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1 course notes quick reference guide Microsoft Excel 2010 Welcome to Excel 2010 Excel 2010 is the premier spreadsheet application from Microsoft. Excel 2010 makes it easier to analyze data quickly with new data visualization tools such as sparklines and slicers. These features make it easy to share and analyze your data, allowing you to have a better understanding of your data and make more informed decisions. In addition, the new enhanced chart diagram and pivot table calculation types make it possible for you to create professional-looking reports quickly and efficiently. Basic Functions Home Tab File Tab Quick Access Toolbar Insert Tab Ribbon Group Page Layout Tab Formulas Tab Spreadsheet body Data Tab Navigation Controls View Controls Review Tab What s New in Excel 2010? NEW Sparklines create small charts within a cell for quick information analysis. NEW Slicer tool to provide easy-to-use visual fi lters to reveal the exact information desired. NEW Paste Preview makes it possible to copy and paste information into your document with the correct formatting that you expect. NEW 64-bit Excel version has one major advantage of supporting spreadsheet size up to 4GB. IMPROVED data tables and chart options make presenting your data faster and easier. IMPROVED conditional formatting makes it easy to spot and analyze trends. CUSTOMIZE pivot-tables with new easy-to-use calculation types which makes analyzing your data easier than ever. View Tab

2 Basic Functions Excel 2010 provides new ways to analyze your important information with visual enhancements with new Sparklines and Slicers. A new File tab opens Backstage View making it easier to find document information, share, print, and save your spreadsheet. Excel is now available on the Web at WindowsLive.com, your mobile phone, and Facebook documents. Create a workbook 2. Click New. 3. If you want to start with a blank workbook, click Blank workbook in the middle pane, and then click Create. 4. If you want to start with a template, select the category of template you would like to use. In the middle pane, select a specifi c template, and then click Create or Download. Open a file 2. Click Open. 3. In the Open dialog box, if necessary, browse to select the appropriate folder. Select the fi le you want to open and then click Open. Save a file 2. Click Save. If you have not previously saved the fi le, you now see the Save As dialog box. Browse to select a folder, type a name for the fi le in the File name text box, and then click Save. Note: If you are sharing a file with someone who does not have Office 2010 installed, you may want to save the file in a format compatible with earlier versions. Click the File tab, and then click Save As. Click Excel Workbook, name the file, and then click Save. Print a file 2. Click Print and an automatic Print Preview image is displayed on the right side. To view all the pages on the document, click page number arrows below the image. 3. To set printing options such as the number of copies to print, printer selection, orientation, and paper size. Click Print. Prepare a file 2. Click Check for Issues button. 3. Click Inspect Document. Send a file 2. Click Save & Send. 3. Click Send Using . Save to the Web 1. Create a Windows Live account at WindowsLive.com. 2. Click the File tab to open the Backstage View. 3. Click Save & Send. 4. Select Save to Web. Your Windows Live login and password will be requested. 5. Select the Personal or Shared Folder to save the document on the Web. Save as a PDF File 2. Click Save & Send. 3. In the File Types category, click Create PDF/XPS Document. 4. Click the Create a PDF/XPS button. Close a file 2. Click Close. 3. If you have made changes to the current fi le and have not yet saved them, you will be prompted to do so at this point. Exit Excel 2. Click Exit. Configure Excel Options You can use the Excel Options dialog box to defi ne all confi gurable options. For example, you can use this dialog box to specify the default fi le format and folder in which you want to store your documents. Click File tab and click Options. Customize the Ribbon 2. Click Options. 3. To customize a Ribbon tab, click Customize Ribbon in the Excel Option dialog box. 4. To add a new tab to the Ribbon, click the New Tab button. Click the New Tab (Custom) and click the Rename button. Enter a name for the new tab. Click OK. 5. To add a New Group, click the New Group button. Click the New Group (Custom) and click the Rename button. Enter a name for the new group. Click OK. Get Help 1. On the far right side of the Ribbon, click the Help button (the question mark). The Offi ce application s Help window opens. 2. In the Excel Help window, click any of the displayed topics to view more information about accomplishing specifi c tasks. 3. To search for a topic, type one or more words in the Search text box and then press Enter. Get more help with Office 2010 You ll fi nd helpful information on the following Web sites: Use this Web site to fi nd out the latest information about Offi ce, view demos and tutorials, and download updates for the Offi ce applications. Use this Web site to search the Microsoft Knowledge Base for answers to any problems or errors you encounter. 2

3 Home Tab The Ribbon, located near the top of the Excel window, is the control center for the program. The Ribbon is organized into a set of taskoriented tabs, and each tab on the Ribbon is organized further into related groups of commands. The Home tab contains the majority of the most frequently used commands in Excel. To switch to another tab, click that tab on the Ribbon. Apply a conditional format to a cell or range of cells Conditional formatting enables you to apply color to text and fi ll for a cell or range of cells. For example, you might use data bars to provide visual cues as to the relative sizes of numbers in cells. 1. Select the range of cells to which you want to apply conditional formatting. 2. On the Home tab, in the Styles group, click the Conditional Formatting button and point to Data Bars. A gallery opens. 3. In the gallery, click on the color (gradient or solid) that you want to use for your data bars. 4. The data bars appear in the cells within the range you selected. Changing the data in those cells automatically changes the length of the data bars. In addition, any new cells you add within the range acquire data bars automatically. Apply styles to cells 1. Select the cell or range of cells to which you want to apply a style. 2. On the Home tab, in the Styles group, click Cell Styles. 3. Click the style that you want to apply to the cell or range of cells that you selected. Format Numbers 1. Highlight the cell or range of cells to which you want the number format to apply. 2. On the Home tab, in the Number group, click the Number Format arrow (contains the word General). A list of number formats (e.g. Currency, Fraction, etc.) appears. 3. Select the number format you want to apply to the cell or range of cells. Note: Use the Accounting Number Format, Percent Style, and Comma Style buttons in the Number group to quickly apply the most common number formats. Compute a sum of a column or row of numbers 1. Select the cell located to the right of a row of numbers or at the bottom of a column of numbers. 2. On the Home tab, in the Editing group, click the Sum button. This command automatically enters the SUM function and selects the range of cells either to its left (for a row) or immediately above it (for a column). 3. If the Sum button did not select the correct range of cells, highlight the correct range now. 4. Press Enter or click the check mark in the formula bar to enter the sum in the cell. Insert cells, rows, or columns 1. Select a cell adjacent to where you want to insert an empty cell, row, or column. 2. On the Home tab, in the Cells group, click the Insert button arrow. Click the appropriate command on the Insert menu. If you click Insert Sheet Rows, Excel inserts the rows above the current cell. If you click Insert Sheet Columns, Excel inserts the columns to the left of your current cell. Excel prompts you to select where to insert cells when you click Insert Cells. Delete cells, rows, or columns 1. Select the appropriate cell or range of cells. 2. On the Home tab, in the Cells group, click the Delete button arrow. 3. Click the appropriate command on the Delete menu to delete a cell, row, or column. Format a worksheet as a table You can defi ne a range of cells as a table. When you do so, Excel automatically adds options to the table that enable you to quickly sort, fi lter, or both based on the contents of the table. 1. Select the range of cells you want to defi ne as a table. 2. On the Home tab, in the Styles group, click Format as Table. In the gallery, select the style you want to apply to the table. 3. In the Format As Table dialog box, select the My table has headers check box and click OK. Excel applies your format and converts the headings for your columns to drop-down lists. 4. To sort or fi lter the table, click the arrow displayed to the right of the column heading of the column that contains the relevant data. 5. Use the Sort A to Z and Sort Z to A commands to sort the table. To fi lter the table, clear or select the appropriate check boxes in the bottom of the dialog box. 6. To fi lter rows based on an expression (such as Travel greater than 500), on the menu, point to Number Filters and then click the appropriate command. Use the displayed dialog box to defi ne the expression and click OK. Automatically fill columns or rows with data The Fill command enables you to automate tasks such as fi lling column or row headers with the months of the year or a series of numbers. 1. To automatically fi ll column or row headers with the months of the year, in the appropriate row or column cell, type January. 2. Point to the lower right corner of the cell containing January. When your pointer turns to a solid black plus sign, click and drag to fi ll the number of columns or rows into which you want to place the month names. 3. To automatically fi ll a column or row with numbers (for example, years), in the appropriate row or column cell, type a number. 4. Point to the lower right corner of the cell until you see the solid black plus sign, then click and drag to select the range into which you want to insert the numbers. 5. Click the Auto Fill Options button, and select Fill Series. 3

4 Insert Tab The Insert tab contains various items that you can insert into a spreadsheet. These items include objects like a pivot table, pictures, Clip Art, SmartArt, charts, Sparklines, Slicer filter, and text boxes. The Insert tab also makes it easy for you to insert content and create data visualizations to give your spreadsheets a finished, professional look. Page Layout Tab The Page Layout tab contains options that let you arrange your worksheet s pages just the way you want them. Using this tab, you can apply themes, control orientation and size of the page, set margins, define page breaks, remove the display of gridlines, and print the worksheet s column and row headings. Create a PivotTable 1. If necessary, add column and row headings to your worksheet. 2. Select the range of cells containing the data, including headings. 3. On the Insert tab, in the Tables group, click the PivotTable button. 4. In the Create PivotTable dialog box, verify the data range, provide a new name for your Pivot table if desired, and then click OK. 5. Excel creates a new worksheet that contains the structure of the new PivotTable. Use the PivotTable Field List and the PivotTable Tools contextual tabs to control the fi elds that appear in the PivotTable. 6. Click outside the PivotTable when you are done. Insert a chart into a worksheet 1. If necessary, add column and row headings to your worksheet. 2. Highlight the range of cells containing your data, including the headings. 3. On the Insert tab, in the Charts group, click the arrow below one of the chart types. A list of chart subtypes appears. 4. Click a specifi c chart subtype and Excel creates a chart showing your data in graphical form. 5. Use the commands on the Chart Tools contextual tabs to modify your chart, or right-click on the chart to bring up a contextual menu of various options. 6. Use the handles on the box surrounding the chart to resize it. Click on the frame around the chart and drag it to place the chart exactly where you want it in your worksheet. 7. Click outside the chart to hide the handles. You can always click on the chart again to confi gure it further. Insert Sparklines into your spreadsheet 1. Select the cell where you would like to place a Sparklines chart. 2. On the Insert tab, in the Sparklines group, click Line. A Create Sparklines dialog box appears. 3. Highlight the range of cells containing the numbers that you are comparing or data range. Click OK. 4. On the Sparkline Tools Design contextual tab in the Show group, select the High Point and Low Point. Other features include Style and Color. Note: If you need assistance selecting the correct data for your chart, on the Chart Tools Design contextual tab, in the Data group, click Select Data. Apply themes to your worksheet 1. On the Page Layout tab, in the Themes group, click the Themes button. The Themes gallery opens. 2. Hover your mouse pointer over the various themes in the Themes gallery. Excel enables you to preview the themes in your worksheet via the Live Preview feature. To make the change permanent, click the theme you want to use. Set your worksheet s margins 1. On the Page Layout tab, in the Page Setup group, click the Margins button. A gallery opens showing a number of margin options. 2. Click one of the options, and Excel applies the margins to your worksheet. Dotted lines appear in your worksheet denoting the page layout. 3. If none of the gallery s options are satisfactory, click the Custom Margins option. The Page Setup dialog box opens with the Margins tab displayed. 4. Use the options in the Page Setup dialog box to adjust the margins to your satisfaction. When you have fi nished, click OK. Excel applies the margins to your document. Print row and column headings on every page 1. If necessary, add column and row headings to your worksheet. 2. On the Page Layout tab, in the Page Setup group, click Print Titles. 3. To repeat rows or column headings, click in either the Rows to repeat at top or Columns to repeat at left text box. 4. In your worksheet, click and drag to select the rows or columns you want to repeat on every page of the printed worksheet. 5. Click OK. Force Excel to print a worksheet on a single page 1. On the Page Layout tab, in the Page Setup group, click the Page Setup dialog box launcher. 2. Under Scaling, select the Fit to 1 Page(s) Wide by 1 Tall option. 3. Click OK to save this change Course Technology, Cengage Learning. ALL RIGHTS RESERVED. No part of this work covered by the copyright herein may be reproduced, transmitted, stored, or used in any form or by any means graphic, electronic, or mechanical, including but not limited to photocopying, recording, scanning, digitizing, taping, Web distribution, information networks, or information storage and retrieval systems, except as permitted under Section 107 or 108 of the 1976 United States Copyright Act, without the prior written permission of the publisher. For more information, contact Course Technology, 20 Channel Center Street, Boston, MA 02210, or visit 4

5 Formulas Tab The Formulas tab is Excel 2010 s repository for all of the number crunching features you might need. From basic functions like sums and averages to complex calculations, the Formulas tab is rich with mathematical muscle. In addition, you can search for functions, and if you can t find the one you need, you can create your own using Named Ranges and Structured References. Data Tab The Data tab contains all the utilities you ll need to get data into your workbook and manipulate it any way you need to. Using the functionality on the Data tab, you can import data from remote sources such as the World Wide Web, an Access database, a text file, or other sources. You can also use Data tab commands to sort, rearrange, and analyze your data. Quickly average a row or column of numbers 1. Use the mouse pointer to highlight the range of cells for which you would like to calculate the average. 2. On the Formulas tab, in the Function Library group, click the AutoSum button arrow. In the displayed function list, click Average. Using Advanced Functions 1. Click the cell in which you would like the result of the function to appear. 2. On the Formulas tab, in the Function Library group, click the category of function that you would like to use. A list of functions appears. 3. Hover the mouse pointer over a function s name to see a description of exactly what that function does. 4. Click the function you would like to use. The Function Arguments dialog box opens. 5. In the Function Arguments dialog box, enter the information required to calculate the function and click OK. 6. The result of the function appears in the cell you selected in step 2. Note: In the Function Arguments dialog box, required arguments are displayed in bold. If you need assistance, click the Help on this function link to display a Help topic for the selected function. Assign a name to a cell or range of cells Excel enables you to assign a name to a range of cells. When you do so, you can then use this name in calculations instead of having to specify the exact range of cells in your formulas. As part of the name s defi nition, you can also specify whether the name is valid for the current workbook or only the current worksheet. 1. Select the cell or range of cells to which you want to assign a name. 2. On the Formulas tab, in the Defi ned Names group, click the Defi ne Name button. 3. In the New Name dialog box, in the Name text box, enter a name for the cell(s). 4. Verify that the Refers to text box displays the correct cell or range of cells. If necessary, click in the text box and then click and drag on your worksheet to select the appropriate range. 5. Click OK to defi ne the name. Document a worksheet by displaying its formulas 1. If necessary, open a worksheet for which you want to document its confi guration. 2. On the Formulas tab, in the Formula Auditing group, click Show Formulas. Excel displays the formulas in each relevant cell instead of their values. You can now print the worksheet to document its confi guration. 3. To return formulas to their values, in the Formula Auditing group, click Show Formulas again. Filter data 1. Use the mouse to select a range of cells. 2. On the Data tab, in the Sort & Filter group, click the Filter button. You now see an arrow displayed at the start of the range. Click this arrow to display a list of fi ltering options. 3. Use the options on the displayed dialog box to fi lter the data. For example, clear some of the displayed check boxes to fi lter out cells based on their values. 4. To remove the fi lter, on the Data tab, in the Sort & Filter group, click the Filter button again. Sort data 1. Use the mouse to select the range of cells you want to sort. If you are sorting rows, be sure to select all columns associated with those rows to avoid sorting some, but not all, of a row s data. 2. On the Data tab, in the Sort & Filter group, click the Sort button. 3. In the Sort dialog box, use the drop-down lists to specify the criteria upon which you want to sort, then click OK. You ll find it easier to define your sort criteria if you first format the range as a table. 4. The dialog box will close, and the data in the selected range of cells will be rearranged to refl ect the sort options that you chose. Import data from an Access database 1. On the Data tab, in the Get External Data group, click the From Access button. 2. Use the Select Data Source dialog box to navigate to the location of the Access database that you want to use. 3. Select the database s fi le name, and click open. 4. Select the name of the table contained in the Access database that you want to use as your data source, and click OK. 5. Use the Import Data dialog box to specify the way in which you want the data to appear in your worksheet. When you have made your selections, click OK. 6. Depending on the amount of data you import, it might take a moment for the data to appear in your worksheet. Import a table from the Internet into Excel 1. On the Data tab, in the Get External Data group, click From Web. 2. In the New Web Query window, in the Address text box, enter the URL of the Web site that contains the table. 3. Click the yellow arrow to the left of the table you want to import and then click Import. 4. In the Import Data dialog box, specify the starting cell where you want to insert the table and click OK. 5

6 Review Tab View Tab The Review tab contains a selection of tools that can help you put the finishing touches on your workbook. Here, you can check the spelling in your worksheet, use a thesaurus, translate words into other languages, and annotate your worksheet with comments. You can also protect specific sheets or cells in your workbook to prevent unwanted changes. The View tab contains many options that let you view your data in different ways. Using the View tab s features, you can select from a number of views. You can view your worksheet in full screen mode or have multiple sections of your worksheet visible side by side. You can view the placement of page breaks, and show or hide various worksheet features. Check the spelling in your worksheet 1. Create or open a document. 2. Enter some text in the worksheet (if necessary). 3. On the Review tab, in the Proofi ng group, click Spelling. If there are errors, the Spelling dialog box opens, giving you various options to correct your spelling. Use the thesaurus 1. Use the mouse pointer to select the cell containing the word you want to look up in the thesaurus. 2. On the Review tab, in the Proofi ng group, click the Thesaurus button. The Research pane opens on the right side of the main workbook window. Your word is entered in the Search for fi eld, and the thesaurus entry is shown in the box below. Add comments to your document 1. Click in the cell to which you want to attach your comment. 2. On the Review tab, in the Comments group, click the New Comment button. A comment entry box opens. 3. Type your comment in the box. 4. Click outside the box. Excel closes the box and displays a red triangle in the upper right corner of the cell to which you ve attached the comment. 5. To display the comment, hover the mouse pointer over the cell. Note: To edit or delete a comment, right-click the cell containing the comment and click Edit Comment or Delete Comment. Track changes The Track Changes feature is very useful if you have more than one person working on a document. Track Changes allows you to see words that users delete and their formatting changes. 1. Open the workbook in which you want to track the changes. 2. On the Review tab, in the Changes group, click the Track Changes button. 3. Click Highlight Changes. 4. Select the Track Changes while editing check box. When prompted, click OK to save the worksheet. 5. Click OK to begin tracking changes in your workbook. Note: When you make changes in your document, Excel displays a black triangle in the upper left corner of the cell that you changed. Hover the mouse pointer over the triangle. A box appears detailing the change that you made. Share a workbook 1. On the Review tab, in the Changes group, click the Share Workbook button. 2. In the Share Workbook dialog box, specify whether you want more than one person to be able edit the workbook simultaneously, and set the change tracking options you ll need to use. Click OK. 3. Save the document to a network location so that others can access it. 6 Use view options 1. On the View tab, in the Workbook Views group, click the Page Layout button. You now see how each page will print when you print your worksheet. Note: This is not a print preview. You will still see grid lines and other features (unless you have chosen to hide them) that may or may not show on a printed page. 2. To view the page breaks Excel is using for the worksheet, click Page Break Preview. Click OK to close the Welcome message. You can use this view to modify page breaks as necessary by clicking and dragging them. 3. To return to the default view in Excel, click the Normal button. 4. To view pages in full screen mode, click the Full Screen button. (When you are done with full screen mode, press the ESC key.) Show or hide attributes 1. On the View tab, in the Show group, select the Ruler check box and rulers appear at the top and left of the page. 2. Select the Gridlines check box, and gridlines appear on the page. 3. Select the Formula Bar check box, and Excel displays the formula bar immediately below the Ribbon. 4. Select the Headings check box, and Excel displays the column letters (A, B, and so on) and row numbers (1, 2, and so on). 5. To remove any attribute, clear its associated check box. Use the Zoom tool 1. To zoom in or out, on the View tab, in the Zoom group, click the Zoom button. The Zoom dialog box will open. 2. In the Zoom dialog box, select the zoom level at which you want to view your worksheet, and click OK. 3. To return to normal 100% zoom, click the 100% button. The view returns to normal. 4. To zoom in to a particular area of your worksheet, use the mouse pointer to highlight a range of cells. 5. Click the Zoom to Selection button. Excel adjusts the view to zoom in to your selection. Split the worksheet window 1. On the View tab, in the Window group, click the Split button. The main document window is split into four panes that are divided by a heavy border. 2. Click and drag the heavy borders to move them. You can resize the panes in this manner. 3. Use the scrollbars at the bottom and right of the worksheet to scroll the various panes. In this way, you can view distant parts of the same worksheet at the same time. 4. Click the Split button again to unsplit the worksheet. Save your workspace Excel enables you to save the layout of your workspace so that you can use it again. For example, you might save your workspace if you like to open multiple workbooks, size their windows, and place them at specifi c locations on your screen. 1. On the View tab, in the Window group, click Save Workspace. 2. Name and save your workspace. 3. To open a workspace fi le, click the File tab and then click Open. In the Open dialog box, change the fi le type to Workspaces (*.xlw), select the workspace fi le, and then click Open.

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