Student Guide

40571A
Microsoft Excel expert 2019
Module 1: Managing and formatting data
 Managing and formatting data

Contents
Contents ................................................................ 2 Warm-up ....................................................... 14
Module overview .............................................. 4 Topic 1: Manage conditional
Description ...................................................... 4 formatting rules ......................................... 15

Scenario ............................................................ 5 Manage conditional formatting

rules ............................................................ 15
Cornerstone .................................................... 5
Activity: Discuss and learn ................ 17
Lesson 1: Understanding conditional
formatting rules ................................................. 6 Try-it: Manage conditional
formatting rules..................................... 17
Overview .......................................................... 6
Try-it 1 ....................................................... 17
Warm-up .......................................................... 6
Try-it 2 ....................................................... 18
Topic 1: Customize conditional
formatting rules ............................................ 6 Topic 2: Customize number formats 18

Create custom conditional Use prebuilt custom number

formatting rules ....................................... 7 features ..................................................... 19

Activity: Think-pair-share .................... 9 Customize a number format ........... 20

Try-it: Customize conditional Activity: Discuss and learn ................ 23

formatting rules ....................................... 9 Try-it: Customize number formats 23
Try-it ........................................................... 10 Try-it ........................................................... 24
Topic 2: Use formulas for conditional Wrap-up ........................................................ 24
formatting .................................................... 10 Lesson 3: Grouping data ............................. 26
Create custom conditional Overview........................................................ 26
formatting rules with formulas ...... 10
Warm-up ....................................................... 26
Activity: Show and learn .................... 12
Topic 1: Group and ungroup data ..... 27
Try-it: Use formulas for conditional
Group data .............................................. 27
formatting ................................................ 12
Try-it ........................................................... 13 Ungroup data ......................................... 28
Activity: Discuss and learn ................ 29
Wrap-up ........................................................ 13
Try-it: Group and ungroup data .... 29
Lesson 2: Managing rules and
customizing formats ..................................... 14 Try-it ........................................................... 29
Overview ....................................................... 14 Topic 2: Subtotal data ............................. 29
Insert subtotals in a list of data ..... 30

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Activity: Discuss and learn................ 31 Try-it 1 ....................................................... 42

Try-it: Subtotal data ............................ 31 Try-it 2 ....................................................... 42
Try-it ........................................................... 31 Try-it 3 ....................................................... 43
Wrap-up ........................................................ 32 Topic 3: Configure the editing and
Lesson 4: Consolidating data and display languages ..................................... 43
configuring language options ................. 33 Add a language ..................................... 43
Overview ....................................................... 33 Change Display Language................ 44
Warm-up ....................................................... 33 Activity: Tell a story .............................. 45
Topic 1: Consolidate data ..................... 34 Try-it: Configure the editing and
Consolidate data from multiple display languages ................................. 45
workbooks ............................................... 34 Try-it ........................................................... 45
Activity: Tell a story ............................. 36 Wrap-up ........................................................ 46
Try-it: Consolidate data ..................... 36 Glossary .............................................................. 47
Try-it ........................................................... 37 Cornerstone ...................................................... 48
Topic 2: Use language-specific Overview........................................................ 48
features .......................................................... 38 Objectives ..................................................... 48
Add new words to the custom Duration ......................................................... 49
dictionary by using Backstage ....... 38
Instructions ................................................... 49
Add new words to the custom
Tasks ................................................................ 49
dictionary by using Spelling ............ 40
File 1:
Use a formula to change text case41
Cornerstone_solar_energy_costs_sta
Activity: Show me how ...................... 41 rter.xlsx ...................................................... 49
Try-it: Use language-specific
features ..................................................... 42

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Module overview
Description
Sharing data is a common requirement of daily communication. You must be able to
consolidate the data you work with and present it in a way that makes it easier for
viewers to understand.
When you reach the end of this module, you'll be able to apply advanced conditional
formatting rules; format, summarize, and validate data; and use and configure language
options.

Lesson Learning objective Exam objective(s)

Understanding Apply advanced conditional formatting. • 2.3.1

conditional • 2.3.2
formatting
rules

Managing Manage advanced conditional formatting • 2.3.3

rules and and apply custom number formatting. • 2.2.1
customizing
formats

Grouping data Group and ungroup data. • 2.2.3

• 2.2.4

Consolidating Summarize data and use and configure • 3.4.1

data and language options. • 1.3.2
configuring • 1.3.1
language
options

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 Managing and formatting data

Lesson Learning objective Exam objective(s)

Cornerstone: Apply advanced conditional formatting, • 2.3.1

Depicting format and validate data, and use and • 2.3.2
energy configure language options. • 2.3.3
consumption • 2.2.1
• 2.2.3
• 2.2.4
• 3.4.1
• 1.3.2
• 1.3.1

Table 1: Objectives by lesson

Scenario
Munson’s Pickles and Preserves farm is committed to sustainable energy production and
water conservation. The location of the farm has an extremely favorable climate for
natural energy production. Last year they invested in a solar array to provide electricity
for their current needs. They are considering wind energy for future farm expansion.
As part of an international community of farm-to-table producers, Munson's needs to
share the data on energy consumption report with farmers across multiple
countries/regions. A colleague has collected data and needs your help to depict the
energy productions, consumption, and related costs and to see totals at a glance.

Cornerstone
This module concludes with a Cornerstone in which you’ll update the application form
for the upcoming summer camp at Munson’s. In the cornerstone, you’ll:
• Create custom conditional formatting rules and conditional formatting rules that use
formulas.
• Manage conditional formatting rules and create custom number formats.
• Group and ungroup data and calculate data by inserting subtotals and totals.
• Summarize data from multiple ranges by using the Consolidate feature, use
language-specific features, and configure editing and display languages.

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Lesson 1: Understanding
conditional formatting rules
Overview
Conditional formatting makes it easier to highlight specific values or make certain cells
stand out. This changes the appearance of a cell range based on a condition (or criteria)
that you specify. In this lesson, you'll learn to create custom conditional formatting.

Warm-up
Use these questions to find out what you already know about this lesson’s topics.
1. What's another name for the conditions used in conditional formatting?
Select the correct option.
a. Specifics
b. Criteria
c. Labels
d. Situation
2. You can use conditional formatting to change the Select here to enter text. of
cell(s) based on a conditional rule.
Fill in the blank space.

Topic 1: Customize conditional

formatting rules
By using conditional formatting in Microsoft Excel 2019, you can quickly highlight
data based on some prebuilt rules. In this topic, you'll learn how to apply and modify
built-in conditional formatting rules.

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Create custom conditional formatting rules

To create a custom conditional formatting rule in the Excel User Interface (UI), perform
the following steps:
1. Open the Excel 2019 spreadsheet you want to work in.
2. Select the cells you want to apply conditional formatting to.
3. On the Home tab, in the Styles group, select the Conditional Formatting drop-
down box, and then select New Rule. The following screenshot depicts this process.

Figure 1: New Rule option in the Conditional Formatting drop-down box

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4. In the New Formatting Rule dialog box, in the Select a Rule Type box, select a rule
type, as the following screenshot depicts.

Figure 2: New Formatting Rule dialog box

5. In the Edit the Rule Description section, make the changes you need.
6. Select OK.

Additional information
To review the tutorial on conditional formatting, go to: Highlight
patterns and trends with conditional formatting

Video
To review the video on conditional formatting, go to: Use conditional
formatting
To review the video on intermediate conditional formatting, go to:
Intermediate conditional formatting

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Did you know?

You can use the prebuilt options in the Conditional Formatting
drop-down box to quickly create rules to format your cells. In just a
few steps, you can highlight the data by using data bars, color scales,
or icon sets.

Activity: Think-pair-share
In this activity, the teacher will demonstrate how to customize conditional formatting to
meet unique criteria.

Resources required
You'll need the following resources for this activity:
• None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to customize conditional formatting.
2. Ask the teacher clarifying questions. An example is: How can I highlight the largest
value?
3. Think about how you might customize the teacher's example to make it better;
consider recording your idea(s) on a sticky note(s) or in a Word document.
4. Trade your idea(s) with the student(s) next to you.

Try-it: Customize conditional formatting rules

In this standalone try-it activity, you'll create a custom formatting rule to highlight
the highest and lowest values in a range of cells.

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Try-it
Resources
You'll need the following resources for this try-it:
• Open L1_T1_try_energy_costs_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Add a conditional formatting rule to highlight the highest value in cells B2:H13 on
the Energy Consumption worksheet.
2. Format the cells as Bold with the background color as Blue, Accent 2, Lighter 80%.
3. Add a conditional formatting rule to highlight the lowest value in cells B2:H13 on
the Energy Consumption worksheet.
4. Format the cell as Bold with the background color as Blue, Accent 2, Lighter 80%.

Topic 2: Use formulas for conditional

formatting
Excel provides many drop-down box options for creating custom conditional
formatting. However, by using formulas, you can create unique conditional formatting
rules. In this topic, you'll learn to use formulas for conditional formatting rules.

Create custom conditional formatting rules with

formulas
To create a custom conditional formatting rule by using formulas, perform the following
steps:
1. Select the cells you want to apply conditional formatting to.
2. On the Home tab, in the Styles group, select the Conditional Formatting drop-
down box, and then select New Rule.

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3. In the New Formatting Rule dialog box, in the Select a Rule Type box, select Use a
formula to determine which cells to format.

Figure 3: Select a Rule Type box

4. In the Edit the Rule Description section, in the Format values where this formula
is true box, enter the formula.
5. Set formatting as desired.
6. Select OK.

Additional information
To review the tutorial on conditional formatting with formulas, go to:
Use conditional formatting to highlight information

Video
To review the video on conditional formatting with formulas, go to:
Use formulas to apply conditional formatting

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Did you know?

If you took the Excel associate 2019 course, you can use the formulas
you learned to create custom conditional formatting. You can also
use the advanced formulas you'll learn in Module 2 of this course to
create custom conditional formatting.

Activity: Show and learn

In this activity, your teacher will demonstrate how to use a formula for the criteria for
conditional formatting rules.

Resources required
You'll need the following resources for this activity:
• None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to customize conditional formatting using a
formula.
2. Ask the teacher clarifying questions. An example is: How can I highlight all values
above a certain amount?
3. Think of formulas that you might use to highlight data in a range of cells.

Try-it: Use formulas for conditional formatting

In this standalone try-it activity, you'll use a formula to highlight the above-
average values in a range of cells.

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Try-it
Resources
You'll need the following resources for this try-it:
• Open L1_T2_try_energy_costs_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Add a conditional formatting rule to highlight the above-average values in cells
B2:H13 on the Energy Consumption worksheet.
2. Format these cells as Bold, Blue, Accent 2, Lighter 80%.

Wrap-up
Use these questions to check what you learned in this lesson:
1. What is the name of the dialog box in which you select a rule type for a new rule?
Select the correct option.
a. New Conditional Rule
b. New Rule
c. New Formatting Rule
d. New Description
2. Prebuilt conditional formatting rules include:
Select all that apply.
a. Sparklines
b. Icon sets
c. Data bars
d. Color scales
3. When you’re creating a new conditional formatting rule, you must edit the rule
Select here to enter text.
Fill in the blank space.

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Lesson 2: Managing rules and

customizing formats
Overview
When you get to the end of this lesson, you'll be able to manage advanced conditional
formatting and apply custom number formatting. Conditional formatting rules allow you
to control how you highlight and call out information on your worksheets.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. What is the maximum number of sections a number format can have?
Select the correct option.
a. One
b. Five
c. Four
d. Seven
2. What must you use to separate sections of a number format?
Select the correct option.
a. Comma
b. Semicolon
c. Parenthesis
d. Brackets
3. Excel applies conditional formatting rules in order of Select here to enter text.
Fill in the blank space.

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Topic 1: Manage conditional formatting

rules
When you apply multiple conditional formatting rules to the same range of cells,
conditional formatting will occur in order of precedence (from top to bottom). Some
rules might cancel out other rules, even if that wasn't your intention. Copying and
pasting cells that have conditional formatting applied might lead to unintended
formatting consequences. In this topic, you'll learn how to find and manage conditional
formatting rules.

Manage conditional formatting rules

To manage conditional formatting rules, perform the following steps:
1. Open a worksheet that has conditional formatting applied to cells and then select
the cells that you want to manage rules for.
2. On the Home tab, in the Styles group, select the Conditional Formatting drop-
down box, and then select Manage Rules.

Figure 4: Conditional Formatting drop down in the Styles group of the Home tab

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3. In the Conditional Formatting Rules Manager dialog box, in the Show formatting
rules for drop-down box, select This Worksheet, as the following screenshot
depicts.

Figure 5: Show formatting rules for drop-down box

4. In the Rule (applied in order shown) column, select the desired rule and then select
from the following options:
o Move up (˄) to move the rule higher in precedence
o Move down (˅) to move the rule lower in precedence
o Edit Rule to make changes to the rule
o Delete Rule to delete the rule
o New Rule to create a new rule
o Stop if True checkbox to stop applying rules that might conflict with the selected
rule
o Applies to box to change the range of cells the rule applies to

Additional information
To review the tutorial on managing conditional formatting rules, go to:
Use conditional formatting to highlight information

Video
To review the video on managing conditional formatting rules, go to:
Manage conditional formatting

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Activity: Discuss and learn

The teacher demonstrates how to manage conditional formatting rules.

Resources required
You'll need the following resources for this activity:
• None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to manage conditional formatting rules.
2. Ask the teacher clarifying questions. An example is: How can I stop rules from
conflicting?

Try-it: Manage conditional formatting rules

In this leveled try-it activity, you'll manage the conditional formatting in the
worksheet to depict the top 10 values in a bold font and the bottom 10 values in an
italic font. You’ll also use an icon set to depict the highest, middle, and lowest values.

Try-it 1
Resources
You'll need the following resources for this try-it:
• Open L2_T1_try1_energy_costs_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Find the cells that have conditional formatting.
2. Delete the data bars, icon set, and color scale conditional formatting.

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Try-it 2
Resources
You'll need the following resources for this try-it:
• Open L2_T1_try2_energy_costs_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Delete the Top 10 and Bottom 10 conditional formatting rules.
2. Change the Top 10% and Bottom 10% conditional formatting rules to Top 10 and
Bottom 10 conditional formatting rules

Topic 2: Customize number formats

You can use number formats to change the appearance of numbers, including
dates and times, without changing the actual number. The number format does not
affect the cell value. The actual cell value is displayed in the Formula Bar.
Excel provides several built-in number formats. You can use these built-in formats as is,
or you can use them as a starting point to customize your own number formats.
A number format can have up to four sections, separated by semicolons. These sections
define the format for positive numbers, negative numbers, zero, and text, in that order,
as depicted in the following format:
<POSITIVE>;<NEGATIVE>;<ZERO>;<TEXT>
The following is an example of a number format:
#,##0.00_);[Red](#,##0.00);0.00;"costs "@
You do not have to include all sections in your custom number format. When you create
custom number formats, keep in mind the following points:
• If you use only two sections for your custom number format, the first section is used
for positive numbers and zeros; the second section is used for negative numbers.
• If you use only one code section, it is used for all numbers.
• If you want to skip a section and include a section that follows it, you must include
the semicolon separator for the section that you skip.

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Use prebuilt custom number features

To use prebuilt custom number features, perform the following steps:
1. Select the cell(s) to format.
2. On the Home tab, in the Number group, select the Number Format drop-down
box, which the following screenshot depicts, and then select the desired format.

Figure 6: Number Format drop-down box in the Number group of the Home tab

3. To make additional quick changes to the formatting, use the following buttons in the
Number group of the Home tab:
o Accounting Number Format ($) drop-down box to format as dollars, euros, or
other currency
o Percent Style (%) to format as a percent
o Comma Style (,) to format with thousands separator

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o Increase Decimal to display more decimal places

o Decrease Decimal to display fewer decimal places
The following screenshot depicts the Number group on the Home tab.

Figure 7: Number group of the Home tab

Customize a number format

To customize a number format, perform the following steps:
1. Select the cell(s) to format.
2. On the Home tab, in the Number group, select the Number Format drop-down
box, and then select More Number Formats.

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Figure 8: More Number Formats option

3. In the Format Cells dialog box, in the Type box, enter your custom number format.

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Figure 9: Format Cells dialog box

Hint: It's easier if you pick one of the prebuilt number formats first and then customize
it. For example, you can select the following prebuilt number format for Accounting in
the Number Format drop-down box in the Number group:
_($* #,##0.00_);_($* (#,##0.00);_($* "-"??_);_(@_)
and change it to the following format in the Type box in the Format Cells dialog
window:
_($* #,##0.00_);[Red]_($* (#,##0.00);_($* "-"??_);_(@_)
When you make this change, negative numbers display in red with parentheses.

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Additional information
To review the guidelines on number formats, go to: Review guidelines
for customizing a number format
To review the tutorial on combining numbers and text, go to: Combine
text and numbers

Video
To review the video on custom number formats, go to: Create a
custom number format

Activity: Discuss and learn

In this activity, your teacher will demonstrate multiple methods to customize number
formats.

Resources required
You'll need the following resources for this activity:
• None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to customize number formatting.
2. Ask the teacher clarifying questions. An example is: How can I make negative
numbers appear red?

Try-it: Customize number formats

In this standalone try-it activity, you'll create several custom number formats.

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Try-it
Resources
You'll need the following resources for this try-it:
• Open L2_T2_try_energy_costs_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Change date to show the short date and time.
2. Change number formatting for cells B2:H13 on the Production worksheet to
separate thousands with a comma, use no decimal points, and include Jars after the
number.
3. Change number formatting for cells B2:H13 on the Balance worksheet to currency
with no decimal points and showing negative values in red with parenthesis.

Wrap-up
Use these questions to check what you learned in this lesson:
1. If you use only one section in a number format, Excel applies it to:
Select the correct option.
a. Positive numbers
b. Positive numbers and zero
c. All numbers
d. Negative numbers
2. What are the main options available in the Conditional Formatting Rules Manager
dialog box?
Select all that apply.
a. New Rule
b. Delete Rule
c. Edit Rule
d. Reverse Rule

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3. The easiest method to find all conditional formatting rules on a worksheet is to use
Select here to enter text. option in the Show formatting rules for list in the
Conditional Formatting Rules Manager dialog box.
Fill in the blank space.
4. Specify the correct order for the four sections available for number formatting.
Indicate the correct sequence by adding numbers 1–4 next to the following items.
a. Negative numbers – Select here to enter text.
b. Zero – Select here to enter text.
c. Text – Select here to enter text.
d. Positive numbers – Select here to enter text.

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Lesson 3: Grouping data

Overview
When you get to the end of this lesson, you'll be able to group and ungroup data and
use subtotals and totals to make data calculations. By grouping data, you can quickly
expand and collapse data to display details and subtotals.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. How many levels can you have in an outline?
Select the correct option.
a. Five
b. Two
c. Eight
d. Six
2. Which of the following are selections you can make in the Subtotal dialog box?
Select all that apply.
a. Group by
b. At each change in
c. Use function
d. Add subtotal to

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Topic 1: Group and ungroup data

By grouping data, you can create an outline of the data. You can then expand or
collapse this outline to quickly display summary rows or columns, or to reveal the detail
data for each group.
If you want to group data, you must first organize it into a format that is compatible
with grouping. You must also make sure that:
• Each column of the data that you want to outline has a label in the first row; for
example, Season.
• The data contains similar facts in each column.
• The range you want to outline has no blank rows or columns.
You can have up to eight levels of outline, but to have multiple groups in a level, you
must have subtotal rows or columns.

Group data
To group data, perform the following steps:
1. Select the cells you want to group.
2. On the Data tab, in the Outline group, select the Group drop-down box.

Figure 10: Group options in the Outline group

3. Select Group or Auto Outline.

Note: Auto Outline only works if you've added summary rows or columns
(subtotals) to your data.
4. If you select Group, in the Group dialog box, select Rows or Columns, and then
select OK.

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Figure 11: Group dialog box

Ungroup data
To ungroup data, perform the following steps:
1. Select the cells you want to ungroup.
2. On the Data tab, in the Outline group, select the Ungroup drop-down box.

Figure 12: Ungroup options in the Outline group

3. Select Ungroup to clear the grouping of the selection or select Clear Outline to
remove the entire outline.
4. If you select Ungroup, in the Ungroup dialog box, select Rows or Columns.

Figure 13: Ungroup dialog box

Additional information
To review the tutorial on grouping, go to: Outline (group) data in a
worksheet

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Activity: Discuss and learn

In this activity, your teacher will demonstrate how to group and ungroup rows and
columns of data.

Resources required
You'll need the following resources for this activity:
• None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to group columns and rows of data.
2. Ask the teacher clarifying questions. An example is: How can I group data that is not
subtotaled?

Try-it: Group and ungroup data

In this standalone try-it activity, you'll group and ungroup data in a preformatted
range of cells.

Try-it
Resources
You'll need the following resources for this try-it:
• Open L3_T1_try_energy_costs_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Group columns of the C1:G14 cells on the KWh worksheet.
2. Auto Outline the A1:J18 cells on the Cost worksheet.

Topic 2: Subtotal data

You can automatically calculate subtotals and grand totals in a list for a column by
using the Subtotal command. This is very useful when you have long lists of numbers.

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Insert subtotals in a list of data

1. Select the list of data you want to subtotal.
2. Select the Data tab.
3. Select Subtotal in the Outline group.
4. In the Subtotal dialog window, make the following selections:
a. At each change in: —select the category you want to subtotal
b. Use function: —select the calculation you want to use for the subtotal values
c. Add subtotal to: —select the column(s) of values you want to subtotal
d. Choose desired options in checkboxes

Figure 14: Subtotal dialog box

5. Repeat for each category you want to subtotal values for.

Note: Grand totals are added automatically.

Additional information
To review the tutorial on creating subtotals and totals, go to: Insert
subtotals in a list of data in a worksheet

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Activity: Discuss and learn

The teacher will demonstrate inserting subtotals and totals in a list of data.

Resources required
You'll need the following resources for this activity:
• None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to insert subtotals and totals in a list of data.
2. Ask the teacher clarifying questions. An example is: How can I insert subtotals for a
specific group of data?

Try-it: Subtotal data

In this standalone try-it activity, you'll insert subtotals and totals in a list of data.

Try-it
Resources
You'll need the following resources for this try-it:
• Open L3_T2_try_energy_costs_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
• Insert subtotals for an average of costs for the seasons and months in the list of data
on the Cost worksheet.

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Wrap-up
Use these questions to check what you learned in this lesson:
1. Select the requirements for data grouping.
Select all that apply.
a. A label in the first row
b. A total in the last row
c. Similar facts in each column
d. No blank rows or columns in the selected range
2. Select the functions you can apply as subtotals.
Select all that apply.
a. Average
b. Sum
c. Concatenate
d. Count
3. If you want to use Auto Outline, your data must have Select here to enter text.
rows or columns.
Fill in the blank space.

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Lesson 4: Consolidating data

and configuring language
options
Overview
When you get to the end of this lesson, you'll be able to summarize data and pull
together data from many sources. You'll also be able to use and configure language
options when you need to share files with persons who speak a different language.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. What do you use to add new words to Office apps?
Select the correct option.
a. Custom Encyclopedia
b. Custom Words
c. Custom Dictionary
d. Custom Spell check
2. What can you use to change text case?
Select the correct option.
a. Proofing
b. Formulas
c. Spell check
d. The Review tab

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3. What options are available for different languages?

Select all that apply.
a. Display
b. Translation
c. Editing
d. Help
4. Use the Consolidate feature to consolidate data from multiple Select here to enter
text..
Fill in the blank space.

Topic 1: Consolidate data

When you work with Excel, you might often have to work with data from multiple
worksheets in multiple files. To make it easier to manage this data, you’ll need to
consolidate it into a single file. In this lesson, you'll learn how to consolidate data from
multiple worksheets/workbooks.

Consolidate data from multiple workbooks

To consolidate data from multiple workbooks, perform the following steps:
1. Open the workbooks that contain the data you want to consolidate.
2. Make sure the data in each worksheet meets the following criteria:
a. Each range of data is in list format.
b. Each column has a label (header) in the first row and contains similar data.
c. There are no blank rows or columns anywhere in the list.
d. Each range has the same layout.
e. Each range is on a separate worksheet.
3. Open a new file for the primary worksheet. Don't enter anything in the primary
worksheet where you plan to consolidate the data. Excel will do this for you.
4. Place your cursor in the first cell where you want to consolidate your data.

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5. On the Data tab, in the Data Tools group, select Consolidate, as the following
screenshot depicts.

Figure 15: Consolidate option in the Data Tools group of the Data tab

6. In the Consolidate dialog box, select the type of Function.

7. Select the Collapse dialog on the Reference: box, which the following screenshot
depicts.

Figure 16: Consolidate dialog box

8. Go to the worksheet and select your first data range.

9. In the Consolidate dialog box, select the Expand dialog on the Reference box, and
then select Add.
10. Repeat steps 8 and 9 for the remaining data ranges you want to consolidate.

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11. Select from the following checkboxes:

a. Select Top row to include all the top row labels. Leave clear if you want to
summarize the data into one column.
b. Select Left column to include all the left column labels.
c. Select Create links to source data to link the data to the primary worksheet.
12. Select OK.

Additional information
To review the video on consolidate, go to: Consolidate data in multiple
worksheets

Activity: Tell a story

The values for energy consumption at Munson’s are recorded on different worksheets
for each year, but you need to study trends for five years. To do this, you need to
consolidate the data on one worksheet. The teacher will demonstrate how to
consolidate the data from the different workbooks into one file by using the
Consolidate option.

Resources required
You'll need the following resources for this activity:
• None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to consolidate data from multiple worksheets.
2. Ask the teacher clarifying questions. An example is: How can I consolidate data from
multiple files?

Try-it: Consolidate data

In this standalone try-it activity, you'll consolidate the data from five files into one
primary workbook.

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Try-it
Resources
You'll need the following resources for this try-it:
• Open L4_T1_try_energy_costs_2015_starter.xlsx,
L4_T1_try_energy_costs_2016_starter.xlsx,
L4_T1_try_energy_costs_2017_starter.xlsx,
L4_T1_try_energy_costs_2018_starter.xlsx, and
L4_T1_try_energy_costs_2019_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Open a new file, which will be the primary file.
2. Consolidate the data from the following sources into the new file:
a. The L4_T1_try_energy_costs_2015_starter.xlsx file with cells A1:B8 on the KWh
worksheet as the data range.
b. The L4_T1_try_energy_costs_2016_starter.xlsx file with cells A1:B8 on the KWh
worksheet as the data range.
c. The L4_T1_try_energy_costs_2017_starter.xlsx file with cells A1:B8 on the KWh
worksheet as the data range.
d. The L4_T1_try_energy_costs_2018_starter.xlsx file with cells A1:B8 on the KWh
worksheet as the data range.
e. The L4_T1_try_energy_costs_2019_starter.xlsx file with cells A1:B8 on the KWh
worksheet as the data range.
3. Select the Top row check box in the Consolidate dialog box to include all the top
row labels.
4. Select the Left column check box in the Consolidate dialog box to include all the
left column labels.
5. Close the L4_T1_try_energy_costs_2015_starter.xlsx,
L4_T1_try_energy_costs_2016_starter.xlsx,
L4_T1_try_energy_costs_2017_starter.xlsx,
L4_T1_try_energy_costs_2018_starter.xlsx, and
L4_T1_try_energy_costs_2019_starter.xlsx files.
6. Save the primary file with a new name.

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Topic 2: Use language-specific features

Throughout the world, all languages add new words every day. In this topic, you'll
learn how to customize the dictionary in Excel so that you can add new words to it.
You’ll also use formulas to change the case of text.

Add new words to the custom dictionary by using

Backstage
To add new words to the dictionary from the Backstage view, perform the following
steps:
1. Select the File tab, and then in the navigation pane, select Options.
2. In the Excel Options dialog box, in the navigation pane, select the Proofing tab.

Figure 17: Excel Options dialog box

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3. Select Custom Dictionaries.

4. In the Custom Dictionaries dialog box, select RoamingCustom.dic.

Figure 18: Custom Dictionaries dialog box

5. Select Edit Word List.

6. In the RoamingCustom.dic dialog box, in the Word(s) box, enter the new word.

Figure 19: RoamingCustom.dic dialog box

7. Select Add.
8. Select OK.

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Add new words to the custom dictionary by using

Spelling
To use the Spelling option to add new words to the dictionary, perform the following
steps:
1. On the Review tab, in the Proofing group, select Spelling.

Figure 20: Proofing group of the Review tab

2. In the Spelling dialog box, ensure that the word you want to add is in the Not in
Dictionary box, and then select Add to Dictionary.

Figure 21: Spelling dialog box

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Use a formula to change text case

To change text case by using formulas, perform the following steps:
1. Select the cell where you want the changed text to appear.
2. Enter the following formula in the cell, substituting XX for the cell row and column
where the text to be changed is located:
a. =UPPER(XX) to change the text in cell XX to upper case
b. =LOWER(XX) to change the text in cell XX to lower case
c. =PROPER(XX) to change the text in cell XX to proper case
For example, enter =UPPER(A1) to change the text from cell A1 to upper case in the
cell with the formula.

Additional information
To review the tutorial on changing words in the dictionary, go to: Add
or edit words in a spell check dictionary
To review the tutorial on changing text case, go to: Change the case of
text

Activity: Show me how

In this activity, your teacher will demonstrate how to add new words to the dictionary
and change text case by using formulas.

Resources required
You'll need the following resources for this activity:
• None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to add new words to the dictionary and use
formulas to change the text case.
2. Ask the teacher clarifying questions. An example is: How can I use Spell Check to add
words to the dictionary?

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Try-it: Use language-specific features

In this leveled try-it activity, you'll add words to the custom dictionary by using the
Spelling option and Backstage. You'll also use formulas to change the text case.

Try-it 1
Resources
You'll need the following resources for this try-it:
• Open L4_T2_try1_new_word_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Select the Spelling option.
2. When prompted, add the word Weedily to the dictionary.

Try-it 2
Resources
You'll need the following resources for this try-it:
• None

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Open Excel.
2. Select File to go to Backstage view.
3. Open the Excel Options dialog box.
4. Add the new word transload to the RoamingCustom.dic dictionary.

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Try-it 3
Resources
You'll need the following resources for this try-it:
• Open L4_T2_try3_change_case_starter.xlsx in this lesson’s Learning Activity
Resources.

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Enter the formula to replicate the content in cells A2:A7 as upper case in each
corresponding cell in B2:B7.
2. Enter the formula to replicate the content in cells A2:A7 as lower case in each
corresponding cell in C2:C7.
3. Enter the formula to replicate the content in cells A2:A7 in the same case in each
corresponding cell in D2:D7.

Topic 3: Configure the editing and

display languages
In an interconnected world, it's important to be able to share your files with others
who might not speak the same language. In this topic, you'll learn how to configure the
editing and display language options. Editing language features set up language-
specific proofing tools such as spelling, grammar checking, and sorting. Bilingual
speakers can customize settings for what works best for them. For example, they can set
the Help display to the language most familiar to them while setting the editing
language to the language in which they’ll share the document. By setting display and
editing languages, you do not translate documents from one language to another.

Add a language
To add a language to Excel, perform the following steps:
1. Open Excel.
2. Select the File tab, and then in the navigation pane, select Options.
3. In the Excel Options dialog box, in the navigation pane, select the Language tab.

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Figure 22: Excel Options dialog box

4. In the Office authoring languages and proofing section, select Add a language.
5. Choose the desired language, and then select Add.
6. In the Excel Options dialog box, select OK.
7. Restart Excel.

Change Display Language

To change your display language, perform the following steps:
1. After adding additional editing languages, open Excel.
2. Select the File tab, and then in the navigation pane, select Options.
3. In the Excel Options dialog box, in the navigation pane, select the Language tab.
4. In the Office Display Language section, select the language.
5. Select OK.

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Additional information
To review the tutorial on adding an editing language, go to: Add an
editing language or set language preferences in Office

Activity: Tell a story

Munson's has contacts worldwide, which makes it necessary for you to share your
workbooks with persons in Canada and Mexico. It is therefore important that you use
appropriate spelling and grammar when you’re using phrases or words in those
languages. In this activity, your teacher will demonstrate how to change the editing
language of your workbook.

Resources required
You'll need the following resources for this activity:
• None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to add Canadian French as an editing
language.
2. Ask the teacher clarifying questions. An example is: How can I change the display
language?

Try-it: Configure the editing and display languages

In this standalone try-it activity, you’ll add the Mexican Spanish editing language.

Try-it
Resources
You'll need the following resources for this try-it:
• None

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Instructions
The following are the general tasks that you need to perform during this try-it:
1. Open Excel.
2. Add Mexican Spanish as an additional editing language.

Wrap-up
Use these questions to check what you learned in this lesson:
1. What formulas can you use to change text case?
Select all that apply.
a. UPPER
b. MIDDLE
c. LOWER
d. PROPER
2. What two options can you use to add new words to the custom dictionary?
Select the correct options.
a. The spell checker
b. References
c. The Backstage view
d. Dictation
3. By adding a language to your language settings, you can enable additional Select
here to enter text. tools for that language.
Fill in the blank space.
4. To summarize data, which of the following functions can you use with the
Consolidate feature?
Select all that apply.
a. Sum
b. Average
c. Product
d. Dividend

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5. Selecting the Select here to enter text. check box when consolidating data will give
you all the columns of data instead of summarizing the data.
Fill in the blank space.

Glossary
Conditional Formatting the appearance of cells associated with specified criteria.
Formatting

Data Consolidation Pulling together data from multiple worksheets.

Formula Excel functions and parameters that you use to perform calculations.

Grouped data An outline of data that you can expand or collapse to quickly display
summary rows or columns.

Table 2: Glossary terms and definitions

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Cornerstone
Overview
In this Cornerstone, you’ll work on the energy consumption data at Munson’s. You’ll
format the data, highlight specific energy costs, group and consolidate data, and make
language and editing customizations.

Objectives
The following table outlines the Cornerstone objectives and their corresponding
Microsoft Office Specialist (MOS) exam objectives.

Create custom • 2.3.1: Create custom conditional formatting rules

conditional • 2.3.2: Create conditional formatting rules that use
formatting rules formulas
with and without
formulas

Manage • 2.3.3: Manage conditional formatting rules

conditional • 2.2.1: Create custom number formats
formatting rules
and create custom
number formats

Group, ungroup, • 2.2.3: Group and ungroup data

subtotal, and total • 2.2.4: Calculate data by inserting subtotals and totals
data

Summarize data • 3.4.1: Summarize data from multiple ranges by using the
using the Consolidate feature
Consolidate • 1.3.2: Use language-specific features
feature, and • 1.3.1: Configure editing and display languages
configure
language, editing,
and display
language options

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Create custom • 2.3.1: Create custom conditional formatting rules

conditional • 2.3.2: Create conditional formatting rules that use
formatting rules formulas
with and without
formulas

Table 3: Cornerstone objectives

Duration
60 minutes

Instructions
1. Complete the tasks below for each file.
2. When saving your file, add your name to the end of the filename, for example:
<“Pick-Your-Own_Day_Dwayne_Espino”>. Follow your teacher’s directions for where
to save your files.
3. When you’re done with the Cornerstone, assess your completion and enter the
points you think you earned within the task lists below. You can take the help of your
teacher if required.

Tasks
You'll work with one file in this Cornerstone. The following are the tasks you need to do
within this file.

File 1: Cornerstone_solar_energy_costs_starter.xlsx
Task: Use custom conditional formatting (30 points)
1. Use custom conditional formatting to show the five highest energy costs for USA,
Canada, and Mexico. (15 points) (Exam objective 2.3.1)
2. Use custom conditional formatting with a formula to highlight energy costs that are
below average for USA, Canada, and Mexico. (15 points) (Exam objectives 2.3.2 and
2.3.3)
Points scored: Select here to enter text. / 30

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Task: Customize number formats (15 points)

• Format values for USA, Canada, and Mexico costs to appropriate currency. (15
points) (Exam objective 2.2.1)
Points scored: Select here to enter text. / 15

Task: Organize data (45 points)

1. Group KWh data by product. (15 points) (Exam objective 2.2.3)
2. Subtotal and Total KWh data by season. (15 points) (Exam objective 2.2.4)
3. Average KWh data from several worksheets. (15 points) (Exam objective 3.4.1)
Points scored: Select here to enter text. / 45

Task: Use language options (10 points)

1. Change text case using a formula. (5 points) (Exam objective 1.3.2)
2. Add a new editing language. (5 points) (Exam objective 1.3.1)
Points scored: Select here to enter text./ 10
FILE 1 TOTAL POINTS: Select here to enter text. /100

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