Microsoft Excel

Introduction to MS Excel
Microsoft Excel is a spreadsheet program that’s part of the Microsoft Office suite. It’s used to organize, format and
calculate data in tables and is a popular tool for data analysts.

 Extension Name - .xlsx (Excel Extended)

 Total Row in Sheet - 1048576
 Total Column in sheet - 16384

MS Excel Spreadsheet Elements

1. Title Bar
2. Menu Bar
3. Tool Bar
4. Worksheets
5. Formula Bar
6. Name Box
7. Cell
8. Scrollbar
9. Quick Access Toolbar
10. Zoom Slider
11. Status Bar
12. Worksheet View Button
13. Add New Worksheet
14. Minimize, Maximize, and Close Window Minimize, Maximize, and Close Window

Name Box

Quick Access Tool Bar Formula Bar

Search Bar
Title Bar
Tool Bar
Menu Bar Cells

Zoom Slider Scroll Bar

Add New Worksheet
Worksheet View

1. Title Bar: - The title bar in Microsoft Excel is a horizontal strip at the top of the Excel window that displays the
name of the spreadsheet file or workbook you are currently using.

Title Bar
2. Menu Bar: - The menu bar in Microsoft Excel is a bar at the top of the screen that provides access to commands
for creating, controlling, editing, deleting, and formatting information in Excel objects. The menu
bar contains the following menus.
 File
 Home
 Insert
 Page Layout
 Formula
 Data
 Review
 View

3. Tool Bars: - Provide shortcuts to menu commands. Toolbars are generally located just below the menu Bar

4. Worksheets: - Worksheet is a grid-based file that organizes data

and performs calculations. It’s also known as
spreadsheet. It’s made up of cells that are
organized into rows and columns, and can contain
text, formulas, references, functions and numeric
values.

Rows are horizontal lines of data that runs from

left to right, while columns are vertical lines of cells that runs from top to bottom. Row headings
are usually numbers while column headings are letters. Each worksheets contains 1048576 rows
and 16384 columns.

Worksheets are the working surface where users interact with the program to enter data.
Worksheets are typically stored in workbooks, which can contain multiple worksheets with
related content.

Only one worksheet is active at a time, but users can switch between workbooks or view
multiple workbooks side-by-side using options in the View ribbon menu.

5. Formula Bar: - The Formula Bar in Microsoft Excel is a tool-bar at the top of the spreadsheet that
allows users to view and edit cell content.

It’s a wide, rectangular field that’s located between the ribbon and the spread sheet cell grid,
and to the right of the name box. It’s labelled with the function symbol (fx.)

6. Name Box: - The Name Box normally displays the addresses of the “active cell” on the worksheet. It’s used to
create a named range quickly and navigate quickly to any range in a worksheet.
7. Cell: - Cell is an Intersection of Row and Column. Each cell has a unique name.

8. Scroll Bar: - Scroll Bar is a slider that allows users to move the viewing area up and down or left and right to
view data. Scrollbars are useful when working with a large dataset, as they make the data visible.
There are two types of scrollbars in Excel: horizontal and vertical

9. Quick Access Toolbar: - Quick Access Toolbar (QAT) is a customizable toolbar that contains frequently used
commands, options, or option groups.

10. Zoom Slider: - Zoom Slider is a graphical control element that allows users to quickly and easily zoom in and out
of documents. It can be found in the lower right corner of the software window or in the status
bar.

11. Status Bar: - Status Bar is located at the bottom of the program and displays information about selected
options. Status bar also provide shortcuts to toggle options like macro recording, zoom, and page
layout etc.

12. Worksheet View Button: - Excel status bar has three default worksheet view options in the bottom Right
corner: Normal View, Page Layout View, and Page Break Preview.

Normal Page Layou Page Break

13. Add New Worksheet: - This is used to add a new worksheet in workbook.

Add New Worksheet

14. Minimise, Maximize, and Close Window: - You can minimize, Maximize, and close window using buttons in
the upper right-hand corner of the screen.
 Minimize Maximize Close

File Tab (File Menu)

1. New: - We use this option to open the new Excel file. We can open new file using shortcut key - (Ctrl+N) or by
Clicking on File tab > New > Blank workbook. If Excel file is not opened, then Press Window+R and type
Excel, New Excel file will open.

2. Open: - We use this option to open the existing file (shortcut – Ctrl+O). “Open” option appears and you can
choose to open the file. Alternatively, File tab > Open > choose the file > Open
3. Info: - With this option, we can get the information about the particular Excel file. Created date, Last modified
date, Author name, Properties, Versions etc.

Apart from the property of the particular file, there are many other options in it. Protect Workbook,
Inspect Workbook, Version History, Manage Workbook, Browser View Options

Options Under Protect Workbook

A. Always Open Read-Only: - Read only mode means that you can only
view or print the file. This feature can be
used for added security, such as when
opening files from the internet. For stronger
protection, require a password to save
changes.

B. Encrypt with Password: - When you choose this option, you specify a
password and lock for the Excel file. This
prevents other users from opening the file.

C. Protect Current Sheet: - To prevent other users from accidentally

or deliberately changing, moving, or deleting
data in a worksheet, you can lock the cells on
your Excel worksheet and then protect the
sheet with a password. With worksheet
protection, you can make only certain parts of the sheet editable and users will not be
able to modify data in any other region in the sheet.

D. Protect Workbook Structure: - To prevent other users from viewing hidden worksheets, adding, moving,
deleting or hiding worksheets, and renaming worksheets, you can protect the
structure of your Excel workbook with a password.

E. Add a Digital Signature: - A digital signature is an electronic, encrypted, stamp of authentication on digital
 information such as e-mail messages, macros, or electronic documents. A signature
confirms that the information originated from the signer and has not been altered.

F. Mark as Final: - Mark as Final is used to make your Excel file read-only. When you mark as final, typing, editing
commands, proofing marks are disabled or turned off, and the file becomes read-only, and the
Status property of the document is set to Final.

Options Inspect Workbook

A. Inspect Document: - When you share copies of Microsoft 365

document files with clients or colleagues, it’s
a good idea to review the document for hidden
data or personal information and remove it.
Such as: Comments, Headers and Footers,
Hidden rows and columns that contains data,
Hidden worksheets, Invisible Content (Objects
that aren’t visible because they are formatted
as invisible), Filters that can be the cause of
cached or hidden data in your workbook. The
Document Inspector checks for AutoFilters and table filters that are applied to your data

(It’s highly recommended that you use the Document Inspector on a copy of your original document, because it is
not always possible to restore the data that the Document Inspector removes.)

B. Check Accessibility: - A free tool available in excel that finds most accessibility issues and explains why it might
be a potential problem for someone with a disability. It also offers suggestions on how to
resolve each issue.

(Accessibility Checker is unable to detect some issues. That’s why it’s important to always review your work
visually to find the issues hiding from Accessibility Checker)

C. Check Compatibility: - You’ve upgraded to a new version of Excel, and realize you’ll be sharing workbooks with
people who haven’t upgraded yet. Running the Compatibility Checker can help you
identify features or information that might not be available in an earlier version, so you
can resolve some of those issues before you your workbook.

Version History
Version History helps us see what changes have been made in a file, compare different versions, or restore the
version you want

(This is incredibly important if a mistake was made, you have issues with malware of a virus, or you just prefer a
previous version. This is also important when you’re collaborating with others and someone makes changes you
didn’t want in a file.)

Manage Workbook (Recover Unsaved Files)

This feature restores the last saved version of a workbook after an accidental closure or crash. To use it, you must
have saved the workbook at least once. When you next open Excel, the Document Recovery pane will appear on the
left, displaying the last saved version. You can then select the file you want to recover and save it.

4. Save: - Use Save or press (Ctrl+S) to save an existing workbook in its current location.
5. Save As: - Use Save As to save your workbook for the first time, in a different location, or to create a copy of
your workbook in the same or another location.
6. Print: - There are three options under print in Microsoft Excel. Shortcut (Ctrl+P)
Print Active Sheets: - Use this option to print all the information present in active worksheets in your
Print Entire Workbook: - Use this option to print all the data present in each of the worksheets in the
workbooks

Print Selection: - Use this option to print just the cells that are currently selected in your workbook.
By setting things up before you’re ready to print, you can control what is printed.

Setting Print Range: - If you have 3 pages on your workbook/worksheet, but you wish to print first two
pages. Put 1 & 2 in the blank spaces after the pages.

1 2

Collating Copies: - If you have a worksheet that occupies five pages, and you are printing multiple copies,
you can either print them collated or uncollated. When they are collated, they are in page 1-5 order for
each of the five sets. If they are not collated, five copies of the first page are printed, then five of the
second, and so on.

Page Orientations: - Tere are two common page orientations

 Landscape Orients: - It is wider than its tall.
 Portrait Orients: - It is taller than its wide.

Landscape
Portrait
Preferring Paper Size: - You can choose the paper size based on your dataset. For example, if you have a
larger dataset, you may choose the A3 paper size. And if you want to print in standard paper size you can
choose A4 paper size.

Page Margins: - Page margins are the blank spaces between your data and the edges of the printed page.
Top and bottom page margins can be used for things such as headers, footers, and page numbers.

 To use pre-defined margins, select anyone – Normal, Wide, Narrow.

 If you previously used a custom margin setting, that setting is available as the Last Custom Setting
option.
 To specify custom page margins, click Custom Margins and then-in the Top, Bottom, Left and Right
boxes-enter the margin sizes that you want.
 To set header or footer margins, click Custom Margins, and then enter a new margin size in the
Header or Footer box. Setting either the header or footer margins changes the distance from the
top edge of the paper to the header or from the bottom edge of the paper to the footer
 The header and footer settings should be smaller than your top and bottom margin settings, and
larger than or equal to your minimum printer margins.
 To centre the page horizontally or vertically, click Custom Margins and then, under Centre on page
select the Horizontally or Vertically check box.

To adjust the margins in Print Preview, select the Show Margins box in the lower right
corner of the preview window, and then drag the black margin handles on either side or at
the top or bottom of the page.

Show margins


Page margins that you define in a particular worksheet are stored with that worksheet when
you save the workbook. You can’t change the default page margins for new workbooks.

Scaling: - This is use to scale a worksheet for printing by shrinking or enlarging its size to better fit the
printed pages.

You will get the four scaling options if you click on the drop-down arrow of the No Scaling option.

 No Scaling: - Print Sheets at their actual size.

 Fit Sheet on One Page: - Shrink the printout so that it fits on one page.
  Fit All Columns on One Page: - Shrink the printout so that it is one page wide.
 Fit All Rows on One Page: - Shrink the printout so that it is one page high.

Drop-down arrow
 Custom Scaling: - To specify custom scaling click on Custom Scaling Options, you will get new
window for custom scaling.

Fit to - On the Page tab, select the Fit to check box. In the Pages wide by and Tall boxes, enter
the number of pages on which you want to print the sheet.

Adjust to – On the Page tab, select the Adjust to check box, and select the percentage to
reduce or enlarge the sheet to fit the page.

If you previously used a custom scaling options setting, that setting is available as the custom
scaling option.

Modifying Page Setup Options of Printing Setting: - Click on the Page Setup option under the scaling
options, you will see page setup dialog box after clicking on the page setup option, four tabs are available
in the above dialog box, namely Page, Margins, Header/Footer & Sheet.
 7. Share: - We use this option to share the file with multiple users and send it over email.
8. Export: - We use this option to export the file in PDF or XPS document and we can change the file type as
well. To export the file, we can follow the steps: - Click on File tab > Export. And then we can export it as per
our requirement.
9. Close: - We use this option to close the file. Ctrl+W is the shortcut key to close the workbook or we can
follow the steps: - Click on File tab > Close, active file will be closed. When we close the file, we get the
confirmation message to save the file or not or cancel the command.

10.Account: - We use this option to sign in to our office account and we can change office theme, too. We
can follow the steps: - Click on File tab > Active, Active window will appear.
11.Options: - We use this option to add extra and advanced features, like Developer tab, Power pivot,
Analysis tool pack and many more. Also, we can change the default setting, like font size, font style, number
of sheets etc.

(Home Tab)
Clip Board Group
1. Cut: - Remove the selection and put it on the clipboard. So, you can paste it somewhere else.
2. Copy: - Put a copy of the selection on the clipboard. So, you can paste it somewhere else.
3. Paste: - This is used to move text, graphics, and other content into a document. The available options depend
on the type of content being pasted
4. Format Painter: - If you like the look of a particular selection, you can apply that look to other content in the
document.
Steps to use this option:
1. Select content with formatting you like
2. Click Format Painter
3. Select something else to automatically apply the formatting

FYI: To apply the formatting in multiple places, double-click Format Painter.

5. Clipboard: - Clipboard in Microsoft Word stores up to 24 items that are copied or cut from anywhere in the
program or other office applications. The Clipboard only stores content until an Office app is closed
or the computer is turned off.
Font Section

Font Group
1. Font: - Pick a new font for your text.
2. Font Size: - Change the size of your font.
3. Increase Font Size: - Make your font a bit bigger.
4. Decrease Font Size: - Make your text a bit smaller.
5. Bold: - Make your font Bold.
6. Italic: - Italicize your text.
7. Underline: - Underline your text.
8. Border: - Apply border to the currently selected cells.
9. Fill Colour: - Colour the background of cells to make them standout.
10. Font Colour: - Change the colour of your font.

Alignment Group
1. Top Align: - Align your text to the top.
2. Middle Align: - Align your text to the between top and bottom of the cell.
3. Bottom Align: - Align your text to the bottom.
4. Align Left: - Align your content to the left.
5. Centre: - Centre Your Content.
6. Align Right: - Align your content to the right.
7. Decrease Indent: - Move your content closer to the cell border.
8. Increase Indent: - Move your content further away from the cell border.
9. Orientation: - Rotate your text diagonally or vertically. This is a great way to label narrow columns.
10. Wrap Text: - Wrap extra-long text into multiple lines, so you can see all of it.
11. Merge and Centre: - Combine all the selected cells in a new larger cell and centre the content to the new
combined cell.
 Merge Across: Merge selected cells in the same row into one large cell.
 Merge Cells: Merge the selected cells into one large cell.
 Unmerge Cells: Split the current cell into multiple cells.

(Merge & Centre is a great way to create a label that spans multiple columns)

Number Group
1. Number Format: - Choose the format of your cells, such as percentage, currency, data, or time etc.
2. Account Number Format: - Format your cells as Dollars, Euros, or other Currencies.
3. Percent Style: - Format your selected cells as percentage.
4. Comma Style: -
5. Increase Decimal: - Increase decimal places of the selected cells according to your wish.
6. Decrease Decimal: - Decrease decimal places of the selected cells according to your wish.

Styles Group
1. Conditional Formatting: - Easily spot trends and patterns in your data using bars, colours, and icons to visually
highlight important values.
2. Format as Table: - Quickly convert a range of cells to a table.
3. Cell Style: - Change cell style. A colourful style is a great way to make important data standout on the sheet.

Cells Group
1. Insert Cells: - Add a new cells, rows, columns or sheet to your workbook.
FYI: To insert multiple rows or columns at a time select multiple rows or columns in a sheet, and click insert.
2. Delete Cell: - Delete cells, rows, columns or sheet to your workbook.
FYI: To delete multiple rows or columns at a time, select multiple rows or columns in a sheet and click delete.

3. Format: - Change the row height or columns width, rename sheets, move or copy sheets, change tab colour,
 protect or hide cells or sheet.

Editing Group
1. Auto Sum: - Automatically add it up. Your total will appear after the selected cells. Short cut key: (Alt+=)
2. Fill: - Continue a series or pattern into neighbouring cells in any direction.
3. Clear: - Delete everything in the cell or remove just the formatting, contents, comments or hyperlinks.
4. Sort & Filter: - Organize your data so it’s easier to analyze. You can sort the selected data from smallest to
largest, largest to smallest or filter out specific values.
5. Find & Select: - Click to see the options for finding text in your document. You can use advance search options
to replace text, jump right to a specific spot or pick other ways to narrow your search.
1) Find: Use this option to search for text.
2) Replace: Use this option to search for text you’d like to change and replace it with something else.
3) Go To: Use this option to jump right to a specific page, line, footnote, comment or other place in your
document faster then scrolling.
4) Go To Special:
(a) Notes: Use this option to select cells that contain notes.
(b) Comments: Use this option to select cells that contain comments.
(c) Constants: Use this option to select cells that contain constants.
(d) Formulas: Use this option to select cells that contain formulas.
(Note: The check boxes below Formulas define the type of formula.)
(e) Blanks: Use this option to select the blank cells.
(f) Current region: Use this option to select the current region, such as an entire list. – (Ctrl+A)
(g) Current array:
(h) Objects: Use this option to select all the Graphical objects, including charts and buttons, on the
worksheet and in text boxes.
(i) Row differences: Use this option to select all the cells that differ from active cell in a selected
row. There is always one active cell in a selection – weather this is a range, row,
or column. By pressing the Enter or Tab key, you can change the location of the
active cell, which by default is the first cell in a row.
(j) Column Differences: Use this option to select all cells that differ from the active cell in a selected
column. There is always one active cell in a selection - whether this is a range,
row, or column. By pressing the Enter or Tab key, we can change the location
of the active cell - which by default is the first cell in a column
(k) Precedents: Use this option to select cells that are referenced by the formula in the active cell.
Under Dependents, do either of the following:
 Click Direct only to find only cells that are directly referenced by formulas.
 Click All levels to find all cells that are directly or indirectly referenced by the cell
in selection.
(l) Dependents: Use this option to select cells with formulas that refer to the active cell.
Do either of the following
 Click Direct only to find cells with formulas that refer directly to the active cell.
 Click All levels to find all cells that directly or indirectly refer to the active cell.
(m) Last Cell: Use this option to select the last cell on the worksheet that contains data or formatting.
(n) Conditional Formats: Use this option to select only cells that have conditional formats applied.
Under Data validation, do either of the following:
 Click All to find all cells that have conditional formats applied.
 Click Same to find cells that have the same conditional formats as the currently
selected cell.
(o) Data validation: Use this option to select only cells that have data validation rules applied.
Do either of the following:
  Click All to find all cells that have data validation applied.
 Click Same to find cells that have the same data validation as the currently
selected cell.
5) Select Objects: Use this option to select objects including ink, shapes, and text areas.
This is especially useful when working with objects that are behind the text.
6) Selection Pane: Use this option to see a list of all your objects. This makes it easier to select objects,
change their order, or change their visibility.

(Insert Tab)
Tables Group
1. Pivot Table: - Use this option to easily arrange and summarize complex data in a pivot table.
FYI: You can double - click a value to see which detailed values make up the summarized data.
Data format tips and tricks
 Use clean, tabular data for best results.
 Organize your data in columns not rows.
 Make sure all columns have headers, with a single row of unique, non-blank labels for each column.
Avoid double rows of headers or merged cells.
 Format your data as an Excel table > select anywhere in your data, and then select Insert > Table from
the ribbon
 If you have complicated or nested data, use Power Query (for example, to unpivot your data) so it’s
organized in columns with a single header row.
2. Recommended Pivot Table: - Click this button to get a customized set of pivot tables and you can insert that
you think will best suit your data.
3. Table: - Use this option to create a table to organize and analyse related data. Table make it easy to
sort, filter, and format data within a sheet.

Illustrations Group
1. Insert Pictures: - Use this option to insert pictures from your computer, stock image library, or other online
sources.
2. Shapes: - Use this option to insert ready-made shapes such as circles, squares, arrows etc.
3. Icons: - Use this option to insert an icon to visually communicate using symbols.
4. 3D Models: - Use this option to insert a 3D model so you can rotate it and see all angles.
5. SmartArt: - Use this option to insert a SmartArt graphic to visually communicate information.
6. Screenshot: - Use this option to take a quick snapshot of part of the screen and add it to your document.

Charts Group
1. Recommended Charts: - Select data in your worksheet and click this button to get a customized set of charts.
You can insert that you think will best suit your data.
2. Column or Bar Chart: -
3. Line or Area Chart: -
4. Pie or Doughnut Chart: -
5. Hierarchy Chart: -
6. Statistic Chart: -
7. Scatter (X, Y) or Bubble Chart: - etc.

Tours Group
1. 3D Map: -
 Sparklines Group
1. Line Sparklines: -
2. Column Sparklines: -
3. Win/Loss Sparklines: -

Filters Group
1. Slicer: - Use a slicer to filter data visually. Slicer makes it faster and easier to filter tables, pivot tables, pivot
charts and cube functions.
2. Timeline: - Use a timeline to filter dates interactively. Timelines make it faster and easier to select time periods
in order to filter PivotTables, Pivot Charts and cube functions.

Links Group
1. Link: - Use this option to create a link in your document for quick access to web page and files. Hyper link can
also take you to places in your document.

Comments Group
1. Comments: - Use this option to add a note about this part of the document.

Text Group
1. Text Box: - Use this option to draw a text box anywhere in your worksheet.
2. Header & Footer: - The content of the header and footer repeats at the top and bottom of each printed page.
This is useful for showcasing information, such as file name, date, and time.
3. WordArt Text Box: - Use this option to add some artistic flair to your document. Using a WordArt text box
4. Signature Line: - Use this option to insert a signature line that specifies the individual who must sign.
5. Object: - Embedded objects are documents or other files you have inserted into this document. Instead of
having separate files, sometimes it is easier to keep them all embedded in a document.

Symbols Group
1. Equation: - Use this option to add a common mathematical equations to your document. Such as area of circle
or the quadratic formula.
You can also build your own equations using the library of math symbols and structures.
2. Symbol: - Use this option to add symbols to your document that are not on your keyboard.

(Page Layout Tab)

Themes Group
1. Themes: - Use this option to pick a new theme to give your document instant style. Each theme uses a unique
set to of colours, fronts & effects to create a consistent look and feel.
2. Theme Colours: - Use this option to quickly change all the colours used in your document by picking a different
colour palette.
3. Theme Fonts: - Use this option to quickly change the text in your document by picking a new font set. This is an
easy way to change all of your text at once.
4. Theme Effects: - Use this option to quickly change the general looks of objects in your document. Each option
uses various borders and visual effects, such as shading and shadow, to give your objects a
different look.
 Page Setup Group
1. Adjust Margins: - Use this option to set the margin sizes for your entire document or the current section.
Choose from several commonly-used margin formats or customize your own.
2. Change Page Orientation: - Use this option to give your page a portrait or landscape layout.
3. Choose Page Size: - Use this option to choose a paper size for your document.
4. Print Area: - Use this option to select an area on the sheet you would like to print.
5. Breaks: - Use this option to add a break where you want the next page to begin in the printed copy.
6. Background: - Use this option to choose a picture for your background and add some personality to your
document.
7. Print Titles: - Use this option to choose rows and columns you would like to repeat on each printed page. Such
as those with labels or headers

Scale to Fit Group

1. Width: - Use this option to shrink the width of your printout to fit a certain number of pages.
2. Height: - Use this option to shrink the height of your printout to fit a certain number of pages.
3. Scale: - Use this option to stretch or shrink your printout to a percentage of its actual size. Set width and height
to automatic when using this feature.

Sheet Options Group

Gridlines
1. View: - Check this option to show the lines between rows and columns to make the sheet easier to read.
The gridlines won’t print unless Print is also checked.
2. Print: - Check this option to print the lines between rows and columns to make the sheet easier to read.
Headings
1. View: - Check this option to show the column headings and row numbers. Column headings are the letters
or numbers that appear above the column on a sheet.
2. Print: - Check this option to print row and column headings. Row headings are the row numbers to the side
of the sheet. Column headings are the letters or numbers that appear above the column of a sheet.

Arrange Group
1. Bring Forward: - Use this option to bring the selected object forward one level so that it’s hidden behind the
fewer objects.
2. Bring Front: - Use this option to bring the selected object in front of all other objects.
3. Send Backword: - Use this option to send the selected object backword one level so that it’s hidden behind the
more objects.
4. Send Back: - Use this option to send the selected object behind the all-other objects.
5. Selection Pane: - Use this option to see a list of all your objects. This makes it easier to select the objects,
change their order, or change their visibility.
6. Align: - Use this option to change the placement of your selected objects on the page. This is great for aligning
objects to the margins or other edge of the page you can also align them relative to one another.
7. Group: - Use this option to join objects together to move and format them as if they were a single object.
8. Rotate: - Use this option to rotate or flip the selected object.
 (Formulas Tab)
Function Library Group

Defined Names Group

1. Name Manager: - Use this option to create, edit, delete and find all the names used in the workbook. Names
can be used in formulas as subtitles for cell references.
2. Define Name: - Use this option to define and apply names.
3. Use in Formula: - Use this option to choose a name used in this workbook and insert it into the current
formula.
4. Create from Selection: - Use this option to automatically generate names from selected cells

Formula Auditing Group

1. Trace Precedents: - Use this option to show arrows that indicate which cells affect the value of the current
selected cell. Shortcut Key: Ctrl+[
2. Trace Dependents: - Use this option to show arrows that indicate which cells are affected by the value of the
currently selected cell. Shortcut Key: Ctrl+]
3. Remove Arrows: - Use this option to remove arrows drawn by the trace precedents or trace dependents.
4. Show Formulas: - Use this option to display the formula in each cell instead of the resulting value.
5. Error Checking: - Use this option to check the common errors that occur when using formulas.
6. Evaluate Formula: - Use this option to evaluate each part of the formula individually. Stepping through the
formula part by part can help you verify it’s calculating correctly.
7. Watch Window: - Use this option to Add cells to the Watch Window list to keep an eye on their values as you
update other parts of the sheet. The watch window stays on top so you can watch these
cells, even when you are working on other sheets.

Calculation Group
1. Calculation Options: - Use this option to choose to calculate formulas automatically or manually. If you make a
change that affects value excel will automatically recalculate it.
2. Calculate Now: - Use this option to calculate the entire workbook now. You only need to use this if automatic
calculation is turned off.
3. Calculate Sheet: - Use this option to calculate the active sheet now. You only need to use this if automatic
calculation is turned off.

(Data Tab)
Get & Transform Data Group
Queries & Connections Group
1. Refresh All: - Use this option to get the latest data by refreshing all sources in the document.
2. Queries & Connections: -
3. Properties: -
4. Workbook Links: -

Sort & Filter Group

1. Sort A to Z: - Use this option to sort your data lowest to highest.
2. Sort Z to A: - Use this option to sort your data highest to lowest.
3. Sort: - Use this option to find values quickly by sorting your data.
4. Filter: - Use this option to turn on filtering for the selected cells. Then, click the arrow in the column header to
narrow the data.
5. Clear: - Use this option to clear the filter & sort state for the current range of data.
6. Reapply: - Use this option to reapply the filter & sort on the current range so the changes you have made are
Included.
7. Advanced: - Options for filtering using complex criteria.

Data Tools Group

1. Text to Columns: - Use this option to split a single column of text into multiple columns.
e.g. – You can separate a column of full names into separate first and last name columns.
- You can choose how to split it up: Fixed width, split at each comma, period or other
character.
2. Flash Fill: - Use this option to automatically fill in values. Enter a couple of examples you want as output and
keep the active cell in the column you want filled in.
3. Remove Duplicates: - Use this option to delete duplicate rows from a sheet. You can pick which column should
be checked for duplicate information.
4. Data Validation: - Use this option to pick from a list of rules to limit the type of data can be entered in a cell.
For example: you can provide a list of values like 1,2,3 etc. or only allow numbers greater
then1000 as valid entries.
5. Consolidate: - Use this option to summarize data from separate ranges, consolidating the result in a single
output range.
6. Relationships: -
7. Manage Data Model: -

Forecast Group
1. What-If Analysis
a) Scenario Manager: -
b) Goal Seek: -
c) Data Table: -
2. Forecast Sheet: -

Outline Group
1. Group: -
2. Un-Group: -
3. Sub-Total: -

(Review Tab)
Proofing Group
1. Spelling: - Use this option to check for errors in text on a worksheet. It can also be used to change the spelling
language.
2. Thesaurus: - This option suggests us another way to say what do you mean.
3. Workbook Statistics: - Cells, formulas, charts, tables. Excel count them so we don’t have to.

Accessibility Group
1. Check Accessibility
a) Check Accessibility: Use this option to make sure that your file follows accessibility best practices. Excel
help you fix issues quickly with easy-to-follow directions or recommendations.
b) Alt Text: Use this option to create text descriptions of objects for screen readers.
c) Format as Table: Use this option to convert your selected range in table.
d) Unmerge Cells: Use this option to split the current cell into multiple cells.

Insights Group
1. Smart Lookup: Use this option to search for definitions, images, web pages and other results from various
online sources.

Language
1. Translate: Use this option to translate the selected text into a different language.

Changes Group
1. Show Changes: Use this option to view details of who changed what, where, and when in this workbook.

Comments Group
1. New Comment: Use this option to add a comment about this part of the document.
2. Delete Comment: Use this option to delete the selected comment.
3. Previous comment: Use this option to jump to the previous comment.
4. Next Comment: Use this option to jump to the next comment.
5. Show Comments: Use this option to show the Comments pane to view, edit, reply to, and delete comments.

Notes Group
1. New Note: Use this option to add a note about this part of the document.
2. Previous Note: Use this option to jump to the previous note.
3. Next Note: Use this option to jump to the next note.
4. Show/Hide Note: Use this option to show or hide the note on the active cell.
5. Show All Notes: Use this option to display all notes in sheet.
6. Covert to Comments: Use this option to convert all notes to threaded comments.

Protect Group
1. Protect Sheet: Use this option to prevent unwanted changes from others by limiting their ability to edit.
For Example: you can prevent people from editing locked cells, or making formatting changes.
2. Protect Workbook: Use this option to keep others from making structural changes to your workbook, such as
moving, deleting, or adding sheets.
3. Allow Edit Ranges: Use this option to set up password protection on ranges, and choose people who can edit
those ranges. Once setup, click Protect Sheet to activate the password-protected ranges.
4. Unshare Workbook:

Ink Group
1. Hide Ink: Use this option to hide all of the ink in your document. This will not delete your ink. Clicking the
button again will make ink visible.
2. Delete All Ink on Sheet: Use this option to delete all ink on the active sheet only.
3. Delete All Ink in Window: Use this option to delete all ink on the workbook.
 Share Workbook Group
1. Share Workbook (Legacy): Use this option to share your workbook so that others can work in it at the same
time.
FYI: Workbooks containing tables can’t be shared.

(View Tab)
Sheet View Group
1. Keep:
2. Exit:
3. New:
4. Options:

Workbook Views Group

1. Normal View: Use this option to see your document in Normal view.
2. Page Break Preview: Use this option to see where the page breaks will appear when your document is printed.
3. Page Layout View: Use this option to see how your printed document will look.
4. Custom Layout Views: Use this option to save your current display and print setting as a custom view that you
can quickly apply in the future.

Show Group
1. Ruler:
2. Headings:
3. Gridlines:
4. Formula Bar:

Zoom Group
1. Zoom: Use this option to zoom your worksheet to the level that’s right for you.
2. Zoom 100%: Use this option to zoom your document to 100%.
3. Zoom the Selection: Use this option to zoom the sheet so the selected range of cells fills the entire window.
This can help you focus on a specific area of the sheet.

Window Group
1. New Window: Use this option to open a second window for your document so you can work in different places
at the same time.
2. Arrange All: Use this option to stack your open windows so you can see all of them at once.
3. Freeze Panes: Use this option to freeze a portion of the sheet to keep it visible while you scroll through the rest
of the sheet. This is useful for checking out data in other parts of your worksheet without losing
your headers or labels.
4. Split: Use this option to divide the window in different panes that each scroll separately.
5. Hide: Use this option to hide the current window. To bring the window back click the Unhide button.
6. Un-Hide: Use this option to Un-Hide the hide window.
7. View Side by Side: Instead of switching back and forth between workbooks, view them side by side. It makes
comparing them easier.
8. Synchronous Scrolling: Use this option to scroll two documents at the same time. This is a great way to
compare documents line by line or scan for differences. To use this feature,
 turn on View Side by Side.
9. Reset Window Position:
10. Switch Windows: Use this option to Quick switch to another open window.

Macros Group
1. View Macros:
2. Record Macro:
3. Use Relative References:
 Additional Tabs

(Table Design Tab)

Properties Group
1. Table Name: Use this option to edit the name of current selected table used to refer to it in formulas.
2. Resize Table: Use this table to resize current selected table by adding or removing rows and columns.

Tools Group
1. Summarize with PivotTable: Use this option to summarize the data in this table using a pivot table.
2. Remove Duplicates: Use this option to delete duplicate rows from a sheet. You can pick which column should
be checked for the duplicate information.
3. Convert to Range: Use this option to convert the current selected table into a normal range of cells. All of the
data is preserved.
4. Insert Slicer: Use a slicer to filter data visually. Slicers make it faster and easier to filter Tables, PivotTables,
Pivot Charts, and cube functions.

External Table Data Group

1. Export Table to SharePoint List:
2. Export Table to Visio Pivot Diagram:
3. Refresh:
4. Properties:
5. Open in Browser:
6. Unlink:

Table Style Options Group

1. Header Row: Use this option to turn on or off the header row of the table.
2. Total Row: Use this option to turn on or off the total row of the table. The total row is a row at the end of the
table which displays totals for each column.
3. Banded Rows: Use this option to display banded rows, in which even rows are formatted differently from odd
rows. This banding can make tables easier to read.
4. First Column: Use this option to display special formatting for the first column of the table.
5. Last Column: Use this option to display special formatting for the last column of the table.
6. Banded Column: Use this option to display banded columns, in which even columns are formatted differently
from odd columns.
7. Filter Button: Use this option to display the filter button in the header row of each column.

Table Styles Group

1. Quick Styles: Select anyone to quickly change the visual style of your table.
 (PivotTable Analyze Tab)
Pivot Table Group
1. PivotTable Name:
2. Options
a) PivotTable Options:
b) Show Report Filter Pages:
c) Generate GetPivotData:

Active Field Group

1. Active Field Name:
2. Field Setting:
3. Drill Down:
4. Drill Up:
5. Expand Field:
6. Collapse Field:

Group-Group
1. Group Selection:
2. Ungroup:
3. Group Field:

Filter Group
1. Insert Slicer:
2. Insert Timeline:
3. Filter Connections:

Data Group
1. Refresh:
2. Change Data Source:

Actions Group
1. Clear
a) Clear All:
b) Clear Filters:
2. Select
a) Lables & Values:
b) Lables:
c) Values:
d) Entire PivotTable:
e) Enable Selection:
3. Move PivotTable:

Calculations Group
 Tools Group
1. PivotChart:
2. Recommended PivotTables:

Show Group
1. Field List:
2. +/- Buttons:
3. Field Headers:

(Picture Format Tab)

Adjust Group
1. Remove Background: Use this option to automatically remove unwanted portions of the picture.
If needed, use marks to indicate areas to keep or remove from the picture.
2. Corrections: Use this option to improve the brightness, contrast, sharpness of the picture.
3. Colour: Use this option to change the colour of the picture to improve quality or match document content.
4. Artistic Effects: Use this option to add artistic effects to the picture to make it look more like a sketch or
painting
5. Transparency: Use this option to adjust the transparency of the picture to allow what is behind it to be seen.
6. Compress Picture: Use this option to compress picture in the document to reduce its size.
7. Change Picture: Use this option to remove or replace the selected picture, while maintaining the size and
position of the picture object.
8. Reset Picture: Use this option to discard all of the formatting changes you made to this picture.

Picture Styles Group

1. Quick Styles: Use this option to change the overall look of your picture. The predefine styles make it easy for
you to explore different looks.
2. Picture Border: Use this option to pick the colour, width and line style for the outline of your shape.
3. Picture Effects: Use this option to apply a visual effect to the picture, such as a shadow, glow, reflection, or 3-D
rotation.
4. Picture Layout: Convert to SmartArt Graphic: Use this option to convert the selected pictures to a SmartArt
Graphic to easily arrange, caption, and realize the pictures.

Accessibility Group
1. Display the Alt Text Pane: Use this option to create a text description of objects for the screen readers.

Arrange Group
1. Bring Forward: Use this option to bring the selected object forward one level so that it’s hidden behind fewer
objects.
2. Bring to Front: Use this option to bring the selected object in front of all other objects.
3. Send Backword: Use this option to send the selected object backword one level so that it’s hidden behind
more objects.
4. Selection Pane: Use this option to send the selected object behind the all-other objects.
5. Align Multiple Objects
a) Align Left: Use this option to aligns objects along their left edges.
b) Align Centre: Use this option to aligns objects vertically through their centers.
 c) Align Right: Use this option to aligns objects along their right edges.
d) Align Top: Use this option to aligns objects along their top edges.
e) Align Middle: Use this option to aligns objects horizontally through their middles.
f) Align Botton: Use this option to aligns objects along their bottom edges.

(Important: If the Align options are unavailable, you may have a single item selected. Select one, or more, additional
items, and then you should be able to continue.)

Arrange objects equal distances from each other.

g)Distribute Horizontally: To arrange the objects horizontally, click Distribute Horizontally.
h)Distribute Vertically: To arrange the objects vertically, click Distribute Vertically.
i)Snap to Grid: To snap shapes or other objects to the closest intersection of the grid, click Snap to Grid.
j)Snap to Shape: To snap shapes or other objects to grid lines that go through the vertical and horizontal
edges of the shapes or objects, click Snap to Shape.
k) View Gridlines:
6. Group: Use this option to join objects together to move and format them as if they were a single object.
7. Ungroup: Use this option to break the connection between grouped objects so that you can move them easily
individually again.
8. Rotate: Use this option to rotate or flip the selected objects.

Size Group
1. Crop
a)Crop: Use this option to crop your picture to remove any unwanted areas.
b)Crop to Shape: Use this option to crop your picture into the shape.
c)Aspect Ratio:
d)Fill: If you want to fill the entire shape with the picture, select Crop > Fill. Some outer edges of the picture
might be cropped away. There won’t be any empty space at the margins of the shape.
e) Fit: To make the entire picture fit within the shape, select Crop > Fit. There might be some empty space at
the margins of the shape.
2. Shape Height: Use this option to change the height of the picture or shape.
3. Shape Width: Use this option to change the width of the picture or shape.

(Shape Format Tab)

Insert Shapes Group
1. Shapes:
2. Edit Shape
a) Change Shape:
b) Edit Points:
c) Reroute Connectors:
3. Text Box:

Shape Styles Group

1. Quick Styles:
2. Shape Fill:
3. Shape Outline:
4. Shape Effects:

WordArt Styles Group

1. Quick Styles:
2. Text Fill:
3. Text Outline:
4. Text Effects:

Accessibility Group
1. Display the Alt Text Pane: Create a text description of objects for screen readers.

Arrange Group
2. Bring Forward:
3. Bring to Front:
4. Send Backword:
5. Send Back:
6. Selection Pane:
7. Align:
8. Group:
9. Ungroup:
10. Rotate:

Size Group
1. Shape Height:
2. Shape Width:

(SmartArt Design Tab)

Create Graphic Group
1. Add Shape
a) Add Shape After: Add a shape after the selected shape.
b) Add Shape Before: Add a shape before the selected shape.
c) Add Shape Above: Add a shape one level above the selected shape.
d) Add Shape Below: Add a shape one level below the selected shape.
e) Add Assistant: Add an assistant into your Organization Chart. This option is only available if you
have chosen an organization chart layout found in the Hierarchy category.
2. Add Bullet: Add a text bullet to your SmartArt graphic. This option is available only if the selected layout
supports bulleted text.
3. Test Pane: Show or hide the Text Pane. Text Pane helps you to quickly input and organize the text in SmartArt
graphic
4. Promote Selection: Increase the level of the selected Bullet or shape. This option is most useful when working
with The Text Pane.
5. Demote Selection: Decrease the level of the selected bullet or shape. This option is most useful when working
with the Text Pane.
6. Right to Left: Switch the layout of the SmartArt graphic between Left to Right or Right to Left.
7. Move Up: Move the current selection forward in the sequence.
8. Move Down: Move the current selection backword in the sequence.
9. Organization Chart Layout: Change the branch layout for the selected shape. This option is available only if
you are using an organizational chart layout, found in the Hierarchy category.
a) Standard: Horizontally centre and arrange the subordinate shapes below the selected shape
 b) Both Hanging: Vertically Centre and arrange the subordinate shapes below the selected shape.
c) Left Hanging: Vertically arrange the subordinate shapes below and to the left of the selected shape.
d) Right Hanging: Vertically arrange the subordinate shapes below and to the right of the selected shape.

Layouts Group
1. Change Layout: Change the layout applied to the SmartArt graphic.

SmartArt Styles Group

1. Change Colors: Change the color variation applied to the SmartArt graphic.
2. Quick Styles: Quickly change the visual style of the SmartArt graphic.

Reset Group
1. Reset Graphic: Discard all of the formatting changes made to the SmartArt graphic.
2. Convert to Shapes: Convert a SmartArt graphic to shapes so that any shape can be moved, resized or deleted
independently of the remaining shapes.

(SmartArt Format Tab)

Shapes Group
1. Edit in 2-D: Change to 2-D view to resize and drag shapes in the SmartArt graphic. This option is available only if
you have applied a 3-D style to the SmartArt graphic
2. Change Shape: Change the shape of the drawing, preserving all the formatting.
3. Larger: Increase the size of the selected shape.
4. Smaller: Decrease the size of the selected shape.

Shape Styles Group

1. Quick Styles: Quickly add a visual style to the selected shape or line.
2. Shape Fill: Fill the selected shape with a solid color, gradient, picture, or texture.
3. Shape Outline: Pick the color, width, and line style for the outline of your shape.
4. Shape Effects: Apply a visual effect to the selected shape, such as shadow, glow, reflection, or 3-D rotation.

WordArt Styles
1. Quick Styles: Quickly add some artistic flair to your text.
2. Text Fill: Fill the selected text with a solid color, gradient, picture, or texture.
3. Text Outline: Customized the outline of your text by choosing the color, width and line style.
4. Text Effects: Add a visual effect such as shadow, glow, or reflection to your text.

Accessibility Group
1. Alt Text: Create text descriptions of objects for screen readers.

Arrange Group
Size Group
 (Slicer Tab)
Slicer Group
1. Slicer Caption: Use this option for slicer option.
2. Slicer Setting: Change the Display settings for the slicer.
3. Report Connections: Allow users to link a slicer to multiple pivot tables.

Slicer Styles Group

1. Quick Styles:

Arrange Group
1. Bring Forward:
2. Bring To Front:
3. Send Backword:
4. Send Back
5. Selection Pane:
6. Align:
7. Group:
8. Rotate:

Buttons Group
1. Columns: Change the number of columns in the slicer.
2. Height:
3. Width:

Size Group
1. Height:
2. Width:

(Chart Design Tab)

Chart Elements
In Microsoft Excel, chart elements are the different parts that make up a chart. Here’s is a simple explanation

1. Axes: These are the lines on the sides of the chart. The X-axis (horizontal) usually shows categories, and
the Y-axis (Vertical) shows values.
2. Axis Titles: Axes Titles in Excel are labels for the horizontal (X-axis) and Vertical (Y-axis) of a chart. They describe
what kind of data each axis represents.
3. Chart Title: This is the heading of your chart, which tells what the chart is about.
4. Data Labels: These show specific values for data points directly on the chart, making it easier to read exact
numbers.
5. Data Table: Data table displays the data used to create the chart directly below it. It provides a clear view of the
numbers or data points that the chart represents, making it easier to understand the chart without
looking at the data source separately.
6. Data Series: These are the sets of data that are represented in the chart. Each series can have a different colour
or pattern
7. Gridlines: These are the lines that go across the chart, making it easier to see and compare values.
8. Legend: This explains what the different colours, patterns, symbols in the chart represent. It helps identify
different data series.
9. Trendline:
10. Error Bars:
11. Plot Area: This is the part of the chart where your data is actually plotted or displayed.
12. Chart Area: This is the entire area of the chart, including the plot area, titles, legend, and all other elements.

Chart Layouts Group

1. Add Chart Element:
a) Axes:
b) Axis Titles:
c) Chart Title:
d) Data Labels:
e) Data Table:
f) Error Bars:
g) Gridlines:
h) Legend:
i) Lines:
j) Trendline:
k) Up/Down Bars:
2. Quick Layout:

Chart Styles Group

1. Chart Quick Colour:
2. Quick Styles:

Data Group
1. Switch Row/Column:
2. Select Data:

Type Group
1. Change Chart Type:

Location Group
1. Move Chart:

(Chart Format Tab)