A

PROJECT

ON

“IT SKILLS LAB-1”

( BMB – 151 )

Submitted to Dr.A.P.J.Abdul Kalam Technical University, Lucknow in the partial

fulfillment of the requirement for the award of the degree of

Master of Business Administration

Session: 2024 – 2025

SUBMITTED TO: SUBMITTED BY:
Prof. AKHILESH TRIPATHI SURBHI SINGH
(Faculty of MBA Department) MBA 1ST SEMESTER

HARLAL INSTITUTE OF MANAGEMENT AND TECHNOLOGY

(Affiliated to Dr.A.P.J.Abdul Kalam Technical University, Lucknow)
Introduction to
MS EXCEL 2010

Data entry & formatting

Using formulas & functions
Presenting data with charts
Database features in Excel
 Table of Contents
Getting started with Microsoft Excel .................................................................................................... 4
What is MS Excel? ............................................................................................................................. 4
The MS Excel2010 window ................................................................................................................ 4
Starting MS Excel............................................................................................................................... 6
Closing MS Excel ................................................................................................................................ 6
Navigating within a worksheet .......................................................................................................... 6
Selecting cells.................................................................................................................................... 7
Selecting rows or columns................................................................................................................. 7
Entering data ........................................................................................................................................ 8
First you need a workbook ................................................................................................................ 8
Overview of data types ..................................................................................................................... 8
Data entry cell by cell ........................................................................................................................ 9
Deleting data..................................................................................................................................... 9
Moving data ...................................................................................................................................... 9
Copying data ..................................................................................................................................... 9
Using AutoFill ...................................................................................................................................10
Saving a workbook ...........................................................................................................................10
Editing data .........................................................................................................................................11
Editing cell contents .........................................................................................................................11
Inserting or deleting cells .................................................................................................................11
Inserting or deleting rows.................................................................................................................12
Inserting or deleting columns ...........................................................................................................12
Inserting or deleting a worksheet .....................................................................................................13
Moving or copying a worksheet........................................................................................................13
Renaming a worksheet .....................................................................................................................14
Formatting data...................................................................................................................................15
Cell formatting .................................................................................................................................15
Formatting rows and columns ..........................................................................................................15
Hiding rows and columns .................................................................................................................16
Keeping row and column headings in view .......................................................................................17
Formulas .............................................................................................................................................18
Creating a formula ...........................................................................................................................18
How formulas are evaluated ............................................................................................................19
Relative cell referencing ...................................................................................................................19
Absolute cell referencing ..................................................................................................................20
Functions .............................................................................................................................................22
Using AutoSum ................................................................................................................................22
Basic functions .................................................................................................................................22
The IF()function................................................................................................................................25
Nested functions ..............................................................................................................................25
Printing................................................................................................................................................26
Before you print ...............................................................................................................................26
Print Preview....................................................................................................................................27
Charts ..................................................................................................................................................28
Creating a chart................................................................................................................................28
Modifying a chart .............................................................................................................................29
Inserting graphics in a worksheet .....................................................................................................30
Data manipulation ...............................................................................................................................31
Sort ..................................................................................................................................................31
Filter ................................................................................................................................................32
Subtotals ..........................................................................................................................................33
MS Excel Practical Exercise ..................................................................................................................35

Acknowledgements
ThisdocumentisanupdatedversionoftheIntroductiontoMSExcel2007 guideproducedby the
Centre for Educational Technology (CET) at the University of Cape Town, South Africa.

ThisdocumentismadeavailableunderaCreativeCommonsLicenceCC-BYandisavailablefor
download at http://opencontent.uct.ac.za/

TheMSExcel2007guidewaswrittenbyDesireeMcKie&JaneNashinCET. The MS
Excel 2010 guide was updated by Ian Barbourin EDU (Commerce).
IntroductiontoMSExcel2010 Page4

GettingstartedwithMicrosoftExcel
Microsoft Excel andMicrosoftWordhavea lot incommon,sincethey both belongtotheMS Office
suiteofprograms.Thismeansthatifyouare familiarwith MSWord,thenyoualreadyknowhow to use
several MS Excel features!

IntheMSWord2010manual,you’llbeabletofindmoreinformationandguidanceon:

Usingthemouseandkeyboard
Starting the program
TheMicrosoftRibbon
Character formatting
Opening,savingandprintingfiles
Accessing Help

WhatisMSExcel?
Excelisallaboutnumbers!There’salmostnolimittowhatyou candowithnumbersinExcel, including sorting,
advanced calculations, and creating graphs. In addition, Excel’s formatting options mean that whatever
you do with your numbers, the result will always look professional!

Data files created with Excel are called workbooks (in the same way as Word files are called
documents).ButwhereWordstarts upwithasingleblankpage,Excelfiles bydefaultcontain three
blankworksheets.Thisgivesyoutheflexibilitytostorerelateddataindifferentlocations withinthe same file.
More worksheets can be added, and others deleted, as required.

You’lloftenhearExcelfilesreferredto asspreadsheets.Thisisagenericterm,which sometimesmeans a

workbook (file) and sometimes means a worksheet (a page within the file). Forthe sake of clarity, I’ll be
using the terms workbook and worksheet in this manual.

TheMSExcel2010window
First introduced in MS Office 2007, the ribbon makes it easy for you to find commands and features
thatwerepreviouslyburiedincomplexmenusandtoolbars.ThenewdesigninMicrosoftOffice2010 has seen
the File tab replacing the MS Office Button included in 2007 Office applications.

WhenyouclicktheFiletabinExcel2010,youseethesamebasiccommandsthatwere available
after you clicked the Microsoft Office Button or the File menu in Excel 2007.

Thesebasiccommandsinclude,butarenotlimitedto,Open,SaveandPrint.Somecommands,suchas Import,
have been moved to the ribbon in Excel 2010.
IntroductiontoMSExcel2010 Page5

IntheExcel2010window thetitlebardisplaysthenameofyourcurrentworkbook.Tabsatthebottom of the

screen identify the different worksheets available to you - I’ll show you a little later how to give them
meaningful names.
File Quickaccess
menu toolbar Ribbontabs Titlebar Windowcontrols

Formulabar

Active
cell

Zoomslider

Status Worksheets
bar

Noticehowtheworkingareaofthescreenisdividedintorows(1,2,3,4,...)andcolumns(A,B,C,
D, …). Together these provide an address, such a C10 or G21, that uniquely identifies each cell in the
worksheet.Arangeofcellsextendsinarectanglefromonecellto another, andisreferredto byusing the first
and last cell addresses separated by a colon.

Forexample,thegroupofcellsfromA3toG4wouldbewrittenasA3:G4

Intheexampleabove,thecurrentoractivecellisB7.Itissurroundedbyaheavyblack border,andits address is

displayed in the name box above column A. Its row and column numbers are also highlighted.

Ontherightofthenameboxisthe Formulabar.Thisdisplaysthevaluestoredintheactive cell,andis also the

place where you would enter a new data value or formula into that cell.
IntroductiontoMSExcel2010 Page6

StartingMSExcel
IfyouhaveanicononthedesktopforMSExcel,thenallyouhaveto doisdouble-click it to
open Excel.

Alternatively,clicktheStartbuttonandthen select:

AllPrograms>MicrosoftOffice>MicrosoftExcel

WhenyouopenExcelfromadesktopiconorfrom theStartmenu,anewemptyworkbook (consisting of

three worksheets) will be displayed on your screen.

Ifyoudouble-clickonanexistingExcelfilefrom insidetheWindowsExplorer window,then Excel will

open and display the selected file on your screen.

ClosingMSExcel
YoucancloseExcelbyclickingtheXonthefarrightofthetitlebarorby
selectingFile>Exit.Ifyouhaveunsaveddatayouwillbepromptedtosavethechangesbefore exiting.

Navigatingwithinaworksheet
Usingthemouse:

Usetheverticalandhorizontalscrollbarsifyouwanttomoveto anareaofthe screenthatis not

currently visible.

To move to a different worksheet, just click on the tab below the worksheet.
Usingthekeyboard:

Usethearrowkeys,or[PAGE UP]and[PAGE DOWN],tomoveto adifferentareaofthescreen. [CTRL]

+ [HOME} will take you to cell A1.

[CTRL]+ [PAGEDOWN]willtakeyouto thenextworksheet,oruse[CTRL] +[PAGEUP]forthe preceding

worksheet.
Youcanjumpquicklytoaspecificcellbypressing[F5]andtypinginthecelladdress.Youcanalso type the cell
address in the name box above column A, and press [ENTER].
IntroductiontoMSExcel2010 Page7

Selectingcells
Usingthemouse:

Click on a cell to select it.

Youcanselect arangeofadjacentcellsbyclickingonthefirstone,andthen draggingthe mouse over

the others.

Youcanselect asetofnon-adjacentcellsbyclickingonthefirstone,andthenholdingdown the [CTRL]

key as you click on the others.
Usingthekeyboard:

Use the arrow keys to move to the desired cell, which is automatically selected.

Toselectmultiplecells,holddownthe[SHIFT]keywhilethefirstcellisactive, andthenusethe arrow keys to

select the rest of the range.

Selectingrowsorcolumns
To select all the cells in a particular row, just click on the row number (1, 2, 3, etc.) at the left edge of
theworksheet.Holddownthemousebuttonanddragacrossrownumberstoselect multipleadjacent rows.
Hold down [CTRL] if you want to select a set of non-adjacent rows.

Similarly,toselectallthecellsincolumn,youshouldclick onthecolumnheading(A,B,C, etc.)atthe top edge

of the worksheet. Hold down themouse button and drag across column headings to select multiple
adjacent columns. Hold down [CTRL] if you want to select a set of non-adjacent columns.

Youcanquicklyselect allthecellsinaworksheetbyclickingthesquareto theimmediateleft ofthe Column A

heading (just above the label for Row 1).

Toselecttheentireworksheetyoucanalsopress[CTRL]+[A].

Note:Iftheworksheetcontainsdata, [CTRL]+[A]selectsthecurrentregion.Pressing [CTRL]+[A]a second

time selects the entire worksheet.
IntroductiontoMSExcel2010 Page8

Enteringdata
Firstyouneedaworkbook
Beforeyoustartenteringdata,youneedtodecidewhetherthisisacompletelynewproject deserving a
workbook of its own, or whether the data you are going to enter relates to an existing workbook.
Rememberthatyoucanalwaysaddanewworksheettoanexisting workbook,andyou’llfinditmuch easier to
work with related data if it’s all stored in the same file.

Ifyouneedtocreateanewworkbookfrominside Excel:
1. ClickontheFiletab,selectNewandthendoubleclickBlankworkbook.
2. Sheet1ofanewworkbookwill bedisplayedonyourscreen,withcellA1active. To
open an existing workbook from inside Excel:
1. Clickonthe Filetab,clickOpen,andthennavigateto thedriveandfolder containingthefile you
want to open.
2. Double-clickontherequiredfilename.

Overviewofdatatypes
Excelallows youtoenterdifferentsortsofdataintothecellsonaworksheet,suchasdates, text,and numbers.
If you understand how Excel treats the different types of data, you’ll be able to structure your
worksheet as efficiently as possible.

NumberslieattheheartofExcel’sfunctionality.Theycanbeformattedina varietyofdifferent ways –

we’ll get to that later. You should generally avoid mixing text and numbers in a single cell,
since Excel will regard the cell contents as text, and won’t include the embedded number in
calculations. If you type any spaces within a number, it will also be regarded as text.





NotethatdatesandtimesarestoredasnumbersinExcel,sothatyoucan calculatethe difference
between two dates. However, they are usually displayed as if they are text.
Ifanumberistoo largetobedisplayedinthecurrentcell,itwillbedisplayedas “#######”. The
formatting section of this manual explains how to widen a column.

Textconsistsmainlyofalphabeticcharacters,butcanalsoincludenumbers, punctuationmarks and

special characters (like the check mark in the example above). Text fields are not included in
numeric calculations. If you want Excel to treat a number as text, then you should precede the
number with a single quotation mark (‘). This can be useful when entering for example a phone
number that starts with 0, since leading zeros are not displayed for Excel numbers.
Ifatextfieldistoo longtobedisplayedinthecurrentcell, itwillspilloverintothe nextcellif that cell is
empty, otherwise it will be truncated at the cell border. The formatting section of this manual
explains how to wrap text within a cell.
IntroductiontoMSExcel2010 Page9

Formulas arethemostpowerfulelementsofanExcelspreadsheet. Every formulastartswith an “=”

sign, andcontainsatleastonelogicalormathematical operation (or special function),
combinedwithnumbersand/orcellreferences.We’lldiscussformulasandfunctionsinmore detail
later in the manual.

Dataentrycellbycell
Toentereithernumbersortext:

1. Clickonthecellwhereyouwantthedatatobestored,sothatthecellbecomes active.
2. Typethenumberortext.
3. Press[ENTER]tomovetothenextrow,or[TAB]tomovetothenextcolumn.
Untilyou’vepressed[ENTER]or[TAB],youcancancelthedataentrybypressing[ESC].
Toenteradate,useaslashorhyphenbetweentheday,monthandyear,forexample14/02/2009 Use a colon
between hours, minutes and seconds, for example 13:45:20

RememberthatusefulUndobuttonontheQuickaccesstoolbar!

Deletingdata
Youwanttodeletedatathat’salreadybeenenteredinaworksheet?Simple!

1. Selectthecellorcellscontainingdatatobedeleted.
2. Pressthe[DELETE]keyonyour keyboard.
3. Thecellsremaininthesamepositionasbefore,buttheircontentsaredeleted.

Movingdata
You’vealreadyenteredsomedata,andwanttomoveittoadifferentareaonthe worksheet?

1. Selectthecellsyouwanttomove(theywillbecomehighlighted).
2. Movethecursortotheborderofthehighlightedcells.Whenthecursorchanges from a
white cross to a four-headed arrow (the move pointer), hold down the left
mouse button.
3. Dragtheselectedcellstoanewareaoftheworksheet,thenreleasethemousebutton.
Youcanalsocuttheselected datausingthecutoptionontheHometabor[CTRL] + [X].Thenclick in the top
left cell of the destination area and paste the data with paste option or [CTRL] + [V].

Copyingdata
Tocopyexistingcellcontentstoanotherareaontheworksheet:

1. Selectthecellsyouwanttocopy(theywillbecomehighlighted).
2. Move the cursor to the border of the highlighted cells while holding down the
[CTRL]key.Whenthecursorchangesfrom awhitecrosstoahollowleft-pointing arrow
(the copy pointer), hold down the left mouse button.
3. Dragtheselectedcellstoasecondareaoftheworksheet,thenreleasethemousebutton.
IntroductiontoMSExcel2010 Page10

Youcanalsocopytheselecteddatausingthe copyoptionontheHometab or[CTRL]+ [C].Thenclick in the top

left cell of the destination area and paste the data with the paste option or
[CTRL]+ [V].

To copythecontentsofone cellto a setof adjacent cells, selectthe initialcelland then

movethecursoroverthesmallsquareinthebottomright-handcorner(the fill handle).

The cursor will change from a white cross to a black cross .Hold down the mouse button and
drag to a range of adjacent cells. The initial cell contents will be copied to the other cells. Note that if
theoriginalcellcontentsendwithanumber,thenthenumberwillbeincrementedinthecopiedcells.

If the original cell that you are moving or copying contains a reference to a cell address, then the
copiedcelladdresswillbeadjustedrelativetothetargetcell.Referto Formulas–Referencinglaterin this
manual for details.

UsingAutoFill
ThisisoneofExcel’sniftiestfeatures! Ittakes no effortatalltorepeatadataseries (suchas thedays of the
week, months of the year, or a numbers series such as odd numbers) over a range of cells.

1. Enterthestartoftheseriesintoafewadjacentcells(enoughtoshowtheunderlying pattern).
2. Selectthecellsthatcontainseriesdata.
3. Movethecursoroverthesmallsquareinthebottomright-handcornerofthe selection(the
fillhandle).Holddownthemousebuttonanddragtoarangeofadjacent cells.
4. Thetargetcellswillbefilledbasedonthepatternoftheoriginalseriescells.

Savingaworkbook
Sonow it’stimetosaveyourwork.Asusual,youneedto specifythefilename,andits location(drive and
folder).

1. ClicktheFilemenuandselectSave,orclicktheSaveiconontheQuickAccesstoolbar.
Ifthisworkbookhasbeensavedbefore,thenthat’sit–yourworkbookwillbe savedagainwith the
same name and location.
2. Ifit’sthefirsttimeofsavingthis workbook,thentheSaveAsdialogueboxwillopen.
3. Clickthedrop-downarrownexttoSaveIntoselectthedesireddriveandfolder.
4. Typethenew filenameinthe Filenamefield.
5. ClicktheSavebutton.

Every time you Saveor Save As in Excel, the entire workbook issaved. This isanother good reasonfor
keeping related dataon different worksheets inthe same workbook! Whenyou’re working in the UCT
computerlabs,remembertosavetotheF:drive,sothatyou’llbeableto accessyourworkagainlater.
IntroductiontoMSExcel2010 Page11

Editingdata
Indata entrymode, whenyoumove thecursor to anew cell, anythingyoutypereplacesthe previous
cellcontents.Editmodeallowyoutoamendexistingcellcontentswithouthavingto retypetheentire entry.
Note that while you are in edit mode, many of the Ribbon commands are disabled.

Editingcellcontents
Therearetwodifferentwaystoentereditmode:eitherdouble-clickonthecellwhosecontentsyou want to
edit, or else click to select the cell youwant to edit, and thenclick anywhere in the formula bar.

To delete characters, use the [BACKSPACE] or [DELETE] key.

To insert characters, click where you want to insert them, and then type.
Youcantogglebetweeninsertandovertypemodebypressingthe[INSERT]key.

You can force a line break within the current cell contents by typing [ALT] + [ENTER].
Exiteditmodebypressing[ENTER].

Yourcellcontentslookcorrectintheformulabar,butdon’tdisplaycorrectlyintheworksheet? Check whether

either of these common problems is the culprit:
 Ifacellcontainsanumberbutdisplays#####,thenthecolumnisnotwideenoughtoshow thefull data
value. You need to make the column wider (see formatting).
 Ifacellcontainstextbutchopsoffthedisplayattheedgeofthecolumn,thenyouneedtoeither widen the
column or wrap the text within the column (see formatting).

Insertingordeletingcells
You can insert a new cell above the current active cell, in which case the active
cellandthose below itwilleachmovedownonerow.Youcanalso insertanew cell to
the left of the current active cell, in which case the active cell and those on its
right will each move one column to the right.

Toinsertacell:

1. Selectthecellnexttowhichyouwanttoinsertanew cell.
2. OntheHomeTab,findtheCellsgroupandclickInsertfollowedbyInsertCells.

3. Adialogboxwillopen.Clickthedirectioninwhichyouwantthesurroundingcellsto shift.
IntroductiontoMSExcel2010 Page12

Todeleteacell,doasfollows:

1. Selectthecellthatyouwantto delete.
2. OntheHometab,findtheCellsgroupandclickDeletefollowedbyDeleteCells.

3. Adialogboxwillopen.Clickthedirectioninwhichyouwantthesurroundingcellsto shift. You can

also right-click on the active cell and select Insert or Delete on the pop-up menu.

Insertingordeletingrows
Whenyouinsertarow,thenewrowwillbepositionedabovetherowcontainingtheactivecell.

1. Selectacellintherowabovewhichyouwanttoinsertanew row.
2. OntheHometab,findtheCellsgroupandclickInsertfollowedbyInsertSheetRows.
3. Anewrowwillbeinsertedabovethecurrentrow. To
delete a row, do as follows:

1. Selecta cellin therowthatyouwantto delete.

2. OntheHometab,findtheCellsgroupandclickDeletefollowedbyDeleteSheetRows.
3. Therow containingtheactivecellwillbedeleted.Alltherows belowitwillmoveup byone. You can
also right-click on the active cell and use the pop-up menu to insert or delete a row.

Insertingordeletingcolumns
Whenyouinsertacolumn,thenewcolumnwillbepositionedontheleftofthecolumn containingthe active
cell.
IntroductiontoMSExcel2010 Page13

1. Selectacellinthecolumnto theleftofwhichyouwantto insertanew column.

2. OntheHometab,findtheCellsgroupandclickInsertfollowedbyInsertSheetColumns.
3. Anewcolumnwillbeinsertedtotheleftofthecurrentcolumn. To
delete a column, do as follows:

1. Selectacellinthecolumnthatyouwantto delete.
2. OntheHometab,findtheCellsgroupandclickDeletefollowedbyDeleteSheetColumns.
3. Thecolumncontainingtheactivecellwill bedeleted.Allthecolumnsonits rightwill moveleft by
one.
Youcanalsoright-clickontheactivecellandusethepop-upmenutoinsertordeleteacolumn.

Insertingordeletingaworksheet
To insert anewworksheetattheendoftheexistingworksheets,justclicktheInsert Worksheettabat the
bottom of the screen.The shortcut key to do this is [SHIFT] + [F11].

Toinsertanewworksheetbeforeanexistingworksheet,doas follows:

1. Selecttheworksheetbeforewhichyouwanttoinsertanewworksheet.
2. OntheHometab,findtheCellsgroupandclickInsertfollowedbyInsertSheet.
3. Anewworksheetwillbeinsertedbeforethecurrentworksheet. To
delete a worksheet:

1. Selecttheworksheetthatyouwantto delete.
2. OntheHometab,findtheCellsgroupandclickDeletefollowedbyDeleteSheet.
3. Thecurrentworksheetwillbe deleted.

Movingorcopyingaworksheet
Right-clickontheworksheettab,andselect MoveorCopyfromthepop-upmenu.Adialogboxwill open:
IntroductiontoMSExcel2010 Page14

TheTobookfieldallowsyoutomoveorcopythecurrentworksheetto anotherworkbook. The

Before sheet field allows you to specify the new position of the worksheet.

TheCreateacopycheckboxletsyouspecifywhethertheworksheetshouldbemovedorcopied.

Renamingaworksheet
Right-clickontheworksheettab,andselectRenamefromthepop-up menu.
Type the new worksheet name and press [ENTER].

The simplest way to insert, delete, rename, move or copy a

worksheetistoright-clickontheworksheettab,andthenselect the
desired option from the pop-up menu.
IntroductiontoMSExcel2010 Page15

Formattingdata
Cellformatting
TheiconsontheHome tabprovideyouwithavarietyofformattingoptions.To applyany ofthese,just select
the cell or cells that you want to format, and then click the desired icon.

Commonlyusedformattingattributesinclude:

FontandSize

Bold,Italic,Underline

Cell borders

BackgroundandFontcolour

Alignment:Left,CentreorRight

Mergeandcentretextacrossmultiplecells

Wraptextwithina cell

Rotateangleoftext

FormatnumberasCurrency,PercentageorDecimal

IncreaseorDecreasenumberofdecimalplaces

TheFormatPainterallowsyoutocopyformattingattributesfromonecelltoarangeofcells.

1. Selectthecellwhoseformattingattributesyouwanttocopy.
ClickontheFormatPainter icon.
2.
3. Selectthecellorrangeofcellsthatyouwanttohavethesameformattingattributes. The cell
values will remain as before, but their format will change.

Formattingrowsandcolumns
Anyofthecellformattingoptionsabovecaneasilybeappliedto allthecellscontainedinone ormore rows
orcolumns. Simply select the rows or columns by clicking on the row or column labels, and then click
on the formatting icons that you want to apply.

Youmayalsowanttoadjustthewidthofacolumn:

Tomanuallyadjustthewidth,clickanddragtheboundary between two

column headings.

To automaticallyadjustthewidth,selecttherequiredcolumns,andtheninthe Cellgroupon the Home

tab, select Format >Cell Size >AutoFit Column Width
IntroductiontoMSExcel2010 Page16

To specify an exact columnwidth, select the columns, and then in the Cell group on the Home
tab,selectFormat>CellSize>ColumnWidth,andtypethevalueyouwant.

Toadjusttheheightofarow:

To manually adjust the height, click and drag the boundary between two row labels.

To automatically adjust the height, select the requiredrows, and then in the Cell group on the
Hometab,selectFormat>CellSize>AutoFitRowHeight

To set a row or rows to a specific height, select the rows, and then in the Cell group on the
Hometab,selectFormat>CellSize>Row Height,andtypethevaluethatyouwant.

Hidingrowsandcolumns
Ifyourspreadsheetcontainssensitivedatathatyoudon’twantdisplayedonthescreenor includedin printouts,
then you can hide the corresponding rows or columns. The cell values can still be used for
calculations,butwillbehiddenfromview.

Theeasiestwaytohideorunhidearoworcolumnisto:

Selecttheroworcolumn heading
Right-clicktoviewthepop-upmenu Then

select Hide or Unhide.

2011CentreforEducationalTechnology,UniversityofCapeTown
IntroductiontoMSExcel2010 Page17

Alternatively,ontheHometabyoucanclicktheFormatandselecttheHide&Unhideoption.

Keepingrowandcolumnheadingsinview
If you scroll through a lot of data in a worksheet, you’ll probably lose sight of the column headings as
theydisappearoffthetopofyour“page”.Thiscanmakelifereallydifficult–imaginetryingtochecka
student’sresultfor tutorial8 inrow183oftheworksheet!Andit’s evenmoredifficultifthestudent’s name in
column A has scrolled off the left edge of the window.

TheFreezePanesfeatureallowsyoutospecifyparticularrowsandcolumnsthatwillalways remain visible as

you scroll through the worksheet. And it’s easy to do!

Selectacellimmediatelybelowtherows thatyouwanttoremainvisible,andimmediatelyto theright of the

columns that you want to remain visible.

Forexample,ifyouwanttobeabletoseeRows1and2,andcolumnA,thenyouwouldclickoncellB3.

OntheViewtab,clickFreezePanes, and
selectthefirstoption.

IfFreezePaneshasalready been
applied,thentheoptionautomatically
changes to Unfreeze Panes.

2011CentreforEducationalTechnology,UniversityofCapeTown
IntroductiontoMSExcel2010 Page18

Formulas
FormulasarethekeytoExcel’samazingpowerandversatility!Byusingaformula,youcan findthe answer to
virtually any calculation you can think of! In this section I’m going to explain how to construct a
formula, and give you some guidelines to ensure that your formulas work correctly.

Creatingaformula
Rulenumberone:aformulaalwaysstartswithanequalssign(“=”).ThisletsExcelknowthat it’sgoing to have to
work something out.

Inthebodyoftheformula,you’regoingtotellExcelwhatyouwantittocalculate.Youcanuse allthe standard

maths operations, like addition and multiplication, and you can include numbers, cell references, or
built in functions (which are covered in the next section of this manual).

For example, supposeyouhave aretailbusiness. Youbuy stock at costprice,andadda 25% markupto

calculateyoursellingprice.VATmustbeaddedtothatat14%.Yougivea5% discounttolong-standing
customers who pay their accounts promptly. Let’s look at how formulas can make the calculations
simple for you:

IncolumnA,theStockitemlabelshavejustbeentypedin.
IncolumnB, the Cost pricevalueshavejust beentypedin.

IncolumnC,I’veusedaformula.CellC2contains“=B2*25%”.Thisworksout 25% ofthevalue in cell B2

(Cost price), and displays the result in cell C2 (Markup).

IncolumnD,I’veusedaformula.CellD2contains“=B2+C2”.Thisaddsthe values incellsB2 (Cost price)

and C2 (Markup), and displays the result in cell D2 (Retail price).

IncolumnE,I’veusedaformula.CellE2contains“=D2*14%”.Thisworksout 14% ofthevalue in cell D2

(Retail price), and displays the result in cell E2 (VAT).

In column F, I’ve used a formula. Perhaps by now you can work it out for yourself? Cell F2
contains“=D2+E2”.Thisadds thevalues incellsD2(Retailprice)andE2(VAT),anddisplays the result
in cell F2 (Selling price).

IncolumnG,I’veusedaformula.CellG2contains“=F2*95%”.Thisworksout 95% ofthevalue in cell F2

(Selling price), and displays the result in cell G2 (Discounted price).
AndthegreatthingaboutusingformulasinExcel,isthatyoucancopythem justasyoudo values.So once
you’ve entered all the formulas in row 2 and checked that they are correct, you just need to:

1. Selectthecellsinrow2thatcontainyourformulas(cellsC2toG2).

2011CentreforEducationalTechnology,UniversityofCapeTown
IntroductiontoMSExcel2010 Page19

2. Movethecursoroverthefillhandleinthebottomrightcorneroftheselectedcells. It will
change shape to a black cross.
3. Holddownthemousebuttonanddragtheselectedcellsoverrows3to5.
ThevaluesincellsC3toG5areautomaticallycalculatedforyou!Howcoolis that?

Howformulasareevaluated
Nowlet’slookatsomeoftherulesforcreatingformulas. The

operators that you need to know are:

+ addition

– subtraction

* multiplication

/ division

^ exponentiation(“tothepowerof”)

& tojointwotextstringstogether

TheseoperationsareevaluatedinaparticularorderofprecedencebyExcel:
Operations inside brackets are calculated first

Exponentiation is calculated second.

Multiplicationanddivisionarecalculatedthird.
Additionandsubtractionarecalculatedfourth.

Whenyouhaveseveralitemsatthesamelevelofprecedence,theyare calculatedfromleftto right.

Let’slookatsomeexamples:
=10 +5*3–7 (result:10+15 –7=18)

=(10+ 5)*3–7 (result:15 *3–7 =38)

=(10+ 5)*(3–7) (result:15*-4=-60)

Ifyou’renotsurehowaformulawillbeevaluated-use brackets!

Relativecellreferencing
Rememberinthepricingexampleabove,how youjusthadto copytheformulasin row2 andthe remaining
values were automatically calculated?

Lookagainintheformulabarofthatscreenshot.Althoughtheformulathatyoucopiedfrom cellG2 was “=F2

* 95%”, the formula in cell G5 reads “=F5 * 95%”. The original reference to row 2 in the
formulahaschangedtoareferencetorow5.Thisiscalledrelativeaddressing, andit’sanimportant concept.

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RelativeaddressingiswhatExcelusesbydefault.Thismeansthatwhenyoucopyormovea formulato a new

location in a worksheet (or even to another workbook), Excel automatically adjusts the cell references
in the copied formula to be consistent with the original formula. If the original formula referenced a
value five columns to the left and two rows down, then the copied formula will do the same.

Doesthisconceptmakesense?Ifnot,thengiveitsomecarefulthought,becauseit’s importantthat you

understand it.

Absolutecellreferencing
Now we’re going to improve the structure and usability of our pricing model. After all, there’s no
guarantee that your markup will always be 25% - in these tough economic times you may need to
reduce ittoremaincompetitive.AndwhatiftheVATratechanges?Ormaybeyou decideto increase the
discount to encourage customers to pay promptly?

Thefollowingexampleshowsyouhowtoconstructtheworksheetsothatitallowsforfuture changes.

Here I’vemadelifealoteasierformyselfbyshowingthe Markuprate,VATrateandDiscountrate,in cells

A1to B3. I nolongerhavetorememberwhatvalues I used inmy formulas–I can justlook at the top of the
worksheet.

Nowmyformulasneedtochange,sothattheyreferto thevalues incellsB1to B3insteadof physically typing

the actual percentages in each formula.

The formula in cell C5 will become “=B5 * B1”, instead of the previous “=B5 * 25%”.
ThismultipliesthevalueincellB5(Costprice)bythevalueincellB1 (Markuprate),and displays
the result in cell C5 (Markup).

The formula incell E5 will become contains “=D5 * B2”, instead of the previous “=D5 * 14%”.
Thismultiplies thevalueincellD5(Retailprice)by thevalueincell B2(VATrate),anddisplays the
result in cell E5 (Selling price).
Checkthatyoufollowthelogicsofar.Ifnot,pleasegothroughitagain. BUT …

Stop right here! Do you see the problem ahead?

When I copy my new formulas from row 5 into rows 6 to 8, Excel is going to use relative addressing.
TheformulaincellC5referstocellB1(Markuprate).WhenIcopythe formulato thenextrow, itwill want to
refer to cell B2 (VAT rate), instead of cell B1 (Markup rate).

BythetimeI’vefinishedcopying,myspreadsheetwilllooklikethis:

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Clearlysomethingisverywrong!
Relative addressing makes working with formulas really easy, but sometimes you don’t want the
referencing in the formula to change as the formula is copied. Then you need to use absolute
addressing.Absoluteaddressingfixesacellreferencesothatregardlessofwhere theformulaiscopied to, it
will always reference the same original cell. This feature takes the versatility of formulas to the next
level!

To useabsoluteaddressinginaformula,allyouneeddo istoclickonthecellreferencethat youwant to remain

fixed, and then press the [F4] key. Take for example the formula in cell C5:

Usingrelativeaddressing,theformulalookedlikethis:=B5* B1
1. DoubleclickoncellC5toentereditmode.
2. Intheformulabar,clickonthecellreference“B1” andpress[F4]onthekeyboard.
3. The formula changes to: =B5 * $B$1. Note that cell reference B5 must retain its relative
addressing,sinceyouwanttomultiplyeachdifferentcostpricebythesame fixedMarkuprate.
4. Press[ENTER]toacceptthe change.

Insteadofusingthe[F4]keytomakeacellreferenceabsolute,youcansimplytypethedollarsignsif you prefer

to do so.

Oncealltheformulasinrow 5havebeencorrectedtouseabsolutereferencing,youcancopy them into rows

6 to 8. The following screenshot shows the result – now it all works perfectly!

AnyfuturechangestotheMarkuprate,VATrateorDiscountrateneedonlybeenteredonce incells B1 to B3
(where they are clearly visible), and the calculated values from Row 5 downwards will automatically
be updated!

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Functions
Excelprovidesawiderangeofbuilt-infunctionsthatcanbeincludedinyourformulastosave youthe effort of
having to specifydetailed calculations step-by-step. Each function is referred to by a specific name,
which acts as a kind of shorthand for the underlying calculation.

Becauseafunctionisusedinsideaformula,you’llstillneedto startoffwithanequalssignto show Excel that a

calculation is required.

UsingAutoSum
BecauseadditionisthemostfrequentlyusedExcelfunction,ashortcuthasbeenprovidedto quickly add a set
of numbers:

1. Selectthecellwhereyouwantthetotalto appear.

2. ClickontheAutoSumbuttononthe Hometab.
3. Checkthatthecorrectsetofnumbershasbeenselected(indicatedbyadottedline). If not,
then drag to select a different set of numbers.
4. Press[ENTER]andthetotalwillbecalculated.

Basicfunctions
Someofthemostcommonlyusedfunctionsinclude:

SUM() tocalculatethetotalofasetofnumbers

AVERAGE() tocalculatetheaverageofasetofnumbers

MAX() tocalculatethemaximumvaluewithinasetofnumbers

MIN( ) to calculate the minimum value within a set of numbers

ROUND( ) toroundasetavaluestoaspecifiednumberofdecimalplaces

TODAY ( ) to show the current date

IF( ) tocalculatearesultdependingononeormoreconditions So

how do you use a function?

Afunctionmakes useofvalues orcellreferences,justlikeasimpleformuladoes.The numbersorcell references

that it needs for its calculations are placed in brackets after the name of the function.

Togiveasimple illustration:

The formula: Isequivalenttothefunction:

=12+195+67 –43 =SUM(12,195,67,-43)
=(B3+B4+B5 +B6) =SUM(B3:B6)
=(B3+B4+B5 +B6)/4 =AVERAGE(B3:B6)

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SeveralpopularfunctionsareavailabletoyoudirectlyfromtheHometab.

1. Selectthecellwhereyouwanttheresultofthecalculationto be
displayed.
2. Clickthedrop-downarrownexttotheAutoSumbutton.
3. Clickonthefunctionthatyou want.
4. Confirmtherangeofcellsthatthefunctionshoulduseinits
calculation. (Excel will try to guess this for you. If you don’t
likewhatitshowsinsidethedottedline,thenclickanddrag to
make your own selection.)
5. Press[ENTER].Theresultofthecalculationwillbeshownin the
active cell.
Asanexample,tocalculatetheaverageforthefollowingsetoftutorialresults,youwould:

1. ClickoncellF3tomakeitactive.
Clickonthearrownexttothe AutoSumbutton,andselectAverage

2. Press[ENTER]toaccepttherangeofcellsthatissuggested(B3:E3)
That’sit!YoucannowcopytheformulaincellF3 downtocellsF4andF5– usingrelative addressing because you
want a different set of tutorial marks to be used for each student.

Ifyouwanttouseafunctionthatisn’tdirectlyavailablefromthedrop-downlist,thenyoucanclickon More
Functions to openthe Insert Function dialog box. Anotherway to openthis dialog box isto click the
Insert Function icon on the immediate left of the formula bar.

TheInsertFunctiondialogboxdisplaysalistoffunctionswithinaselectedfunctioncategory. Ifyou select a

function it will briefly describe the purpose and structure of the function.

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WhenyouclicktheOKbuttonatthebottomofthewindow,you’llbetakentoasecond dialoguebox that helps

you to select the Function Arguments (usually the range of cells that the function should use).
Some functions use more than one argument. For example, the ROUND( ) function needs to know not

only which cells to use, but also how many decimal places those cells should be rounded to. So the
expression=ROUND(G5:G8,0)willroundthevaluesincellsG5toG8to thenearestwholenumber(i.e. no
decimal places).

Note that the ROUND( ) function actually changes the value that is stored inyour worksheet, based on
the arguments you’ve provided. Formatting options such as Currency, or Increase / Decrease Decimal,
simplychangetheappearanceofanumber,butallitsdecimalplacesare stillkept,anddisplayedinthe formula
bar.

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TheIF()function
TheIF()functionisgettingasectionallofitsown,because for manypeopleit’s notasintuitiveto understand as
the common maths and stats functions.

The IF( )functionchecks for a specificcondition. Iftheconditionismet, then oneactionis taken; ifthe
condition is not met, then a different action is taken. For example, you may be reviewing a set of
tutorial marks. If a student’s average mark is below 50, then the cell value should be FAIL; so the
conditionyouarecheckingiswhetherornottheaverageresultis below50.Ifthisconditionisnotmet (that is,
the average result is 50 or more), then the cell value should be PASS.

Let’sseethisinaction.ThestructureofanIF()functionis:
=IF(condition,resultiftrue,resultiffalse)

UsingEnglishtodescribeourexampleasanIFstatement:IFtheaveragemarkislessthan 50,then display the

word “FAIL”, else display the word “PASS”.

Nowforarealworksheetexample.Lookattheformulabarinthescreenshotbelow:

Doyou follow how the formula incell G4 wasconstructed?Because the averagemark is storedin cell F4,
we need to check whether the value in F4 is less than 50. If it is, then the active cell (G4) must
displaytheword“Fail”.IfthevalueinF4isnotlessthan50,thenthe activecellmust displaytheword “Pass”.
That’s not really so complicated, is it?

Nestedfunctions
Take adeepbreathanddon’tpanic!Ijustwantto show youthatifyouneedto,youcan includeone function
inside another.

Intheexampleabove,wefirstworkedouttheAveragemark,andthenthePass/Failoutcome.Butwe could have

done it all in a single step, by using the following formula in row 3:

=IF(AVERAGE(B3:E3)<50,“FAIL”,“PASS”)

InthisIFstatement,I’venestedonefunctioninsideanother.Thereference tocellF4has beenreplaced

withafunctionthatcalculatestheaveragetutorialmark,andthenchecksit against thesamecondition as
before (“< 50”), with the same possible outcomes. Doing it this way, you wouldn’t need column F in
the worksheet at all, although you would probably want to keep the Average column in order
toexplain the outcome to students if they come to query their mark. So the first example using
aseparate Average and a basic IF statement is not only simpler, it’s also more practical!

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Printing
Bydefault,Excelprintsallthedataonthecurrentworksheet.Ifyourworksheetextendsover several pages, it’s
worth making sure that the printed copy will be easily readable. Here are a few tips.

Beforeyouprint
Beforeyouprintaworksheetthatcontainslargequantitiesofdataorcharts,youcanquicklyfine-tune the
worksheet in the Page Layout view.

UsetheOrientationbuttontoswapbetweenportraitandlandscapemode.

UsethePrintArea buttontoselectasubsetofyourdataforprinting.(Thedatathatyouwant included in the

print area should be selected before you click this icon.)

Usethe Breaksbuttonto insertapagebreakimmediatelyabovethecurrentlyactivecell,orto remove

previously specified page breaks.

ThePrintTitlesbuttontakesyoutothePageSetupdialoguebox,whichhasfourtabsthat allow you to

do a whole lot more than printing titles.

 ThePagetabisusedtosetorientationandscaling.
 TheMarginstabisusedtoadjustpagemargins.
 The Header/Footer tab allows you to enter a header or footer to be repeated on every
page.Thisiswhereyouwouldincludepagenumbersusingcustomheadersandfooters.
 The Sheet tab lets you specify rows that are to be repeated at the top of each sheet (such
ascolumnheadings),andcolumnstoberepeatedattheleftofeachsheet(suchasstudent names).
You can also adjust the print area under this tab.

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PrintPreview
ToprintyourworksheetclicktheFiletabandthenPrint.Thedisplaywillchangeto PrintPreviewmode and you
will see your data exactly as it will look when printed.

Beforeyouprint,thereareanumberofoptionsthatyoucanselect.Changinganyoptionautomatically updates
the live preview, on the right of the screen, showing the effect of the change.

If you’d like multiple copies of the worksheet, enter the number of copies in the Copies field.

Ifyouhavemorethanoneprinterto choosefrom,theywillbeavailableinthe Printersection.

Clickthedrop-downarrownexttothe currentprinternametoselectyourpreferredprinter.

Wouldyoulike to printselectedpagesonly?IntheSettingssectionyoucanchoose to only print the

active sheets, print the entire workbook or only print the current selection.

Youcanenterthepagenumbersthatyou’dlikeprintedinthePagesfield,orjust leavethe fields blank if

you want all pages printed.

The settings section also allows you to set the Page Orientation, select the PaperSize, set the
Marginsandcustomisethescalingoptions.

Whenyou’resatisfiedwithyoursettingsclickthePrintbutton.Thespecified worksheet
pages will then be sent to the printer.

Ifyoudonotwanttoprintthenyoucanclickthe Hometabandyouwillbe returned to the

worksheet.

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Charts
Apictureisworthathousandwords!Oftenit’smucheasiertounderstanddatawhenit’spresented graphically,
and Excel provides the perfect tools to do this!

It’sworthstartingwithaquickoutlineofdifferentdatatypesandcharts:

Categoricaldataitems belongto separateconceptualcategoriessuchasknives,forksand spoons;or males

and females. They don’t have inherent numerical values, and it doesn’t make sense to do
calculations such as finding an average category. A pie chart or column chart is most suitable for
categorical data.
Discretedataitems havenumericalvaluesassociatedwiththem,butonlywholevalues;for example, the
number of TV sets in a household. Again, average values don’t make much sense. Discrete data is
often grouped in categories (“less than three”, “four or more”) and treated as categorical data.
Continuous data refers to numerical values that have an infinite number of possible values, limited
onlybytheformofmeasurementused.Examplesarerainfall,temperature,time. Wherediscrete
datahasaverylargenumberofpossiblevalues,itmayalsobetreatedascontinuous.Continuous data is
well suited to line graphs, which are very useful for illustrating trends.
Ofcourse,Exceloffersyoumanymorecharttypesthanjustthesethree.Dorememberthat it’sbestto select a
chart type based on what you’re trying to communicate.

ExcelHelp hasalotofusefulinformation.LookunderChartsintheTableof Contents.

Creatingachart
It’sveryeasytocreateabasicchartinMSExcel2010:

1. Selectthedatathatyouwanttoincludeinthechart(togetherwithcolumnheadingsif you have

them(.
2. OntheInserttab,findtheChartsgroupandselectyourpreferredchart type.

3. That’sit!Thechartappearsinthecurrentwindow.Movethecursoroverthe chartareaand drag it

to a new position.

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Modifyingachart
Whenyouclickonachart,aChartToolssectionappearswithDesign,LayoutandFormattabs.

Intheexamplebelow,I’veuseddifferentoptionstochangethecharttypetoColumnandswapped the rows and

columns. All it took was four mouse clicks!

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OntheChartToolsmenu:

Usethe Design tabtoquickly changethecharttype,orto swapdatarows andcolumns. Use

the Layout tab to add a title, and to provide axis and data labels.

Use the Format tab to add border and fill effects.

Insertinggraphicsinaworksheet
Sometimes you may want to add graphics, for example a corporate logo, to a worksheet. The good
newsisthatimages,ClipArtandSmartArtareavailableinExcel,alongwithahostofcall-outshapes that you
can use to label your charts. You’ll find them all on the Insert tab:

BelowI’veaddedaRectangularCalloutShapetohighlightthetopstudent:

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Datamanipulation
Thefeaturesmentionedinthissectionaremost relevantwhenyou’reworkingwithalarge dataset –
perhapsseveralhundred,oreventhousandrecords–anditisn’tpracticaltoscrollthroughtheentire
worksheet each time you want to find a particular record.

To use data functions effectively, each column of your worksheet should contain the same data type,
apart fromthe columnheading. Ideally, row1 shouldcontainthe columnheadings, withthe datarows
immediatelybelow;thisstructureisreferredtoasadatatable.Ifyouhave blankrowsinyourdataset, then
you’ll need to manually select the data to be manipulated, which you don’t really want to do.

Sort
The sort function does exactly what it says: it sorts your data records based on the criteria that you
specify.Youcansortnumbers,textordates,ineitherascending(default)or descendingorder.Blank cells are
always placed last in a sort.

Ifyouwanttosortanentiredatatable:

1. Clickanywhereinthecolumnthatyouwanttosort by.
2. OntheHometab,selectSort&Filter.
3. ChooseeitherAscending(SortAtoZ)orDescending(SortZtoA) order.
4. Yourdatawillbesortedbasedonthevalueinthecolumnthat you
initially clicked on.
Ifyouwanttosortontwoormorecriteria(columns),orifyouwantto sort a
range of cells, then you need to do a custom sort:

1. Clickinthedatatable,orselectthecellstobesorted.
2. OntheHometab,selectSort&Filter,andchooseCustomSort.TheSortWindowwill open.

3. Inthe Sortbyfield,usethedrop-downarrowstoselectthecolumnthatyouwantto sortby and the

order (ascending or descending) to be used.

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4. Ifyouwanttoaddanothersortcriterion,thenclickthe AddLevelbutton,anda seconddetails row will

appear in the window. Again, choose the sort column and sort order.
5. Addmorelevels(or DeleteLevel)asrequired.
6. WhenyouclicktheOKbuttonatthebottomofthewindow,yourdatawillbesorted. Note
that the Sort function is also available from the Data tab.

RememberthatyoucanrelyontheUndobuttonifyoudon’tliketheresultthatyouget!

Filter
Thefilterfunctionletsyouviewjusttherecordsthatyouwantto see!Theotherrecordsin yourdata table
will still be there, but hidden. To use this amazing function:

1. OntheHometab,selectSort&Filter,andselecttheFilteroption.
2. Inthefirstrowofyourdatatable,adrop-downarrowwillappearontherightofeach column heading.
When you click on a drop-down arrow, you’ll see a list of all the values occurring in that
column. Press [ESC] to close the filter list.

3. Ifyouwanttoviewrecordswithaparticularvalueonly,clickto unchecktheSelect All option, and

then checkoneormore values thatyou want to view. Click the OK button.(The example
abovehasalreadybeenfilteredonProduct,Deliverymonth andCustomerType,andisabout to be
filtered on Discount as well.)
4. Allrowsthatdonotcontainthevalue(s)youchecked,willbehiddenfromview.A columnthat has
been filtered will show a funnel icon next to the drop-down arrow on the heading.
5. Repeatthefilteringprocessforasmanycolumnsasyouneed.Youcanremovea columnfilter by
checking its Select All option.
Toclearyourpreviousfiltersettings,selectSort&Filter,andthenClear.

Toturnofffiltering,selectSort&Filter,andthenFilter
-thesameoptionthatyouoriginally usedtoturniton.

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NotethattheSortfunctionisalsoavailablefromtheDatatab.

Subtotals
Youcanautomaticallycalculatesubtotalsandgrandtotalsinalistforacolumnbyusingthe Subtotal command.
If your data table includes a column with categorical data (such as month, department, region, etc.),
then you can easily obtain subtotals of numeric values (such as sales, salaries, rainfall) without having
to manually create the formulas.

Toinsert Subtotals:

1. Firstsortyourdataonthecolumnthatcontainscategoricaldataforwhichyouwant subtotals
calculated.
2. OntheDatatabintheOutlinegroup,clicktheSubtotalbutton.

TheSubtotalwindowwillappear.

3. Inthe Ateachchangein field,selectthecolumnwithcategoricaldatathatwasusedfor

sorting.
4. TheUsefunction fieldallowsyoutochoosefromarangeoffunctionssuchas Sum,Count,
Average, Max, Min, Product.

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5. UsetheAddsubtotaltocheckboxestoidentifythecolumnsforwhichyouwantsubtotalsto be
calculated.
6. Click theOKbutton.Thescreendisplaywillshowthreeoutlinelevelsontheleftof thedata window.

Level1 showstheoverallgrandtotalonly.Clickonthe iconoronthelevel2 buttonto see

subtotals.

Level 2 shows the requested subtotals only. Click on the icontoseetherecordswithin

one category, or click on the level 3 button to see all records.

Toremove subtotals:

On the Data tab in the Outline group click Subtotal, then click Remove All.

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MSExcelPracticalExercise
OpenMSExcel2010andtypethedatabelowintoablankworksheet.Savetheworkbookon your F:
drive with the name Excel-Task-1.xlsx

Whenyou’vefinishedenteringthedataandhavesavedtheworkbook,followtheinstructions below to
format the worksheet, perform calculations, and create a chart.

Anexampleofwhatthefinalchartshouldlooklike,isshownattheendofthenextpage.

Enterthefollowingdataintoablankworksheet:

Nowfollowtheinstructionsbelow,referringtotheexampleworksheetonthefollowingpage.
Selecttheentireworksheet,andchangethefonttoCalibri11 point.
1.
Ifyoudon’thaveCalibriavailable,thenchooseanother font.
2. Inrow1,maketheheadingsBoldand12 point.
3. IncolumnB,makethetextItalic.
4. GivecolumnDtheheading:AnnualSalary
5. IncellD2,usea formulatocalculatetheannualsalaryforSophia Adams.
6. CopytheformulaincellD2intorows3to 11.
7. IncellA13,enterthetext:SuggestedIncrease
8. IncellB13,enterthevalue6%andmakeitleft-aligned.
9. GivecolumnEtheheading:SalaryIncrease
IncellE2,enteraformulathatwillcalculatethesuggestedannualincreasefor Sophia
10.
Adams, making reference to the value in cell B13.
CopytheformulaincellE2intorows3to11.
11.
Tip:youwillhavetouseabsoluteaddressingforthecopyingtowork.
12. IncellD12useafunctiontototaltheAnnual Salary
13. CopythefunctioninD12tocellE12andmakethetotalsBold.
FormatcolumnsCtoEascurrency,andmakethecolumnheadingsright-aligned.
14.
Increasethecolumnwidthsifnecessarysothatallthedatais displayed..

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Nowlet’strysomemoreadvanced tasks:
SelectcellsA1toE11andaddaSubtotaltotheMonthlySalaryforeachchangein
15.
Position.
16. Atlevel2,selectthefourpositionsubtotals(excludingtheGrandTotal).

17. Inserta2DPieChart basedontheselected data.

18. UsetheLayouttabandDataLabelsbuttontodisplayCentredDataLabels.
19. Dragthecharttojustbelowyour data.
20. Saveyourworksheetonelasttime,withthesamenameandlocation.

Welldone!You’rewellonyourwaytobeingaproficientExcel user!

2011CentreforEducationalTechnology,UniversityofCapeTown