paste Special is
Control+Option+V.

columns. Here's how to do that:

columns and two rows, you need to select the opposite: two columns and six rows. Do this by selecting cells C40 to D45.
This data has 6
columns...
mula looks
a is the samelikeasthis: {=TRANSPOSE(C33:H34)}
in cell C41. Why? Because this is an array formula.

Bread Donuts Cookies Cakes Pies ...and 2 rows.

50 100 40 50 20

So select these 2 columns...

...and these 6 rows

before you type the
formula.
 ...and these 6 rows
before you type the
formula.

KEEP IN MIND…
There are three things to keep in mind when using an array
formula:
1) Always select multiple cells first, and then with those cells
selected, start typing the array formula. That's the key: Select
multiple cells first, then start typing.
ginal data set is cells C33:H34. The TRANSPOSE function then switches the horizontal orientation of the cells to a vertical orientation.  
culates the function
2) When against
you're done the array.anWhen
typing arrayyou're done,
formula, Excel puts special brackets { } around the formula. These brackets are a visual cl
press
Control+Shift+Return.

3) Once you enter an array formula, you cannot interrupt that new
OL+FN+DOWN ARROW
array. For if you're
example, you on a MacBook).
cannot type over or delete just one of the
cells. You also cannot insert a new row or column within that
array. If you need to do that, select all of the cells that have the
array formula, press Delete, and then make your changes and
recreate the formula.

EXCEL SPEAK
Some people call array formulas "CSE formulas." That's
because on a Windows computer, the Return key is called the
Enter key.

NTROL+FN+DOWN ARROW if you're on a MacBook).

o a vertical orientation.  
hese brackets are a visual clue that the selected cell is part of an array formula. You can't type these brackets yourself. Excel puts them in
yourself. Excel puts them in when you press CONTROL+SHIFT+ENTER.
 Sort and filter with ease
Sort and filter with ease
Cells C5 to G13 contain five columns: Departments, Categories, and Amounts for the months Oct, Nov, Dec.
Let's say you want the departments in alphabetical order. Go to cell C5. Then press SHIFT+DOWN ARROW to select cells C5 thr
Now press VO+M1 and press tab until you find the Data menu. Press VO+SPACEBAR, and then VO+DOWN ARROW until you find
Press tab until you find Continue with the current selection, and select it by pressing SPACEBAR.
Press tab until you find Sort, and press SPACEBAR.
2
Press tab until Order A to Z is selected.
Press tab 6 times, and press Enter. Now cells C5 through C13 are sorted in alphabetical order.
3 amounts from big to small. Select the December column cell, go to G5, then select cells G5 through G1
Sort December's
Now press VO+M and press tab until you find the Data menu. Press VO+SPACEBAR, and then VO+DOWN ARROW until you
Press tab until you find Continue with the current selection, and select it by pressing SPACEBAR.
4 you find Sort, and press SPACEBAR.
Press tab until
Press tab until you access Order Smallest to Largest. Press SPACEBAR and select Largest to Smallest.
Press tab until you access OK, press Enter. Now cells G5 through G13 are sorted in alphabetical order.
5
Now you'll filter the data so that only the Bakery rows appear.
Go to cell C5. Press VO+M, and press Tab until you find the Data menu.
Press VO+SPACEBAR, and then press the down arrow until you access AutoFilter. Press Enter.
AutoFilter buttons appear on the top row of cells.
In cell C5, press OPTION+DOWN ARROW to access the Department filter.
Dive down
Press Tab until you access for more
the Select detailPress SPACEBAR to deselect Select All.
All option.
Press VO+DOWN ARROW to access the Bakery checkbox. Press SPACEBAR to select Bakery.
Now the data is filtered to show only the rows for Bakery.
To clear the filter, go to cell C5, and press OPTION+DOWN ARROW. Press tab until you access the Clear Filter button, and pres
GOOD TO KNOW: You can sort alphabetically by two columns. In the Sort dialog, just press tab until you access Add Level and
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+D

Sort by date, or by color even

Sort by date, or by color even
There are many ways to sort in Excel. Here are just two more ways to sort:
Cells C31 through F37 contain data with four columns: Expense date, Employee, Food, and Hotel.
Let's say you want the dates in order. Go to cell C31.
Now pressThere
VO+Mare
andmany
pressways to sort
tab until you in Excel.
find Heremenu.
the Data are just two
Press more ways toand
VO+SPACEBAR, sort, butVO+DOWN
then this ARROW until you
time you'll use the right-click menu:
Press tab until you access the Hotel button.
Press SPACEBAR, then use your arrow keys to select Expense date.
1
Press tab until you access Cell Color, press SPACEBAR, and then use your arrow keys to select Values.
Press tab until you access the OK button. Press Enter.
Now the data is sorted in chronological order.
You can also2 sort by color.
Now press VO+M and press tab until you find the Data menu. Press VO+SPACEBAR, and then VO+DOWN ARROW until you find
Press tab until you access the Expense date.
Press SPACEBAR, and use your arrow keys to select Hotel.
Press tab until you access Values, press SPACEBAR, and use your arrow keys to select Cell Color.
Press tab until you access No Cell Color, press SPACEBAR, and use your arrow keys to select Yellow.
sort order like
you can a
filter. So if you
don't want
your sort to
stick,
Press undo it you access the OK button. Press Enter.
tab until
by pressing
Now More ways to filter data
the rows are sorted with yellow cells on top.
CONTROL+Z.

More ways to filter data

Many people type formulas to find amounts that are above average, or greater than a
Cells C49 through F55 contain data with four columns: Expense date, Employee, Food, and Hotel.
certain amount. But there's no need to type formulas when special filters are
Go to cell available.
F49: Hotel. Press OPTION+DOWN ARROW, then use the tab key to find Choose One. Press SPACEBAR, and then use
Now add a second
1 filter. Go to cell E49: Food. Press OPTION+DOWN ARROW, then use the tab key to find Choose One. P
Go to cell A60 for the next instruction.

More information on the web

More information on sorting
More information on the web
More information on filtering
Go back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Back to top
 Sort and filter with ease
and filter with ease
s C5 to G13 contain five columns: Departments, Categories, and Amounts for the months Oct, Nov, Dec.
s say you want the departments in alphabetical order. Go to cell C5. Then press SHIFT+DOWN ARROW to select cells C5 through C13.
1 and
w press VO+M Let'spress
say tab
youuntil
wantyou thefind
departments in alphabetical
the Data menu. order. Click
Press VO+SPACEBAR, andinthen
theVO+DOWN ARROW until you find Sort, and press
Department column, and then click Home > Sort & Filter > Sort A to Z.
ss tab until you find Continue with the current selection, and select it by pressing SPACEBAR.
ss tab until you find Sort, and press SPACEBAR.
2 Sort
ss tab until Order
December's amounts from largest to smallest. Click any cell in the Dec
A to Z isand
selected.
column, then click Home > Sort & Filter > Sort Largest to Smallest.
ss tab 6 times, and press Enter. Now cells C5 through C13 are sorted in alphabetical order.
3 amounts
December's Now you'llfromfilter
big tothe dataSelect
small. so that
theonly the Bakery
December column rows
cell,appear. Click
go to G5, thenHome
select>cells G5 through G1
Sort & Filter > Filter. Filter buttons appear on the top row.
w press VO+M and press tab until you find the Data menu. Press VO+SPACEBAR, and then VO+DOWN ARROW until you
ss tab until you find Continue with the current selection, and select it by pressing SPACEBAR.
4 you On
ss tab until findthe Department
Sort, cell, click the filter button and then click to clear the
and press SPACEBAR.
Select All checkbox. Then, click to select Bakery.
ss tab until you access Order Smallest to Largest. Press SPACEBAR and select Largest to Smallest.
ss tab until you Nowaccess OK, press Enter.
5 clear the filter byNow cellsClear
clicking G5 through
Filter G13 arebottom
at the sorted in
ofalphabetical order.
the Department
w you'll filter thefilter
datapane,
so that only
and the close
then Bakerytherows appear.
pane.
o cell C5. Press VO+M, and press Tab until you find the Data menu.
ss VO+SPACEBAR, and then press the down arrow until you access AutoFilter. Press Enter.
oFilter buttons appear on the top row of cells.
ell C5, press OPTION+DOWN ARROW to access the Department filter.
Dive down
ss Tab until you access for more
the Select detailPress SPACEBAR to deselect Select All.Next step
All option.
ss VO+DOWN ARROW to access the Bakery checkbox. Press SPACEBAR to select Bakery.
w the data is filtered to show only the rows for Bakery.
lear the filter, go to cell C5, and press OPTION+DOWN ARROW. Press tab until you access the Clear Filter button, and press SPACEBAR. Th
OD TO KNOW: You can sort alphabetically by two columns. In the Sort dialog, just press tab until you access Add Level and you can add a le
e down for more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARROW

by date, or by color even

Sort by date, or by color even
re are many ways to sort in Excel. Here are just two more ways to sort:
s C31 through F37 contain data with four columns: Expense date, Employee, Food, and Hotel.
s say you want the dates in order. Go to cell C31.
w pressThere
VO+Mareandmany
pressways to sort
tab until you in Excel.
find Heremenu.
the Data are just two
Press more ways toand
VO+SPACEBAR, sort, butVO+DOWN
then this ARROW until you
time you'll use the right-click menu:
ss tab until you access the Hotel button.
ss SPACEBAR, then use your arrow keys to select Expense date.
1 You
ss tab until you and
want the dates in order. So, press the Control key and then click a date
access Cellclick
Color, press SPACEBAR,
then Sort > Sort Oldest and then useThe
to Newest. yourrows
arrowget
keys to select
sorted in Values.
ss tab until you ascending date order by the Expense date.
access the OK button. Press Enter.
w the data is sorted in chronological order.
can also2sort bySomeone
color. filled three cells with yellow. You can sort the rows by that color.
Control-click
w press VO+M and press tab untila yellow cell,the
you find and then
Data clickPress
menu. SortVO+SPACEBAR,
> Put SelectedandCellthen
Color on
VO+DOWN ARROW until you find Sort, and press
Top.
ss tab until you access the Expense date.
ss SPACEBAR, and use your arrow keys to select Hotel.
ss tab until you access Values, press SPACEBAR, and use your arrow keys to select Cell Color.
ss tab until you access No Cell Color, press SPACEBAR, and use your arrow keys to select Yellow.
ss tab until you access the OK button. Press Enter.
More ways to filter data
w the rows are sorted with yellow cells on top.

re ways to filter data

Many people type formulas to find amounts that are above average, or greater than a
s C49 through F55 contain data with four columns: Expense date, Employee, Food, and Hotel.
certain amount. But there's no need to type formulas when special filters are
o cell available.
F49: Hotel. Press OPTION+DOWN ARROW, then use the tab key to find Choose One. Press SPACEBAR, and then use your arrow keys
w add a second
1 On filter.
theGoHotel
to cellcell,
E49:click
Food.
thePress
filterOPTION+DOWN ARROW,
button and then then useOne
click Choose the tab key to find Choose One. P
> Above
Average.
o cell A60 for the Excel calculates the average amount of the Hotel column, and
next instruction.
then shows only rows with amounts greater than that average.

2 Now add a second filter. On the Food cell, click the filter button and then
click Choose One > Greater than..., and then type 25. Of the three rows
that were filtered for above average, Excel shows two rows with Food
amounts greater than 25. Click Clear Filter when you're done.

re information on the web

re information on sorting
More information on the web
re information on filtering
back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARRO

More information on sorting

More information on filtering

Back to top Next step

 o select cells C5 through C13.
RROW until you find Sort, and press Enter.
Department Category Oct Nov Dec
Meat Beef $90,000 $110,000 $120,000
Bakery Desserts $25,000 $80,000 $120,000
Produce Fruit $10,000 $30,000 $40,000
Produce Veggies $30,000 $80,000 $30,000
Deli Sandwiches $90,000 $35,000 $25,000
Meat Chicken $75,000 $82,000 $2,000,000
Bakery Breads $30,000 $15,000 $20,000
Deli Salads $80,000 $40,000 $20,000

EXTRA CREDIT
When you're done with step 5, try sorting alphabetically by
two columns. Here's how: First sort Department
alphabetically (that's step 1 on the left). Then click Home >
Sort & Filter > Custom Sort. Add a second level for Category.
After you click OK, Department will be sorted, and within
each department, Category rows will be sorted in
alphabetical order as well.

er button, and press SPACEBAR. Then press COMMAND+W to close the filter.
cess Add Level and you can add a level with another sort order.
ess CONTROL+FN+DOWN ARROW if you're on a MacBook).

Expense date Employee Food Hotel IMPORTANT DETAIL

You can't clear a sort order like
1/27/2021 Jackie $21 $3,820 you can a filter. So if you don't
1/26/2021 Mark $62 $2,112 want your sort to stick, undo it
1/23/2021 Dave $25 $1,611 by pressing Control+Z.
1/29/2021 Tricia $30 $3,085
1/25/2021 Jeff $69 $528
1/24/2021 Laura $45 $5,050
RROW until you find Sort, and press Enter.
BAR, and then use your arrow keys to select Above Average. Press SPACEBAR again. Excel calculates the average amount of the Hotel colu
Expense date Employee Food Hotel
1/27/2021 Jackie $21 $3,820
1/26/2021 Mark $62 $2,112
1/29/2021 Tricia $30 $3,085
1/23/2021 Dave $25 $1,611
1/24/2021 Laura $45 $5,050
1/25/2021 Jeff $69 $528

r press CONTROL+FN+DOWN ARROW if you're on a MacBook).

mount of the Hotel column, and then shows only rows with amounts greater than that average.
Dive down for

Go
Tables
Tables make things a lot easier
more detail:
to A27.
make Or,
things a lot easier
to proceed to
A table
the nextgives
step,you special features and conveniences. Here’s how to create one:
Cells C5 through
press A tableG13 contain
gives data. Go
you special to any cell
features andwithin that region,Here’s
conveniences. for example,
how tocell D8. Press
create one: CONTROL+G, type D8, then pre
CONTROL+PAG
Press CONTROL+T, then Enter.
E DOWN (or
Now
pressyou have 1 a table, which is a collection of cells that has special features. For starters: A table gives you banded row
You can also create new rows easily. Go to the empty cell under cell C13: Meat. Type some text, then press Enter. A ne
CONTROL+FN+
DOWN
You can also create columns easily: Go to any cell between H5 and H14, for example H10. Type some text, then press
ARROW if 2
Notice how
you're on a the two columns are created, formatted, and the text Jan and Feb are filled in cells H5 and I5 for you.
MacBook).
3

Dive down for more detail

Calculated columns in tables

Calculated columns in tables
One example of a convenience that tables give you: calculated columns. You type a formula once, and it gets automatically fill
Cells C33 through H41 contain data with six columns: Department, Category, Oct, Nov, Dec, and Total.
Go to cell H34 under Total.
One example
On the Formulas of aAutoSum.
tab, select convenience
Then,that
presstables give you: calculated columns. You type a
Return.
formula once, and it gets automatically filled down for you. Here’s how it works:
The SUM formula gets automatically filled down for you so that you don’t have to do it yourself.
Go to cell A47 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CO
1

4
 4

Total rows in tables

Total rows in tables
Another convenience in tables are total rows. Instead of typing a SUM formula, Excel can make that total for you with a flip of
Cells C54 through E62 contain data with three columns: Department, Category, and Sales.
Go to any cell within the range above, for example cell D57.
Another convenience in tables are total rows. Instead of typing a SUM formula, Excel
Press CONTRL+SHIFT+T.
can make that total for you with a flip of a switch:
A new row is added at the bottom of the table in cells C63 through E63.
The total of $24,000 is added to the total row, in cell E63.
But what if you
1 wanted to know the average? Select cell E63: $24,000.
Press OPTION+DOWN ARROW, then use the arrow keys to find the Average option and press Enter. The average amoun
Go to cell A72 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CO
2

More information on the web

More information on the web
Create a table
Using structured references in a table
Use calculated columns in an Excel table
Go back to top

Back to top
 Tables make things a lot easier
les make things a lot easier
ble gives you special features and conveniences. Here’s how to create one:
s C5 through
A tableG13 contain
gives data. Go
you special to any cell
features andwithin that region,Here’s
conveniences. for example,
how tocell D8. Press
create one: CONTROL+G, type D8, then press Enter.
ss CONTROL+T, then Enter.
w you have 1 a table,
Clickwhich
insideis the data to of
a collection the right,
cells thatand
hasthen click
special InsertFor
features. > Table > OK.
starters: A table gives you banded row
can also create new rows easily. Go to the empty cell under cell C13: Meat. Type some text, then press Enter. A ne
can also create columns easily: Go to any cell between H5 and H14, for example H10. Type some text, then press
2 twoNow
tice how the
you have a table, which is a collection of cells that has special
columnsForare starters:
created, formatted, andyou
the banded
text Jan and Feb
features. A table gives rows forare filledreading.
easier in cells H5 and I5 for you.

3 You can also create new rows easily. In the empty cell under Meat, type
some text and then press Return. A new row for the table appears.

4 You can also create columns easily: In the lower-right corner of the table,
click the small blue resize handle and drag it to the right 2 columns.

5 Notice how the two columns are created, formatted, and the text Jan and
Feb are filled for you.

Dive down for more detail Next step

ulated columns in tables

Calculated columns in tables
example of a convenience that tables give you: calculated columns. You type a formula once, and it gets automatically filled down for you
s C33 through H41 contain data with six columns: Department, Category, Oct, Nov, Dec, and Total.
o cell H34 under Total.
One example
the Formulas of aAutoSum.
tab, select convenience
Then,that
presstables give you: calculated columns. You type a
Return.
formula once, and it gets automatically filled down for you. Here’s how it works:
SUM formula gets automatically filled down for you so that you don’t have to do it yourself.
o cell A47 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CO
1 Select the cell under Total.

On the Formulas tab, click AutoSum. Then, press Return.

2

3 The first row of data gets summed up.

4 Very soon after, the same formula gets filled down for you so that you don’t
have to do it yourself.
 4 Very soon after, the same formula gets filled down for you so that you don’t
have to do it yourself.

al rows in tables
Total rows in tables
ther convenience in tables are total rows. Instead of typing a SUM formula, Excel can make that total for you with a flip of a switch. And th
s C54 through E62 contain data with three columns: Department, Category, and Sales.
o any cell within the range above, for example cell D57.
Another convenience in tables are total rows. Instead of typing a SUM formula, Excel
ss CONTRL+SHIFT+T.
can make that total for you with a flip of a switch:
ew row is added at the bottom of the table in cells C63 through E63.
total of $24,000 is added to the total row, in cell E63.
what if you
1 wanted
Selecttoany
know the
cell average?
within the Select cellthe
table on E63:right.
$24,000.
ss OPTION+DOWN ARROW, then use the arrow keys to find the Average option and press Enter. The average amoun
o cell A72 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CO
2 At the top of the Excel window, the Table tab will appear.

3 On that tab, click Total Row.

4 The total of $24,000 is added to the bottom of the table.

5 But what if you wanted to know the average? Click the cell with $24,000.

6 Click the down arrow and then click Average. The average amount of
$3,000 appears.

re information on the web

More information on the web
ng structured references in a table
calculated columns in an Excel table
press CONTROL+PAGE
Create a table DOWN.

Using structured references in a table

Back to top Next step

G, type D8, then press Enter.

Department Category Oct Nov Dec

Produce Veggies 30000 80000 30000
Produce Fruit 10000 30000 40000
Bakery Breads 30000 15000 20000
Bakery Desserts 25000 80000 120000
Deli Sandwich 80000 40000 20000
Deli Salads 90000 35000 25000
Meat Beef 90000 110000 200000
Meat Chicken 75000 82000 150000

EXPERT TIP
The shortcut key for
inserting a table is
Control+T.

ts automatically filled down for you. Here’s how it works:

Department Category Oct Nov Dec Total

Produce Veggies $30,000 $80,000 $30,000
Produce Fruit $10,000 $30,000 $40,000
Bakery Breads $30,000 $15,000 $20,000
Bakery Desserts $25,000 $80,000 $120,000
Deli Sandwiches $80,000 $40,000 $20,000
Deli Salads $90,000 $35,000 $25,000
Meat Beef $90,000 $110,000 $200,000
Meat Chicken $75,000 $82,000 $150,000
 EXPERIMENT
After putting in the calculated column, try typing over one of the
cells in the column. What happens? If you see a green triangle,
click it and then click the exclamation mark. You'll see that Excel's
or you with a flip of a switch.watchin'
And theout
sameforgoes
ya... for the AVERAGE formula, and many others. Here’s how it works:

Department Category Sales

Produce Veggies $1,000
Produce Fruit $2,000
Bakery Breads $3,000
Bakery Desserts $1,000
Deli Sandwiches $2,000 GOOD TO KNOW
There's a shortcut for showing
Deli Salads $3,000 and hiding the total row. Click
Meat Beef $4,000 inside the table, and then press
Meat Chicken $8,000 Control+Shift+T.
 Slicers are another way to filter
Slicers are another way to filter
Cells C5 through E17 contain data for different departments and categories.
Press VO+SHIFT+UP
The panelARROW
of blue repeatedly.
buttons to Then pressofVO+LEFT
the right or is
the table RIGHT ARROW until you access the Workbook area. Press VO+
a slicer.
Press VO+SHIFT+DOWN ARROW until you access the Bakery 1 of 4. Then press VO+SPACEBAR to select the Bakery button. Tha
Press VO+DOWN1 ARROW until you access the Meat button. Press VO+SPACEBAR, and Excel filters out all departments
Press VO+SHIFT+DOWN ARROW and then press VO+LEFT ARROW until you access the Multi-Select button. Press VO+SPACEBA
Press VO+SHIFT+DOWN ARROW and then press VO+LEFT ARROW until you access the Clear Filter button. Press VO+SPACE
2 for the next section.
Go to cell A27
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CON
3

Dive down for more detail

Insert a slicer
Insert a slicer
Slicers can be used when you first create a table. We did that already on the data to the right.
Cells C32 through E44 contain data for different departments and categories.
Select any cell in the data. For example, press CONTROL+G, press tab, type D36, and then press Enter.
Slicers
Press F6 (or canPress
FN+F6). be used
TAB when you firstuntil
or SHIFT+TAB create
you aaccess
table.the
We did that
ribbon. already
Press the leftonorthe data
right to keys until you access the
arrow
the right.
Press TAB until you access the Department check box, and then press SPACEBAR to select it. Press Enter.
Work with the slicer buttons like you did earlier. Press VO+SHIFT+DOWN ARROW three times, then user your arrow k
Press VO+SHIFT+UP
1 ARROW repeatedly. Then press VO+LEFT or RIGHT ARROW until you access the Workbook area. Pre
Go to cell A49 for the next section. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTRO

4
 4

More information on the web

More information on the web
More on filtering and slicing
Go back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Back to top
 Slicers are another way to filter
ers are another way to filter
s C5 through E17 contain data for different departments and categories.
ss VO+SHIFT+UP
The panelARROW
of blue repeatedly.
buttons to Then pressofVO+LEFT
the right or is
the table RIGHT ARROW until you access the Workbook area. Press VO+SHIFT+DOWN A
a slicer.
ss VO+SHIFT+DOWN ARROW until you access the Bakery 1 of 4. Then press VO+SPACEBAR to select the Bakery button. That filters out all r
ss VO+DOWN1 ARROWNotice until
that you
the access
data on the
the right
Meat contains
button. different
Press sales amounts
VO+SPACEBAR, and Excelfor
filters out all departments
different departments and categories.
ss VO+SHIFT+DOWN ARROW and then press VO+LEFT ARROW until you access the Multi-Select button. Press VO+SPACEBAR
ss VO+SHIFT+DOWN ARROW and then press VO+LEFT ARROW until you access the Clear Filter button. Press VO+SPACE
2 for the
o cell A27
In the panel of buttons to the right, click the Bakery button. Excel filters out
next section.
all rows except for the Bakery rows.
e down for more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CON
3 Click another department button, and it filters again.

4 Now hold down the Command key, and click just 2 of the buttons to see
those two departments.

5 Click the Clear filter button at the top-right corner of the buttons. It's the
one with the "x".

Dive down for more detail Next step

Insert a slicer
ers can be used when you first create a table. We did that already on the data to the right.
s C32 through E44 contain data for different departments and categories.
ct any cell in the data. For example, press CONTROL+G, press tab, type D36, and then press Enter.
Slicers
ss F6 (or canPress
FN+F6). be used
TAB when you firstuntil
or SHIFT+TAB create
you aaccess
table.the
We did that
ribbon. already
Press the leftonorthe data
right to keys until you access the Insert tab. Pres
arrow
the right.
ss TAB until you access the Department check box, and then press SPACEBAR to select it. Press Enter.
rk with the slicer buttons like you did earlier. Press VO+SHIFT+DOWN ARROW three times, then user your arrow k
ss VO+SHIFT+UP
1 Click ARROW repeatedly.
anywhere in theThen
tablepress VO+LEFT
on the right.or RIGHT ARROW until you access the Workbook area. Pre
o cell A49 for the next section. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTRO

2 On the Insert tab, click Slicer.

3 Select the check box for Department, and then click OK.

4 Move the slicer buttons closer to your data, if necessary. And start slicing!
 4 Move the slicer buttons closer to your data, if necessary. And start slicing!

re information on the web

More information on the web
re on filtering and slicing
back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARRO

More on filtering and slicing

Back to top Next step

ook area. Press VO+SHIFT+DOWN ARROW until you are in Sheet 7. Then press VO+LEFT ARROW until you access the slicer.
Bakery button. That filters out all rows except for Bakery rows.
Department Category Sales This shape represents a
Produce Veggies $30,000 table slicer. Table slicers
Deli Salads $90,000 are supported in Excel or
Bakery Breads $30,000 later.
Meat Chicken $75,000
If the shape was modified
Deli Sandwich $80,000 in an earlier version of
Bakery Cakes $25,000 Excel, or if the workbook
Meat Beef $90,000 was saved in Excel 2007 or
Produce Fruit $10,000 earlier, the slicer can't be
used.
Produce Nuts $22,000
EXPERT TIP
Deli Condiments $4,500 Slicers can also be used
Bakery Pies $30,000 on PivotTables. You'll
Meat Pork $75,000 learn about PivotTables
on Sheet 10.

until you access the Insert tab. Press VO+SPACEBAR, and then press TAB until you access the Slicer button. Press SPACEBAR.
Department Category Sales
Deli Salads $90,000
Bakery Breads $30,000
Deli Sandwich $80,000
Bakery Cakes $25,000
Deli Condiments $4,500
Bakery Pies $30,000
Produce Veggies $30,000
Meat Chicken $75,000
Meat Beef $90,000
Produce Fruit $10,000
 Produce Nuts $22,000
Meat Pork $75,000

EXPERIMENT
AfterARROW
r press CONTROL+FN+DOWN adding the slicer,on
if you're make sure it is selected. Then at
a MacBook).
the top of Excel, click the Slicer tab. Play around with the
different color styles. Or, resize the slicer panel to be
wider, and set the columns to 2.
 Insert a drop-down list
Insert a drop-down list
Drop-down lists make data entry easier for people. Here's how to do one:
Cells C3 through D15 contain
Drop-down datadata
lists make with entry
two columns: Food
easier for and Department.
people. Here's how to do one:
We want only three department names to be valid entries for each of the foods on the right. Those departments are
Go to cell D4.1Select all cells from D4 to D15.
Press VO+M, press Tab to access the Data menu, and then press VO+SPACEBAR. Use the down arrow key to find Validation
In the Source text box, type Produce, Meat, Bakery. Make sure to put commas in between each name. Press tab to acce
Now 2 D4, which is the cell next to Apples in C4. Press OPTION+DOWN ARROW. You'll see a drop-down menu
GOODselect cell
TO KNOW: Drop-down lists help ensure people enter valid data. So it makes sense that drop-downs are a part of a large
There are other data validation methods. For example, you can restrict entry to whole numbers, dates, or even minimum and
Dive down for3 more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CON

Dive down for more detail

Best practice for drop-downs: Use a table.

Best practice for drop-downs: Use a table.
We just taught you how to insert a drop-down menu for the list of departments. But what if that list changes? For example, w
Cells C31 through D43 contain data with two columns: Food and Department. Cells F31 through F34 contain data with one col
From cells F31 to F34, select a cell with a department. For example, select cell F33: Meat.
We just
Create a table taught CONTROL+T,
by pressing you how to insert a drop-down menu for the list of departments. But
then Enter.
what if that list changes? For example, what if there is a new department called Dairy?
Now you’ll set up the data validation again. Under cell D31: Department, select all of the blank cells from D32 through
You’d have to update the data validation dialog box. But there’s a more efficient way
Press VO+M, press Tabatotable
by creating access the Data menu, and then press VO+SPACEBAR. Use the down arrow key to find Validation
first:
In the Source text box, type =$F$32:$F$34, then press Enter.
You selected the values within the single column starting in cell F31: Department.
Now
EXPERTgo TIP: 1 D32people
to cell
Often and press
put OPTION+DOWN ARROW.
their validation lists There
like this outare onlyway
of the three
on departments in That
another sheet. the drop-down
way otherslist:
won'tProduce, Me
be tempted

Go to cell A60 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CO
2

3
 4

More information on the web

More information on the web
Create a drop-down list
Add or remove items from a drop-down list
Go back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Back to top
 Insert a drop-down list
rt a drop-down list
p-down lists make data entry easier for people. Here's how to do one:
s C3 through D15 contain
Drop-down datadata
lists make with entry
two columns: Food
easier for and Department.
people. Here's how to do one:
want only three department names to be valid entries for each of the foods on the right. Those departments are
o cell D4.1Select
We allwant only D4
cells from three department names to be valid entries for each of the
to D15.
foods on the right.
ss VO+M, press Tab to access the Data menu,Those departments are VO+SPACEBAR.
and then press Produce, MeatUse andtheBakery.
down arrow key to find Validation
he Source text box, type Produce, Meat, Bakery. Make sure to put commas in between each name. Press tab to acce
w 2 D4,Click and drag to select the yellow cells under Department.
ODselect cell
TO KNOW: which is the
Drop-down cellhelp
lists nextensure
to Apples in C4.
people Press
enter OPTION+DOWN
valid ARROW.
data. So it makes senseYou'll see a drop-down
that drop-downs are a menu
part of a larger group of featu
re are other data validation methods. For example, you can restrict entry to whole numbers, dates, or even minimum and maximum amou
e down for3 moreOndetail: Go totab,
the Data A27.click
Or, to proceed
Data to the next
Validation. Understep, pressclick
Allow, CONTROL+PAGE
List. DOWN (or press CON

4 In the Source box, type Produce, Meat, Bakery. Make sure to put commas
in between them. Click OK when you’re done.

5 Now click the yellow cell next to Apples, and you'll see a drop-down menu.

Dive down for more detail Next step

t practice for drop-downs: Use a table.

Best practice for drop-downs: Use a table.
just taught you how to insert a drop-down menu for the list of departments. But what if that list changes? For example, what if there is a n
s C31 through D43 contain data with two columns: Food and Department. Cells F31 through F34 contain data with one column: Departme
m cells F31 to F34, select a cell with a department. For example, select cell F33: Meat.
We just
ate a table taught CONTROL+T,
by pressing you how to insert a drop-down menu for the list of departments. But
then Enter.
what if that list changes? For example, what if there is a new department called Dairy?
w you’ll set up the data validation again. Under cell D31: Department, select all of the blank cells from D32 through
You’d have to update the data validation dialog box. But there’s a more efficient way
ss VO+M, press Tabatotable
by creating access the Data menu, and then press VO+SPACEBAR. Use the down arrow key to find Validation
first:
he Source text box, type =$F$32:$F$34, then press Enter.
selected the values within the single column starting in cell F31: Department.
wERTgo TIP: 1 D32people
to cell
Often
In column
and press F, click a cell with
put OPTION+DOWN
their validation lists
a department.
ARROW. There
like this outare
For example,
only
of the three
way
click Meat.
on departments in That
another sheet. the drop-down
way otherslist:
won'tProduce, Me to change the
be tempted

o cell A60 for the next ainstruction. Or, to proceed

C oto
nt the
ro l next step,
T pressand
CONTROL+PAGE DOWN (or press CO
2 Create table by pressing then OK.

3 Now you’ll set up the data validation again. In column D, select all of the
blank cells under Department.
 Now you’ll set up the data validation again. In column D, select all of the
blank cells under Department.

4 On the Data tab, click Data Validation. Under Allow, click List.

5 Click inside the Source box, then click the arrow button to the right.

6 Click and drag to select just the Produce, Meat and Bakery cells in column
F. Then click the down arrow button or press RETURN.

7 You should see this in the Source box: =$F$32:$F$34. (If you don’t see that
you can type it in.) Click OK.

8 Now click the drop-down arrow. There are only three departments:
Produce, Meat and Bakery. But if you add a new department in column F
under Bakery, it will get updated with the new department.

re information on the web

More information on the web
ate a drop-down list
or remove items from a drop-down list
back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARRO
Create a drop-down list

Add or remove items from a drop-down list

Back to top Next step

 Food Department GOOD TO KNOW
Drop-down lists help ensure people
Apples enter valid data. So it makes sense that
Beef drop-downs are a part of a larger group
Bananas of features known as data validation.
Lemons There are other data validation
Broccoli methods. For example, you can restrict
entry to whole numbers, dates, or even
Kale minimum and maximum amounts.
Ham There are many options available, and
Bread you can read more about them by
clicking the link at the bottom of this
Chicken sheet.
Cookies
Cakes
Pies

es? For example, what if there is a new department called Dairy? You’d have to update the data validation dialog box. But there’s a more e
n data with one column: Department.

Food Department Department

Apples Produce
Beef Meat
Bananas Bakery
Lemons
Broccoli
Kale
Ham EXPERT TIP
Bread Often people put their validation
lists like this out of the way on
Chicken
another sheet. That way others
Cookies won't be tempted to change the list.
Cakes
 Often people put their validation
lists like this out of the way on
another sheet. That way others
won't be tempted to change the list.

Pies

r press CONTROL+FN+DOWN ARROW if you're on a MacBook).

dialog box. But there’s a more efficient way by creating a table first:
Add Chart
Element
menu. Then
press
VO+Down
arrow until
you access the
Trendline
submenu.
Press Great charts recommended for you
Great charts recommended for you
VO+SPACEBAR
Cells C5 through
to select the D11 contain data with two columns: Year and Conference attendance.
Go to any cell
submenu, andin the table between cells C5 and D11, for example go to cell C6. Press CONTROL+G, tab, type C6, then press Ent
then
Presspress 1
F6 (or FN+F6). Press TAB or SHIFT+TAB until you access the ribbon. Press the left or right arrow keys until you access the
VO+DOWN
Several
ARROWrecommendations
until will appear. Press the down arrow key find an option called Clustered Columns, then press E
A column
you accesschart is inserted showing total number of conference attendees per year.
Linear, and 2
Press VO+SHIFT+UP ARROW repeatedly. Then press VO+LEFT or RIGHT ARROW until you access the Workbook area. Pre
select it by
Press VO+SHIFT+DOWN
pressing ARROW to enter the chart.
SPACEBAR. 3
EXTRA CREDIT: Want a data table directly under the chart? Press VO+SPACEBAR again on the Add Chart Element menu
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CON
4

Dive down for more detail

Horizontal and vertical axes

Horizontal and vertical axes
In school you might have learned that there is an x-axis and a y-axis. Excel has these two axes as well, but it calls them someth
In Excel this is what they are called:
• The x-axis along the bottom is called the horizontal axis.
In that
• The y-axis schoolrunsyou
up might haveis learned
and down called thethat there
vertical is an x-axis and a y-axis. Excel has these
axis.
two axes as well, but it calls them something different.
To access a x-axis, press VO+SHIFT+UP ARROW repeatedly. Then press VO+LEFT or RIGHT ARROW until you access the Workbo
To access In
theExcel
y-axis, Press
this VO+SHIFT+UP
is what ARROW and then VO+SHIFT+LEFT ARROW until you access the vertical axis. Press VO
they are called:
Each axis can either be a value axis or a category axis.
• The
• A value axis x-axis along
represents the bottom
numerical values.isFor
called the horizontal
example, a value axisaxis.
can represent dollars, hours, duration, temperature, and
• The y-axis that runs up and down is called the vertical axis.
• A category axis represents things like dates, people names, product names.
Go to cell Each
A52 for thecan
axis next instruction.
either Or, toaxis
be a value proceed to the next
or a category step, press CONTROL+PAGE DOWN (or press CONTROL+FN+
axis.
• A value axis represents numerical values. For example, a value axis can represent
dollars, hours, duration, temperature, and so on. The vertical axis on the right is a
value axis.
• A category axis represents things like dates, people names, product names. The
horizontal axis on the right has years so this is a category axis.
ARROW or• A value axis represents numerical values. For example, a value axis can represent
RIGHT ARROWdollars, hours, duration, temperature, and so on. The vertical axis on the right is a
until you value axis.
access Chart
• A category axis represents things like dates, people names, product names. The
14. Press horizontal axis on the right has years so this is a category axis.
VO+SHIFT+DO
WN ARROW
twice. Then
press
VO+RIGHT or
LEFT ARROW
to access the
Plot Area.
Press
VO+SHIFT+DO
WN ARROW.
Then press
Secondary
VO+RIGHT axis
ARROW
you
Secondary axis
You can also
untiluse a secondary axis in a chart. A secondary axis is an additional value axis that can show different values than th
accessexample is Chart 14 on this sheet. It has an additional secondary vertical axis that represents the sales amounts for
A popular
Secondary
Cells D67 through F73 contain data with three columns: Date, Conference attendance, and Food sales. Food Sales column con
Vertical You can also use a secondary axis in a chart. A secondary axis is an additional value
(Value) Axis.
axis that can show different values than the other value axis.
EXTRA CREDIT: Try making a combo chart. Select cells D67 through F73 by pressing SHIFT and your arrow keys.
A popular
Press F6 (or example
FN+F6). Press TAB is
or on the right.
SHIFT+TAB It'syou
until theaccess
same the
as the chart
ribbon. above,
Press butor
the left it right
has anarrow keys until you access the
additional secondary vertical axis that represents the sales amounts for each month.
Several recommendations will appear. Press the down arrow key find an option called Clustered Column, then press Enter.
Some would say that by having a secondary axis, you almost have “two charts in one.”
A column chart is inserted showing total number of conference attendees per year.
That’s true. This chart is both a column chart and a line chart. These kind of charts are
Press VO+SHIFT+UP ARROW
called Combo repeatedly.
charts in Excel.Then pressinterested
If you’re VO+LEFT orinRIGHT ARROW
this kind until you
of chart, clickaccess the at
the link Workbook area. Press VO+
the bottom ofARROW
Press VO+SHIFT+DOWN this sheet.
twice and then VO+SHIFT+RIGHT or LEFT ARROW until you access the Plot Area. Press VO+SH
Press F6 (or FN+F6). Press TAB or SHIFT+TAB until you access the ribbon. Press the left or right arrow keys until you access the
Press VO+DOWN ARROW to access the Line submenu, and then press VO+SPACEBAR to select that submenu. Press VO+DOWN
Press F6 (or FN+F6). Press TAB or SHIFT+TAB until you access the ribbon. Press the left or right arrow keys until you access the
Press VO+SHIFT+DOWN ARROW, VO+DOWN ARROW, and then VO+SHIFT DOWN ARROW. Press VO+RIGHT ARROW until you
Go to cell A68 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+

More information on the web

More information on the web
Create a chart
Create a combo chart with a secondary axis
Go back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Back to top
 Great charts recommended for you
at charts recommended for you
s C5 through D11 contain data with two columns: Year and Conference attendance.
o any cell in the table between cells C5 and D11, for example go to cell C6. Press CONTROL+G, tab, type C6, then press Enter.
1 Click
ss F6 (or FN+F6). anywhere
Press in the data
TAB or SHIFT+TAB toyou
until theaccess
right, the
andribbon.
then click
PressInsert > or right arrow keys until you access the Insert tab. Pres
the left
Recommended Charts.
eral recommendations will appear. Press the down arrow key find an option called Clustered Columns, then press E
olumn chart is inserted showing total number of conference attendees per year.
2 You'll see several recommendations. Click the Clustered Column option.
ss VO+SHIFT+UP ARROW repeatedly. Then press VO+LEFT or RIGHT ARROW until you access the Workbook area. Pre
ss VO+SHIFT+DOWN ARROW to enter the chart.
3 A column chart appears showing total number of conference attendees per
year.
RA CREDIT: Want Feeltable
a data free directly
to move it anywhere
under you'd
the chart? Presslike.
VO+SPACEBAR again on the Add Chart Element menu
e down for more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CON
4 Now you'll add a trendline. Select the chart, and the Chart Design tab will
appear at the top of the Excel window.

5 On the Chart Design tab, click Add chart element > Trendline > Linear.
Now you have a trendline that shows the general direction of the
attendance over time.

Dive down for more detail Next step

izontal and vertical axes

Horizontal and vertical axes
chool you might have learned that there is an x-axis and a y-axis. Excel has these two axes as well, but it calls them something different.
xcel this is what they are called:
he x-axis along the bottom is called the horizontal axis.
he y-axisIn that
school you
runs up might haveis learned
and down called thethat thereaxis.
vertical is an x-axis and a y-axis. Excel has these
two axes as well, but it calls them something different.
access a x-axis, press VO+SHIFT+UP ARROW repeatedly. Then press VO+LEFT or RIGHT ARROW until you access the Workbook area. Press V
access IntheExcel
y-axis, Press
this VO+SHIFT+UP
is what ARROW and then VO+SHIFT+LEFT ARROW until you access the vertical axis. Press VO+SHIFT+DOWN
they are called:
h axis can either be a value axis or a category axis.
• The
value axis x-axis along
represents the bottom
numerical values.isFor
called the horizontal
example, a value axisaxis.
can represent dollars, hours, duration, temperature, and so on.
• The y-axis that runs up and down is called the vertical axis. Vertical axis
category axis represents things like dates, people names, product names.
(Value axis)
o cell Each
A52 for thecan
axis next instruction.
either Or, toaxis
be a value proceed to the next
or a category step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARROW
axis.
• A value axis represents numerical values. For example, a value axis can represent
dollars, hours, duration, temperature, and so on. The vertical axis on the right is a
value axis.
• A category axis represents things like dates, people names, product names. The
horizontal axis on the right has years so this is a category axis.
 • A value axis represents numerical values. For example, a value axis can represent
dollars, hours, duration, temperature, and so on. The vertical axis on the right is a
value axis.
• A category axis represents things like dates, people names, product names. The
horizontal axis on the right has years so this is a category axis.

Secondary axis
can also use a secondary axis in a chart. A secondary axis is an additional value axis that can show different values than the other value ax
opular example is Chart 14 on this sheet. It has an additional secondary vertical axis that represents the sales amounts for each month. Som
s D67 through F73 contain data with three columns: Date, Conference attendance, and Food sales. Food Sales column contains data that s
You can also use a secondary axis in a chart. A secondary axis is an additional value
axis that can show different values than the other value axis.
RA CREDIT: Try making a combo chart. Select cells D67 through F73 by pressing SHIFT and your arrow keys.
A popular
ss F6 (or example
FN+F6). Press TAB is
or on the right.
SHIFT+TAB It'syou
until theaccess
same the
as the chart
ribbon. above,
Press butor
the left it right
has anarrow keys until you access the Insert tab. Pres
additional secondary vertical axis that represents the sales amounts for each month.
eral recommendations will appear. Press the down arrow key find an option called Clustered Column, then press Enter.
Some would say that by having a secondary axis, you almost have “two charts in one.”
olumn chart is inserted showing total number of conference attendees per year.
That’s true. This chart is both a column chart and a line chart. These kind of charts are
ss VO+SHIFT+UP ARROW
called Combo repeatedly.
charts in Excel.Then pressinterested
If you’re VO+LEFT orinRIGHT ARROW
this kind until you
of chart, clickaccess the at
the link Workbook area. Press VO+SHIFT+DOWN A
the bottom ofARROW
ss VO+SHIFT+DOWN this sheet.
twice and then VO+SHIFT+RIGHT or LEFT ARROW until you access the Plot Area. Press VO+SHIFT+DOWN ARR
ss F6 (or FN+F6). Press TAB or SHIFT+TAB until you access the ribbon. Press the left or right arrow keys until you access the Chart Design ta
ss VO+DOWN ARROW to access the Line submenu, and then press VO+SPACEBAR to select that submenu. Press VO+DOWN ARROW, VO+S
ss F6 (or FN+F6). Press TAB or SHIFT+TAB until you access the ribbon. Press the left or right arrow keys until you access the Format tab. Pre
ss VO+SHIFT+DOWN ARROW, VO+DOWN ARROW, and then VO+SHIFT DOWN ARROW. Press VO+RIGHT ARROW until you access the scrol
o cell A68 for the next instruction. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARROW

re information on the web

More information on the web
ate a combo chart with a secondary axis
back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN
Create a chart

Create a combo chart

Back to top Next step

e C6, then press Enter.
until you access the Insert tab. Press VO+SPACEBAR, and then press TAB until you access the Recommended Charts button. Press SPACEBA
Date Conference attendance
2012 20000
2013 15000
2014 4000
2015 18000
2016 10000
2017 8000

EXTRA CREDIT
Want a data table directly under the
chart? Click the chart. On the Chart
Design tab, click Add Chart Element >
Data Table > With Legend Keys.

calls them something different.

Conference attendance
access the Workbook area. Press VO+SHIFT+DOWN ARROW until you are in Sheet 9. Then press VO+LEFT or RIGHT ARROW until you acce
25000
rtical axis. Press VO+SHIFT+DOWN ARROW to get the values in the axis.
20000
, temperature, and so on.
Vertical axis
(Value axis) 15000
ess CONTROL+FN+DOWN ARROW if you're on a MacBook).
10000

5000

0
2012 2013 2014 2015 2016 2017
 5000

0
2012 2013 2014 2015 2016 2017

Horizontal axis
(Category axis)

rent values than the other value25000

axis. $35,000

sales amounts for each month. Some would say that by having a secondary axis, you almost have “two charts in one.” That’s true. This ch
$30,000
d Sales column contains data that supports the secondary axis for the chart described above.
20000
$25,000

15000
$20,000
until you access the Insert tab. Press VO+SPACEBAR, and then press TAB until you access the Recommended Charts button. Press SPACEBA
hen press Enter. $15,000 Secondary
10000 axis
ook area. Press VO+SHIFT+DOWN ARROW until you are in Sheet 9. Then press VO+RIGHT ARROW $10,000 until you access the clustered column.
Area. Press VO+SHIFT+DOWN ARROW 5000 twice. Press VO+SHIFT+LEFT or RIGHT ARROW until you access the Series "Sales" element. Press VO
$5,000
until you access the Chart Design tab. Press VO+SPACEBAR, and then press TAB until you access the Change Chart Type button. Press SPAC
nu. Press VO+DOWN ARROW, VO+SHIFT+DOWN
0 ARROW, VO+DOWN ARROW to access the 2-D Line $0 button. Press SPACEBAR.
2012 2013 2014 2015 2016 2017
until you access the Format tab. Press VO+SPACEBAR, and then press TAB until you access the Format Pane button. Press SPACEBAR.
T ARROW until you access the scroll area. Press VO+SHIFTConference
DOWN ARROW.
attendancePress VO+RIGHT
Sales ARROW until you access the radio button 2 of 2
ess CONTROL+FN+DOWN ARROW if you're on a MacBook).
Date Conference attendance Sales
2012 20000 $5,000
2013 15000 $11,200
Data that supports
2014 4000 $30,000 the secondary axis
r press CONTROL+FN+DOWN 2015 18000 $25,000 above
2016 10000 $5,000
2017 8000 $8,000

EXTRA CREDIT
Try making a combo chart. Click inside the data above,
and then click Insert > Recommended Charts. Choose
the Clustered column option.

Then, click one of the orange columns. At the top, click

the Chart Design tab. On that tab, click Change Chart
Type and choose the first Line option.

Finally, click the orange line, and then click the Format
tab at the top. Select Format Pane. Then click
Secondary axis.
Charts button. Press SPACEBAR.

r RIGHT ARROW until you access Chart 93. Press VO+SHIFT+DOWN ARROW twice, and then press VO+RIGHT or LEFT ARROW until you acc
ts in one.” That’s true. This chart is both a column chart and a line chart. These kind of charts are called Combo charts in Excel. If you’re in

Charts button. Press SPACEBAR.

Secondary
axis
access the clustered column.
eries "Sales" element. Press VO+SHIFT+DOWN ARROW.
Chart Type button. Press SPACEBAR.
Press SPACEBAR.
button. Press SPACEBAR.
u access the radio button 2 of 2. Press VO+SPACEBAR.

Data that supports

the secondary axis
above
r LEFT ARROW until you access the Plot Area. Press VO+SHIFT+DOWN ARROW, then press VO+LEFT or RIGHT ARROW to access the Horizo
o charts in Excel. If you’re interested in this kind of chart, select the hyperlink in cell A70.
ARROW to access the Horizontal Axis. Press VO+SHIFT+DOWN ARROW to get the values in the axis. Press VO+SHIFT+UP ARROW when you
SHIFT+UP ARROW when you're done getting the values.
 Summarize data with PivotTables
Summarize data with PivotTables
Cells C3 through F9 contain data with four columns: Date, Salesperson, Product, and Amount.
Look through the Date, Salesperson, Product and Amount columns. Can you quickly identify which product is the most pr
1 the PivotTable, we clicked a few buttons so that the data could be summarized. Now we know which p
When we created
Next you’ll pivot the data so that you can find out which salesperson is the leading seller. Select any cell insid
Press VO+SHIFT+DOWN ARROW to enter the task pane. Then press VO+RIGHT ARROW until you access the PivotTable
Press VO+UP2ARROW until you access Salesperson, and then press VO+SPACEBAR to select it.
The PivotTable shows the leading salesperson at the top in cells E12 and F12.
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CON
3

Select a cell
inside the 4
table. For
example go to
cell E38. Press
F6 (or FN+F6). 5
Press Tab TAB to or
SHIFT+TAB
enter the list
until
of you
categories.
accessDOWN
Press the
ribbon.
ARROW
Now press Press
to find
the
DOWN right
left
Product or Dive down for more detail
arrow
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until
Press
Amount you
access
SPACEBAR
checkbox. the to
Insert
select tab.
When you doProduct.
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VO+SPACEBAR
that,
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andget
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Create a PivotTable
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theyou’ll
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pane.
create the PivotTable yourself so that you know how to make one when you need to summarize data.
of the
Press
pane. at
Cells C34 through
SPACEBAR.
And, the F40 contain data with four columns: Date, Salesperson, Product, and Amount.
the same time
product
the amounts data
appears
A Create
are totaled asNowfor you’lldialogue
PivotTable create the PivotTable
appears. yourself
Focus so that
is on Select you know
a table how to
or range. make
Press one whenARROW
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until you access Existing w
Row
each labels toinsummarize data.
product Fields pane may open on the right of the Excel Window. If it doesn't appear, press VO+SHIFT+UP ARROW repea
The
the PivotTable
new
in the
PivotTable.
PivotTable.
1
Congratulations, you made a PivotTable. But there is a lot more you can do. So go to cell A60 if you want to lea
Go to cell A58 for the next instruction.
2

Press VO+SHIFT+DOWN ARROW to enter the task pane. Then press VO+RIGHT ARROW until you access the PivotTabl
3
Press VO+UP ARROW until you access Salesperson. Press VO+SPACEBAR to select Salesperson.
Cells C43 through D48 now contain a PivotTable that shows each salesperson and their amount sold.
4 A58 for the next instruction.
Continue to cell
 4

More information on the web

More information on the web
Create a PivotTable to analyze worksheet data
Sort a PivotTable
Go back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+F

Back to top
 Summarize data with PivotTables
mmarize data with PivotTables
s C3 through F9 contain data with four columns: Date, Salesperson, Product, and Amount.
k through the Date, Salesperson, Product and Amount columns. Can you quickly identify which product is the most pr
1 the
en we created
Look at the Date, Salesperson, Product and Amount columns. Can you
PivotTable,
quickly identifywewhich
clicked a few buttons
product so that
is the most the data could
profitable? be summarized.
Or which salespersonNow we know which p
t you’ll pivot the
is data so that you
the leading can That’s
seller? find outwhere
whichthesalesperson
PivotTableis the leading
below canseller.
help. Select any cell insid
ss VO+SHIFT+DOWN ARROW to enter the task pane. Then press VO+RIGHT ARROW until you access the PivotTable
ss VO+UP2ARROW Whenuntilwe
youcreated the PivotTable,
access Salesperson, andwe clicked
then a few buttons to
press VO+SPACEBAR soselect
that the
it. data
PivotTable showscould
thebe summarized.
leading salespersonNowat we
the know
top in which product
cells E12 and F12. is the most profitable.
e down for more detail: Go to A27. Or, to proceed to the next step, press CONTROL+PAGE DOWN (or press CON
3 Now you’ll pivot the data so that you can find out which salesperson is the
leading seller. Click any cell inside the PivotTable, and then on the
PivotTable Analyze tab, click Field List.

4 A pane appears. At the top of the pane, uncheck Product.

5 At the top of the pane, click the checkbox for Salesperson. Now you can
see who’s the leading salesperson.

Dive down for more detail Next step

ate a PivotTable
Create a PivotTable
w you’ll create the PivotTable yourself so that you know how to make one when you need to summarize data.
s C34 through F40 contain data with four columns: Date, Salesperson, Product, and Amount.

Now you’lldialogue
eate PivotTable create the PivotTable
appears. yourself
Focus so that
is on Select you know
a table how to
or range. make
Press one whenARROW
VO+DOWN you need
until you access Existing worksheet. Press
to summarize data.
PivotTable Fields pane may open on the right of the Excel Window. If it doesn't appear, press VO+SHIFT+UP ARROW repeatedly, then VO+

1 Click a cell inside the data on the right, and then on the Insert tab, click
PivotTable.
gratulations, you made a PivotTable. But there is a lot more you can do. So go to cell A60 if you want to lea
o cell A58 for the next instruction.
2 In the dialog that appears, click Existing Worksheet, and then type C42 in
the Table/Range box. Click OK.

ss VO+SHIFT+DOWN ARROW to enter theright.

task pane. Then press VO+RIGHT ARROW until you access the PivotTabl
3 A pane appears on the
ss VO+UP ARROW until you access Salesperson. Press VO+SPACEBAR to select Salesperson.
s C43 through D48 now contain a PivotTable that shows each salesperson and their amount sold.
4 A58Atfor
tinue to cell thethe
top of the
next pane, click the checkbox for Amount. When you do that,
instruction.
the Amount field will get added to the Values area at the bottom of the
pane. And, at the same time the amounts are totaled for each product in
the PivotTable.
 A pane appears on the right.

4 At the top of the pane, click the checkbox for Amount. When you do that,
the Amount field will get added to the Values area at the bottom of the
pane. And, at the same time the amounts are totaled for each product in
the PivotTable.

5 At the top of the pane, click the checkbox for Salesperson. When you do
that, the Product field gets added to the Rows area at the bottom of the
pane. And, the product data appears as Row labels in the new PivotTable.

6 Congratulations, you made a PivotTable. But there is a lot more you can do.
So click the link at the bottom of this sheet if you want to learn more.

re information on the web

More information on the web
ate a PivotTable to analyze worksheet data
a PivotTable
back to top by pressing CONTROL+HOME. To proceed to the next step, press CONTROL+PAGE DOWN (or press CONTROL+FN+DOWN ARRO
Create a PivotTable to analyze worksheet data

Sort a PivotTable

Back to top Next step

 Date Salesperson Product Amount
12/3/2020 Anne Beer $ 1,400
12/8/2020 Mark Wine $ 1,010
12/25/2020 Anne Beer $ 750
12/29/2020 Mark Soda $ 510
1/18/2021 Mariya Soda $ 1,600
1/29/2021 Laura Wine $ 680

Product Sum - Amount

PivotTable Beer $ 2,150
Soda $ 2,110
Wine $ 1,690
Total Result $ 5,950

u access Existing worksheet. Press VO+SPACEBAR. Focus will shift to Table/Range. Type C43. Press VO+RIGHT ARROW until you access OK
T+UP ARROW repeatedly, then VO+LEFT ARROW until you access the Ribbon. Press VO+SHIFT+DOWN ARROW. Press VO+RIGHT ARROW u

Date Salesperson Product Amount

12/3/2020 Anne Beer $ 1,400
12/8/2020 Mark Wine $ 1,010
12/25/2020 Anne Beer $ 750
12/29/2020 Mark Soda $ 510
1/18/2021 Mariya Soda $ 1,600
1/29/2021 Laura Wine $ 680
r press CONTROL+FN+DOWN ARROW if you're on a MacBook).
HT ARROW until you access OK and press SPACEBAR.
OW. Press VO+RIGHT ARROW until you access the PivotTable Analyze tab. Press VO+SPACEBAR, then press VO+RIGHT ARROW until you ac
+RIGHT ARROW until you access Field List. Press VO+SPACEBAR to open the Field List.
More questions about Excel?
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