Excel 2010 Essentials
Excel 2010 Series
The University of Akron
Table of Contents
COURSE OVERVIEW ............................................................................................................................................... 3
DISCUSSION ..................................................................................................................................................................3
OBJECTIVES ..................................................................................................................................................................3
COURSE TOPICS .............................................................................................................................................................3
LESSON 1: CREATE AN EXCEL WORKBOOK ............................................................................................................. 5
DISCUSSION ..................................................................................................................................................................5
TOPICS.........................................................................................................................................................................5
THE EXCEL WINDOWS ....................................................................................................................................................6
ENTER DATA .................................................................................................................................................................7
Labels ...................................................................................................................................................................7
Use AutoFill to Enter Labels..................................................................................................................................7
Values ...................................................................................................................................................................8
Use AutoFill to Number Rows ...............................................................................................................................8
Edit the Contents of a Cell ..................................................................................................................................10
Clear the Formatting in a Cell.............................................................................................................................11
Tip – To Enter a Fraction ................................................................................................................................................. 11
INSERT OR DELETE A COLUMN OR ROW............................................................................................................................12
Tip – Use the Insert Tool ................................................................................................................................................. 13
Tip – Insert or Delete Columns or Rows .......................................................................................................................... 13
INSERT OR DELETE A WORKSHEET ...................................................................................................................................14
RENAME A WORKSHEET ................................................................................................................................................15
MOVE A WORKSHEET ...................................................................................................................................................15
USE AUTOSUM ...........................................................................................................................................................16
SAVE AND CLOSE THE WORKBOOK ..................................................................................................................................18
SAVING FILES ..............................................................................................................................................................20
OPEN A NEW, BLANK WORKBOOK ..................................................................................................................................21
LESSON 2: SORT AND FILTER DATA IN LISTS ......................................................................................................... 22
DISCUSSION ................................................................................................................................................................22
TOPICS.......................................................................................................................................................................22
TURN ON AUTOFILTER..................................................................................................................................................23
SORT DATA.................................................................................................................................................................24
FILTER DATA ...............................................................................................................................................................26
Tip – Find rows with no data in a field (blank) ................................................................................................................ 26
FREEZE TOP ROW ........................................................................................................................................................29
LESSON 3: FORMAT CELLS .................................................................................................................................... 31
DISCUSSION ................................................................................................................................................................31
TOPICS.......................................................................................................................................................................31
FONT FACE .................................................................................................................................................................32
FONT SIZE ..................................................................................................................................................................32
Tip – Cell Contents .......................................................................................................................................................... 32
BOLD, ITALICS AND UNDERLINE ......................................................................................................................................33
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Tip – Underline Tool ........................................................................................................................................................ 33
FONT COLOR...............................................................................................................................................................33
BORDERS....................................................................................................................................................................34
FILL COLOR .................................................................................................................................................................35
HORIZONTAL ALIGNMENT..............................................................................................................................................36
ROW HEIGHT AND VERTICAL ALIGNMENT .........................................................................................................................37
Tip – Row Height ............................................................................................................................................................. 37
FORMAT PAINTER ........................................................................................................................................................39
Tip – Format Painter ....................................................................................................................................................... 39
COLUMN WIDTH AND WRAP TEXT ..................................................................................................................................40
NUMBERS ..................................................................................................................................................................43
Tip – ####### Displays in a Cell ...................................................................................................................................... 43
Tip – Select a Cell Range ................................................................................................................................................. 43
Tip – Formatting Currency .............................................................................................................................................. 45
DATES .......................................................................................................................................................................46
Tip – Date Types .............................................................................................................................................................. 46
FORMAT CELLS DIALOG BOX ..........................................................................................................................................47
LESSON 4: PRINTING ............................................................................................................................................ 48
DISCUSSION ................................................................................................................................................................48
TOPICS.......................................................................................................................................................................48
PRINT ........................................................................................................................................................................49
PAGE SETUP ...............................................................................................................................................................50
APPENDIX: CREATING A PDF FILE IN EXCEL 2010 .................................................................................................. 53
PREPARE THE WORKSHEETS ...........................................................................................................................................53
Discussion ...........................................................................................................................................................53
Steps ...................................................................................................................................................................54
CREATE THE PDF FILE ...................................................................................................................................................56
Steps ...................................................................................................................................................................56
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Course Overview
Discussion
Excel is spreadsheet software. Spreadsheets, also called worksheets, are used to
present lists of data and numeric or financial data. This presentation helps in the
analysis and evaluation of data to create information. At the University of Akron,
worksheets often are used for maintaining lists, budgets and financial reporting,
inventory management, cost estimating, and interactive forms.
Objectives
After successfully completing this course, you will be able to:
• Create a worksheet with text, numbers and AutoSum formulas
• Create a workbook with multiple worksheets
• Edit and format text and numbers
• Save, open, and print workbooks
• Sort and filter a list
Course Topics
Create an Excel Workbook
-
Sort and Filter Data in Lists
-
Format Cells
-
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The Excel windows
Enter data
Labels and values
Use AutoFill to enter labels and number rows
Edit the contents of a cell
Clear the formatting in a cell
Enter a fraction
Insert or delete a column, row, or worksheet
Rename or move a worksheet
Use AutoSum
Save and close the workbook
Open a new, blank workbook
Turn on AutoFilter
Sort data
Filter data
Freeze top row
Font face, attributes, size, and color
Borders
Fill color
Horizontal and vertical alignment
Row height and column width
Format painter
Wrap text
Numbers
Dates
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Printing
-
Appendix
-
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Print
Page setup
Creating a PDF file in Excel 2010
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Lesson 1: Create an Excel Workbook
Discussion
In this lesson, you review methods for entering data in Excel. Understanding how Excel
“thinks” makes it easier to enter data, edit data, and share data with others.
Topics
The Excel windows
Enter data
− Labels
− Use AutoFill to enter labels
− Values
− Use AutoFill to number rows
− Edit the contents of a cell
− Clear the formatting in a cell
− Enter a fraction
Insert or delete a column or row
Insert or delete a worksheet
Rename a worksheet
Move a worksheet
Use AutoSum
Save and close the workbook
Saving files
Open a new, blank workbook
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The Excel Windows
1. Open Excel.
In class, select
> All Programs > Microsoft Office > Microsoft Office Excel 2010.
Excel 2010 is opened.
Window
controls
The
Ribbon
Name
box
Active cell
Formula
Bar
Row headers
Column
headers
Worksheet tabs
2. Examine the window.
The document window, usually called the work window, contains the workbook that
you are using. When a new workbook is started in Excel, there are three
worksheets. Worksheets may be added or removed from the workbook.
Each worksheet in the workbook consists of a series of columns and a series of
rows. Columns are assigned alphabetic labels from A to XFD (16,384 columns).
Rows are assigned numeric labels from 1 to 1,048,576 (1,048,576 rows). This
means that there are 17,179,869,184 cells in each Excel worksheet.
A cell is the rectangular area where a column and a row intersect. Each cell is
identified by a cell reference, such as A1, which is its column and row location. The
active cell is the cell in which you are currently working. Excel identifies the active
cell with a dark border that outlines the cell. In the example above, A1 is the active
cell.
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Enter Data
Labels
1. Click in cell A2 to make it the active cell.
2. Type Abel.
3. When finished with your typing, press the Enter key
on the keyboard.
4.
5.
6.
7.
8.
9.
In Excel, this is referred to as completing the entry.
In cell A3, type Baker.
Press the Enter key.
Complete the typing in column A as shown here.
Click in cell B1 to make it the active cell.
Type January.
Click on the Enter tool
on the Formula Bar.
The Enter tool is used to complete an edit and remain in the current active cell.
The Enter tool displays only when the contents of a cell are being edited.
Use AutoFill to Enter Labels
1. Place the mouse pointer on the AutoFill handle
in the lower right corner of the active cell.
The mouse pointer takes the shape of a crosshair
.
2. Drag to the right to fill-in February, March and April as the labels.
Note: The contents of the cells A2 through A5 and cells B1 through E1 are labels. To
Excel there are two basic types of content:
•
•
Content used for calculation (value)
Content not used for calculation (label)
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Values
1. Click in cell B2 to make it the active cell.
2. Type the numbers in cells B2 through D4.
You may want to use the numeric keypad,
on the right side of your keyboard, to enter the numbers.
3. Compare the cell alignment of the values
in cells B2 through D4 with the alignment of the labels,
such as those in cells A2 through A5.
By default, values are aligned on the right side of the cell and labels are aligned on
the left side of the cell.
Note: A group of cells, that are adjacent to one another and form a rectangular area, are
called a range. In the above screenshot, the selected cells are the range B2:D4. This is
read B2 through D4. The range is named by the first cell in the upper left corner of the
rectangle, B2, and the last cell in the lower right corner of the rectangle, D4. The months
are listed in the range B1:E1.
Use AutoFill to Number Rows
To number rows automatically, there are two steps:
• Select the cells with the values that form the pattern.
• Drag the AutoFill handle through the cells to be filled.
–ORIf, there already are rows of data adjacent to the cells to be filled with numbers,
double-click on the AutoFill handle.
1. Locate the sheet tabs at the bottom of the window, on the left.
2. Click on the Sheet2 tab
to display the second sheet in this workbook.
3. Enter a 1 (one) in cell A3 and a 2 in cell A4.
4. Press the Enter key.
5. Select the cells with the values that form the pattern.
•
Place the mouse pointer over cell A3, so the mouse appears as a white cross
When the mouse pointer looks like a white cross, Excel selects cells as the
mouse is dragged.
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•
Excel 2010 Series
With the mouse as a
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, drag to select cells A3 and A4.
AutoFill handle
6. Drag the AutoFill handle through the cells to be filled.
• Place the mouse pointer on the AutoFill handle. The mouse point appears as
•
a thin black cross
.
Drag down to insert the numbers through 10.
Excel helps by displaying the numbers that will be entered into the cells.
The display looks similar to what is shown below.
7. Try this:
• In cell D3, type name.
• Press the Enter key to complete the entry.
• Use AutoFill to copy name to several rows.
• In cell C3, enter a 1 (one).
• In cell C4, enter a 2 (two).
• With the mouse as a white cross, select cells C3 and C4. This is the pattern
to copy
• Double click on the AutoFill handle.
Excel found the data in the
cells to the right of the
pattern. It repeated the
selected pattern until it no
longer found data in the
cells to the right.
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Edit the Contents of a Cell
A cell can contain three things: contents (the typing), formatting, and comments.
1. Click on the Sheet1 tab
2. Click in cell A4.
3. Type Charlie.
4. Click on the Enter tool
5.
6.
7.
8.
to display the first worksheet.
on the Formula Bar.
The contents of the cell are replaced with the label Charlie.
Click in the Formula Bar after the word
Charlie to place the insertion point.
Backspace to erase the ie in Charlie.
Type es to change the name to Charles.
Click on the Enter tool.
The contents of the cell are replaced
with the label Charles.
9. Press the Delete key on the keyboard.
The contents of the active cell are deleted.
10. Click on the Undo tool on the Quick Access toolbar.
The contents of the cell are undeleted.
11. Double click in cell A4 (or click on cell A4 and press F2) to place the insertion point
inside the cell.
12. Use the arrow keys to move the insertion point, if necessary, and erase the es and
replace it with ie.
13. Click on the Enter tool.
The label Charles is changed to Charlie.
14. Make cell E1 the active cell and delete the label April.
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Clear the Formatting in a Cell
1.
With cell A4 as the active cell, click on the Bold tool
The contents of the cell are in bold type.
Press the Delete key on the keyboard.
Type your name.
Your name is in bold type.
The Delete key erases only the contents of the cell.
The formatting (bold) remains.
2.
3.
4.
5.
Click on the Enter tool
To delete formatting:
•
on the Home tab.
on the Formula Bar.
Use the Clear tool
on the Home tab of the Ribbon.
Click on the down arrow for the Clear tool.
The following options are displayed.
•
Select Clear Formats.
The formatting (bold) is removed from the cell.
Tip – To Enter a Fraction
Method 1: To enter a fraction, such as 1/8, type a zero and a space, and then type 1/8.
The zero and the space tell Excel that this is a fraction and not a date.
Method 2: Before entering the fraction, format the cell for a fraction.
Click in the blank cell which will contain the fraction. On the Home tab of the Ribbon,
in the Number group, click on the down arrow of the Number format tool
Select Fraction
.
.
Enter the fraction.
Note: A cell can contain three things: typing (contents), formats, and comments.
The delete and backspace keys on the keyboard only erase contents. Use the
Clear tool
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Insert or Delete a Column or Row
1. Insert a column:
• Click in a cell within the column that is to be blank.
In this example, click in a cell in column D.
• Click on the Home tab of the Ribbon.
• Click on the down arrow of the Insert tool.
A list is displayed.
•
Click on Insert Sheet Columns.
A blank column is inserted at column D.
All the columns beginning with column D are moved to the right.
2. Insert a row:
• Click in a cell within the row that is to be blank.
In this example, click in a cell in row 2.
• Click on the Home tab of the Ribbon.
• Click on the down arrow of the Insert tool.
A list is displayed.
•
Click on Insert Sheet Rows.
A blank row is inserted at row 2.
All the rows beginning with row 2 are moved down.
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Note: To insert more than one row or column, select more than one row or column by
dragging through the cells. Then, select from the Insert tool.
Tip – Use the Insert Tool
If you click on the tool, rather than the down arrow, a single cell is inserted.
Use the Undo tool
to reverse this action. Use the down arrow of the
Insert tool to select the appropriate action.
3. Delete a column or row:
• Click in a cell within the column or row to be deleted.
• Click on the Home tab of the ribbon.
• Click on the down arrow of the Delete tool.
A list is displayed.
•
Click on either Delete Sheet Rows or Delete Sheet Columns, as appropriate.
The row or column is deleted.
Tip – Insert or Delete Columns or Rows
An alternative method is to place the mouse pointer over the
row header
or column header
(the light blue rectangle with
the row number or column alpha character name) and right click. The entire
row or entire column is highlighted. From the shortcut menu that appears,
click on Insert or Delete.
In class, the worksheet should look similar to this:
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Insert or Delete a Worksheet
1. To insert a worksheet at the end of the current worksheets, click on the
Insert Worksheet tool
.
A new sheet tab is added after the existing worksheet tabs.
2. To insert a worksheet before a particular worksheet:
• Click to make the particular worksheet active.
•
On the Home tab of the Ribbon, click on the Insert tool
A list is displayed.
•
Select Insert Sheet. A new worksheet is inserted before the active sheet.
In the example shown here, Sheet2 was active.
.
3. To delete a worksheet:
• Click on the tab for the worksheet to delete. It is the active worksheet.
•
On the Home tab of the Ribbon, click on the Delete tool
A list is displayed.
•
Select Delete Sheet.
If the worksheet contains data, the following message is displayed.
.
Select Delete or Cancel, whichever is appropriate. If a worksheet is deleted,
undo cannot be used to recover it.
If the worksheet is blank, it is deleted immediately. There is no message.
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Rename a Worksheet
If the workbook has many worksheets, or the workbook will be used by several people,
it may be best to give each worksheet a name that describes its contents. This will
make the workbook more user-friendly.
1. Double-click on the Sheet1 tab.
The tab will be highlighted.
2. Type a name for the worksheet.
Although Excel allows spaces in the name, it is best practice not to include
spaces. Also, shorter names are better.
3. Press the Enter key to complete the entry.
Move a Worksheet
Follow these steps to change the order of the sheet tabs in a workbook.
1. Click once on the sheet tab to be moved.
That worksheet becomes the active sheet.
2. On the sheet tab, hold down the right mouse button.
The mouse pointer changes to an arrow with a piece of paper attached.
A triangle also displays.
3. Drag until the triangle is in the location, where the sheet is to be moved.
Release the mouse button.
Note: The sheet tab is not dragged with the mouse. The triangle is dragged.
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Use AutoSum
The AutoSum tool
is available on both the Home tab and the Formula tab of the
Ribbon. This tool helps to create formulas for common math operations, such as:
• Sum a range of values
• Average a range of values
• Find the lowest value in a range (Minimum)
• Find the largest value in a range (Maximum)
1. With the first worksheet (Qtr1) as the active sheet, click in cell B6.
2. On the Home tab of the Ribbon, click on the AutoSum tool
.
Excel types the formula to add the numbers, using the sum function.
The formula displayed is =SUM(B3:B5).
All Excel formulas begin with the equal sign =.
Note that Excel draws a “marquee” around the cells that are included in the formula.
Excel displays help for entering
this formula on your own.
3. Click on the Enter tool
in the Formula bar to accept the formula that AutoSum
typed.
4. Review that the result of the formula (600) displays in B6.
Look at the Formula bar to review the contents of cell B6
The contents of cell B6 is a formula, not the number 600.
.
Note: How did Excel choose B3 through B5 (B3:B5)?
Excel’s instructions tell it to first look above the active cell to look for cells with
values as their contents. Excel continues to look up until it finds a cell that does
not have a value.
If Excel does not find any values when it looks above the active cell, it searches
to the left.
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5. Click in cell E1 and enter the label Average.
6. Click in cell E3.
7. On the Home tab of the Ribbon, click on the down arrow of the AutoSum tool
The down arrow lists other functions. Functions are formulas that are built-into
Excel and that require the entry or one or more values.
.
8. Select Average from the list that displays.
Excel follows its instructions, as in the Note on the previous page. Since Excel does
not find any values above the active cell, it looks to the left.
9. Click on the Enter tool
in the Formula bar to accept the formula that AutoSum
typed.
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Save and Close the Workbook
1. Click on the File tab of the Ribbon.
2. Click on Save As.
The Save As dialog box displays.
3. Click on the down arrow for Save as type.
A list of options is displayed.
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4. Select the appropriate option from the list.
In general, choose the Excel Workbook (*.xlsx) option if everyone who will be using
this workbook is using Excel 2007or 2010. Choose Excel 97-2003 if some people
are using Excel 2007 or 2010 and some people are using Excel 2003. Keep in mind
that the Excel 97-2003 format does not take advantage of the formatting changes in
Excel 2007 and 2010 and cannot display more than 65,536 rows or 256 columns.
In class:
• Select Excel Workbook (*.xlsx).
• In the My Documents folder, name the file My Lesson – XXX, where XXX are
your initials.
• Click on the Save button.
5. Close the workbook, but leave Excel open.
• Click on the File tab.
• Click on Close.
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Saving Files
All of the worksheets in a workbook are saved under one filename, whether you have
one worksheet or hundreds of worksheets in the workbook. All the worksheets in a
workbook are stored in one file.
When choosing a format in which to save the workbook:
•
Select Excel Workbook to name the file and save it in the new Excel 2007/2010
file format, xlsx.
•
Select Excel 97-2003 Workbook to name the file and save it in the old
Excel 2003 file format, xls.
•
Select PDF or XPS to name the file and save it as an Adobe Reader File (PDF)
or in the new XPS format. Consult Appendix B on page 53 of this manual prior to
using this format to ensure that the PDF file is aesthetically pleasing and easy to
read.
•
Select from the list of other formats to name the file and save it in various
formats, such as web page, text file or comma-separated value (.csv) file.
If you opened an existing workbook and want to save changes that you made:
1. Look at the title bar. If the workbook was saved previously in the Excel 2003 format,
the title bar will indicate Compatibility Mode.
2. To save the changes with the same filename and in Excel 2003 format, click on the
Save tool
in the Quick Access toolbar
.
To save the changes with a different filename and/or in a different format, click on the
File tab and follow the instructions on the previous pages of this manual.
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Open a New, Blank Workbook
Choose one of these two methods.
From the File tab:
1. Click on the File tab.
2. Click on New.
The New Workbook dialog box is displayed.
3. Click on the Create button.
A new, blank workbook with three blank worksheets is displayed.
From a Keyboard Shortcut:
On the keyboard, hold down the CTRL key, while tapping the N key (CTRL + N).
Think of N for New.
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Lesson 2: Sort and Filter Data in Lists
Discussion
Many of us keep lists in Excel workbooks. We filter these lists to get answers to
questions such as how many female students live in Summit County, to create mailing
labels and form letters with mail merge in Word, or to maintain a list of all the expenses
in our Budget.
KEY IDEA: Excel has rules for working with lists. If your data follows the rules, Excel will
function as noted in this lesson.


Within the rows of data, there are no blank rows and no blank columns. Null
values (cells with no value) are allowed. However, a row with no values in any
of its cells or a column with no cell values and no column name is not allowed.
The row directly above the first row of data contains the column names.
Topics
Turn on AutoFilter
Sort data
Filter data
Freeze top row
Go To command
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Turn On AutoFilter
In class, you will work with data that has been exported from PeopleSoft Student
Administration or PeopleSoft Financials.
1. Follow your instructor’s directions to open
Excel 2010 Essentials – List lesson.xlsx.
2. Click in one of the cells in the list.
3. On the Home tab of the Ribbon, click on the Sort & Filter tool.
A list displays.
4. Select Filter.
An AutoFilter tool
displays with each column name (field name). The AutoFilter
tool makes it easy to ask questions about the data and to sort the data.
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Sort Data
1. Click on the AutoFilter tool
for Plan Title and select Sort A to Z.
Excel recognizes the area in which the list of data is located, because the data
follows the rules on page 22. Excel keeps each row of data intact and sorts the rows
by the data in the Plan Title column.
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2. To sort by more than one field, use a Custom Sort:
• Click in any cell that is in the list.
• From the Sort & Filter tool, select the Custom Sort option.
•
In the first row of the Custom Sort dialog box, make selections for the first
sort.
•
Click on
•
Click on OK.
Excel does the first sort (by Plan Title). Then, within each Plan Title, Excel
sorts by Gender.
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to add a row and make selections for the second sort.
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Filter Data
1. Click on the filter down arrow for
The following list is displayed.
.
Note: This list is comprised of the
unique values in the column.
2. Click to unmark the box for Select All.
All the checkboxes are unmarked.
3. Click to mark the field values that you
want. More than one field value
can be selected.
Tip – Find rows with no data in a
field (blank)
Click on the filter down arrow for the
field to search for blanks. In the list
that is displayed, scroll down to the
bottom of the list. If there are blanks,
the choice
is available.
Follow steps 3-5 on this page to locate
only the blanks. If the choice of blanks
is not at the bottom of the list, then
there are no blanks in that field.
In class, mark only Arts & Sciences Postbac.
4. Click on OK.
Only the rows with Program Title equal to Arts & Sciences Postbac are displayed.
All the other rows are hidden.
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5. Excel lets you know in several ways that the data is filtered, that rows are hidden.
•
Note the message in the left side of the Status Bar at the bottom of the screen.
•
Note the row headers. If a row is hidden, the rows before and after the hidden
row are highlighted in blue. Also, note that there are missing row numbers.
•
Note the filter arrow for the Program Title field. A Filter icon
indicate that the data was filtered on this field.
is displayed to
6. Click on the filter arrow for Gender.
7. Mark only Female.
8. Click on OK.
Only 18 of the 522 records are for Females with an Academic Program of Arts &
Sciences Postbac.
When a filter or sort is used, only the displayed records are filtered or sorted. The
hidden records remain hidden and are not used for the filter or sort.
9.
To remove the filter:
•
Click on the Home tab of the Ribbon.
•
Select the Sort & Filter tool .
A list is displayed.
•
Select Clear.
All the rows of data are displayed.
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10. Use the Filter down arrow for County to display the rows where
County is equal to Ashtabula or Columbiana.
•
Click to unmark the Select all box.
•
Click to mark the boxes for both Ashtabula and Columbiana.
•
Click on OK.
All the rows display that have either Ashtabula or Columbiana in the County
column.
11. Remove the filter, as outlined in step 9. All the records are displayed.
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Freeze Top Row
In larger worksheets, where all the data cannot be displayed on a single screen,
scrolling vertically or horizontally can remove the display of the row of labels that is
necessary to identify the records. Without this row for identification, the data has little
meaning. The Freeze Top Row command allows you to maintain the display of the top
row of labels when you scroll.
1. Verify that the active cell is within the List.
2. Click on the View tab of the Ribbon.
3. Click on the down arrow of the Freeze Panes tool
A list of options is displayed.
.
If the identifying data is in the
first column of the worksheet,
select this option.
4. Select the Freeze Top Row option.
Note the black line drawn under row 1.
5. Use the scroll bar on the right to scroll down a few rows.
The first row stays in place and remains visible.
6. Press CTRL + End to move to the end of the document.
7. Press CTRL + Home to move to the top of the document.
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8. To Go To a particular cell:
•
Press CTRL + G. The Go To dialog box is displayed.
• In the Reference edit box, type A231.
• Click on OK. The active cell is A231.
9. To unfreeze the top row:
•
On the View tab, click on the down arrow of the Freeze Panes tool.
•
Select Unfreeze Panes.
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Lesson 3: Format Cells
Discussion
To format cells:
•
•
Select the cells to be formatted.
Select the format(s) to apply.
To clear all the formatting in cells:
•
•
Select the cells in which the format is to be cleared.
On the Home tab of the Ribbon, in the Editing group,
click on the Clear tool
•
.
Select Clear Formats from the list.
The frequently-used formatting tools are on the Home tab of the Ribbon.
Topics
Font face, size, and color
Bold, italics, and underline
Borders
Fill color
Horizontal alignment
Row height and vertical alignment
Format painter
Column width and wrap text
Numbers
Dates
Format cell dialog box
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Font Face
1. Open the workbook My Lesson – XXX, where XXX are your initials.
2. Select the cells or characters to be changed.
In class, select all the cells in this worksheet by clicking on the Select All object.
All the cells in the active worksheet are selected.
3. On the Home tab, click on the down arrow of the Font face list
select a Font. In class, select Arial.
and
Font Size
1. Select the cells or characters to be changed.
In class, select all the cells in this worksheet.
2. Click on the down arrow of the Font size list
In class, select 10.
and select a point size.
3. Click in any cell of the worksheet to remove the
Select All.
Tip – Cell Contents
A cell can contain three things:
typing (contents), formats and
comments. When formatting
cells, remember that the cells
without typing will not be truly
empty. The cells will contain the
formats that you apply.
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Bold, Italics and Underline
Tip – Underline Tool
The underline tool has two
1. Select the cells or characters to be changed.
In class, select row 1 by clicking on the row 1
header.
parts. Click on
and the
selected text is underlined.
Click on the down arrow
part
of the tool to select double
underline.
Underline is applied only to the
characters entered in the
selected cell(s).
All the cells in row 1 of the active worksheet are selected.
2. Click on the bold, italics or underline tool
In class, select Bold
.
.
Note: This places the Bold format in all the cells in row 1, whether or not there is
typing in the cell.
Font Color
1. Select the cells or characters to be changed.
In class, select A3:A5.
2. Click on the down arrow of the Font color tool
. A list displays.
The color that displays under
the A on the font tool is the
last color selected or red (the
default). Click on the tool to
apply the color shown.
In class, select one of the standard colors.
3. Click in a cell that is not selected to view the change.
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Borders
1. Select the cells or characters to be changed.
In class, select B1:E1.
2. On the Home tab of the Ribbon, click on the down arrow of the Border tool
list displays.
.A
For additional border options,
select More Borders.
3. Select a border from the list.
In class, select Thick Bottom Border.
4. Click in a cell that is not selected to view the change.
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Fill Color
1. Select the cells to be changed.
In class, select B1:E1.
2. On the Home tab of the Ribbon, click on the down arrow of the Fill tool
displays.
. A list
For additional fill options,
select More Colors.
3. Select a color from the list to be the background color in the cell(s).
4. Click in a cell that is not selected to view the change.
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Horizontal Alignment
1. Select the cells to be changed.
In class, select cells A3:A6.
2. Click on the appropriate horizontal Alignment tool.
Left horizontal
alignment is the
default for labels.
left
center
Right horizontal
alignment is the
default for values.
right
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Row Height and Vertical Alignment
In this example, you will increase the height of a row from 5 to 70 points and change the
vertical alignment of the cells’ contents.
Row Height
1. Click on the row header
to select row 1. The cells in row 1 are highlighted.
2. Click on the Format tool in the Cells group.
Tip – Row Height
Changing row height can
mimic double spacing.
A list displays.
Row height also can
be modified by
dragging the bottom
border of the row
header.
3. Click on
A dialog box displays.
.
4. Delete the number in the Row height box and enter 70.
5. Click on OK.
Row height is measured in
points. 12 point equals 1/6 of
an inch in height. 72 point
equals 1 inch in height.
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Vertical Alignment
1. Select the cells to be changed.
In class, select cells B1:E1.
2. Click on the appropriate vertical Alignment tool.
top
center
Bottom vertical
alignment is the
default.
bottom
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Format Painter
This tool
copies the formatting in a cell, rather than
copying the contents.
1. Select the cell that has the format to copy.
In class, select cell B1.
2. Click on the Format Painter tool
.
3. Click in the cell in which to copy the format.
In class, click in cell A3.
Tip – Format Painter
After selecting the cell with
the format to copy, do one of
the following.
Click on the Format Painter
tool
. Drag across the
cells in which to paste the
format.
OR
Double click on the Format
Painter tool to perform
multiple pastes. Click on the
cells in which to paste the
format. Click once on the
Format Painter to turn it off.
The format is copied with the exception of row height. Row height cannot be copied.
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Column Width and Wrap Text
Column Width
1. Click on the column header
to select column G.
The cells in columns G are highlighted.
2. Click on the Format tool in the Cells group.
A list displays
3. Click on Column width.
A dialog box displays.
Column width is measured in
characters.
4.
5.
6.
7.
Delete the number in the Column width box and enter 20.
Click on OK.
In cell G6, enter Confirm all the figures with Accounting.
Press the Enter key.
Column width also can be modified
by:
• Dragging the right border in the
column header.
•
•
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Double-click on the right border
in the column header. This will
make the column as wide as the
widest entry (AutoFit).
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Wrap Text
1. Select the cells to be changed.
In class, select G6.
2. Click on the Wrap Text tool
.
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The Wrap Text
command
increases row
height to display
the text in the cell.
Wrapped text appears similar to this:
3. Click on the File tab and select Print.
Note that the wrapped text format can make it difficult to identify the row of data with
which the text is associated.
Row 6
4. Click on the Home tab of the Ribbon.
5. To make the rows of data easier to read, when using word wrap:
• Select the cells in the row.
In class, select A6:G6.
• Click on the Top Align tool.
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At File > Print, the worksheet looks similar to this.
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Numbers
When a new, blank worksheet is opened, the cells contain a format named General,
which has no specific number format.
Currency
There are two number formats available for currency:
•
•
Currency
Accounting
The formats differ in the placement of the currency symbol (i.e. dollar sign).
To prepare for this lesson, change the column width of columns B through E.
•
Use the column headers to select columns B through E.
•
•
•
− Place the mouse pointer over column B’s header.
The mouse pointer looks like a black arrow.
− Drag through to column E’s header.
Click on the Format tool and select Column Width.
Enter 12 and click OK.
Click in any unselected cell.
1. Select the cells to be changed.
In class, select cells B3:E6.
This is the number data in columns B through E.
Tip – ####### Displays in
a Cell
If a series of # signs displays
in a cell, it means that the
column is not wide enough
to display the data. Make the
column width larger.
Tip – Select a Cell Range
Click on the first cell in the
range. Hold down the shift
key and click on the last cell
in the range.
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2. On the Home tab, click on the down arrow
of the Number Format tool
A list of formats displays.
3. .Select the Currency format
.
.
4. Note that the currency symbol (dollar sign) is placed directly to the left of the first
digit.
5. Select the cells to be changed.
In class, select cells B3:E6.
6. Click on the down arrow for the Number Format tool
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7. Select the Accounting format
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.
Tip – Formatting Currency
If you print a worksheet and the
decimal points do not line up
vertically, change the number
format from Currency to
Accounting.
8. Note that the currency symbol (dollar sign) is
placed as the first character on the left side of the cell and the symbols are aligned
vertically.
9.
By default, negative numbers appear inside parentheses
.
Enter -400 in cell D3 to see this formatting.
Comma
The Comma number format is the Accounting format without the currency symbol.
1. Enter 1000 in cell B3.
2. Enter 1250 in cell C3.
3. Select the cells to be changed.
In class, select cells B3:E6.
4. Click on the Comma Style tool
.
Decimal Places
In this example, rounding
occurs, when the number of
decimal points is modified.
1. Select the cells to be changed.
In class, select cell E3.
2. Use the Increase Decimal tool
or Decrease Decimal tool
, as appropriate.
In class, click on the Increase Decimal tool twice. Each click of the tool increases the
number of decimal places by one.
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Dates
Excel stores dates as sequential numbers (serial numbers). This allows calculations to
be made with dates, such as 01/15/12 plus 30 days or the number of years between
today’s date and a person’s birth date.
By default, January 1, 1900 is serial number 1. Counting forward from that date, Excel
recognizes January 1, 2012 as serial number 40909. (On the Macintosh,
January 2, 1904 is serial number 1.)
1. Enter the date 11/02/11 in cell F3.
The date displays as
. This is the Short Date format.
2. With F3 as the active cell, click on the down arrow of the Number Format tool.
.
3. From the list that displays, select the Long Date format.
The date displays as
.
If the desired date format is not in the list, click
The Number tab of the Format Cells dialog box displays.
.
Sample of the
selected date format
Type list box
4. Select a date format from the Type list box.
5. Click on OK.
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Tip – Date Types
The first two types that are
listed in the Type list box are
referred to as “volatile” dates.
They are marked with an
asterisk. If you select one of
these two types, the current
date will display in that cell
whenever the worksheet is
opened. The date will change
to match the current date.
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Format Cells Dialog Box
The Format cells dialog box allows many formatting changes to be made at once.
To access this dialog:
• Select the Home tab of the Ribbon.
•
•
•
Click on the Format tool
.
Select the last option Format Cells.
The Format Cells dialog box displays.
Review each of its six tabs to see the available formatting options.
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Lesson 4: Printing
Discussion
In Word, your work generally is page-oriented. When a page is “full,” a new page is
created automatically and the text flows to that page.
In Excel, the work generally is worksheet-oriented. When pages are created by Excel
for printing purposes, the data may be difficult to review. A worksheet may require
additional page setup in order to print in a meaningful way.
Excel provides many options to specify how your workbook should print. In this lesson,
you will use Print Preview and the Page Setup dialog box to review some of the
available options.
Topics
Print
Page setup
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Print
1. Click on the File tab. The Backstage options display.
2. Select Print.
The Print window displays.
3. Use the Page tools
to navigate through and preview the pages.
By default, Excel prints only the active worksheet.
4. Click on the Print button, if the preview indicates that the worksheet will print as
needed.
If the preview indicates that the print options or page setup need to be changed,
continue with the instructions on the following pages.
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Page Setup
1. Return to Print by selecting File > Print.
The Print page is displayed.
2. Read through the options on this page.
3. Note the default setting to Print Active Sheets.
Click on the down arrow to select Print Entire Workbook.
4. Note that the current Orientation is Portrait.
Change it to Landscape.
5. At the bottom of the list of Setting, click on the Page Setup link.
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6. Review the options on each of the four tabs in the Page Setup dialog box.
Use the scaling options to:
• Fit data on a single
page or a selected
number of pages
• To increase or
decrease the font and
object size by
percentage
7. On the
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8. Click on OK.
The print preview looks similar to this for page 1.
Note: When the Page Setup link is used, some of the options in the Page Setup dialog
box are inactive and cannot be selected. To access all options in the Page Setup dialog
box, return to the work window in which your workbook displays. Select the Page
Layout tab of the Ribbon and the Page Setup dialog box launcher
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Appendix: Creating a PDF File in Excel 2010
Prepare the Worksheets
Discussion
There are two items that need to be considered before creating a PDF file from an Excel
document:
1. Review the selections to be used at File > Print and make any necessary
changes.
2. Review the Document Properties to determine if the properties will be saved
with the PDF and to make any necessary changes.
A single worksheet, an entire workbook or a range of cells (selection) may be saved as
a PDF file. When the PDF file is created, the pages will look like the printed (hard copy)
pages of the worksheet. Therefore, it is important to use the Print command to preview
the pages and review how the PDF file will look when it is created.
Based on that review, make any changes to improve the appearance of the printed
pages. Many of these changes are made in the Page Setup dialog box, which is
available at File > Print on the Page Setup link at the bottom of the page.
If you wish to save an entire workbook as a PDF file, follow these instructions for each
sheet of the workbook. Most, but not all, of the instructions can be given once for
multiple worksheets by using CTRL + click on the worksheet tab to select each of the
worksheets to be formatted and then selecting the options in the Page Setup dialog box.
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Steps
1. Open the workbook.
• Click on the File tab.
• Select Open.
• In the Open dialog box, navigate to the file’s location.
• Double-click on the filename.
2. Preview how the file will look when it is printed.
• Click on the File tab.
• Select Print.
• In Settings, select to print the active sheets, entire workbook, or selection.
• Use the Page tools
to move through the pages.
• Note the changes that you want to make.
3. Make and save the changes to improve the printed appearance of the worksheet.
a. Make the changes in the Print Settings area.
b. Make the changes in the Page Setup area.
For worksheets that print on more than one page, consult the Quick Reference
Guide, “Using and Printing Large Worksheets in Excel 2010.”
4. OPTIONAL: Review the Document Properties.
• Click on the File tab.
• Select Info.
•
Select the Properties button
on the left side of the window.
Select Show Document panel from the list that displays.
The Document Properties information appears below the Ribbon and above the
document.
•
Enter any data that is to be stored with the Excel file. Some of this data also may
be saved to the PDF file, such as File name, Title, Author, Subject, and
Keywords.
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•
Click on File > Properties button > Advanced Properties.
The Document Properties dialog box is displayed.
•
Review the data contained on the various tabs. Make any changes, if
necessary.
Click on OK.
Click on the Home tab to return to the document.
Close the Document Properties information area below the Ribbon, by clicking on
•
•
•
its X
5. Click on the Save tool
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Create the PDF File
A PDF file may be created from:
• A range of cells
• A worksheet
• The entire workbook
Steps
1. If the PDF file will be created for a worksheet, click on that worksheet’s tab to make
it the active sheet.
2. If the PDF file will be created from a range of cells, select the range of cells so that
they are highlighted.
3. If the PDF file will be created for the entire workbook, click in any cell of the
workbook so that it is the active open file.
4. Click on the File tab.
5. Select Save As.
The Save As dialog box displays.
6. At Save as type, select PDF or XPS. The Publish as PDF or XPS dialog box is
displayed.
7. Select the drive and folder in which to save the PDF file.
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8. Type a file name in the File name edit box.
9. It is recommended that the box for Open file after publishing is marked, so that
you may preview the PDF file after it is created.
10. Make a selection at Optimize for. If you are uncertain whether to select Standard
(publishing online and printing) or Minimum size (publishing online), select
Standard.
11. Click on the
button. The Options dialog box is displayed.
If print areas have been
designated in the workbook, you
may want to mark this checkbox.
12. At Page range, select All or a range of pages, based on your prior review at Print
Preview.
13. At Publish what, indicate your choice.
14. At Include non-printing information:
•
Unmark the Document properties checkbox, if you do not want any of that
information to be available in the PDF file.
If this box is marked, properties that are saved to the PDF file include File name,
Title, Author, Subject and Keywords. Other properties that are saved include date
and time that the file was created/modified and file size.
•
If “Document structure tags for accessibility” is marked, the file will be larger and
include data that helps disabled users. For example, data included helps a
person using a screen reader to navigate the document.
15. The ISO 1900S-1 compliant format is required by some governmental agencies.
Mark this checkbox if this format is required.
16. Click on OK. The Save as dialog box displays.
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Excel 2010 Essentials
17. Select
Excel 2010 Series
The University of Akron
. The hourglass appears as the PDF file is created.
18. The PDF file is saved in the drive and folder indicated in the Save As dialog box.
19. If the option Open file after publishing was selected, Adobe Reader is opened and
the PDF file is displayed.
20. Review the file.
21. To view the Document properties, select File, Properties from Adobe Reader’s
menu.
Ver. 2011.12.15
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These materials may not be reproduced in whole or in part without the express permission of
The University of Akron.