B.C.

ROY Computer Literacy Mission Microsoft Office Excel 2007

MS OFFICE excel 2007

Microsoft Excel is a Spreadsheet application developed by Microsoft for Microsoft Windows
and Mac OS x. The extension name of MS Excel is .xls(upto 2003), .xlsx(onward 2007).

 How to Open Microsoft Excel

 Step1 − Click on
the Start button.

 Step 2 − Click
on All Programs option
from the menu.
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 Step 3 −
Search for
Microsoft Office
from the sub menu
and click it.

 Step 4 −
Search for Microsoft
Excel 2007 from the
submenu and click it.
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 Setting Up Your Excel Environment

 Introduction
Before you begin creating spreadsheets in Excel, you
may want to set up your Excel environment and
become familiar with a few key tasks and features, like
how to minimize and maximize the Ribbon, configure the
Quick Access toolbar, switch page views, and access
your Excel options.

 Exploring the Excel environment

The tabbed Ribbon menu system is how you navigate Excel and access its various
commands. If you have used previous versions of Excel, the Ribbon system replaces
the traditional menus. Above the Ribbon in the upper-left corner is the Microsoft
Office button. From here, you can access important options such as New, Save,
Save As, and Print. By default, the Quick Access toolbar is pinned next to the
Microsoft Office button and includes commands such as Undo and Redo.

At the bottom-left area of the spreadsheet, you will find worksheet tabs. By
default, three worksheet tabs appear each time you create a new workbook. On the
bottom-right area of the spreadsheet you will find page view commands, the zoom
tool, and the horizontal scrolling bar.
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 To zoom in and out:

 Locate the zoom bar in the
bottom-right corner.
 Left-click the slider, and drag it
to the left to zoom out and to the
right to zoom in.

 To scroll horizontally in a worksheet:

 Locate the horizontal scroll bar in the bottom-right corner.
 Left-click the bar, and move it from left to right.

 To change page views:

 Locate the Page View options in the bottom-right
corner. Options are Normal, Page Layout, and Page
Break.
 Left-click an option to select it.

The default is Normal View.

 To add commands to the Quick Access toolbar:

 Click the arrow to the right of the Quick Access toolbar.
 Select the command you wish to add from the drop-down list. It will appear in
the Quick Access toolbar.

OR

 Select More Commands from

the menu, and a dialog box
appears.
 Select the command you want
to add.
 Click the Add button.
 Click OK.

The Save, Undo, and Redo

commands appear by default in
the Quick Access toolbar. You
may wish to add other commands
to make using specific Excel
features more convenient for you.
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 To minimize and maximize the Ribbon:

 Click the drop-down arrow next
to the Quick Access toolbar.
 Select Minimize Ribbon from the
list. The Ribbon disappears.
 To maximize the Ribbon, click the
arrow again, then
select Minimize the Ribbon to
toggle the feature off.

You can also minimize and

maximize the Ribbon by right-
clicking anywhere in the main menu
and selecting Minimize the
Ribbon in the menu that appears.

The new, tabbed Ribbon

system replaces traditional menus
in Excel 2007. It is designed to be
easy to use and responsive to your
current task; however, you can
choose to minimize the Ribbon if you would prefer to use different menus or
keyboard shortcuts.

 The Microsoft Office button

The Microsoft Office
button appears at the top of the
Excel window. When you left-
click the button, a menu
appears. From this menu, you
can create a new spreadsheet,
open existing files, save files in
a variety of ways, and print. You
can also add security features,
send, publish, and close files.
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 To change the default Excel Options:

 Click the Excel Options button. A dialog box will appear.
 Select a category on the left to access different Excel options.

 Modify any of the default settings.

 Click OK.

As you learn more about Excel and become proficient at using it, you may want to
modify some of the settings. As a beginning user, it is usually best
to leave the default settings.

 Challenge!
 Open Excel.
 Practice using the Zoom tool.
 Minimize and maximize the Ribbon.
 Click the Microsoft Office button and review the menu options.
 Add two commands to the Quick Access Toolbar.
 Continue to explore the Excel environment.
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 Starting a Workbook
Introduction
You will need to know how to insert
text and numbers into Excel workbooks to be able to
use it to calculate, analyze, and organize data. In this
lesson, you will learn how to create a new workbook,
insert and delete text, navigate a worksheet, and save
an Excel workbook.

 Your first workbook

 To create a new blank workbook:

 Left-click the Microsoft Office button.
 Select New. The New Workbook dialog box opens, and Blank Workbook is
highlighted by default.

 Click Create. A new blank workbook appears in the window.

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When you first open Excel, the software opens to a new blank workbook.

 To insert text:
 Left-click a cell to select it. Each rectangle in
the worksheet is called a cell. As you select a
cell, the cell address appears in the Name
Box.

 Enter text into the cell using

your keyboard. The text
appears in the cell and in
the formula bar.
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 Cell addresses
Each cell has a name, or a cell address, based
on the column and row where it is located. For
example, this cell is C3 because it is where
column C and row 3 intersect.

You can also select multiple cells at the same

time. A group of cells is known as a cell range.
Rather than a single cell address, you will refer
to a cell range using the cell addresses of
the first and last cells in the cell range,
separated by a colon. For example, a cell
range that included cells A1, A2, A3, A4, and A5 would be written as A1:A5.

 To edit or delete text:

 Select the cell.
 Press the Backspace key on your keyboard to delete text and make a
correction.
 Press the Delete key to delete the entire contents of a cell.
You can also make changes to and delete text from the formula bar. Just select the
cell, then place your insertion point in the formula bar.

 To move through a worksheet using the keyboard:

 Press the Tab key to move to the right of the selected cell.
 Press the Shift key then the Tab key to move to the left of the selected cell.
 Use the Page Up and Page Down keys to navigate the worksheet.
 Use the arrow keys.

 To save the workbook:

 Left-click the Microsoft Office button.
 Select Save or Save As.
o Save As allows you to name the file and choose a location to save the
spreadsheet. Choose Save As if you'd like to save the file for
the first time or if you'd like to save the file as a different name.
o Select Save if the file has already been named.
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You can save a workbook in many ways, but the two most common ones are as
an Excel Workbook, which saves it with a 2007 file extension, and as an Excel
97-2003 Workbook, which saves the file in a compatible format so people who
have earlier versions of Excel can open the file.

 Challenge!
 Open Excel.
 Create a new blank workbook.
 Practice entering text into cells.
 Practice deleting text using the Backspace and Delete keys.
 Navigate the sheet using the Tab key.
 Save the spreadsheet.
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 Modifying Columns, Rows, and Cells

 Introduction
When you open a new blank workbook, the cells,
columns, and rows are set to a default size. You have
the ability to change the size of each, as well as to insert
new columns, rows, and cells as needed. In this lesson,
you will learn various methods to modify the column
width and row height, as well as how to insert new
columns, rows, and cells.

 Columns, rows, and cells

 To modify column width:

 Position the cursor over the column line in the
column heading, and a double arrow will appear.

 Left-click the mouse, then drag the cursor to

the right to increase the column width or to
the left to decrease the column width.
 Release the mouse button.
OR
 Left-click the column heading of a column you'd like to modify. The entire
column will appear highlighted.
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 Click the Format command in the Cells group on the Home tab. A menu will
appear.

 Select Column Width to enter a specific column measurement.

 Select AutoFit Column Width to adjust the column so all of the text will fit.

If you see pound signs (#######) in a cell, it means that the column is not wide
enough to display the cell content. Simply increase the column width to show
the cell content.

 To modify the row height:

 Position the cursor over the row line you want to modify, and a double
arrow will appear.

 Left-click the mouse, then drag the

cursor upward to decrease the row height
or downward to increase the row height.
 Release the mouse button.
OR
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 Click the Format command in the Cells group on

the Home tab. A menu will appear.

 Select Row Height to enter

a specific row measurement.
 Select AutoFit Row Height to adjust the row so
all of the text will fit.

 To insert rows:
 Select the row below where you want the new row to appear.
 Click the Insert command in the Cells group on the Home tab. The row will
appear.

The new row always appears above the selected row.

Make sure you select the entire row below where you want the new row to appear
and not just the cell. If you select just the cell and then click Insert, only a new cell
will appear.
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 To insert columns:
 Select the column to the right of where you want the column to appear.
 Click the Insert command in the Cells
group on the Home tab. The column will
appear.

The new column always appears to the left of

the selected column. For example, if you want
to insert a column between September and
October, select the October column, then
click the Insert command.

Make sure you select the entire column to

the right of where you want the new column to
appear and not just the cell. If you select just the cell and then click Insert, only a
new cell will appear.

 To delete rows and columns:

 Select the row or column you’d like to delete.
 Click the Delete command in the Cells group on the Home tab.
 Challenge!
Use the Budget workbook or any Excel workbook you choose to complete this
challenge.

 Open a workbook.
 Insert a column.
 Insert a row.
 Delete a column.
 Change the width of a column using AutoAdjust.
 Change the height of a row.
 Close and save the file.
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 Formatting Text
 Introduction
Once you have entered information into a spreadsheet,
you will need to be able to format it. In this lesson, you
will learn how to use the bold, italic, and underline
commands; modify the font style, size, and color; and
apply borders and fill colors.

 Formatting cells

 To format text in bold or italics:

 Left-click a cell to select it, or drag your cursor over the text in the formula bar
to select it.
 Click the Bold or Italics command.

You can select entire columns and

rows, or specific cells. To select
the entire column, just left-click the
column heading, and the entire
column will appear as selected. To
select specific cells, just left-click a
cell and drag your mouse to select the
other cells, then release the mouse button.

 To format text as underlined:

 Select the cell or cells you want to format.
 Click the drop-down arrow next to the
Underline command.
 Select the Single Underline or Double
Underline option.
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 To change the font style:

 Select the cell or cells you want to
format.
 Left-click the drop-down
arrow next to the Font Style box
on the Home tab.
 Select a font style from the list.

As you move over the font list, the

Live Preview feature previews the
font for you in the spreadsheet.

 To change the font size:

 Select the cell or cells you want to format.
 Left-click the drop-down arrow next to
the Font Size box on the Home tab.
 Select a font size from the list.

 To change the text color:

 Select the cell or cells you want to format.
 Left-click the drop-down arrow next to
the Text Color command. A color palette
will appear.
 Select a color from the palette.

OR

 Select More Colors. A dialog box will

appear.
 Select a color.
 Click OK.
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 To add a border:
 Select the cell or cells you want to format.
 Click the drop-down arrow next to
the Borders command on the Home tab. A
menu will appear with border options.

 Left-click an option from the list to select it.

You can change the line style and color of the

border.

 To add a fill color:

 Select the cell or cells you want to format.
 Click the Fill command. A color palette
will appear.
 Select a color.

OR

 Select More Colors. A dialog box will

appear.
 Select a color.
 Click OK.
You can use the fill color feature to format
columns and rows and format a worksheet
so it's easier to read.
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 To format numbers and dates:

 Select the cell or cells you want to format.
 Left-click the drop-down arrow next to the Number
Format box.
 Select one of the options for formatting numbers.

By default, the numbers appear in the General category, which

means there is no special formatting.

In the Number group, you have some other options. For example, you can change
the U.S. dollar sign to another currency format, switch numbers to percents, add
commas, and change the decimal location.

 Challenge!
Use the Budget workbook or any Excel workbook you choose to complete this
challenge.

 Select a cell, then format the text or numbers in it so they appear bolded.
 Select two or more cells, and format the text or numbers so they appear
in italics.
 Change fill color of two or more cells.
 Add a border to a row.
 B.C.ROY Computer Literacy Mission Microsoft Office Excel 2007

 Creating Simple Formulas

 Introduction
Excel can be used to calculate and analyze numerical
information; however, you will need to know how to
write formulas to maximize Excel's capabilities. A
formula is an equation that performs a calculation using
values in the worksheet. In this lesson, you will learn
how to create simple formulas using mathematical
operators such as the addition, subtraction,
multiplication, and division signs.

 Simple formulas

 To create a simple formula that adds two numbers:

 Click the cell where the formula will be defined (C5, for example).
 Type the equals sign (=) to let Excel know a formula is being defined.
 Type the first number to be added (e.g., 1500).
 Type the addition sign (+) to let Excel know that an add operation is to be
performed.
 Type the second number to be added (e.g., 200).
 Press Enter, or click the Enter button on the Formula bar to complete the
formula.

If the result of a formula is too large to be displayed in a cell, it may appear

as pound signs (#######) instead of a value. This means that the column is not
wide enough to display the cell content. Simply increase the column width to
show the cell content.
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 To create a simple formula that adds the contents of two cells:

 Click the cell where the answer will appear (C5, for example).
 Type the equals sign (=) to let Excel know a formula is being defined.
 Type the cell number that contains the first number to be added (C3, for
example).
 Type the addition sign (+) to let Excel
know that an add operation is to be
performed.
 Type the cell address that contains the
second number to be added (C4, for
example).
 Press Enter, or click the Enter
button on the Formula bar to complete
the formula.

 To create a simple formula using the point-and-click method:

 Click the cell where the answer will appear (C30, for example).
 Type the equals sign (=) to let
Excel know a formula is being
defined.
 Click on the first cell to be
included in the formula (C5, for
example).
 Type the subtraction sign (-
) to let Excel know that a
subtraction operation is to be
performed.
 Click on the next cell in the
formula (C29, for example).

 Press Enter, or click the Enter

button on the Formula bar to
complete the formula.
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 To create a simple formula that multiplies the contents of two

cells:
 Select the cell where the answer will appear (E32, for example).
 Type the equals sign (=) to let Excel know a formula is being defined.
 Click on the first cell to be included in the formula (C9, for example), or type a
number.
 Type the multiplication symbol (*) by pressing the Shift key and then the
number 8 key. The operator displays in the cell and Formula bar.
 Click on the next cell in the formula or type a number (12, for example).
 Press Enter, or click the Enter button on the Formula bar to complete the
formula.

 To create a simple formula that divides one cell by another:

 Click the cell where the answer will appear.
 Type the equals sign (=) to let Excel know a formula is being defined.
 Click on the first cell to be included in the formula.
 Type a division symbol. The operator displays in the cell and Formula bar.
 Click on the next cell in the formula.
 Press Enter, or click the Enter button on the Formula bar to complete the
formula.
 Using cell references
As you can see, there are many ways to create a
simple formula in Excel. Most likely, you will choose
one of the methods that enters the cell address into
the formula rather than an actual number. The cell
address is basically the name of the cell and can be
found in the Name Box.
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The following example uses actual numbers in the formula in C5.

When a cell address is used as part of a formula, this is called a cell reference. It is
called a cell reference because instead of entering specific numbers into a formula,
the cell address refers to a specific cell. The following example uses cell references
in the formula in C30.

 Challenge!
Use the Budget workbook or any Excel workbook you choose to complete this
challenge.

 Write a simple addition formula.

 Write a simple subtraction formula using the point-and-click method.
 Write a simple multiplication formula using cell references.
 Write a simple division formula.
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 Working with Cells

Introduction
It is important to know how to move information from
one cell to another in Excel. Learning the various ways
will save you time and make working with Excel easier.
Certain methods are more appropriate, depending on
how much information you need to move and where it
will reside on the spreadsheet. In this lesson, you will
learn how to cut, copy, and paste, as well as how
to drag and drop information.

 Working with cells

 To copy and paste cell contents:

 Select the cell or cells you wish to copy.
 Click the Copy command in the Clipboard group on the Home tab. The border
of the selected cells will change appearance.

 Select the cell or cells where you want to paste the information.
 Click the Paste command. The copied information will now appear in the new
cells.
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To select more than one adjoining cell, left-click one of the cells, drag the cursor
until all of the cells are selected, and release the mouse button.

The copied cell will stay selected until you perform your next task, or you can
double-click the cell to deselect it.

 To cut and paste cell

contents:
 Select the cell or cells you wish to cut.
 Click the Cut command in the Clipboard
group on the Home tab. The border of
the selected cells will change
appearance.

 Select the cell or cells where you want

to paste the information.
 Click the Paste command. The cut
information will be removed from
the original cells and now appear in the
new cells.

The keyboard shortcut for Paste is the Control

Key and the V key.
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 To drag and drop information:

 Select the cell or cells you wish to move.
 Position your mouse pointer near one of the outside edges of the selected
cells. The mouse pointer changes from a large, white cross to a black cross
with four arrows.

 Left-click, then hold the mouse button and drag the cells to the new location.

 Release the mouse button, and the information appears in the new location.

 To use the fill handle to fill cells:

 Position your cursor over the fill handle until the large white cross becomes a
thin, black cross.

 Left-click your mouse, then drag it until all of the cells you want to fill are
highlighted.

 Release the mouse button, and all of the selected cells are filled with the
information from the original cell.
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The fill handle doesn't always copy information from one cell directly into another
cell. Depending on the data entered in the cell, it may fill the data in other ways.
For example, if you have the formula =A1+B1 in cell C1 and use the fill handle to
fill the formula into cell C2, the formula doesn't appear the same in C2 as it does
in C1. Instead of =A1+B1, you will see =A2+B2.

You can use the fill handle to fill cells horizontally or vertically.

 Challenge!
Use the Budget workbook or any Excel workbook you choose to complete this
challenge.
 Copy and paste information from one cell to another cell.
 Use the Cut command to remove information from one cell, then paste it into
another cell.
 Use the fill handle to fill two or more cells.
 Drag and drop information from one place in the spreadsheet to another
location.
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 Printing Workbooks
 Introduction
In Excel, there are many things you can do to prepare
your workbook for printing. Many of these tasks make it
easier to format the spreadsheet for the printed page.

In this lesson, you will learn how to view the spreadsheet

in Print Preview, modify margins, change the page
orientation, use the Scale to Fit feature, use the Print
Titles command, and insert breaks.

 Preparing to print and printing

 To view the spreadsheet in Print Preview:
 Left-click the Microsoft Office button.
 Select Print.
 Select Print Preview. The spreadsheet will appear in Print Preview view.

Click the Close Print Preview button to return to the Normal View.

To make previewing your spreadsheet easier, add the Print Preview command to
the Quick Access toolbar.
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 Exploring Print Preview

Once you are in Print Preview, you can access many of the same features that you
can access from the Ribbon; however, in Print Preview you can see how the
spreadsheet will appear in printed format.

 To modify margins, column width, or row height while in Print

Preview:
 Click the Print Preview command on the Quick Access toolbar, or select Print
Preview from the Microsoft Office button menu. The spreadsheet opens in
Print Preview mode.
 Hover your cursor over one of the black margin markers until a double
arrow appears.

 Left-click and drag the marker to the desired location. The change will be
reflected in the spreadsheet.
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 To modify margins:
 Select the Page Layout tab.
 Left-click the Margins command.
 Choose one of the pre-defined settings, or enter custom margins.

 To change page orientation:

 Select the Page Layout tab.
 Left-click
the Orientation command.
 Select either Portrait or Landscape.

Portrait orients the page vertically,

while Landscape orients the page horizontally.

 To use Scale to Fit:

 Select the Page Layout tab.
 Locate the Scale to Fit group.
 Enter a specific height and width, or use the percentage field to decrease the
spreadsheet by a specific percent.
Scale to Fit is a useful feature that can help you format spreadsheets to fit on a page.
However, be careful with how small you scale the information—it can become difficult
to read!
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 To change the paper size:

 Select the Page Layout tab.
 Click the Size command.
 Select a size option from the list.
 To define a print area:
 Left-click, then drag your mouse to select the cells you wish to print.
 Click the Print Area command.
 Choose Set Print Area.

 Now, only the selected cells will print. You can confirm this by viewing the
spreadsheet in Print Preview.

To return to the default setting, which is the entire worksheet, click the Print Area
command, then select Clear Print Area.

 To insert a break:
 Select a cell below where you want the break to appear.
 Select the Breaks command.
 Select Insert Break.
Click Print Preview to confirm that the break appears in the correct place in your
spreadsheet.

 To use the Print Titles command:

This is an important command to be familiar with if you intend to print your
worksheets. It allows you to select specific rows and/or columns that will be
repeated on each printed sheet. Imagine how difficult it would be to read page 48 of
a printed spreadsheet if the column and row headings only appeared on the first
page.

 Select the Page Layout tab.

 Click the Print Titles command. The Page Setup dialog box appears.
 Click the icon at the end of the field.
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 Select the first row in the spreadsheet that you want to appear on each
printed page.

 Repeat for the column, if necessary.

 Click OK.
 To print from the Microsoft Office button:
 Left-click the Microsoft Office
button.
 Select Print Print. The Print
dialog box appears.

 Select a printer if you wish to use a

printer other than the default
setting.
 Click Properties to change any
necessary settings.
 Choose whether you want to print
specific pages, all of the worksheet,
a selected area, the active sheet, or the entire workbook.
 Select the number of copies you'd like to print.
 Click OK.

You can select Quick Print to bypass the Print dialog box.
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 Challenge!
Use the Budget workbook or any Excel workbook you choose to complete this
challenge.

 View the spreadsheet in Print Preview.

 Change a column width in Print Preview.
 Insert a break.
 Use the Print Titles command to print a specific row or column on each
printed page. Use Print Preview to verify how this will appear.
 Print the spreadsheet.
 Explore other commands discussed in this lesson.
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 Creating Complex Formulas

 Introduction
Excel is a spreadsheet application and is intended to be
used to calculate and analyze numerical
information such as household budgets, company
finances, and inventory. To do this, you need to
understand formulas.

In this lesson, we’ll discuss complex formulas that use

multiple mathematical operators, as well as those that
use absolute and relative references.

 Complex formulas
 Complex formulas defined
Simple formulas have one mathematical operation. Complex formulas involve more
than one mathematical operation.

Simple formula: =2+2

Complex formula: =2+2*8

To calculate complex formulas correctly, you must perform certain operations before
others. This is defined in the order of operations.

 The order of operations

The order of mathematical operations is important. If you enter a formula that
contains several operations, Excel knows to work those operations in a specific
order. The order of operations is:

1. Operations enclosed in parenthesis

2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first
A mnemonic that can help you remember this is Please Excuse My Dear Aunt Sally
(P.E.M.D.A.S).

Example 1

Using this order, let's see how the formula 20/(8-4)*8-2 is calculated in the following
breakdown:
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Example 2

3+3*2=?

Is the answer 12 or 9? Well, if you calculated in the order in which the numbers
appear, 3+3*2, you'd get the wrong answer: 12. You must follow the order of
operations to get the correct answer.

 To calculate the correct answer:

1. Calculate 3*2 first because multiplication comes before addition in the order
of operations. The answer is 6.
2. Add the answer obtained in step 1, which is 6, to the number 3 that opened the
equation. In other words, add 3 + 6.
3. The answer is 9.

 Complex formulas
Before moving on, let's explore some more formulas to make sure you understand
the order of operations by which Excel calculates the answer.

Multiply 4*2 before performing

the division operation because
the multiplication sign comes
before the division sign. The
4*2/4 answer is 2.

Divide 4 by 2 before performing

4/2*4
the multiplication operation
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because the division sign comes

before the multiplication sign.
The answer is 8.

Perform the operation

in parentheses (2*4) first,
and divide 4 by this result. The
4/(2*4) answer is 0.5.

Multiply 2*4 before performing

the subtraction operation
because the multiplication sign
is of a higher order than the
subtraction sign. The answer is -
4-2*4 4.

 Creating complex formulas

Excel automatically follows a standard order of operations in a complex formula.
If you want a certain portion of the formula to be calculated first, put it in parentheses.

 Example of how to write a complex formula:

 Click the cell where you want the formula result to appear. In this example,
H6.
 Type the equals sign (=) to let Excel know a formula is being defined.
 Type an open parenthesis, or (.
 Click on the first cell to be included in the formula (G6, for example).
 Type the addition sign (+) to let Excel know that an add operation is to be
performed.
 Click on the second cell in the formula (G7, for example).
 Type a closed parentheses ).

 Type the next mathematical operator, or the division symbol (/), to let Excel
know a division operation is to be performed.
 Type an open parenthesis, or (.
 Click on the third cell to be included in the formula (D6, for example).
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 Type the addition sign (+) to let Excel know that an add operation is to be
performed.
 Click on the fourth cell to be included in formula (D7, for example).
 Type a closed parentheses ).

 Important: Press Enter, or click the Enter button on the Formula bar. This
step ends the formula.
To show fewer decimal places, you can click the Decrease Decimal place
command on the Home tab.
 What is an absolute reference?
In earlier lessons, we saw how cell references in formulas automatically adjust to
new locations when the formula is pasted into different cells. This is called a relative
reference.

Sometimes when you copy and paste a formula, you don't want one or more cell
references to change. An absolute reference solves this problem. Absolute cell
references in a formula always refer to the same cell or cell range in a formula. If a
formula is copied to a different location, the absolute reference remains the same.

An absolute reference is designated in the formula by the addition of a dollar sign

($). It can precede the column
reference or the row reference, or
both. Examples of absolute
referencing include:
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 To create an absolute reference:

 Select the cell where you wish to write the formula (in this example, H2).
 Type the equals sign (=) to let Excel know a formula is being defined.
 Click on the first cell to be included in the formula (F2, for example).
 Enter a mathematical operator (use the multiplication symbol for this example).
 Click on the second cell in the formula (C2, for example).
 Add a $ sign before the C and a $ sign before the 2 to create an absolute
reference.

 Copy the formula into H3. The new formula should read =F3*$C$2. The F2
reference changed to F3 because it is a relative reference, but C2 remained
constant because you created an absolute reference by inserting the dollar
signs.

When writing a formula, you can press the F4 key on your keyboard to switch
between relative and absolute cell references. This is an easy way to quickly
insert an absolute reference.

 Challenge!
Use the Inventory or any Excel workbook you choose to complete this challenge.

 Create at least one complex formula that uses

the addition and division operations.
 Create at least one complex formula that uses parentheses and
a multiplication operation.
 Create a formula that uses an absolute reference.
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 Working with Basic Functions

 Introduction
A function is a predefined formula that performs
calculations using specific values in a particular order.
While you may think of formulas as being short
mathematical equations, like 2+2 or F2*C2, they can
actually be very lengthy and involve complex
mathematical calculations.

One of the key benefits of functions is that they can save

you time because you do not have to write the formula
yourself. For example, you could use an Excel function
called Average to quickly find the average of a range of
numbers or the Sum function to find the sum of a cell range.

In this lesson, you will learn how to use basic functions such as SUM and AVERAGE,
use functions with more than one argument, and access other Excel 2007 functions.

 Basic functions
 The parts of a function:
Each function has a specific order, called syntax, which must be strictly followed for
the function to work correctly.

Syntax order:

1. All functions begin with the = sign.

2. After the = sign, define the function name (e.g., Sum).
3. Then there will be an argument. An argument is the cell range or cell
references that are enclosed by parentheses. If there is more than one
argument, separate each by a comma.
An example of a function with one argument that adds a range of cells, A3 through
A9:

An example of a function with more than one argument that calculates the sum of
two cell ranges:
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Excel literally has hundreds of different functions to assist with your calculations.
Building formulas can be difficult and time consuming. Excel's functions can save you
a lot of time and headaches.

 Excel's different functions

There are many different functions in Excel 2007. Some of the more common
functions include:

1) PRODUCT: TO CALCULATE THE MULTIPLICATION OF NUMERIC VALUE IN SELECTED CELLS.

EX: =PRODUCT (A1:A7) ENTER.
2) COUNT: TO COUNT THIS CELLS WHERE NUMERIC VALUE EXISTS IN SELECTED CELLS.
EX: =COUNT (A1:A7) ENTER.
3) COUNTA: TO COUNT THESE CELLS WHERE ANY TYPE OF DATA (NUMERIC OR ALPHABETIC) EXISTS.
EX: =COUNTA (A1:A7) ENTER.
4) SUM: TO CALCULATE THE TOTAL (ADDITION) OF NUMERIC VALUE IN SELECTED CELLS.
EX: =SUM (A1:A7) ENTER.
5) AVERAGE: TO CALCULATE THE AVERAGE OF NUMERIC VALUE IN SELECTED CELLS.
EX: =AVERAGE (A1:A7) ENTER.
6) MAX, MIN: TO COMPUTE THE HIGHEST & LOWEST IN SELECTED CELLS.
EX: =MAX (A1:A7) ENTER.
=MIN (A1:A7) ENTER.
7) SQRT: IN THIS FUNCTION CALCULATE THE RUTEOVER OF NUMBER
EX: =SQRT (NUMBER) ENTER. =SQRT (9) ENTER OUT PUT IS “3”.
8) ROUND: =ROUND(NUMBER,NUM_DIGIT)
=ROUND (32.45678, 2) ENTER THE OUT PUT IS “32.45”
9) FACT: THE FACT FUNCTION IS FACTORIAL OF THIS NUMBER WHICH YOU ENTIRE IN THIS
FUNCTION. EX: =FACT (NUMBER) ENTER =FACT (4) ENTER OUTPUT IS “24”
10) INT: IN THIS FUNCTION THE RESULT SHOWN ONLY INTEGER PART.
EX: =INT (NUMBER) ENTER. =INT (423.2365) ENTER OUTPUT IS 423
11) MOD: USAGE OF THIS FUNCTION THE RESULT WILL BE SHOWN THE REMINDER AFTER DIVISON.
Ex: =MOD (NUMBER, DIVISOR) ENTER. =MOD (16, 3) ENTER OUTPUT “1”
12) PI: IF WE USE THE PI FUNCTION WE CAN SEE THE VALUE OF PI. EX: =PI () ENTER.
THE OUT PUT IS 3.141593
13) POWER: IF WE USE THE POWER FUNCTION, WE CAN SEE THE OUTPUT.
EX: =POWER (NUMBER, POWER) ENTER. =POWER (8, 2) ENTER OUTPUT IS 64.
14) IF: IF FUNCTION IS LOGICAL FUNCTION. IT USED TO SEE THE RESULT WHEN IT HAS CONDITION, TRUE
OR FALSE.
EX: IF THE PERSON SHOULD HAVE AGE 18, WE CAN CALLED “DADA” WHEN HE IS 20 YEARS OR MORE,
OTHERWISE “VAI”.
=IF (18>=20,”DADA”,”VAI”) ENTER, OUTPUT “VAI”.
15) NOW: NOW FUNCTION IS USED TO SEE THE DATE & TIME.
EX: =NOW () ENTER.
16) DATE: USAGE OF DATE FUNCTION WE CAN SEE THE DATE.
EX: =DATE (YEAR, MONTH, DAY) ENTER
17) TODAY: USAGE OF TODAY FUNCTION WE CAN SEE THE TODAYS DATE.
EX: =TODAY () ENTER.
18) DAY: ONLY SHOW THE DAY. =DAY(SERIAL_NUMBER)ENTER
19) MONTH: ONLY SHOW THE MONTH. =MONTH(SERIAL_NUMBER)ENTER
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20) YEAR: ONLY SHOW THE YEAR. =YEAR(SERIAL_NUMBER)ENTER

21) LOWER: IF WE TYPE A TEXT IN CAPITAL LETTER, USAGE OF THIS FUNCTION THE TEXT WILL CONVERTED
IN SMALL LETTER.
EX: =LOWER (TEXT) ENTER. =LOWER (“BCROY”) ENTER OUT PUT IS “bcroy”
22) UPPER: IF WE TYPE A TEXT IN SMALL LETTER, USAGE OF THIS FUNCTION THE TEXT WILL CONVERTED IN
CAPITAL LETTER.
EX: =UPPER (TEXT) ENTER. =UPPER (“bcroy ”) ENTER OUTPUT IS “BCROY”
23) PROPER: USAGE THIS FUNCTION THE TEXT WILL BE CONVERTED IN “CAPITALIZE EACH WORD” EX:
=PROPER(TEXT)ENTER =PROPER(“somoy infosys”)ENTER
THE RESULT IS “Somoy Infosys”
24) LEN: LEN FUNCTION IS USED TO COUNT THE CHARACTER OF THE TEXT.
EX: =LEN (TEXT) ENTER =LEN (“SOMOY INFOSYS”) ENTER OUT PUT IS “13”
(SPACE ALSO WILL BE COUNT IN THIS FUNCTION)
25) LEFT: =LEFT (TEXT, NUM_CHARACTER) ENTER USAGE OF THIS FUNCTION THE TEXT WHICH WE
TYPE IN THIS FUNCTION WE CAN SEE THE ONLY THAT CHARACTER WHICH WE ENTIRE THE PLACE OF
NUM_CHARACTER FROM LEFT SIDE. EX: =LEFT(“SOMOY”,3)ENTER OUT PUT IS “SOM”
26) RIGHT: =RIGHT (TEXT, NUM_CHARACTER) ENTER USAGE OF THIS FUNCTION THE TEXT WHICH WE
TYPE IN THIS FUNCTION WE CAN SEE THE ONLY THAT CHARACTER WHICH WE ENTIRE THE PLACE OF
NUM_CHARACTER FROM RIGHT SIDE. EX: =RIGHT(“SOMOY”,4)ENTER OUT PUT IS “OMOY”
27) MID: =MID(TEXT,START_NUMBER, NUMBER_CHARACTER)ENTER
=MID (“SOMOY”, 2,3) ENTER OUTPUT IS “OMO”
28) REPT: =REPT(TEXT, NUMBER_TIMES)ENTER
=REPT (“SOMOY-“, 3) ENTER OUTPUT IS “SOMOY - SOMOY - SOMOY -“
29) TRIM: =TRIM(TEXT) =TRIM(“ SOMOY INFOSYS”)
OUTPUT IS “SOMOYINFOSYS”
(TRIM FUNCTION ACCEPT ONLY SINGLE SPACE)
30) NESTED IF: =IF(LOGICAL TEST , TRUE PART, IF(LOGICAL TEST, TRUE PART, IF(LOGICAL TEST ,TRUE
PART, FALSE PART))) ENTER
=IF (A1>=80,”1st”, IF (A1>=60,”2nd”, IF (A1>=45,”PASS”,”FAIL”))) ENTER
(WHERE A1 EXISTS THERE SELECT THE PERCENTAGE CELL OF THE CANDIDATE)

You don't have to memorize the functions, but you should have an idea of what
each can do for you.

 To calculate the sum of a range of data using AutoSum:

 Select the Formulas tab.
 Locate the Function Library group. From here, you can access all available
functions.
 Select the cell where you want the function to appear. In this example, select
G42.
 Select the drop-down arrow next to the AutoSum command.
 Select Sum. A formula will appear in the selected cell, G42.
o This formula, =SUM(G2:G41), is called a function. The AutoSum command
automatically selects the range of cells from G2 to G41, based on where you
inserted the function. You can alter the cell range if necessary.
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 To edit a function:
 Select the cell where the function is defined.
 Insert the cursor in the formula bar.
 Edit the range by deleting and changing necessary cell numbers.

 Click the Enter icon.

 To calculate the sum of two arguments:
 Select the cell where you want the function to appear—in this example, G44.
 Click the Insert Function command on the Formulas tab. A dialog box
appears.
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 SUM is selected by default.

 Click OK, and the Function Arguments dialog box appears so you can enter
the range of cells for the function.
 Insert the cursor in the Number 1 field.
 In the spreadsheet, select the first range of cells—in this example, G21
through G26. The argument appears in the Number 1 field.
o To select the cells, left-click cell G21 and drag the cursor to G26, then
release the mouse button.
 Insert the cursor in the Number 2 field.

 In the spreadsheet, select the second range of cells—in this example, G40
through G41. The argument appears in the Number 2 field.
 Notice that both arguments appear in the function in cell G44 and the formula
bar when G44 is selected.
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 Click OK in the dialog box, and the sum of the two ranges is calculated.
 To calculate the average of a range of data:
 Select the cell where you want the function to appear.
 Click the drop-down arrow next to the AutoSum command.
 Select Average.
 Click on the first cell (in this example, C8) to be included in the formula.
 Left-click and drag the mouse to define a cell range (C8 through cell C20, in
this example).
 Click the Enter icon to calculate the average.

 Accessing Excel 2007 functions

 To access other functions in Excel:

 Using the point-click-drag method, select a cell range to be included in the

formula.
 On the Formulas tab, click the drop-down part of the AutoSum button.
 If you don't see the function you want to use (Sum, Average, Count, Max, Min),
display additional functions by selecting More Functions.
 The Insert Function dialog box opens.
 There are three ways to locate a function in the Insert Function dialog box:
o You can type a question in the Search for a function box and click GO.
o You can scroll through the alphabetical list of functions in the Select a
function field.
o You can select a function category in the Select a category drop-down list
and review the corresponding function names in the Select a function field.
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 Select the function you want to use, then click the OK button.

 Challenge!
Use the Inventory workbook or any workbook you choose to complete this challenge.

 Use a SUM function to calculate the sum of one argument.

 Use the AVERAGE function to calculate the sum of a range of cells.
 Explore other Excel 2007 functions covered in this lesson.
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 Sorting, Grouping, and Filtering Cells

 Introduction
A Microsoft Excel spreadsheet can contain a great deal
of information. With more rows and columns than
previous versions, Excel 2007 gives you the ability
to analyze and work with an enormous amount of
data. To most effectively use this data, you may need to
manipulate it in different ways.

In this lesson, you will learn how to sort, group,

and filter data in various ways that will enable you to
most effectively and efficiently use spreadsheets to
locate and analyze information.

 Sorting, grouping, and filtering

 Sorting
Sorting lists is a common spreadsheet task that allows you to easily reorder your
data. The most common type of sorting is alphabetical ordering, which you can do in
ascending or descending order.

 To sort in alphabetical order:

 Select a cell in the column you want to sort (In this
example, we choose a cell in column A).
 Click the Sort & Filter command in the Editing group
on the Home tab.
 Select Sort A to Z. Now the information in the
Category column is organized in alphabetical order.

You can Sort in reverse alphabetical order by

choosing Sort Z to A in the list.

 To sort from smallest to largest:

 Select a cell in the column you want to sort (a column with numbers).
 Click the Sort & Filter command in the Editing group on the Home tab.
 Select From Smallest to Largest. Now the information is organized from the
smallest to largest amount.

You can sort in reverse numerical order by choosing From Largest to

Smallest in the list.
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 To sort multiple levels:

 Click the Sort & Filter command in the Editing group on the Home tab.
 Select Custom Sort from the list to open the dialog box.
OR
 Select the Data tab.
 Locate the Sort and Filter group.
 Click the Sort command to open
the Custom Sort dialog box. From here,
you can sort by one item or multiple
items.

 Click the drop-down arrow in the Column Sort by field, then choose one of the
options—in this example, Category.

 Choose what to sort on. In this example, we'll leave the default as Value.
 Choose how to order the results. Leave it as A to Z so it is organized
alphabetically.
 Click Add Level to add another item to sort by.

 Select an option in the Column Then by field. In this example, we chose Unit
Cost.
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 Choose what to sort on. In this example, we'll leave the default as Value.
 Choose how to order the results. Leave it as smallest to largest.
 Click OK.

The spreadsheet has been sorted. All of the categories are organized in alphabetical
order, and within each category the unit cost is arranged from smallest to largest.

Remember that all of the information and data is still here—it's just in a different
order.

 Grouping cells using the Subtotal command

Grouping is a useful Excel feature that gives you control over how the information is
displayed. You must sort before you can group. In this section, we will learn how to
create groups using the Subtotal command.

 To create groups with subtotals:

 Select any cell with information in it.
 Click the Subtotal command on the Data tab. The information in your
spreadsheet is automatically selected, and the Subtotal dialog box appears.
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 Decide how you want things grouped. In this example, we will organize
by Category.
 Select a function. In this example, we will leave the SUM function selected.
 Select the column where you want the Subtotal to appear. In this example,
Total Cost is selected by default.
 Click OK. The selected cells are organized into groups with subtotals.

 To collapse or display the group:

 Click the black minus sign, which is the hide detail icon, to collapse the
group.
 Click the black plus sign, which is the show detail icon, to expand the group.
 Use the Show Details and Hide Details commands in the Outline group to
collapse and display the group as well.
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 To ungroup select cells:

 Select the cells you want to remove from the group.
 Click the Ungroup command.
 Select Ungroup from the list. A dialog box will appear.
 Click OK.
 To ungroup the entire worksheet:
 Select all cells with grouping.
 Click Clear Outline from the menu.

 Filtering cells
Filtering, or temporarily hiding, data in a spreadsheet is simple. This allows you to
focus on specific spreadsheet entries.

 To filter data:
 Click the Filter command on the Data tab. Drop-down arrows will appear
beside each column heading.

 Click the drop-down arrow next to the

heading you would like to filter. For example,
if you would like to only view data
regarding Flavors, click the drop-down arrow
next to Category.

 Uncheck Select All.

 Choose Flavor.
 Click OK. All other data will be filtered, or
hidden, and only the Flavor data is visible.
 To clear one filter:
 Select one of the drop-down arrows next to a
filtered column.
 Choose Clear Filter From...
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To remove all filters, click the Filter command.

Filtering may look a little like grouping, but the difference is that now you can filter on
another field if you want to. For example, let’s say you want to see only the vanilla-
related flavors. Just click the drop-down arrow next to Item, then select Text Filters.
From the menu, choose Contains because you want to find any entry that has the
word vanilla in it. A dialog box appears. Type vanilla, then click OK. Now we can see
that the data has been filtered again and that only the vanilla-related flavors appear.

 Challenge!
Use the Inventory workbook or any workbook you choose to complete this challenge.

 Use the Sort command to sort data alphabetically.

 Use the Sort command to sort data numerically from smallest to largest.
 Create groups using the Subtotal command.
 Practice using the Filter command.
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 Formatting Tables
 Introduction
Once you have entered information into a spreadsheet,
you may want to format it. Formatting your spreadsheet
can not only make it look nicer but also easier to use. In
a previous lesson, we discussed manual formatting
options such as bold and italics. In this lesson, you will
learn how to use the predefined tables styles in Excel
2007 and some of the Table Tools on the Design tab.

 Formatting tables
 To format information as a table:
 Select any cell that contains information.
 Click the Format as Table command in the Styles group on the Home tab. A
list of predefined tables will appear.

 Left-click a table style to select it.

 A dialog box will appear. Excel has automatically selected the cells for your
table. The cells will appear selected in the spreadsheet, and the range will
appear in the dialog box.
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 Change the range listed in the field if necessary.

 Verify that the box is selected to indicate your table has headings, if it does.
Deselect this box if your table does not have column headings.
 Click OK. The table will appear formatted in the style you chose.

By default, the table will be set up with the drop-down arrows in the header so
you can filter the table if you wish.

In addition to using the Format as Table command, you can select the Insert tab
and click the Table command to insert a table.

 To modify a table:
 Select any cell in the table. The Table Tools Design tab will become active.
From here, you can modify the table in several ways.

You can:

 Select a different table in the Table Styles Options group. Click

the More drop-down arrow to see more table styles.
 Delete or add a Header Row in the Table Styles Options group.
 Insert a Total Row in the Table Styles Options group.
 Remove or add banded rows or columns.
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 Make the first and last columns bold.

 Name your table in the Properties group.
 Change the cells that make up the table by clicking Resize Table.

When you apply a table style, filtering arrows automatically appear. To turn off
filtering, select the Home tab, click the Sort & Filter command, and
select Filter from the list.

 Challenge!
Use the Inventory workbook or any workbook you choose to complete this challenge.

 Format the information in a worksheet as a table.

 Format the first column in bold.
 Name the table.
 Change the table style.
 Practice using the other features discussed in this lesson to modify the
table in various ways.
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 Aligning Text
 Introduction
Worksheets that have not been formatted are often
difficult to read. Fortunately, Excel gives you many tools
that allow you to format text and tables in various ways.
One of the ways you can format your worksheet so it's
easier to work with is to apply different types
of alignment to text.

In this lesson, you will learn how to left, center, and right
align text; merge and center cells; vertically align text;
and apply different types of text control.

 Aligning text
Excel 2007 left-aligns text (labels) and right-aligns numbers (values). This makes
data easier to read, but you do not have to use these defaults. Text and numbers can
be defined as left-aligned, right-aligned, or centered in Excel.

 To align text or numbers in a cell:

 Select a cell or range of cells.
 Click on either the Align Left, Center, or Align
Right commands on the Home tab.

 The text or numbers in the cell(s) take on the selected

alignment treatment.
Left-click a column label to select an entire column or a row label to select an entire
row.

 Changing vertical cell alignment

You can also define vertical alignment in a cell. In vertical alignment, information in
a cell can be located at the top of the cell, middle of the cell, or bottom of the cell.
The default is bottom.

 To change vertical alignment from the alignment group:

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 Select a cell or range of cells.

 Click the Top Align, Center, or Bottom Align
command.

 Changing text control

Text control allows you to control the way Excel
2007 presents information in a cell. There are two common types of text
control: Wrapped text and merged cells.

Wrapped Text wraps the contents of a cell across several lines if it's too large than
the column width. It increases the height of the cell as well.

Merge Cells can also be applied by using the Merge and Center button on the
Home tab.

 To change text control:

 Select a cell or range of cells.
 Select the Home tab.
 Click the Wrap Text command or the Merge and
Center command.

If you change your mind, click the drop-down arrow next to the command, then
choose Unmerge cells.

 Challenge!
Use the Inventory workbook or any workbook you choose to complete this challenge.

 Insert a row, and center-align the text.

 Insert a column, and left-align the text.
 Use the Merge and Center command to add a title row.
 Apply the wrapped text command to the entire table.
 Practice using the other features discussed in this lesson.
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 Working with Worksheets

 Introduction
It is important that you know how to effectively manage
your worksheets. By default, three worksheets appear
in each new workbook. In this lesson, you will learn how to
name, add, delete, group, and ungroup worksheets.
Additionally, you will learn how to freeze specific parts of
the worksheet so they are always visible.

 Worksheets
 Naming worksheets
When you open an Excel workbook, there are three sheets by default, and the
default name on the tabs are Sheet1, Sheet2, and Sheet3. These are not very
informative names. Excel 2007 allows you to create a meaningful name for each
worksheet in a workbook so you can quickly locate information.

 To name a worksheet:
 Right-click the sheet tab to select it.
 Choose Rename from the menu that appears. The
text is highlighted by a black box.

 Type a new name for the worksheet.

Click off of the tab.

The worksheet now
assumes the descriptive
name defined.
OR
 Click the Format command in the Cells group on the Home tab.
 Select Rename Sheet. The text is highlighted by a black box.
 Type a new name for the worksheet.
 Click off of the tab. The worksheet now assumes the descriptive name defined.
 Inserting worksheets
You can change the default number of sheets that appears by clicking the Microsoft
Office button and choosing Excel Options. You also have the ability to insert new
worksheets if needed while you are working.
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 To insert a new worksheet:

 Left-click the Insert Worksheet icon. A new sheet will appear. It will be named
Sheet4, Sheet5, or whatever the next sequential sheet number may be in the
workbook.

OR

 Press the Shift and the F11 keys on

your keyboard.

 Deleting worksheets
Any worksheet can be deleted from a workbook, including those that have data in it.
Remember, a workbook must contain at least one worksheet.

 To delete one or more worksheets:

 Click on the sheet(s) you want to delete.
 Right-click the sheet(s), and a menu appears.
 Select Delete.

OR

 Select the sheet you want to

remove.
 Click the drop-down arrow next
to Delete in the Cells group on the
Home tab.
 From the menu that appears,
select Delete Sheet.

 Grouping and ungrouping worksheets

A workbook is a multi-page Excel document that contains multiple worksheets.
Sometimes you will want to work with the worksheets one at a time as if each is a
single unit. Other times, the same information or formatting may need to be added to
every worksheet.

Worksheets can be combined together into a group. Grouping worksheets allows

you to apply identical formulas and/or formatting across all of the worksheets in the
group. When you group worksheets, any changes made to one worksheet will be
changed in any other worksheets in the group.

 To group contiguous worksheets:

 Select the first sheet you want to
group.
 Press and hold the Shift key on your
keyboard.
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 Click the last sheet you want to group.

 Release the Shift key.

 The sheets are now grouped. All of the sheets between the first sheet and last
sheet selected are part of the group. The sheet tabs will appear white for the
grouped sheets.

 Make any changes to one sheet, and the

changes will appear in all the grouped
sheets.
 To group noncontiguous sheets:
 Select the first sheet you want to group.
 Press and hold the Ctrl key on your keyboard.
 Click the next sheet you want to group.
 Continuing clicking the sheets you want to group.
 Release the Control key.
 The sheets are now grouped. The sheet tabs will appear white for the grouped
sheets. Only the sheets selected are part of the group.
 Make any changes to one sheet, and the changes will appear in all the
grouped sheets.
 To ungroup worksheets:
 Right-click one of the sheets.
 Select Ungroup from the list.

 Freezing worksheet panes

The ability to freeze, or lock, specific rows or columns in your spreadsheet is a
useful feature in Excel. It is called freezing panes. When you freeze panes, you
select rows or columns that will remain visible all the time, even as you are scrolling.
This is particularly useful when working with large spreadsheets.

 To freeze a row:
 Select the row below the one you want frozen. For example, if you want rows
1 and 2 to appear at the top even as you scroll, select row 3.

 Click the View tab.

 Click the Freeze Pane command in the Window group.
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 Choose Freeze Panes. A thin, black line appears below everything that is
frozen in place.

 Scroll down in the worksheet to see the pinned rows.

 To unfreeze a pane:
 Click the Freeze Pane command.
 Select the Unfreeze command.
 To freeze a column:
 Select the column to the right of the column(s) you want frozen. For example,
if you want columns A and B to always appear on the left, select column C.
 Click the View tab.
 Click the Freeze Pane command in the Window group.
 Choose Freeze Pane. A thin, black line appears to the right of the frozen
area.
 Scroll across in the worksheet to see the pinned columns.

 Challenge!
Use the Inventory workbook or any workbook you choose to complete this challenge.

 Rename Sheet1 to January, Sheet2 to February, and Sheet3 to March.

 Insert two worksheets, and name them April and May.
 If necessary, move the April and May worksheets so they are immediately
following the March sheet.
 Use the Grouping feature so all of the sheets contain the same information as
the January sheet.
 Delete the May sheet.
 Freeze rows 1 and 2 on the January sheet.
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 Using Templates
 Introduction
In Excel 2007, you have many templates that can save
you a lot of time. A template is a predesigned
spreadsheet you can use to create new spreadsheets
with the same formatting and predefined formulas.
With templates, you don't need to know how to do the
math, or even how to write formulas—these are already
integrated into the spreadsheet.

In this lesson, you will learn how to create a new

workbook with a template, as well as basic information
about how templates work in Excel 2007.

 Templates
 To create new workbooks using templates on your computer:
 Open Excel.
 Click the Microsoft Office button.
 Select New. The New Workbook Dialog Box appears.

 Click Installed Templates. Thumbnail images of the templates that are

installed on your computer appear in the
center of the dialog box.

 Select a template from the center area of

the dialog box. A slightly larger image of
the template appears on the right side of
the dialog box.
 Click Create. The template will appear in
the Excel window.
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 To create new workbooks using templates on Office Online:

 Open Excel.
 Click the Microsoft Office button.
 Select New. The New Workbook Dialog Box appears.
 Select a category under the Microsoft Office Online heading on the left.
Thumbnail images of the templates in that category that are available through
Microsoft Office Online appear in the center of the dialog box.

 Select a template. A slightly larger image of the template appears on the right
side of the dialog box.
 Click Download. The download process will begin.

 Challenge!
 Open Excel.
 View the templates on your computer.
 View several of the template categories on Microsoft Office Online.
 Select a template.
 Download the template.
 Enter your data into the template.
 Save and close the workbook.
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 Using What-If Analysis

 Introduction
The real power in Excel lies in its ability to perform multiple mathematical calculations
for you. One of the tools in Excel that you can use to
perform these calculations is a Data tool called what-
if analysis. What-if analysis allows you to see the
effect different values have in formulas. Have you ever
thought, "What interest rate do I need to qualify for to
have a car payment of $400 on the car I want?" This
question can be answered using what-if analysis.
In this lesson, you will learn how to use a what-if
analysis tool called Goal Seek.

 What-if analysis
 Example
You need a loan to buy a new car. You know how much money you want to borrow,
how long of a period of time you
want to take to pay off the
loan (the term), and
what payment you can afford to
make each month. But what you
need to know is what interest rate
you need to qualify for to make
the payment $400 per month. In
the image below, you can see that
if you didn’t have interest and just
divided this $20,000 into 60
monthly payments, you would pay
$333.33 per month. The what-if
analysis tool will allow you to
easily calculate the interest rate.

 Where did the formula come from?

The formula that appears in cell B5 in the example image is a function. It isn't part
of the what-if analysis tool, so you will need to understand functions thoroughly
before you use what-if analysis. For the example scenario described above, you
need a formula that will calculate the monthly payment. Instead of writing the formula
yourself, you can insert a function to do the calculation for you.
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 To insert a payment function:

 Select the Formula tab.
 Click the Insert Function command. A dialog box appears.
 Select PMT.
 Click OK. A dialog box appears.
 Insert your cursor in the first field. A description of the needed information
appears at the bottom of the dialog box.

 Select the cell in the spreadsheet with the needed information.

 Insert your cursor in the next field. A description about the needed information
appears at the bottom of the dialog box.
 Select the cell in the spreadsheet with the needed information.
 Repeat the last two steps until all of the necessary information is entered in the
dialog box.
 Click OK.

 What-If Analysis tools

There are three What-If analysis tools that you can use. To access these, select
the Data tab and locate the What-If Analysis command. If you click this command,
a menu with three options appears.

Goal seek is useful if you know the needed result but need to find the input
value that will give you the desired result. In this example, we know the desired
result (a $400 monthly payment) and are seeking the input value (the interest rate).
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 Goal Seek
 To use Goal Seek to determine an interest rate:
 Select the Data tab.
 Locate the Data Tools group.
 Click the What-If Analysis command. A
list of three options appears.

 Select Goal Seek. A small dialog box

appears.
 Select the cell that you want to set to
a specific value. In this example, we want to set B5, the Payment cell.

 Insert the cursor in the next field.

 Enter a value in the value field. In this example, type -$400. Since we’re
making a payment that will be subtracted from our loan amount, we have to
enter the payment as a negative number.

 Insert the cursor in the next field.

 Select the cell that you want to change. This will be the cell that tries
various input values. In this example, select cell B4, which is the interest rate.
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 Click OK.
 Then, click OK again. The interest rate appears in the cell. This indicates that
a 7% interest rate will give us a $400 a month payment on a $20,000 loan that
is paid off over five years, or 60 months.

 Challenge!
Use the Car Loan workbook to complete this challenge.

 Use Goal Seek to solve the problem described in the text and video lessons.
 Create a problem of your own that you might use Goal Seek to solve. Try it.
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 Working with Charts

 Introduction
A chart is a tool you can use in Excel to communicate your data graphically. Charts
allow your audience to more easily see the meaning
behind the numbers in the spreadsheet, and to make
showing comparisons and trends much easier. In this
lesson, you will learn how to insert and modify Excel
charts and see how they can be an effective tool for
communicating information.

 Charts

 Creating a chart
Charts can be a useful way to communicate data. When you insert a chart in Excel, it
appears in the selected worksheet with the source data by default.

 To create a chart:
 Select the worksheet you want to work with. In this example, we use
the Summary worksheet.
 Select the cells you want to chart,
including the column titles and row
labels.
 Click the Insert tab.
 Hover over each Chart option in the
Charts group to learn more about it.
 Select one of the Chart options. In
this example, we'll use the Columns
command.
 Select a type of chart from the list
that appears. For this example, we'll
use a 2-D Clustered Column. The
chart appears in the worksheet.
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 Identifying the parts of a chart

Have you ever read something you didn't fully understand but when you saw a chart
or graph, the concept became clear and understandable? Charts are a visual
representation of data in a worksheet. Charts make it easy to see comparisons,
patterns, and trends in the data.

 Source data
The range of cells that make up a chart. The chart is updated automatically whenever
the information in these cells changes.
 Title
The title of the chart.
 Legend
The chart key, which identifies what each color on the chart represents.
 Axis
The vertical and horizontal parts of a chart. The vertical axis is often referred to as
the Y axis, and the horizontal axis is referred to as the X axis.
 Data series
The actual charted values, which are usually rows or columns of the source data.
 Value axis
The axis that represents the values or units of the source data.
 Category axis
The axis identifying each data
series.
 Chart tools
Once you insert a chart, a new set
of Chart Tools, arranged into
three tabs, will appear above the
Ribbon. These are only visible
when the chart is selected.
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 To change the chart type:

 Select the Design tab.
 Click the Change Chart Type command. A dialog box appears.

 Select another chart type.

 Click OK.

The chart in the example compares each

salesperson's monthly sales to his or her
other months' sales; however, you can
change what is being compared. Just click
the Switch Row/Column Data command, which will rotate the data displayed on
the x and y axes. To return to the original view, click the Switch Row/Column
command again.

 To change chart layout:

 Select the Design tab.
 Locate the Chart Layouts group.
 Click the More arrow to view all of your layout options.

 Left-click a layout to select it.

If your new layout includes chart titles, axes, or legend labels, just insert your
cursor into the text and begin typing to add your own text.

 To change chart style:

 Select the Design tab.
 Locate the Chart Style group.
 Click the More arrow to view all of your style options.
 Left-click a style to select it.
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 To move the chart to a different worksheet:

 Select the Design tab.
 Click the Move Chart command. A dialog box appears. The current location of
the chart is selected.
 Select the desired location for the chart (i.e., choose an existing worksheet, or
select New Sheet and name it).

 Challenge!
Use the Company Sales workbook or any other workbook to complete this challenge.

 Use worksheet data to create a chart.

 Change the chart layout.
 Apply a chart style.
 Move the chart to a separate worksheet.
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 Using Conditional Formatting

 Introduction
Let's imagine you have a spreadsheet with thousands of
rows of data. It would be extremely difficult to see patterns
and trends just from examining the raw data. Excel gives us
several tools that will make this task easier. One of these
tools is called conditional formatting. With conditional
formatting, you can apply formatting to one or more
cells based on the value of the cell. You can highlight
interesting or unusual cell values, and visualize the data
using formatting such as data bars.

In this lesson, you will learn how to apply, modify, and

delete conditional formatting rules.

 Conditional formatting
 .The conditional formatting options
You have many conditional formatting rules, or options, you can apply to cells in
your spreadsheet. Each rule will affect selected cells differently. Before you choose a
formatting rule, you must identify what questions you are trying to answer. For
example, in a sales spreadsheet you might want to identify the salespeople with
lower than average sales. To do this, you need to choose a conditional formatting
rule that will show you this answer. Not all of the options will provide you with this
information.

Some of the conditional formatting options include:

 Highlight cell rules: This rule highlights specific cells based on your option
choice. For example, you can choose for Excel to highlight cells that are
greater than, less than, or equal to a number, and between two numbers. Also,
you can choose for Excel to highlight cells that contain specific text, including a
specific date. If you choose this option, a dialog box will appear, and you will
have to specify the cells to highlight and the color you would like to highlight
the cells.
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 Top/bottom rules: This conditional formatting option highlights cell values that
meet specific criteria, such as top or bottom 10 percent, above average, and
below average. If you choose this option, a dialog box will appear, and you
will have to specify the cells to highlight and the color you would like to

highlight the cells.

 Data bars: This is an interesting option that formats the selected cells with
colored bars. The length of the data bar represents the value in the cell. The
longer the bar, the higher the value.
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 Color scales: This option applies a two- or three-color gradient to the cells.
Different shades and colors represent specific values.

 To apply conditional formatting:

 Select the cells you would like to format.
 Select the Home tab.
 Locate the Styles group.
 Click the Conditional Formatting command. A menu will
appear with your formatting options.

 Select one of the options to apply it to the selected cells. A

cascading menu will appear.

 An additional dialog box may

appear, depending on the option you
choose.
 If so, make the necessary
choices, then click OK.
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 To remove conditional formatting rules:

 Click the Conditional Formatting command.
 Select Clear Rules. A cascading menu appears.
 Choose to clear rules from the entire worksheet or the selected cells.
 To manage conditional formatting rules:
 Click the Conditional Formatting command.
 Select Manage Rules from the menu. The Conditional Formatting Rules
Manager dialog box will appear.

 From here you can edit a rule, delete a rule, or change the order of rules.

 Challenge!
Use the Company Sales workbook to complete this challenge.

 Apply conditional formatting to a range of cells with numerical values.

 Apply a second conditional formatting rule to the same set of cells.
 Apply a conditional formatting rule to a range of cells with text.
 Explore the Conditional Formatting Rules Manager dialog box.
 Clear all conditional formatting rules from the worksheet.
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 Creating PivotTables
 Introduction
PivotTable reports, or PivotTables as they are often
called, can help you answer questions about your
spreadsheet by analyzing the numerical information in
various ways. If you work with spreadsheets with a lot of
data, a PivotTable can be an extremely useful tool.
PivotTable reports give you power because you
can quickly find the answer to many different
questions and can manipulate your data in many
different ways.

In this lesson, you will learn the basics of inserting and

working with PivotTable reports.

 PivotTable reports
 Why are they named PivotTables?
You may be wondering why it is called a PivotTable. Basically, PivotTables allow you
to pivot, or move, data so you can produce answers to questions. Once you create a
PivotTable, you can very easily see what effect pivoting the data has on the
spreadsheet information.

 To create a PivotTable report (Part I):

 Select the cells in your spreadsheet that you
want to use in the PivotTable report.
 Select the Insert tab.
 Click the PivotTable command.
 Click PivotTable again. Excel selects cells in
the actual spreadsheet, and the Create
PivotTable dialog box opens.
o Select a table or range is already selected,
and the Table/Range field shows the range
of the selected data. New Worksheet is
also selected by default as the place where
the report will be placed.
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 Click Existing Worksheet, then select a worksheet if you do not want the
PivotTable to appear in a new worksheet.
 Click OK.

 Creating a PivotTable report

If you use the sample spreadsheet to create a PivotTable, you can see that the
column headings are salesperson, region, account, order amount, and month.
When you create a PivotTable, each column label in your data becomes a field that
can be used in the report. The Field List appears on the right side of the report,
while the layout area appears on the left.

 To create a PivotTable report (Part 2):

 Determine what question you want your PivotTable report to answer. For
example, using the sample spreadsheet, you might want to know which
salesperson sold the highest dollar amount.
 Determine the fields that are necessary to answer this question—in this
example, salesperson and order amount.
 Select the check box next to the Salesperson field in the PivotTable Field
List. The field will appear in the drag-and-drop area at the bottom of the field
list and in the layout area. The order amount data appears on the right. This is
a default setting in Excel—data with numbers will always appear on the right.
 Select the check box next to the Order Amount field in the PivotTable Field
List. The field will appear in the drag-and-drop area at the bottom of the field
list and in the layout area. All of the salesperson data appears on the left side
as rows.
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 You can now see the answer to your question in the report on the left.

If you change any of the data in your source worksheet, the PivotTable will not
update automatically. To manually update it, select the PivotTable and then go
to Options Refresh.

 To add a report filter:

 Select a field in the Field List. In this example, choose Region. By default, it
will appear in the Row Labels group.
 Click and drag Region into the Report Filter section.
 Release the mouse button. The region appears at the top of the report as a
filter.
 The arrow by the Region fields shows (All). To show just the data for
a specific region, click the drop-down arrow, and select the region. To
see multiple regions, click the Multiple Regions box, select the regions to
display, then click OK.
 To move or pivot data:
 Click and drag
a field from one
area to another.

 Release the
mouse button to
drop the field in
the new area. In
this example, we
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move Region from Report Filter to Column Label. The PivotTable report will
change.

OR

 Right-click one of the rows. A menu will appear.

 Select Move, then select a move option.
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 To create a PivotChart:
 Select the PivotChart command from the Options tab. The Insert Chart dialog
box appears.

 Select the chart you’d like to insert.

 Click OK. The chart will now appear on the same sheet as the PivotTable.

The information in the chart includes the information in the PivotTable rather than
all of the original source data.

 Challenge!
Use the Company Sales workbook to complete this challenge.

 Create a PivotTable report that calculates the amount each salesperson sold.
 Filter the report by region.
 View the data for the salespeople in the North and West region.
 Who sold the greatest dollar amount in these two regions?
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 What are Reference Styles?

 What are reference styles?
Every Excel spreadsheet contains rows and columns. Most of the time, columns are
identified by letters (A, B, C), and rows are identified by numbers (1, 2, 3). In Excel,
this is known as the A1 reference style. However, some prefer to use a different
method in which columns are also identified by numbers. This is known as the R1C1
reference style. In the image below, the spreadsheet on the left is using the R1C1
reference style, and the spreadsheet on the right is using the A1 reference style.

While the R1C1 reference style is helpful for certain situations, you'll probably want to
use the A1 reference style most of the time. This tutorial will use the A1 reference
style. If you're currently using the R1C1 reference style, you'll need to turn it off.

 To turn off the R1C1 reference style:

 Click the Microsoft Office button.
 Click Excel Options.
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 The Excel Options dialog box will appear. Click Formulas, uncheck the box
next to R1C1 reference style, then click OK. Excel will now use the A1
reference style.
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 Extra Note
 SPREADSHEET
A Spreadsheet is an electronic document which saves various types of data in
columns and row. A Column and row intersect at a cell in the spreadsheet. A cell
can contain data and can be used for calculating data within the spread sheet. An
Excel spreadsheet can contain a number of workbooks and worksheet. A workbook
contains the related worksheets.

 WORKBOOK
Excel organizes worksheet by workbook, on the basis that you may need more than
one worksheet for any job. Each workbook contains 3 worksheets by default but you
can add more or remove also.

 WORKSHEET
A worksheet also known as a spreadsheet is a collection of cells on a single sheet
where you actually and manipulate the data. Microsoft Excel Consist of worksheet.
Each worksheet contains columns and rows. The columns are lettered A to Z and
then counting with AA, AB, AC and so on (columns-16,384). The rows are numbered
1 to 1,048,576. The numbers of columns and rows you can have in a worksheet is
limited by your Computer memory and your system resources.

 CELL
Intersection of Rows and Columns.