Mail merge is used to create multiple also called building blocks.

documents at once. These documents have

AutoText is a common type of building block that
identical layout, formatting, text, and graphics.
stores text and graphics.
Only specific sections of each document vary
and are personalized. The Building Blocks Organizer allows you to find
or edit a building block.
Three (3) documents involved in the mail
merge process:

Main document – contains text and graphics (a

logo or an image, for example) that are identical
for each version of the merged document. An
example of identical content is the return
address on the envelope or in the body of a letter
or an email message.

Mailing list/data source – contains the data that

is used to fill in information in your main
document. For example, your mailing list
contains the addresses to be printed on the
labels or envelopes. Examples of mailing lists
are:

• Excel spreadsheet
• Outlook contact list
• Access database

Merged document – a combination of the main

document and the mailing list. Information is
pulled from your mailing list and inserted in your
main document, resulting in the merged
document—the letter, email, labels, or
envelopes—personalized for different people on
the mailing list.

• The most important step in the mail merge

process is to set up and prepare data.

A macro is a series of commands and

instructions that are grouped together as a single
command to accomplish a task automatically.

The Quick Part Gallery is used to create, store,

and reuse pieces of content, including AutoText,
document properties (such as title and author),
and fields. These reusable blocks of content are
A formula is an expression that calculates and
returns a value.

A formula always starts with an equal sign (=).

• Example: =PI() * 2 + A2

The parts of a formula are:

Function – a named operation that replaces the

arithmetic expression in a formula

Reference – a cell or a range of cells on a

worksheet with value(s)
Constant – a number or value entered directly arguments (the values a function uses to
into a formula calculate) wrapped in parentheses.

Operator – a special character that specifies the • The most popular functions in Excel are:
type of calculation.
o SUM adds the values in selected cells.
PI() is a function. A2 is a reference. 2 is a
o MIN returns the smallest number in a range of
constant. * and + are operators.
cells.
The types of operator used in Excel are the
o MAX returns the largest number in a range of
following:
cells.
An arithmetic operator can perform basic
o COUNT counts the number of cells in a range
mathematical operations, combine numbers, or
the contain numbers.
produce numerical results. The arithmetic
operators are +, -, *, /, %, and ^. o AVERAGE returns the average of numbers in a
range of cells.
The ^ operator raises a number to a power. Ex. 3
^ 2 is equal to 27.

The comparison operators are used to compare

values; the result of a comparison is either TRUE
or FALSE. The comparison operators are =, >, <,
>= (greater than or equal to), <= (less than or
equal to), and <> (not equal to). Ex. 5 <> 4 results
in TRUE.

The text concatenation operator (&) connects

two (2) text values to produce one (1) single text
value. Ex. Typing =("Reyes"&", "&"Nika") will
produce Reyes, Nika.

A reference operator combines ranges of cells

for calculations.

: (colon) – range operator

, (comma) – union operator

(space) – intersection operator; produces one (1)

reference to cells common to the two (2) VLOOKUP searches a value in the leftmost
column of a table, and then returns a value in the
Operator precedence specifies the order of same row from a specified column.
operations in a formula that contains more than
one (1) operator. Syntax: VLOOKUP(lookup_value, table_array,
col_index_num, [range_lookup])
Formulas with functions start with an equal sign
(=), then the function name follows with its The range_lookup parameter is optional and is
specified by typing either TRUE or FALSE. TRUE
represents an approximate match (the next cell borders, and cell shading.
largest value that is less than the lookup_value),
A number format controls how a value is
while FALSE represents an exact match.
displayed in a cell.

The following are number formats in Excel:

General – the default number format that is

applied when a number is typed

Number – used for the general display of

numbers

Ctrl G Currency – used for the general monetary values

and displays the default currency symbol with
numbers

Accounting – used for monetary values, but it

aligns the currency symbols and the decimal
points of numbers in a column

Date

Time

Percentage – multiplies the cell value by 100

and displays the result with a percent (%) symbol

Fraction

Ctrl F Scientific – displays a number in exponential

notation, replacing part of the number with E+n,
where E (Exponent) multiplies the preceding
number by 10 to the nth power. For example,
12345678901 is displayed as 1.23E+10, which is
1.23 times 10 the 10th power.

Text – displays the content exactly as you type it

Special – used for tracking lists and database

Borders are added around cells to: values; used to display a number as a postal
code (ZIP code), phone number, or Social
• Distinguish specific values
Security numbers
• Outline summarized values
• Separate data into ranges of cells. Custom – allows you to modify a copy of an
existing number format code.
A cell style is a defined set of formatting
characteristics, such as fonts and font sizes, Conditional formatting is applied to easily spot
number formats, patterns and trends in the data. This makes use
of colors, bars, and icons to visually highlight
important values.
To print a part of a worksheet:

1. Select the range of data that you want to print.

2. Click File > Print or press Ctrl + P.

3. Under Settings, choose Print Selection.

4. Click the Print button.

To print a table:

1. Click any cell within the table.

2. Click File > Print or press Ctrl + P.

3. Under Settings, choose Print Selected Table.

4. Click the Print button.

Pivot Tables Sort a Pivot Table

Filter a Pivot table

To filter data in Excel, you can:

CHARTS AND GRAPHS 1. Click any single cell inside a data set,
then on the data tab, Click Filter.
1. To create a chart or graph in Excel, follow
2. Select any cell within the range, go to
these steps:
Data>Filter, and choose text Filters or
2. Enter your data into Excel.
Number Filters.
3. Choose one of the graph and chart
3. Use the excel Filter shortcut
options.
Ctrl+Shift+L
4. Highlight your data and click 'Insert' to
4. Apply filters by selecting the header of
create your desired graph.
the column where the filter is to be
5. Adjust layout, colors, and labels as
applied, then go to data
needed.
tab>Sort&Filter>Filter
6. Explore different chart types by clicking
5. Use the FILTER function by typing
“recommended Charts” or “All Charts”
=FIlTER and specifying the range of
cells containing the data you want to
filter.