 MS Excel Basics

 Excel - Home
 Excel - Getting Started
 Excel - Explore Window
 Excel - Backstage
 Excel - Entering Values
 Excel - Move Around
 Excel - Save Workbook
 Excel - Create Worksheet
 Excel - Copy Worksheet
 Excel - Hiding Worksheet
 Excel - Delete Worksheet
 Excel - Close Workbook
 Excel - Open Workbook
 Excel - Context Help
 Editing Worksheet
 Excel - Insert Data
 Excel - Select Data
 Excel - Delete Data
 Excel - Move Data
 Excel - Rows & Columns
 Excel - Copy & Paste
 Excel - Find & Replace
 Excel - Spell Check
 Excel - Zoom In-Out
 Excel - Special Symbols
 Excel - Insert Comments
 Excel - Add Text Box
 Excel - Undo Changes
 Formatting Cells
 Excel - Setting Cell Type
 Excel - Setting Fonts
 Excel - Text Decoration
 Excel - Rotate Cells
 Excel - Setting Colors
 Excel - Text Alignments
 Excel - Merge & Wrap
 Excel - Borders and Shades
 Excel - Apply Formatting
 Formatting Worksheets
 Excel - Sheet Options
 Excel - Adjust Margins
 Excel - Page Orientation
 Excel - Header and Footer
 Excel - Insert Page Breaks
 Excel - Set Background
 Excel - Freeze Panes
 Excel - Conditional Format
 Working with Formula
 Excel - Creating Formulas
 Excel - Copying Formulas
 Excel - Formula Reference
 Excel - Using Functions
 Excel - Builtin Functions
 Advanced Operations
 Excel - Data Filtering
 Excel - Data Sorting
 Excel - Using Ranges
 Excel - Data Validation
 Excel - Using Styles
 Excel - Using Themes
 Excel - Using Templates
 Excel - Using Macros
 Excel - Adding Graphics
 Excel - Cross Referencing
 Excel - Printing Worksheets
 Excel - Email Workbooks
 Excel- Translate Worksheet
 Excel - Workbook Security
 Excel - Data Tables
 Excel - Pivot Tables
 Excel - Simple Charts
 Excel - Pivot Charts
 Excel - Keyboard Shortcuts
 MS Excel Resources
 Excel - Quick Guide

Getting Started with Excel 2010

This chapter teaches you how to start an excel 2010 application in simple steps. Assuming you
have Microsoft Office 2010 installed in your PC, start the excel application following the below
mentioned steps in your PC.

Step 1 − Click on the Start button.

Step 2 − Click on All Programs option from the menu.

Step 3 − Search for Microsoft Office from the sub menu and click it.

Step 4 − Search for Microsoft Excel 2010 from the submenu and click it.
This will launch the Microsoft Excel 2010 application and you will see the following excel
window.

Explore Window in Excel 2010

The following basic window appears when you start the excel application. Let us now
understand the various important parts of this window.

File Tab
The File tab replaces the Office button from Excel 2007. You can click it to check the Backstage
view, where you come when you need to open or save files, create new sheets, print a sheet, and
do other file-related operations.

Quick Access Toolbar

You will find this toolbar just above the File tab and its purpose is to provide a convenient
resting place for the Excel's most frequently used commands. You can customize this toolbar
based on your comfort.

Ribbon
Ribbon contains commands organized in three components −

 Tabs − They appear across the top of the Ribbon and contain groups of related
commands. Home, Insert, Page Layout are the examples of ribbon tabs.
 Groups − They organize related commands; each group name appears below the group
on the Ribbon. For example, group of commands related to fonts or group of commands
related to alignment etc.
 Commands − Commands appear within each group as mentioned above.

Title Bar
This lies in the middle and at the top of the window. Title bar shows the program and the sheet
titles.

Help
The Help Icon can be used to get excel related help anytime you like. This provides nice tutorial
on various subjects related to excel.

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a
slider that you can slide left or right to zoom in or out. The + buttons can be clicked to increase
or decrease the zoom factor.

View Buttons
The group of three buttons located to the left of the Zoom control, near the bottom of the screen,
lets you switch among excel's various sheet views.

 Normal Layout view − This displays the page in normal view.

 Page Layout view − This displays pages exactly as they will appear when printed. This
gives a full screen look of the document.
 Page Break view − This shows a preview of where pages will break when printed.

Sheet Area
The area where you enter data. The flashing vertical bar is called the insertion point and it
represents the location where text will appear when you type.

Row Bar
Rows are numbered from 1 onwards and keeps on increasing as you keep entering data.
Maximum limit is 1,048,576 rows.

Column Bar
Columns are numbered from A onwards and keeps on increasing as you keep entering data. After
Z, it will start the series of AA, AB and so on. Maximum limit is 16,384 columns.

Status Bar
This displays the current status of the active cell in the worksheet. A cell can be in either of the
fours states (a) Ready mode which indicates that the worksheet is ready to accept user inpu
(b) Edit mode indicates that cell is editing mode, if it is not activated the you can activate editing
mode by double-clicking on a cell (c) A cell enters into Enter mode when a user types data into
a cell (d) Point mode triggers when a formula is being entered using a cell reference by mouse
pointing or the arrow keys on the keyboard.

Dialog Box Launcher

This appears as a very small arrow in the lower-right corner of many groups on the Ribbon.
Clicking this button opens a dialog box or task pane that provides more options about the group.

BackStage View in Excel 2010

The Backstage view has been introduced in Excel 2010 and acts as the central place for
managing your sheets. The backstage view helps in creating new sheets, saving and opening
sheets, printing and sharing sheets, and so on.

Getting to the Backstage View is easy. Just click the File tab located in the upper-left corner of
the Excel Ribbon. If you already do not have any opened sheet then you will see a window
listing down all the recently opened sheets as follows −
If you already have an opened sheet then it will display a window showing the details about the
opened sheet as shown below. Backstage view shows three columns when you select most of the
available options in the first column.
First column of the backstage view will have the following options −

S.No. Option & Description

Save
1 If an existing sheet is opened, it would be saved as is, otherwise it will
display a dialogue box asking for the sheet name.

Save As
2 A dialogue box will be displayed asking for sheet name and sheet type. By
default, it will save in sheet 2010 format with extension .xlsx.

Open
3
This option is used to open an existing excel sheet.

Close
4
This option is used to close an opened sheet.

Info
5
This option displays the information about the opened sheet.

6 Recent
 This option lists down all the recently opened sheets.

New
7
This option is used to open a new sheet.

Print
8
This option is used to print an opened sheet.

Save & Send

9 This option saves an opened sheet and displays options to send the sheet
using email etc.

Help
10
You can use this option to get the required help about excel 2010.

Options
11
Use this option to set various option related to excel 2010.

Exit
12
Use this option to close the sheet and exit.

Sheet Information
When you click Info option available in the first column, it displays the following information in
the second column of the backstage view −

 Compatibility Mode − If the sheet is not a native excel 2007/2010 sheet, a Convert
button appears here, enabling you to easily update its format. Otherwise, this category
does not appear.
 Permissions − You can use this option to protect the excel sheet. You can set a password
so that nobody can open your sheet, or you can lock the sheet so that nobody can edit
your sheet.
 Prepare for Sharing − This section highlights important information you should know
about your sheet before you send it to others, such as a record of the edits you made as
you developed the sheet.
 Versions − If the sheet has been saved several times, you may be able to access previous
versions of it from this section.

Sheet Properties
When you click Info option available in the first column, it displays various properties in the
third column of the backstage view. These properties include sheet size, title, tags, categories etc.
You can also edit various properties. Just try to click on the property value and if property is
editable, then it will display a text box where you can add your text like title, tags, comments,
Author.

Exit Backstage View

It is simple to exit from the Backstage View. Either click on the File tab or press the Esc button
on the keyboard to go back to excel working mode.

Entering Values in Excel 2010

Entering values in excel sheet is a child’s play and this chapter shows how to enter values in an
excel sheet. A new sheet is displayed by default when you open an excel sheet as shown in the
below screen shot.
Sheet area is the place where you type your text. The flashing vertical bar is called the insertion
point and it represents the location where text will appear when you type. When you click on a
box then the box is highlighted. When you double click the box, the flashing vertical bar appears
and you can start entering your data.

So, just keep your mouse cursor at the text insertion point and start typing whatever text you
would like to type. We have typed only two words "Hello Excel" as shown below. The text
appears to the left of the insertion point as you type.

There are following three important points, which would help you while typing −

 Press Tab to go to next column.

 Press Enter to go to next row.
 Press Alt + Enter to enter a new line in the same column.

Move Around in Excel 2010

Excel provides a number of ways to move around a sheet using the mouse and the keyboard.
First of all, let us create some sample text before we proceed. Open a new excel sheet and type
any data. We've shown a sample data in the screenshot.

OrderDate Region Rep Item Units Unit Cost Total

1/6/2010 East Jones Pencil 95 1.99 189.05

1/23/2010 Central Kivell Binder 50 19.99 999.5

2/9/2010 Central Jardine Pencil 36 4.99 179.64

2/26/2010 Central Gill Pen 27 19.99 539.73

3/15/2010 West Sorvino Pencil 56 2.99 167.44

4/1/2010 East Jones Binder 60 4.99 299.4

4/18/2010 Central Andrews Pencil 75 1.99 149.25

5/5/2010 Central Jardine Pencil 90 4.99 449.1

5/22/2010 West Thompson Pencil 32 1.99 63.68

6/8/2010 East Jones Binder 60 8.99 539.4

6/25/2010 Central Morgan Pencil 90 4.99 449.1

7/12/2010 East Howard Binder 29 1.99 57.71

7/29/2010 East Parent Binder 81 19.99 1,619.19

8/15/2010 East Jones Pencil 35 4.99 174.65

Moving with Mouse
You can easily move the insertion point by clicking in your text anywhere on the screen.
Sometime if the sheet is big then you cannot see a place where you want to move. In such
situations, you would have to use the scroll bars, as shown in the following screen shot −
You can scroll your sheet by rolling your mouse wheel, which is equivalent to clicking the up-
arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars

As shown in the above screen capture, there are two scroll bars: one for moving vertically within
the sheet, and one for moving horizontally. Using the vertical scroll bar, you may −

 Move upward by one line by clicking the upward-pointing scroll arrow.

 Move downward by one line by clicking the downward-pointing scroll arrow.
 Move one next page, using next page button (footnote).
 Move one previous page, using previous page button (footnote).
 Use Browse Object button to move through the sheet, going from one chosen object to
the next.
Moving with Keyboard
The following keyboard commands, used for moving around your sheet, also move the insertion
point −

Keystroke Where the Insertion Point Moves

Forward one box

Back one box

Up one box

Down one box

PageUp To the previous screen

PageDown To the next screen

Home To the beginning of the current screen

End To the end of the current screen

You can move box by box or sheet by sheet. Now click in any box containing data in the sheet.
You would have to hold down the Ctrl key while pressing an arrow key, which moves the
insertion point as described here −

Key Combination Where the Insertion Point Moves

Ctrl + To the last box containing data of the current row.

Ctrl + To the first box containing data of the current row.

Ctrl + To the first box containing data of the current column.

Ctrl + To the last box containing data of the current column.

Ctrl + PageUp To the sheet in the left of the current sheet.

Ctrl + PageDown To the sheet in the right of the current sheet.

Ctrl + Home To the beginning of the sheet.

Ctrl + End To the end of the sheet.

Moving with Go To Command
Press F5 key to use Go To command, which will display a dialogue box where you will find
various options to reach to a particular box.

Normally, we use row and column number, for example K5 and finally press Go To button.

Save Workbook in Excel 2010

Saving New Sheet
Once you are done with typing in your new excel sheet, it is time to save your sheet/workbook to
avoid losing work you have done on an Excel sheet. Following are the steps to save an edited
excel sheet −

Step 1 − Click the File tab and select Save As option.

Step 2 − Select a folder where you would like to save the sheet, Enter file name, which you want
to give to your sheet and Select a Save as type, by default it is .xlsx format.
Step 3 − Finally, click on Save button and your sheet will be saved with the entered name in the
selected folder.

Saving New Changes

There may be a situation when you open an existing sheet and edit it partially or completely, or
even you would like to save the changes in between editing of the sheet. If you want to save this
sheet with the same name, then you can use either of the following simple options −

 Just press Ctrl + S keys to save the changes.

  Optionally, you can click on the floppy icon available at the top left corner and just above
the File tab. This option will also save the changes.
 You can also use third method to save the changes, which is the Save option available
just above the Save As option as shown in the above screen capture.

If your sheet is new and it was never saved so far, then with either of the three options, word
would display you a dialogue box to let you select a folder, and enter sheet name as explained in
case of saving new sheet.

Create Worksheet in Excel 2010

Creating New Worksheet
Three new blank sheets always open when you start Microsoft Excel. Below steps explain you
how to create a new worksheet if you want to start another new worksheet while you are working
on a worksheet, or you closed an already opened worksheet and want to start a new worksheet.

Step 1 − Right Click the Sheet Name and select Insert option.
Step 2 − Now you'll see the Insert dialog with select Worksheet option as selected from the
general tab. Click the Ok button.
Now you should have your blank sheet as shown below ready to start typing your text.
You can use a short cut to create a blank sheet anytime. Try using the Shift+F11 keys and you
will see a new blank sheet similar to the above sheet is opened.

Copy Worksheet in Excel 2010

Copy Worksheet
First of all, let us create some sample text before we proceed. Open a new excel sheet and type
any data. We've shown a sample data in the screenshot.

OrderDate Region Rep Item Units Unit Cost Total

1/6/2010 East Jones Pencil 95 1.99 189.05

1/23/2010 Central Kivell Binder 50 19.99 999.5

2/9/2010 Central Jardine Pencil 36 4.99 179.64

2/26/2010 Central Gill Pen 27 19.99 539.73

3/15/2010 West Sorvino Pencil 56 2.99 167.44

4/1/2010 East Jones Binder 60 4.99 299.4

4/18/2010 Central Andrews Pencil 75 1.99 149.25

5/5/2010 Central Jardine Pencil 90 4.99 449.1

5/22/2010 West Thompson Pencil 32 1.99 63.68

6/8/2010 East Jones Binder 60 8.99 539.4

6/25/2010 Central Morgan Pencil 90 4.99 449.1

7/12/2010 East Howard Binder 29 1.99 57.71

7/29/2010 East Parent Binder 81 19.99 1,619.19

8/15/2010 East Jones Pencil 35 4.99 174.65

Here are the steps to copy an entire worksheet.

Step 1 − Right Click the Sheet Name and select the Move or Copy option.
Step 2 − Now you'll see the Move or Copy dialog with select Worksheet option as selected from
the general tab. Click the Ok button.
Select Create a Copy Checkbox to create a copy of the current sheet and Before sheet option
as (move to end) so that new sheet gets created at the end.

Press the Ok Button.

Now you should have your copied sheet as shown below.

You can rename the sheet by double clicking on it. On double click, the sheet name becomes
editable. Enter any name say Sheet5 and press Tab or Enter Key.

Hiding Worksheet in Excel 2010

Hiding Worksheet
Here is the step to hide a worksheet.

Step − Right Click the Sheet Name and select the Hide option. Sheet will get hidden.
Unhiding Worksheet
Here are the steps to unhide a worksheet.

Step 1 − Right Click on any Sheet Name and select the Unhide... option.
Step 2 − Select Sheet Name to unhide in Unhide dialog to unhide the sheet.

Press the Ok Button.

Now you will have your hidden sheet back.

Delete Worksheet in Excel 2010

Delete Worksheet
Here is the step to delete a worksheet.

Step − Right Click the Sheet Name and select the Delete option.
Sheet will get deleted if it is empty, otherwise you'll see a confirmation message.
Press the Delete Button.

Now your worksheet will get deleted.

Close Workbook in Excel 2010

Close Workbook
Here are the steps to close a workbook.

Step 1 − Click the Close Button as shown below.

You'll see a confirmation message to save the workbook.
Step 2 − Press the Save Button to save the workbook as we did in MS Excel - Save
Workbook chapter.

Now your worksheet will get closed.

Open Workbook in Excel 2010

Let us see how to open workbook from excel in the below mentioned steps.

Step 1 − Click the File Menu as shown below. You can see the Open option in File Menu.

There are two more columns Recent workbooks and Recent places, where you can see the
recently opened workbooks and the recent places from where workbooks are opened.
Step 2 − Clicking the Open Option will open the browse dialog as shown below. Browse the
directory and find the file you need to open.
Step 3 − Once you select the workbook your workbook will be opened as below −

Context Help in Excel 2010

MS Excel provides context sensitive help on mouse over. To see context sensitive help for a
particular Menu option, hover the mouse over the option for some time. Then you can see the
context sensitive Help as shown below.

Getting More Help

For getting more help with MS Excel from Microsoft you can press F1 or by File → Help →
Support → Microsoft Office Help.
 Insert Data in Excel 2010
In MS Excel, there are 1048576*16384 cells. MS Excel cell can have Text, Numeric value or
formulas. An MS Excel cell can have maximum of 32000 characters.

Inserting Data
For inserting data in MS Excel, just activate the cell type text or number and press enter or
Navigation keys.
Inserting Formula
For inserting formula in MS Excel go to the formula bar, enter the formula and then press enter
or navigation key. See the screen-shot below to understand it.
Modifying Cell Content
For modifying the cell content just activate the cell, enter a new value and then press enter or
navigation key to see the changes. See the screen-shot below to understand it.
 Select Data in Excel 2010
MS Excel provides various ways of selecting data in the sheet. Let us see those ways.

Select with Mouse

Drag the mouse over the data you want to select. It will select those cells as shown below.
Select with Special
If you want to select specific region, select any cell in that region. Pressing F5 will show the
below dialogue box.
Click on Special button to see the below dialogue box. Select current region from the radio
buttons. Click on ok to see the current region selected.
As you can see in the below screen, the data is selected for the current region.
 Delete Data in Excel 2010
MS Excel provides various ways of deleting data in the sheet. Let us see those ways.

Delete with Mouse

Select the data you want to delete. Right Click on the sheet. Select the delete option, to delete
the data.
Delete with Delete Key
Select the data you want to delete. Press on the Delete Button from the keyboard, it will delete
the data.

Selective Delete for Rows

Select the rows, which you want to delete with Mouse click + Control Key. Then right click to
show the various options. Select the Delete option to delete the selected rows.
 Move Data in Excel 2010
Let us see how we can Move Data with MS Excel.

Step 1 − Select the data you want to Move. Right Click and Select the cut option.
Step 2 − Select the first cell where you want to move the data. Right click on it and paste the
data. You can see the data is moved now.
 Rows & Columns in Excel 2010
Row and Column Basics
MS Excel is in tabular format consisting of rows and columns.

 Row runs horizontally while Column runs vertically.

 Each row is identified by row number, which runs vertically at the left side of the sheet.
 Each column is identified by column header, which runs horizontally at the top of the
sheet.

For MS Excel 2010, Row numbers ranges from 1 to 1048576; in total 1048576 rows, and
Columns ranges from A to XFD; in total 16384 columns.

Navigation with Rows and Columns

Let us see how to move to the last row or the last column.

 You can go to the last row by clicking Control + Down Navigation arrow.
 You can go to the last column by clicking Control + Right Navigation arrow.
Cell Introduction
The intersection of rows and columns is called cell.

Cell is identified with Combination of column header and row number.

For example − A1, A2.

 Copy & Paste in Excel 2010
MS Excel provides copy paste option in different ways. The simplest method of copy paste is as
below.

Copy Paste
 To copy and paste, just select the cells you want to copy. Choose copy option after right
click or press Control + C.
 Select the cell where you need to paste this copied content. Right click and select paste
option or press Control + V.
In this case, MS Excel will copy everything such as values, formulas, Formats, Comments and
validation. MS Excel will overwrite the content with paste. If you want to undo this,
press Control + Z from the keyboard.

Copy Paste using Office Clipboard

When you copy data in MS Excel, it puts the copied content in Windows and Office Clipboard.
You can view the clipboard content by Home → Clipboard. View the clipboard content. Select
the cell where you need to paste. Click on paste, to paste the content.
Copy Paste in Special way
You may not want to copy everything in some cases. For example, you want to copy only Values
or you want to copy only the formatting of cells. Select the paste special option as shown below.
Below are the various options available in paste special.

 All − Pastes the cell’s contents, formats, and data validation from the Windows
Clipboard.
 Formulas − Pastes formulas, but not formatting.
 Values − Pastes only values not the formulas.
 Formats − Pastes only the formatting of the source range.
 Comments − Pastes the comments with the respective cells.
 Validation − Pastes validation applied in the cells.
 All using source theme − Pastes formulas, and all formatting.
 All except borders − Pastes everything except borders that appear in the source range.
 Column Width − Pastes formulas, and also duplicates the column width of the copied
cells.
 Formulas & Number Formats − Pastes formulas and number formatting only.
 Values & Number Formats − Pastes the results of formulas, plus the number.
 Merge Conditional Formatting − This icon is displayed only when the copied cells
contain conditional formatting. When clicked, it merges the copied conditional formatting
with any conditional formatting in the destination range.
 Transpose − Changes the orientation of the copied range. Rows become columns, and
columns become rows. Any formulas in the copied range are adjusted so that they work
properly when transposed.
 Find & Replace in Excel 2010
MS Excel provides Find & Replace option for finding text within the sheet.

Find and Replace Dialogue

Let us see how to access the Find & Replace Dialogue.

To access the Find & Replace, Choose Home → Find & Select → Find or press Control + F
Key. See the image below.
You can see the Find and Replace dialogue as below.
You can replace the found text with the new text in the Replace tab.
Exploring Options
Now, let us see the various options available under the Find dialogue.

 Within − Specifying the search should be in Sheet or workbook.

 Search By − Specifying the internal search method by rows or by columns.
 Look In − If you want to find text in formula as well, then select this option.
 Match Case − If you want to match the case like lower case or upper case of words, then
check this option.
 Match Entire Cell Content − If you want the exact match of the word with cell, then
check this option.
 Spell Check in Excel 2010
MS Excel provides a feature of Word Processing program called Spelling check. We can get rid
of the spelling mistakes with the help of spelling check feature.

Spell Check Basis

Let us see how to access the spell check.

 To access the spell checker, Choose Review ➪ Spelling or press F7.

 To check the spelling in just a particular range, select the range before you activate the
spell checker.
 If the spell checker finds any words it does not recognize as correct, it displays
the Spelling dialogue with suggested options.
Exploring Options
Let us see the various options available in spell check dialogue.

 Ignore Once − Ignores the word and continues the spell check.
 Ignore All − Ignores the word and all subsequent occurrences of it.
 Add to Dictionary − Adds the word to the dictionary.
 Change − Changes the word to the selected word in the Suggestions list.
 Change All − Changes the word to the selected word in the Suggestions list and changes
all subsequent occurrences of it without asking.
 AutoCorrect − Adds the misspelled word and its correct spelling (which you select from
the list) to the AutoCorrect list.

Zoom In/Out in Excel 2010

Zoom Slider
By default, everything on screen is displayed at 100% in MS Excel. You can change the zoom
percentage from 10% (tiny) to 400% (huge). Zooming doesn’t change the font size, so it has no
effect on the printed output.

You can view the zoom slider at the right bottom of the workbook as shown below.

Zoom In
You can zoom in the workbook by moving the slider to the right. It will change the only view of
the workbook. You can have maximum of 400% zoom in. See the below screen-shot.
Zoom Out
You can zoom out the workbook by moving the slider to the left. It will change the only view of
the workbook. You can have maximum of 10% zoom in. See the below screen-shot.
 Special Symbols in Excel 2010
If you want to insert some symbols or special characters that are not found on the keyboard in
that case you need to use the Symbols option.

Using Symbols
Go to Insert » Symbols » Symbol to view available symbols. You can see many symbols
available there like Pi, alpha, beta, etc.

Select the symbol you want to add and click insert to use the symbol.
Using Special Characters
Go to Insert » Symbols » Special Characters to view the available special characters. You can
see many special characters available there like Copyright, Registered etc.

Select the special character you want to add and click insert, to use the special character.
 Insert Comments in Excel 2010
Adding Comment to Cell
Adding comment to cell helps in understanding the purpose of cell, what input it should have,
etc. It helps in proper documentation.

To add comment to a cell, select the cell and perform any of the actions mentioned below.

 Choose Review » Comments » New Comment.

 Right-click the cell and choose Insert Comment from available options.
 Press Shift+F2.

Initially, a comment consists of Computer's user name. You have to modify it with text for the
cell comment.
Modifying Comment
You can modify the comment you have entered before as mentioned below.

 Select the cell on which the comment appears.

 Right-click the cell and choose the Edit Comment from the available options.
 Modify the comment.
Formatting Comment
Various formatting options are available for comments. For formatting a comment, Right click
on cell » Edit comment » Select comment » Right click on it » Format comment. With
formatting of comment you can change the color, font, size, etc of the comment.
 Add Text Box in Excel 2010
Text Boxes
Text boxes are special graphic objects that combine the text with a rectangular graphic object.
Text boxes and cell comments are similar in displaying the text in rectangular box. But text
boxes are always visible, while cell comments become visible after selecting the cell.

Adding Text Boxes

To add a text box, perform the below actions.

 Choose Insert » Text Box » choose text box or draw it.

Initially, the comment consists of Computer's user name. You have to modify it with text for the
cell comment.
Formatting Text Box
After you have added the text box, you can format it by changing the font, font size, font style,
and alignment, etc. Let us see some of the important options of formatting a text box.

 Fill − Specifies the filling of text box like No fill, solid fill. Also specifying the
transparency of text box fill.
 Line Colour − Specifies the line colour and transparency of the line.
 Line Style − Specifies the line style and width.
 Size − Specifies the size of the text box.
 Properties − Specifies some properties of the text box.
 Text Box − Specifies text box layout, Auto-fit option and internal margins.
 Undo Changes in Excel 2010
Undo Changes
You can reverse almost every action in Excel by using the Undo command. We can undo
changes in following two ways.

 From the Quick access tool-bar » Click Undo.

 Press Control + Z.
You can reverse the effects of the past 100 actions that you performed by executing Undo more
than once. If you click the arrow on the right side of the Undo button, you see a list of the actions
that you can reverse. Click an item in that list to undo that action and all the subsequent actions
you performed.

Redo Changes
You can again reverse back the action done with undo in Excel by using the Redo command. We
can redo changes in following two ways.

 From the Quick access tool-bar » Click Redo.

 Press Control + Y.
 Setting Cell Type in Excel 2010
Formatting Cell
MS Excel Cell can hold different types of data like Numbers, Currency, Dates, etc. You can set
the cell type in various ways as shown below −

 Right Click on the cell » Format cells » Number.

 Click on the Ribbon from the ribbon.
Various Cell Formats
Below are the various cell formats.

 General − This is the default cell format of Cell.

 Number − This displays cell as number with separator.
 Currency − This displays cell as currency i.e. with currency sign.
 Accounting − Similar to Currency, used for accounting purpose.
 Date − Various date formats are available under this like 17-09-2013, 17th-Sep-2013, etc.
 Time − Various Time formats are available under this, like 1.30PM, 13.30, etc.
 Percentage − This displays cell as percentage with decimal places like 50.00%.
 Fraction − This displays cell as fraction like 1/4, 1/2 etc.
 Scientific − This displays cell as exponential like 5.6E+01.
 Text − This displays cell as normal text.
 Special − Special formats of cell like Zip code, Phone Number.
 Custom − You can use custom format by using this.

Setting Fonts in Excel 2010

You can assign any of the fonts that is installed for your printer to cells in a worksheet.

Setting Font from Home

You can set the font of the selected text from Home » Font group » select the font.

Setting Font From Format Cell Dialogue

 Right click on cell » Format cells » Font Tab
 Press Control + 1 or Shift + Control + F
 Text Decoration in Excel 2010
You can change the text decoration of the cell to change its look and feel.

Text Decoration
Various options are available in Home tab of the ribbon as mentioned below.

 Bold − It makes the text in bold by choosing Home » Font Group » Click B or
Press Control + B.
 Italic − It makes the text italic by choosing Home » Font Group » Click I or
Press Control + I.
 Underline − It makes the text to be underlined by choosing Home » Font Group »
Click U or Press Control + U.
 Double Underline − It makes the text highlighted as double underlined by choose Home
» Font Group » Click arrow near U » Select Double Underline.
More Text Decoration Options
There are more options available for text decoration in Formatting cells » Font Tab »Effects cells
as mentioned below.

 Strike-through − It strikes the text in the center vertically.

 Super Script − It makes the content to appear as a super script.
 Sub Script − It makes content to appear as a sub script.
 Rotate Cells in Excel 2010
You can rotate the cell by any degree to change the orientation of the cell.

Rotating Cell from Home Tab

Click on the orientation in the Home tab. Choose options available like Angle
CounterClockwise, Angle Clockwise, etc.
Rotating Cell from Formatting Cell
Right Click on the cell. Choose Format cells » Alignment » Set the degree for rotation.
 Setting Colors in Excel 2010
You can change the background color of the cell or text color.

Changing Background Color

By default the background color of the cell is white in MS Excel. You can change it as per your
need from Home tab » Font group » Background color.
Changing Foreground Color
By default, the foreground or text color is black in MS Excel. You can change it as per your need
from Home tab » Font group » Foreground color.
Also you can change the foreground color by selecting the cell Right click » Format cells »
Font Tab » Color.
 Text Alignments in Excel 2010
If you don’t like the default alignment of the cell, you can make changes in the alignment of the
cell. Below are the various ways of doing it.

Change Alignment from Home Tab

You can change the Horizontal and vertical alignment of the cell. By default, Excel aligns
numbers to the right and text to the left. Click on the available option in the Alignment group in
Home tab to change alignment.

Change Alignment from Format Cells

Right click on the cell and choose format cell. In format cells dialogue, choose Alignment Tab.
Select the available options from the Vertical alignment and Horizontal alignment options.
Exploring Alignment Options
1. Horizontal Alignment − You can set horizontal alignment to Left, Centre, Right, etc.

 Left − Aligns the cell contents to the left side of the cell.
 Center − Centers the cell contents in the cell.
 Right − Aligns the cell contents to the right side of the cell.
 Fill − Repeats the contents of the cell until the cell’s width is filled.
 Justify − Justifies the text to the left and right of the cell. This option is applicable only if
the cell is formatted as wrapped text and uses more than one line.

2. Vertical Alignment − You can set Vertical alignment to top, Middle, bottom, etc.

 Top Aligns the cell contents to the top of the cell.

 Center Centers the cell contents vertically in the cell.
 Bottom Aligns the cell contents to the bottom of the cell.
 Justify Justifies the text vertically in the cell; this option is applicable only if the cell is
formatted as wrapped text and uses more than one line.

Merge & Wrap in Excel 2010

Merge Cells
MS Excel enables you to merge two or more cells. When you merge cells, you don’t combine the
contents of the cells. Rather, you combine a group of cells into a single cell that occupies the
same space.

You can merge cells by various ways as mentioned below.

 Choose Merge & Center control on the Ribbon, which is simpler. To merge cells, select
the cells that you want to merge and then click the Merge & Center button.

 Choose Alignment tab of the Format Cells dialogue box to merge the cells.
Additional Options
The Home » Alignment group » Merge & Center control contains a drop-down list with these
additional options −

 Merge Across − When a multi-row range is selected, this command creates multiple
merged cells — one for each row.
 Merge Cells − Merges the selected cells without applying the Center attribute.
 Unmerge Cells − Unmerges the selected cells.

Wrap Text and Shrink to Fit

If the text is too wide to fit the column width but don’t want that text to spill over into adjacent
cells, you can use either the Wrap Text option or the Shrink to Fit option to accommodate that
text.
 Borders and Shades in Excel 2010
Apply Borders
MS Excel enables you to apply borders to the cells. For applying border, select the range of
cells Right Click » Format cells » Border Tab » Select the Border Style.
Then you can apply border by Home Tab » Font group »Apply Borders.
Apply Shading
You can add shading to the cell from the Home tab » Font Group » Select the Color.

Apply Formatting in Excel 2010

Formatting Cells
In MS Excel, you can apply formatting to the cell or range of cells by Right Click » Format
cells » Select the tab. Various tabs are available as shown below
Alternative to Placing Background
 Number − You can set the Format of the cell depending on the cell content. Find tutorial
on this at MS Excel - Setting Cell Type.
 Alignment − You can set the alignment of text on this tab. Find tutorial on this at MS
Excel - Text Alignments.
 Font − You can set the Font of text on this tab.Find tutorial on this at MS Excel - Setting
Fonts.
 Border − You can set border of cell with this tab.Find tutorial on this at MS Excel -
Borders and Shades.
 Fill − You can set fill of cell with this tab. Find tutorial on this at MS Excel - Borders and
Shades.
 Protection − You can set cell protection option with this tab.

Sheet Options in Excel 2010

Sheet Options
MS Excel provides various sheet options for printing purpose like generally cell gridlines aren’t
printed. If you want your printout to include the gridlines, Choose Page Layout » Sheet Options
group » Gridlines » Check Print.
Options in Sheet Options Dialogue
 Print Area − You can set the print area with this option.
 Print Titles − You can set titles to appear at the top for rows and at the left for columns.
 Print −
o Gridlines − Gridlines to appear while printing worksheet.
o Black & White − Select this check box to have your color printer print the chart
in black and white.
o Draft quality − Select this check box to print the chart using your printer’s draft-
quality setting.
o Rows & Column Heading − Select this check box to have rows and column
heading to print.
 Page Order −
o Down, then Over − It prints the down pages first and then the right pages.
o Over, then Down − It prints right pages first and then comes to print the down
pages.

Adjust Margins in Excel 2010

Margins
Margins are the unprinted areas along the sides, top, and bottom of a printed page. All printed
pages in MS Excel have the same margins. You can’t specify different margins for different
pages.

You can set margins by various ways as explained below.

 Choose Page Layout » Page Setup » Margins drop-down list, you can select Normal,
Wide, Narrow, or the custom Setting.

 These options are also available when you choose File » Print.
If none of these settings does the job, choose Custom Margins to display the Margins tab of the
Page Setup dialog box, as shown below.
Center on Page
By default, Excel aligns the printed page at the top and left margins. If you want the output to be
centered vertically or horizontally, select the appropriate check box in the Center on Page section
of the Margins tab as shown in the above screenshot.

Page Orientation in Excel 2010

Page Orientation
Page orientation refers to how output is printed on the page. If you change the orientation, the
onscreen page breaks adjust automatically to accommodate the new paper orientation.

Types of Page Orientation

 Portrait − Portrait to print tall pages (the default).
 Landscape − Landscape to print wide pages. Landscape orientation is useful when you
have a wide range that doesn’t fit on a vertically oriented page.
Changing Page Orientation
 Choose Page Layout » Page Setup » Orientation » Portrait or Landscape.

 Choose File » Print.

 Header and Footer in Excel 2010
Header and Footer
A header is the information that appears at the top of each printed page and a footer is the
information that appears at the bottom of each printed page. By default, new workbooks do not
have headers or footers.

Adding Header and Footer

 Choose Page Setup dialog box » Header or Footer tab.

You can choose the predefined header and footer or create your custom ones.

 &[Page] − Displays the page number.

 &[Pages] − Displays the total number of pages to be printed.
 &[Date] − Displays the current date.
 &[Time] − Displays the current time.
 &[Path]&[File] − Displays the workbook’s complete path and filename.
 &[File] − Displays the workbook name.
  &[Tab] − Displays the sheet’s name.

Other Header and Footer Options

When a header or footer is selected in Page Layout view, the Header & Footer » Design »
Options group contains controls that let you specify other options −

 Different First Page − Check this to specify a different header or footer for the first
printed page.
 Different Odd & Even Pages − Check this to specify a different header or footer for odd
and even pages.
 Scale with Document − If checked, the font size in the header and footer will be sized.
Accordingly if the document is scaled when printed. This option is enabled, by default.
 Align with Page Margins − If checked, the left header and footer will be aligned with
the left margin, and the right header and footer will be aligned with the right margin. This
option is enabled, by default.

Insert Page Break in Excel 2010

Page Breaks
If you don’t want a row to print on a page by itself or you don't want a table header row to be the
last line on a page. MS Excel gives you precise control over page breaks.

MS Excel handles page breaks automatically, but sometimes you may want to force a page
break either a vertical or a horizontal one. so that the report prints the way you want.

For example, if your worksheet consists of several distinct sections, you may want to print each
section on a separate sheet of paper.

Inserting Page Breaks

Insert Horizontal Page Break − For example, if you want row 14 to be the first row of a new
page, select cell A14. Then choose Page Layout » Page Setup Group » Breaks» Insert Page
Break.
Insert vertical Page break − In this case, make sure to place the pointer in row 1. Choose Page
Layout » Page Setup » Breaks » Insert Page Break to create the page break.
Removing Page Breaks
 Remove a page break you’ve added − Move the cell pointer to the first row beneath the
manual page break and then choose Page Layout » Page Setup » Breaks » Remove Page
Break.
 Remove all manual page breaks − Choose Page Layout » Page Setup » Breaks » Reset
All Page Breaks.

Set Background in Excel 2010

Background Image
Unfortunately, you cannot have a background image on your printouts. You may have noticed
the Page Layout » Page Setup » Background command. This button displays a dialogue box
that lets you select an image to display as a background. Placing this control among the other
print-related commands is very misleading. Background images placed on a worksheet are never
printed.

Alternative to Placing Background

 You can insert a Shape, WordArt, or a picture on your worksheet and then adjust its
transparency. Then copy the image to all printed pages.
 You can insert an object in a page header or footer.
 Freeze Panes in Excel 2010
Freezing Panes
If you set up a worksheet with row or column headings, these headings will not be visible when
you scroll down or to the right. MS Excel provides a handy solution to this problem with
freezing panes. Freezing panes keeps the headings visible while you’re scrolling through the
worksheet.

Using Freeze Panes

Follow the steps mentioned below to freeze panes.

 Select the First row or First Column or the row Below, which you want to freeze, or
Column right to area, which you want to freeze.
 Choose View Tab » Freeze Panes.
 Select the suitable option −
o Freeze Panes − To freeze area of cells.
o Freeze Top Row − To freeze first row of worksheet.
 o Freeze First Column − To freeze first Column of worksheet.

 If you have selected Freeze top row you can see the first row appears at the top, after
scrolling also. See the below screen-shot.
Unfreeze Panes
To unfreeze Panes, choose View Tab » Unfreeze Panes.

Conditional Format in Excel 2010

Conditional Formatting
MS Excel 2010 Conditional Formatting feature enables you to format a range of values so that
the values outside certain limits, are automatically formatted.

Choose Home Tab » Style group » Conditional Formatting dropdown.

Various Conditional Formatting Options

 Highlight Cells Rules − It opens a continuation menu with various options for defining
the formatting rules that highlight the cells in the cell selection that contain certain
values, text, or dates, or that have values greater or less than a particular value, or that fall
within a certain ranges of values.
Suppose you want to find cell with Amount 0 and Mark them as red.Choose Range of cell »
Home Tab » Conditional Formatting DropDown » Highlight Cell Rules » Equal To.

After Clicking ok, the cells with value zero are marked as red.
  Top/Bottom Rules − It opens a continuation menu with various options for defining the
formatting rules that highlight the top and bottom values, percentages, and above and
below average values in the cell selection.

Suppose you want to highlight the top 10% rows you can do this with these Top/Bottom rules.
  Data Bars − It opens a palette with different color data bars that you can apply to the cell
selection to indicate their values relative to each other by clicking the data bar thumbnail.

With this conditional Formatting data Bars will appear in each cell.
  Color Scales − It opens a palette with different three- and two-colored scales that you
can apply to the cell selection to indicate their values relative to each other by clicking
the color scale thumbnail.

See the below screenshot with Color Scales, conditional formatting applied.

 Icon Sets − It opens a palette with different sets of icons that you can apply to the cell
selection to indicate their values relative to each other by clicking the icon set.

See the below screenshot with Icon Sets conditional formatting applied.
  New Rule − It opens the New Formatting Rule dialog box, where you define a custom
conditional formatting rule to apply to the cell selection.
 Clear Rules − It opens a continuation menu, where you can remove the conditional
formatting rules for the cell selection by clicking the Selected Cells option, for the entire
worksheet by clicking the Entire Sheet option, or for just the current data table by
clicking the This Table option.
 Manage Rules − It opens the Conditional Formatting Rules Manager dialog box, where
you edit and delete particular rules as well as adjust their rule precedence by moving
them up or down in the Rules list box.

Creating Formulas in Excel 2010

Formulas in MS Excel
Formulas are the Bread and butter of worksheet. Without formula, worksheet will be just simple
tabular representation of data. A formula consists of special code, which is entered into a cell. It
performs some calculations and returns a result, which is displayed in the cell.

Formulas use a variety of operators and worksheet functions to work with values and text. The
values and text used in formulas can be located in other cells, which makes changing data easy
and gives worksheets their dynamic nature. For example, you can quickly change the data in a
worksheet and formulas works.
Elements of Formulas
A formula can consist of any of these elements −

 Mathematical operators, such as +(for addition) and *(for multiplication)

Example −
o =A1+A2 Adds the values in cells A1 and A2.
 Values or text
Example −
o =200*0.5 Multiplies 200 times 0.15. This formula uses only values, and it always
returns the same result as 100.
 Cell references (including named cells and ranges)
Example −
o =A1=C12 Compares cell A1 with cell C12. If the cells are identical, the formula
returns TRUE; otherwise, it returns FALSE.
 Worksheet functions (such as SUMor AVERAGE)
Example −
o =SUM(A1:A12) Adds the values in the range A1:A12.

Creating Formula
For creating a formula you need to type in the Formula Bar. Formula begins with '=' sign. When
building formulas manually, you can either type in the cell addresses or you can point to them in
the worksheet. Using the Pointing method to supply the cell addresses for formulas is often
easier and more powerful method of formula building. When you are using built-in functions,
you click the cell or drag through the cell range that you want to use when defining the
function’s arguments in the Function Arguments dialog box. See the below screen shot.
As soon as you complete a formula entry, Excel calculates the result, which is then displayed
inside the cell within the worksheet (the contents of the formula, however, continue to be visible
on the Formula bar anytime the cell is active). If you make an error in the formula that prevents
Excel from being able to calculate the formula at all, Excel displays an Alert dialog box
suggesting how to fix the problem.

Copying Formulas in Excel 2010

Copying Formulas in MS Excel
Copying formulas is one of the most common tasks that you do in a typical spreadsheet that
relies primarily on formulas. When a formula uses cell references rather than constant values,
Excel makes the task of copying an original formula to every place that requires a similar
formula.

Relative Cell Addresses

MS Excel does it automatically adjusting the cell references in the original formula to suit the
position of the copies that you make. It does this through a system known as relative cell
addresses, where by the column references in the cell address in the formula change to suit their
new column position and the row references change to suit their new row position.

Let us see this with the help of example. Suppose we want the sum of all the rows at last, then
we will write a formula for first column i.e. B. We want sum of the rows from 3 to 8 in the
9th row.

After writing formula in the 9th row, we can drag it to remaining columns and the formula gets
copied. After dragging we can see the formula in the remaining columns as below.

 column C : =SUM(C3:C8)
 column D : =SUM(D3:D8)
 column E : =SUM(E3:E8)
 column F : =SUM(F3:F8)
 column G : =SUM(G3:G8)
 Formula Reference in Excel 2010
Cell References in Formulas
Most formulas you create include references to cells or ranges. These references enable your
formulas to work dynamically with the data contained in those cells or ranges. For example, if
your formula refers to cell C2 and you change the value contained in C2, the formula result
reflects new value automatically. If you didn’t use references in your formulas, you would need
to edit the formulas themselves in order to change the values used in the formulas.

When you use a cell (or range) reference in a formula, you can use three types of references −
relative, absolute, and mixed references.

Relative Cell References

The row and column references can change when you copy the formula to another cell because
the references are actually offsets from the current row and column. By default, Excel creates
relative cell references in formulas.
Absolute Cell References
The row and column references do not change when you copy the formula because the reference
is to an actual cell address. An absolute reference uses two dollar signs in its address: one for the
column letter and one for the row number (for example, $A$5).
Mixed Cell References
Both the row or column reference is relative and the other is absolute. Only one of the address
parts is absolute (for example, $A5 or A$5).
 Using Functions in Excel 2010
Functions in Formula
Many formulas you create use available worksheet functions. These functions enable you to
greatly enhance the power of your formulas and perform calculations that are difficult if you use
only the operators. For example, you can use the LOG or SIN function to calculate the
Logarithm or Sin ratio. You can’t do this complicated calculation by using the mathematical
operators alone.

Using Functions
When you type = sign and then type any alphabet you will see the searched functions as below.
Suppose you need to determine the largest value in a range. A formula can’t tell you the answer
without using a function. We will use formula that uses the MAX function to return the largest
value in the range B3:B8 as =MAX(A1:D100).
Another example of functions. Suppose you want to find if the cell of month is greater than 1900
then we can give Bonus to Sales representative. The we can achieve it with writing formula with
IF functions as =IF(B9>1900,"Yes","No")
Function Arguments
In the above examples, you may have noticed that all the functions used parentheses. The
information inside the parentheses is the list of arguments.

Functions vary in how they use arguments. Depending on what it has to do, a function may use.

 No arguments − Examples − Now(), Date(), etc.

 One argument − UPPER(), LOWER(), etc.
 A fixed number of arguments − IF(), MAX(), MIN(), AVERGAGE(), etc.
 Infinite number of arguments
 Optional arguments

Built-in Functions in Excel 2010

Built In Functions
MS Excel has many built in functions, which we can use in our formula. To see all the functions
by category, choose Formulas Tab » Insert Function. Then Insert function Dialog appears
from which we can choose the function.

Functions by Categories
Let us see some of the built in functions in MS Excel.

 Text Functions
o LOWER − Converts all characters in a supplied text string to lower case
o UPPER − Converts all characters in a supplied text string to upper case
o TRIM − Removes duplicate spaces, and spaces at the start and end of a text string
o CONCATENATE − Joins together two or more text strings.
o LEFT − Returns a specified number of characters from the start of a supplied text
string.
o MID − Returns a specified number of characters from the middle of a supplied
text string
o RIGHT − Returns a specified number of characters from the end of a supplied
text string.
o LEN − Returns the length of a supplied text string
o FIND − Returns the position of a supplied character or text string from within a
supplied text string (case-sensitive).
 Date & Time
 o DATE − Returns a date, from a user-supplied year, month and day.
o TIME − Returns a time, from a user-supplied hour, minute and second.
o DATEVALUE − Converts a text string showing a date, to an integer that
represents the date in Excel's date-time code.
o TIMEVALUE − Converts a text string showing a time, to a decimal that
represents the time in Excel.
o NOW − Returns the current date & time.
o TODAY − Returns today's date.
 Statistical
o MAX − Returns the largest value from a list of supplied numbers.
o MIN − Returns the smallest value from a list of supplied numbers.
o AVERAGE − Returns the Average of a list of supplied numbers.
o COUNT − Returns the number of numerical values in a supplied set of cells or
values.
o COUNTIF − Returns the number of cells (of a supplied range), that satisfies a
given criteria.
o SUM − Returns the sum of a supplied list of numbers
 Logical
o AND − Tests a number of user-defined conditions and returns TRUE if ALL of
the conditions evaluate to TRUE, or FALSE otherwise
o OR − Tests a number of user-defined conditions and returns TRUE if ANY of the
conditions evaluate to TRUE, or FALSE otherwise.
o NOT − Returns a logical value that is the opposite of a user supplied logical value
or expression i.e. returns FALSE if the supplied argument is TRUE and returns
TRUE if the supplied argument is FAL
 Math & Trig
o ABS − Returns the absolute value (i.e. the modulus) of a supplied number.
o SIGN − Returns the sign (+1, -1 or 0) of a supplied number.
o SQRT − Returns the positive square root of a given number.
o MOD − Returns the remainder from a division between two supplied numbers.

Data Filtering in Excel 2010

Filters in MS Excel
Filtering data in MS Excel refers to displaying only the rows that meet certain conditions. (The
other rows gets hidden.)

Using the store data, if you are interested in seeing data where Shoe Size is 36, then you can set
filter to do this. Follow the below mentioned steps to do this.

 Place a cursor on the Header Row.

 Choose Data Tab » Filter to set filter.
 Click the drop-down arrow in the Area Row Header and remove the check mark from
Select All, which unselects everything.
 Then select the check mark for Size 36 which will filter the data and displays data of
Shoe Size 36.
 Some of the row numbers are missing; these rows contain the filtered (hidden) data.
 There is drop-down arrow in the Area column now shows a different graphic — an icon
that indicates the column is filtered.
Using Multiple Filters
You can filter the records by multiple conditions i.e. by multiple column values. Suppose after
size 36 is filtered, you need to have the filter where color is equal to Coffee. After setting filter
for Shoe Size, choose Color column and then set filter for color.
 Data Sorting in Excel 2010
Sorting in MS Excel
Sorting data in MS Excel rearranges the rows based on the contents of a particular column. You
may want to sort a table to put names in alphabetical order. Or, maybe you want to sort data by
Amount from smallest to largest or largest to smallest.

To Sort the data follow the steps mentioned below.

 Select the Column by which you want to sort data.

 Choose Data Tab » Sort Below dialog appears.
 If you want to sort data based on a selected column, Choose Continue with the
selection or if you want sorting based on other columns, choose Expand Selection.
 You can Sort based on the below Conditions.
o Values − Alphabetically or numerically.
o Cell Color − Based on Color of Cell.
o Font Color − Based on Font color.
o Cell Icon − Based on Cell Icon.
 Clicking Ok will sort the data.
Sorting option is also available from the Home Tab. Choose Home Tab » Sort & Filter. You can
see the same dialog to sort records.
 Using Ranges in Excel 2010
Ranges in MS Excel
A cell is a single element in a worksheet that can hold a value, some text, or a formula. A cell is
identified by its address, which consists of its column letter and row number. For example, cell
B1 is the cell in the second column and the first row.

A group of cells is called a range. You designate a range address by specifying its upper-left cell
address and its lower-right cell address, separated by a colon.

Example of Ranges −

 C24 − A range that consists of a single cell.

 A1:B1 − Two cells that occupy one row and two columns.
 A1:A100 − 100 cells in column A.
 A1:D4 − 16 cells (four rows by four columns).

Selecting Ranges
You can select a range in several ways −

 Press the left mouse button and drag, highlighting the range. Then release the mouse
button. If you drag to the end of the screen, the worksheet will scroll.
  Press the Shift key while you use the navigation keys to select a range.
 Press F8 and then move the cell pointer with the navigation keys to highlight the range.
Press F8 again to return the navigation keys to normal movement.
 Type the cell or range address into the Name box and press Enter. Excel selects the cell
or range that you specified.

Selecting Complete Rows and Columns

When you need to select an entire row or column. You can select entire rows and columns in
much the same manner as you select ranges −

 Click the row or column border to select a single row or column.

 To select multiple adjacent rows or columns, click a row or column border and drag to
highlight additional rows or columns.
 To select multiple (nonadjacent) rows or columns, press Ctrl while you click the row or
column borders that you want.
 Data Validation in Excel 2010
Data Validation
MS Excel data validation feature allows you to set up certain rules that dictate what can be
entered into a cell. For example, you may want to limit data entry in a particular cell to whole
numbers between 0 and 10. If the user makes an invalid entry, you can display a custom message
as shown below.
Validation Criteria
To specify the type of data allowable in a cell or range, follow the steps below, which shows all
the three tabs of the Data Validation dialog box.

 Select the cell or range.

 Choose Data » Data Tools » Data Validation. Excel displays its Data Validation dialog
box having 3 tabs settings, Input Message and Error alert.

Settings Tab
Here you can set the type of validation you need. Choose an option from the Allow drop-down
list. The contents of the Data Validation dialog box will change, displaying controls based on
your choice.

 Any Value − Selecting this option removes any existing data validation.
 Whole Number − The user must enter a whole number.For example, you can specify
that the entry must be a whole number greater than or equal to 50.
  Decimal − The user must enter a number. For example, you can specify that the entry
must be greater than or equal to 10 and less than or equal to 20.
 List − The user must choose from a list of entries you provide. You will create drop-
down list with this validation. You have to give input ranges then those values will
appear in the drop-down.
 Date − The user must enter a date. You specify a valid date range from choices in the
Data drop-down list. For example, you can specify that the entered data must be greater
than or equal to January 1, 2013, and less than or equal to December 31, 2013.
 Time − The user must enter a time. You specify a valid time range from choices in the
Data drop-down list. For example, you can specify that the entered data must be later
than 12:00 p.m.
 Text Length − The length of the data (number of characters) is limited. You specify a
valid length by using the Data drop-down list. For example, you can specify that the
length of the entered data be 1 (a single alphanumeric character).
 Custom − To use this option, you must supply a logical formula that determines the
validity of the user’s entry (a logical formula returns either TRUE or FALSE).

Input Message Tab

You can set the input help message with this tab. Fill the title and Input message of the Input
message tab and the input message will appear when the cell is selected.

Error Alert Tab

You can specify an error message with this tab. Fill the title and error message. Select the style
of the error as stop, warning or Information as per you need.
 Using Styles in Excel 2010
Using Styles in MS Excel
With MS Excel 2010 Named styles make it very easy to apply a set of predefined formatting
options to a cell or range. It saves time as well as make sure that look of the cells are consistent.

A Style can consist of settings for up to six different attributes −

 Number format
 Font (type, size, and color)
 Alignment (vertical and horizontal)
 Borders
 Pattern
 Protection (locked and hidden)

Now, let us see how styles are helpful. Suppose that you apply a particular style to some twenty
cells scattered throughout your worksheet. Later, you realize that these cells should have a font
size of 12 pt. rather than 14 pt. Rather than changing each cell, simply edit the style. All cells
with that particular style change automatically.

Applying Styles
Choose Home » Styles » Cell Styles. Note that this display is a live preview, that is, as you
move your mouse over the style choices, the selected cell or range temporarily displays the style.
When you see a style you like, click it to apply the style to the selection.

Creating Custom Style in MS Excel

We can create new custom style in Excel 2010. To create a new style, follow these steps −

 Select a cell and click on Cell styles from Home Tab.

 Click on New Cell Style and give style name.
 Click on Format to apply formatting to the cell.
  After applying formatting click on OK. This will add new style in the styles. You can
view it on Home » Styles.

Using Themes in Excel 2010

Using Themes in MS Excel
To help users create more professional-looking documents, MS Excel has incorporated a concept
known as document themes. By using themes, it is easy to specify the colors, fonts, and a variety
of graphic effects in a document. And best of all, changing the entire look of your document is a
breeze. A few mouse clicks is all it takes to apply a different theme and change the look of your
workbook.

Applying Themes
Choose Page layout Tab » Themes Dropdown. Note that this display is a live preview, that is,
as you move your mouse over the Theme, it temporarily displays the theme effect. When you see
a style you like, click it to apply the style to the selection.

Creating Custom Theme in MS Excel

We can create new custom Theme in Excel 2010. To create a new style, follow these steps −

 Click on the save current theme option under Theme in Page Layout Tab.
 This will save the current theme to office folder.
 You can browse the theme later to load the theme.

Using Templates in Excel 2010

Using Templates in MS Excel
Template is essentially a model that serves as the basis for something. An Excel template is a
workbook that’s used to create other workbooks.

Viewing Available Templates

To view the Excel templates, choose File » New to display the available templates screen in
Backstage View. You can select a template stored on your hard drive, or a template from
Microsoft Office Online. If you choose a template from Microsoft Office Online, you must be
connected to the Internet to download it. The Office Online Templates section contains a number
of icons, which represents various categories of templates. Click an icon, and you’ll see the
available templates. When you select a template thumbnail, you can see a preview in the right
panel.
On-line Templates
These template data is available online at the Microsoft server. When you select the template and
click on it, it will download the template data from Microsoft server and opens it as shown
below.
Using Templates in MS Excel
Template is essentially a model that serves as the basis for something. An Excel template is a
workbook that’s used to create other workbooks.

Viewing Available Templates

To view the Excel templates, choose File » New to display the available templates screen in
Backstage View. You can select a template stored on your hard drive, or a template from
Microsoft Office Online. If you choose a template from Microsoft Office Online, you must be
connected to the Internet to download it. The Office Online Templates section contains a number
of icons, which represents various categories of templates. Click an icon, and you’ll see the
available templates. When you select a template thumbnail, you can see a preview in the right
panel.
On-line Templates
These template data is available online at the Microsoft server. When you select the template and
click on it, it will download the template data from Microsoft server and opens it as shown
below.
 Using Macros in Excel 2010
Macros in MS Excel
Macros enable you to automate almost any task that you can undertake in Excel 2010. By using
macro recorder from View Tab » Macro Dropdown to record tasks that you perform routinely,
you not only speed up the procedure considerably but you are assured that each step in a task is
carried out the same way each and every time you perform a task.

To view macros choose View Tab » Macro dropdown.

Macro Options
View tab contains a Macros command button to which a dropdown menu containing the
following three options.

 View Macros − Opens the Macro dialog box where you can select a macro to run or edit.
 Record Macro − Opens the Record Macro dialog box where you define the settings for
your new macro and then start the macro recorder; this is the same as clicking the Record
Macro button on the Status bar.
 Use Relative References − Uses relative cell addresses when recording a macro, making
the macro more versatile by enabling you to run it in areas of a worksheet other than the
ones originally used in the macro’s recording.

Creating Macros
You can create macros in one of two ways −

 Use MS Excel’s macro recorder to record your actions as you undertake them in a
worksheet.
 Enter the instructions that you want to be followed in a VBA code in the Visual Basic
Editor.

Now let's create a simple macro that will automate the task of making cell content Bold and
apply cell color.
 Choose View Tab » Macro dropdown.
 Click on Record Macro as below.

 Now Macro recording will start.

 Do the steps of action, which you want to perform repeatedly. Macro will record those
steps.
 You can stop the macro recording once done with all steps.
Edit Macro
You can edit the created Macro at any time. Editing macro will take you to the VBA
programming editor.
 Adding Graphics in Excel 2010
Graphic Objects in MS Excel
MS Excel supports various types of graphic objects like Shapes gallery, SmartArt, Text Box, and
WordArt available on the Insert tab of the Ribbon.Graphics are available in the Insert Tab. See
the screenshots below for various available graphics in MS Excel 2010.
Insert Shape
 Choose Insert Tab » Shapes dropdown.
 Select the shape you want to insert. Click on shape to insert it.
 To edit the inserted shape just drag the shape with the mouse. Shape will adjust the shape.
Insert Smart Art
 Choose Insert Tab » SmartArt.
 Clicking SmartArt will open the SmartArt dialogue as shown below in the screen-shot.
Choose from the list of available smartArts.
 Click on SmartArt to Insert it in the worksheet.
 Edit the SmartArt as per your need.
Insert Clip Art
 Choose Insert Tab » Clip Art.
 Clicking Clip Art will open the search box as shown in the below screen-shot. Choose
from the list of available Clip Arts.
 Click on Clip Art to Insert it in the worksheet.

Insert Word Art

 Choose Insert Tab » WordArt.
 Select the style of WordArt, which you like and click it to enter a text in it.
 Cross Referencing in Excel 2010
Graphic Objects in MS Excel
When you have information spread across several different spreadsheets, it can seem a daunting
task to bring all these different sets of data together into one meaningful list or table. This is
where the Vlookup function comes into its own.

VLOOKUP
VlookUp searches for a value vertically down for the lookup table.
VLOOKUP(lookup_value,table_array,col_index_num,range_lookup) has 4 parameters as below.

 lookup_value − It is the user input. This is the value that the function uses to search on.
 The table_array − It is the area of cells in which the table is located. This includes not
only the column being searched on, but the data columns for which you are going to get
the values that you need.
 Col_index_num − It is the column of data that contains the answer that you want.
 Range_lookup − It is a TRUE or FALSE value. When set to TRUE, the lookup function
gives the closest match to the lookup_value without going over the lookup_value. When
set to FALSE, an exact match must be found to the lookup_value or the function will
return #N/A. Note, this requires that the column containing the lookup_value be
formatted in ascending order.
VLOOKUP Example
Let's look at a very simple example of cross-referencing two spreadsheets. Each spreadsheet
contains information about the same group of people. The first spreadsheet has their dates of
birth, and the second shows their favorite color. How do we build a list showing the person's
name, their date of birth and their favorite color? VLOOOKUP will help in this case. First of all,
let us see data in both the sheets.

This is data in the first sheet

This is data in the second sheet

Now for finding the respective favorite color for that person from another sheet we need to
vlookup the data. First argument to the VLOOKUP is lookup value (In this case it is person
name). Second argument is the table array, which is table in the second sheet from B2 to C11.
Third argument to VLOOKUP is Column index num, which is the answer we are looking for. In
this case, it is 2 the color column number is 2. The fourth argument is True returning partial
match or false returning exact match. After applying VLOOKUP formula it will calculate the
color and the results are displayed as below.
As you can see in the above screen-shot that results of VLOOKUP has searched for color in the
second sheet table. It has returned #N/A in case where match is not found. In this case, Andy's
data is not present in the second sheet so it returned #N/A.

Printing Worksheets in Excel 2010

Quick Print
If you want to print a copy of a worksheet with no layout adjustment, use the Quick Print option.
There are two ways in which we can use this option.

 Choose File » Print (which displays the Print pane), and then click the Print button.
 Press Ctrl+P and then click the Print button (or press Enter).
Adjusting Common Page Setup Settings
You can adjust the print settings available in the Page setup dialogue in different ways as
discussed below. Page setup options include Page orientation, Page Size, Page Margins, etc.

 The Print screen in Backstage View, displayed when you choose File » Print.
 The Page Layout tab of the Ribbon.

Choosing Your Printer

To switch to a different printer, choose File » Print and use the drop-down control in the Printer
section to select any other installed printer.
Specifying What You Want to Print
Sometimes you may want to print only a part of the worksheet rather than the entire active area.
Choose File » Print and use the controls in the Settings section to specify what to print.

 Active Sheets − Prints the active sheet or sheets that you selected.
 Entire Workbook − Prints the entire workbook, including chart sheets.
 Selection − Prints only the range that you selected before choosing File » Print.
 Email Workbooks MS Excel 2010
Email Workbook
MS Excel allows you to email the workbook very easily. To email the workbook to anyone,
follow the below mentioned steps.

 Choose File » Save and Send. It basically saves the document first and then the emails.
 Click on Send using E-mail if your email system is configured. MS Outlook will open
with the file as attachment in the New Email Window. You can send mail this workbook
to anyone with valid email address.
 Translate Worksheet in Excel 2010
Translate Worksheet
You can translate the text written in a different language, such as phrases or paragraphs,
individual words (by using the Mini Translator), or translate your whole file with MS Excel
2010.

Translation is available in the review tab of the ribbon in MS Excel 2010. You can quickly
translate cell into different language with this option.

Performing Translation Step By Step

 Select the content, which you want to translate to a different language.
 Choose review tab » translation.
 It will open the pane from which you can select the language to which you need to
translate.
 You need to have an internet connection for performing translation. It will translate using
the Microsoft Translator.
 Click on Insert to apply translation changes.
 Workbook Security in Excel 2010
Workbook Security
We can apply security to the workbook by the concept of protection available in the Review Tab
of ribbon. MS Excel's protection-related features fall into three categories.

 Worksheet protection − Protecting a worksheet from being modified, or restricting the

modifications to certain users.
 Workbook protection − Protecting a workbook from having sheets inserted or deleted,
and also requiring the use of password to open the workbook.

Protect Worksheet
You may want to protect a worksheet for a variety of reasons. One reason is to prevent yourself
or others from accidentally deleting the formulas or other critical data. A common scenario is to
protect a worksheet, so that the data can be changed, but the formulas can’t be changed.

To protect a worksheet, choose Review » Changes group » Protect Sheet. Excel displays the
Protect Sheet dialog box. Note that providing a password is optional. If you enter a password,
that password will be required to unprotect the worksheet. You can select various options in
which the sheet should be protected. Suppose we checked Format Cells option then Excel will
not allow to format cells.
When somebody tries to format the cells, he or she will get the error as shown in the screenshot
below.
To unprotect a protected sheet, choose Review » Changes group » Unprotect Sheet. If the
sheet was protected with a password, you’re prompted to enter that password.

Protecting a Workbook
Excel provides three ways to protect a workbook.

 Requires a password to open the workbook.

 Prevents the users from adding sheets, deleting sheets, hiding sheets, and unhiding sheets.
 Prevents users from changing the size or position of windows.

Requiring a Password to Open a Workbook

Excel lets you save a workbook with a password. After doing so, whoever tries to open the
workbook, must enter the password. To add a password to a workbook, follow these steps.

 Choose File » Info » Protect Workbook » Encrypt With Password. Excel displays the
Encrypt Document dialog box.
 Type a password and click OK.
 Type the password again and click OK.
 Save the workbook.
To remove a password from a workbook, repeat the same procedure. In Step 2, however, delete
the existing password symbols.

Protecting Workbook’s Structure and Windows

To prevent others (or yourself) from performing certain actions in a workbook, you can protect
the workbook’s structure and windows. When a workbook’s structure and windows are
protected, the user may not Add a sheet, Delete a sheet, Hide a sheet, unhide a sheet, etc., and
may not be allowed to change the size or position of a workbook’s windows respectively.

To protect a worksheet’s structure and windows, follow the below mentioned steps.

 Choose Review » Changes group » Protect Workbook to display the Protect

Workbook dialog box.
 In the Protect Workbook dialog box, select the Structure check box and Windows check
box.
 (Optional) Enter a password.
 Click OK.
 Data Tables in Excel 2010
Data Tables
In Excel, a Data Table is a way to see different results by altering an input cell in your formula.
Data tables are available in Data Tab » What-If analysis dropdown » Data table in MS Excel.
Data Table with Example
Now, let us see data table concept with an example. Suppose you have the Price and quantity of
many values. Also, you have the discount for that as third variable for calculating the Net Price.
You can keep the Net Price value in the organized table format with the help of the data table.
Your Price runs horizontally to the right while quantity runs vertically down. We are using a
formula to calculate the Net Price as Price multiplied by Quantity minus total discount (Quantity
* Discount for each quantity).
Now, for creation of data table select the range of data table. Choose Data Tab » What-If
analysis dropdown » Data table. It will give you dialogue asking for Input row and Input
Column. Give the Input row as Price cell (In this case cell B3) and Input column as quantity cell
(In this case cell B4). Please see the below screen-shot.
Clicking OK will generate data table as shown in the below screen-shot. It will generate the table
formula. You can change the price horizontally or quantity vertically to see the change in the Net
Price.
 Pivot Tables in Excel 2010
Pivot Tables
A pivot table is essentially a dynamic summary report generated from a database. The database
can reside in a worksheet (in the form of a table) or in an external data file. A pivot table can
help transform endless rows and columns of numbers into a meaningful presentation of the data.
Pivot tables are very powerful tool for summarized analysis of the data.

Pivot tables are available under Insert tab » PivotTable dropdown » PivotTable.

Pivot Table Example

Now, let us see Pivot table with the help of example. Suppose you have huge data of voters and
you want to see the summarized data of voter Information per party, then you can use the Pivot
table for it. Choose Insert tab » Pivot Table to insert pivot table. MS Excel selects the data of
the table. You can select the pivot table location as existing sheet or new sheet.
This will generate the Pivot table pane as shown below. You have various options available in
the Pivot table pane. You can select fields for the generated pivot table.
  Column labels − A field that has a column orientation in the pivot table. Each item in the
field occupies a column.
 Report Filter − You can set the filter for the report as year, then data gets filtered as per
the year.
 Row labels − A field that has a row orientation in the pivot table. Each item in the field
occupies a row.
 Values area − The cells in a pivot table that contain the summary data. Excel offers
several ways to summarize the data (sum, average, count, and so on).

After giving input fields to the pivot table, it generates the pivot table with the data as shown
below.
 Simple Charts in Excel 2010
Charts
A chart is a visual representation of numeric values. Charts (also known as graphs) have been an
integral part of spreadsheets. Charts generated by early spreadsheet products were quite crude,
but thy have improved significantly over the years. Excel provides you with the tools to create a
wide variety of highly customizable charts. Displaying data in a well-conceived chart can make
your numbers more understandable. Because a chart presents a picture, charts are particularly
useful for summarizing a series of numbers and their interrelationships.

Types of Charts
There are various chart types available in MS Excel as shown in the below screen-shot.
  Column − Column chart shows data changes over a period of time or illustrates
comparisons among items.
 Bar − A bar chart illustrates comparisons among individual items.
 Pie − A pie chart shows the size of items that make up a data series, proportional to the
sum of the items. It always shows only one data series and is useful when you want to
emphasize a significant element in the data.
 Line − A line chart shows trends in data at equal intervals.
 Area − An area chart emphasizes the magnitude of change over time.
 X Y Scatter − An xy (scatter) chart shows the relationships among the numeric values in
several data series, or plots two groups of numbers as one series of xy coordinates.
 Stock − This chart type is most often used for stock price data, but can also be used for
scientific data (for example, to indicate temperature changes).
 Surface − A surface chart is useful when you want to find the optimum combinations
between two sets of data. As in a topographic map, colors and patterns indicate areas that
are in the same range of values.
 Doughnut − Like a pie chart, a doughnut chart shows the relationship of parts to a whole;
however, it can contain more than one data series.
 Bubble − Data that is arranged in columns on a worksheet, so that x values are listed in
the first column and corresponding y values and bubble size values are listed in adjacent
columns, can be plotted in a bubble chart.
 Radar − A radar chart compares the aggregate values of a number of data series.

Creating Chart
To create charts for the data by below mentioned steps.
  Select the data for which you want to create the chart.
 Choose Insert Tab » Select the chart or click on the Chart group to see various chart
types.
 Select the chart of your choice and click OK to generate the chart.

Editing Chart
You can edit the chart at any time after you have created it.

 You can select the different data for chart input with Right click on chart » Select data.
Selecting new data will generate the chart as per the new data, as shown in the below
screen-shot.
  You can change the X axis of the chart by giving different inputs to X-axis of chart.
 You can change the Y axis of chart by giving different inputs to Y-axis of chart.

Pivot Charts Excel 2010

Pivot Charts
A pivot chart is a graphical representation of a data summary, displayed in a pivot table. A pivot
chart is always based on a pivot table. Although Excel lets you create a pivot table and a pivot
chart at the same time, you can’t create a pivot chart without a pivot table. All Excel charting
features are available in a pivot chart.

Pivot charts are available under Insert tab » PivotTable dropdown » PivotChart.

Pivot Chart Example

Now, let us see Pivot table with the help of an example. Suppose you have huge data of voters
and you want to see the summarized view of the data of voter Information per party in the form
of charts, then you can use the Pivot chart for it. Choose Insert tab » Pivot Chart to insert the
pivot table.
MS Excel selects the data of the table. You can select the pivot chart location as an existing sheet
or a new sheet. Pivot chart depends on automatically created pivot table by the MS Excel. You
can generate the pivot chart in the below screen-shot.
 Keyboard Shortcuts in Excel 2010
MS Excel Keyboard Short-cuts
MS Excel offers many keyboard short-cuts. If you are familiar with windows operating system,
you should be aware of most of them. Below is the list of all the major shortcut keys in Microsoft
Excel.

 Ctrl + A − Selects all contents of the worksheet.

 Ctrl + B − Bold highlighted selection.
 Ctrl + I − Italicizes the highlighted selection.
 Ctrl + K − Inserts link.
 Ctrl + U − Underlines the highlighted selection.
 Ctrl + 1 − Changes the format of selected cells.
 Ctrl + 5 − Strikethrough the highlighted selection.
 Ctrl + P − Brings up the print dialog box to begin printing.
 Ctrl + Z − Undo last action.
 Ctrl + F3 − Opens Excel Name Manager.
 Ctrl + F9 − Minimizes the current window.
 Ctrl + F10 − Maximize currently selected window.
 Ctrl + F6 − Switches between open workbooks or windows.
 Ctrl + Page up − Moves between Excel work sheets in the same Excel document.
 Ctrl + Page down − Moves between Excel work sheets in the same Excel document.
 Ctrl + Tab − Moves between Two or more open Excel files.
 Alt + = − Creates a formula to sum all of the above cells
 Ctrl + ' − Inserts the value of the above cell into cell currently selected.
 Ctrl + Shift + ! − Formats the number in comma format.
 Ctrl + Shift + $ − Formats the number in currency format.
 Ctrl + Shift + # − Formats the number in date format.
 Ctrl + Shift + % − Formats the number in percentage format.
 Ctrl + Shift + ^ − Formats the number in scientific format.
 Ctrl + Shift + @ − Formats the number in time format.
 Ctrl + Arrow key − Moves to the next section of text.
 Ctrl + Space − Selects the entire column.
 Shift + Space − Selects the entire row.
 Ctrl + - − Deletes the selected column or row.
 Ctrl + Shift + = − Inserts a new column or row.
 Ctrl + Home − Moves to cell A1.
 Ctrl + ~ − Switches between showing Excel formulas or their values in cells.
 F2 − Edits the selected cell.
 F3 − After a name has been created F3 will paste names.
 F4 − Repeat last action. For example, if you changed the color of text in another cell
pressing F4 will change the text in cell to the same color.
 F5 − Goes to a specific cell. For example, C6.
 F7 − Spell checks the selected text or document.
 F11 − Creates chart from the selected data.
 Ctrl + Shift + ; − Enters the current time.
 Ctrl + ; − Enters the current date.
 Alt + Shift + F1 − Inserts New Worksheet.
 Alt + Enter − While typing text in a cell pressing Alt + Enter will move to the next line
allowing for multiple lines of text in one cell.
 Shift + F3 − Opens the Excel formula window.
 Shift + F5 − Brings up the search box.