EXCEL 2010 TIP SHEET GLOSSARY Opening a New Workbook 1. Click on the ‘New’ button on Quick Access Toolbar; or, 2. Click the File tab, and choose ‘New…’; or, 3. Press CRTL+N on the keyboard Inserting an Extra Column into a Worksheet 1. Position the mouse over the column heading (i.e. the column letter) immediately to the right of where you’d like to add a column 2. Click the mouse to highlight the entire column 3. Click the ‘Insert’ button in the Cells group on the Home ribbon Inserting an Extra Row into a Worksheet 1. Position the mouse over the row heading (i.e. the row number) immediately below where you’d like to add a column 2. Click the mouse to highlight that row 3. Click the ‘Insert’ button in the Cells group on the Home ribbon To Insert Multiple Columns or Rows into a Worksheet 1. Highlight a number of columns or rows equal to the number of columns or rows you’d like to add 2. Click the ‘Insert’ button in the Cells group on the Home ribbon 3. Note: this action is very similar to the procedure for adding a single row (see above) except that you’re highlighting more than one row or column To Adjust the Width of a Column Manually 1. Place the mouse over the border between the column headings to display a vertical bar with two arrows pointing to the left and right 2. Click the mouse, hold down the mouse button, and drag either to the left or right until the column is the desired width To Adjust the Width of a Column Automatically Using ‘Best Fit’ 1. Place the mouse over the border between the column headings to display a vertical bar with two arrows pointing to the left and right 2. Double‐click the mouse 3. Note: this approach works for rows, too AutoSum – a function in Excel that adds the contents of a specified range of Cells; the AutoSum button appears on the Home ribbon in the ‘Editing’ group as a ‘∑’. Dialog Box Launcher – located in the bottom right corner of specific Groups, these allow you to access additional features associated with a specific group of buttons within a Ribbon. Not every Group contains a dialog box launcher. Fill Handle – the small black square that appears in the bottom right corner of the border of a selected Cell. It can be clicked upon and dragged to perform various functions—but they primarily serve the function of copying formulas. Formula Bar – located just below the Ribbon, the formula bar displays the contents of the active cell. If the active cell contains a value generated by a formula, the formula is displayed, not the value. Functions – there are over 400 Functions that Excel can perform on data sets. The most common are SUM, AVERAGE, MAX, and MIN, which add, average, identify the largest number in a data set, and identify the smallest number in a data set respectively. Group – a collection of buttons on a Ribbon. Each ribbon usually contains four or so groups of buttons. Name Box – the small box at the left end of the Formula Bar. It either displays the name of the active cell or a dropdown menu of commonly used Functions. Quick Access Toolbar – this is the small toolbar that appears at the top‐left corner of the window just above the ‘File’ and ‘Home’ tabs. It is customizable. Ribbon – this is the large band of buttons along the top of the screen. The various ribbons are accessed via the tabs along the top edge of the displayed ribbon. Within a ribbon, buttons are grouped together into ‘Groups’. Shortcut Menu – these are accessed by right‐clicking. Shortcut Menus allow to access commonly used features associated with the document element on which you right‐
clicked. Choose options on the Shortcut Menus by left‐
clicking. Workbook – an Excel document. A newly opened Workbook will contain three Worksheets. You can have up to 255 Worksheets in a Workbook. Worksheet – a data sheet within an Excel Workbook containing cells in which one inputs data. Use separate Worksheets to organize data within a single Workbook. © 2011 Monroe County Public Library ‐ For Training Purposes Only ‐ Not For Sale or Distribution Outside of MCPL Page 1 To Correct Typing Errors 1. If you have not pressed ‘Enter’ and/or moved on to a new cell, simply press the BACKSPACE key and retype the information 2. If you have pressed ‘Enter’ and/or moved on to a new cell, click on the cell you want to correct, and then correct the error by modifying the text and/or numbers in the Formula Bar; or, double‐click the cell you want to edit and make your corrections within the cell To Add the Numbers in a Column or Row Using AutoSum 1. Click on the cell adjacent to the numbers you’d like add 2. Click the AutoSum symbol [ ∑ ] in the ‘Editing’ group on the Home ribbon once to see a preview (note: you can redefine the range to be added by dragging thru it) 3. Click the AutoSum button a second time Entering a Formula Using the Insert Function Button 1. Click on the cell in which you want the result of a formula to appear 2. Click the ‘Insert Function’ button [fx] on the Formula Bar 3. In the dialog box that appears, choose the Function of your choice; you can choose a function by selecting from those listed within specific categories (use the dropdown menu) or you can search by keyword 4. Click the ‘OK’ button 5. In the next dialog box, confirm that Excel has identified the range of cells you had in mind  if it has not identified the correct range of cells, manually adjust the range by either typing in the correct range or by dragging your mouse through the correct range 6. Click the ‘OK’ button Entering a Formula Using the Name Box 1. Click on the cell in which you want the result of a formula to appear 2. Type an equal sign (i.e. ‘=’) 3. The Name Box, i.e. the left‐most portion of the Formula Bar’, should now function as a dropdown menu that lists the 10 most recently used functions 4. Select the appropriate function 5. In the dialog box that appears, confirm that Excel has identified the correct range of cells you had in mind  if it has not identified the correct range of cells, manually adjust the range by either typing in the correct range or by dragging your mouse through the correct range 6. Click the ‘OK’ button Copying a Formula to Adjacent Cells Using the Fill Handle 1. Click on the cell containing the Formula you want to copy 2. Place the mouse directly over the Fill Handle so that it appears as a solid, black plus symbol (+) 3. Click and drag the Fill Handle across the cells to which you’d like to copy the Formula, then release the mouse button Changing Between the ‘Values Version’ and ‘Formulas Version’ of a Worksheet 1. Press CTRL + ACCENT MARK (~) on the keyboard (it’s the key above the TAB key and to the left of the ‘1’) 2. Repeat the keystrokes to revert back to the other version Selecting Cells that Are Not Adjacent to Each Other 1. Select one cell or range of cells 2. Hold down the CTRL key, and select another cell or range of cells 3. Repeat step 2 until you’ve selected all the non‐adjacent cells/cell ranges you wish to format Basic Formula Symbols + = add =a1+a2 – = subtract =a1‐a2 * = multiply =a1*a2 / = divide =a1/a2 adds contents of cell A1 to A2 subtracts contents of cell A1 from A2 multiplies contents of cell A1 by A2 divides contents of cell A1 by A2 Using Function‐based Formulas Longhand  =a1+a2+a3+a4 adds cells A1, A2, A3, & A4 Easy Way  use a function and define ranges of cells by inserting a colon (:) between first and last cell reference, e.g.: =SUM(a1:a4) adds cells in the A1 to A4 range The above requires that you to know the appropriate Function to use, e.g. SUM cell names are not case sensitive Common Functions SUM = adds the numbers in a specified range MIN = finds the smallest number in a specified range MAX = finds the largest number in a specified range AVERAGE = averages the numbers in a specified range Converting the Contents of a Worksheet into a Chart 1. Highlight the area of your worksheet that you want to convert to a Chart  Note: be sure this area contains no more than one row and/or one column that contains text (these descriptive rows and columns of text should be positioned along the top and left‐side of the data and will be used to label the chart) 2. Go to the Insert ribbon, and choose an appropriate chart type from the choices in the Charts group 3. The chart will appear on top of the spreadsheet from which it is pulling data. To move it to its own worksheet in the workbook, click the ‘Move Chart’ button at the right edge of the Chart Tools : Design ribbon (this only appears when the chart is selected  Note: there are 3 chart‐specific ribbons that are only displayed when you’re working with a chart; these allow you to modify the look of your chart) Applying the Accounting Style to Numbers 1. Select the cell or range of cells you’d like to format 2. Click the ‘$’ button in the ‘Number’ group on the Home ribbon Note: the Accounting Style assigns a fixed dollar sign that will rest against the left side of the cell. if you want a floating dollar sign that snuggles up against your numbers, you need to apply a ‘Currency Style’. To do so, click the dropdown menu in the ‘Number’ group on the Home ribbon, and choose “Currency” from the options; you could also right‐click on the cell and choose “Format cells”, and then choose the appropriate Number style
© 2011 Monroe County Public Library ‐ For Training Purposes Only ‐ Not For Sale or Distribution Outside of MCPL Page 2 EXCEL 2010 TIP SHEET (CONTINUED) 2. Click on the small black triangle to the right of the ‘Borders’ Applying the Comma Style to Numbers button in the ‘Font’ group on the Home ribbon 1. Select the cell or range of cells you’d like to format 2. Click the ‘Comma Style’ button on the Formatting Toolbar 3. Choose a border style and orientation from the palette that 3. Note: the ‘Comma Style’ button applies commas and decimals appears to numbers, but not a dollar sign Note: you can also draw borders and adjust line style using the options at the bottom of the ‘Border’s button dropdown menu; Applying the Percentage Style to Numbers once you’ve manually inserted borders, press ESC to lose the 1. Select the cell or range of cells you’d like to format ‘pencil’ cursor 2. Click the ‘Percent Style’ button in the ‘Number’ group on the Home ribbon Assigning a Color to a Worksheet Tab 1. Right‐click on the tab to which you’d like to assign a color Increasing and Decreasing the Number of Digits After the Decimal 2. Choose the color of your choice, and click the ‘OK’ button Point 1. Select the cell or range of cells you’d like to format Renaming a Worksheet 2. Click either the ‘Increase Decimal’ or ‘Decrease Decimal’ 1. Double‐click on the tab you’d like to rename; the text on the button in the ‘Number’ group on the Home ribbon tab should now be highlighted 2. Type the new label for the tab, and press ENTER To Force a Line Break Within a Cell 1. As you type text, press ALT + ENTER to force a line break within Order of Operations with Long Formulas a cell Excel formulas are calculated in a specific order. The order of operations is as follows: first negation (‐), then all percentages (%), To Force Text to Wrap Within a Cell then all exponentiations (^), then all multiplications (*) and divisions 1. Click the “Wrap Text” button in the ‘Alignment’ group on the (/), and finally, all additions (+) and subtractions (‐). Home ribbon; or, 2. Right‐click on the cell(s) containing the text, and choose You can use parentheses to override the order of operations. For “Format Cells…” from the shortcut menu example, if Excel follows the order of operations, 8 * 3 + 2 equals 26. 3. Select the ‘Alignment’ tab If you use parentheses, however, to change the formula to 8 * (3+2), 4. Check the “Wrap Text” box the result is 40, because the parentheses instruct Excel to add 3 and 5. Click the “OK” button 2 before multiplying by 8. Merging a Range of Cells into a Single Cell Examples: 1. Select the range of cells you’d like to merge Formula Meaning 2. Click on the ‘Merge & Center’ button in the ‘Alignment’ group Assigns the value in cell M5 to the on the Home ribbon =M5 active cell Note: if you right‐click on the selection, and choose ‘Format Assigns the sum of 12 + 9 (or 21) to the =12+(3*2) Cells’, you will open the Format Cells dialog box. Go to the active cell ‘Alignment’ tab to fine tune exactly how your text will be =6*E22; or Assigns six times the contents of cell oriented in the newly merged cells. =E22*6; or E22 to the active cell =(6*E22) Aligning Text and/or Numbers in a Cell or Group of Cells Assigns the product of 0.70 times 6 (or =70%*6 1. Highlight the cells you’d like to format 4.2) to the active cell 2. Use the buttons in the ‘Alignment’ group on the Home ribbon Assigns the negative value of the to adjust the placement of content both vertically and =‐(G7*V67) product of the values contained in cells horizontally G7 and V67 to the active cell To Select the Fill Color for a Cell or Range of Cells Forcing a Worksheet to Print on One Page 1. Select the range of cells you’d like to format 1. Click on the File tab, then choose Print > Print Preview 2. Click on the small black triangle to the right of the ‘Fill Color’ 2. In the preview mode, click the ‘Page Setup’ button button in the ‘Font’ group on the Home ribbon 3. In the Page Setup dialog box, select the ‘Sheet’ tab, then check 3. Choose a color from the palette that appears, or click on the the ‘Gridlines’ box to have gridlines display when printing a ‘More Colors’ options to see a full spectrum of choices worksheet Note: you can also apply a color scheme using the color schemes available under the ‘Cell Styles’ button in ‘Styles’ group Show Gridlines When Printing on the Home ribbon 1. Click on the File tab, then choose Print > Print Preview 2. In the preview mode, click the ‘Page Setup’ button To Place a Border Around a Cell or Group of Cells 3. In the Page Setup dialog box, select the ‘Page’ tab, then 1. Select the range of cells you’d like to format choose the “Fit to: 1 page wide by 1 tall” option under ‘Scaling’ © 2011 Monroe County Public Library ‐ For Training Purposes Only ‐ Not For Sale or Distribution Outside of MCPL Page 3 Conditional Formatting You use Conditional Formatting to make certain numbers on a worksheet stand out. For example, if you want negative numbers to stand out, you can use Conditional Formatting to have Excel display these numbers in bold text or in cells with a specific Fill Color. The chart below summarizes the different types of conditions that Excel recognizes: Type of Formatting Display Allows you to highlight manually Highlight Cells Rules specified cell values (e.g. numbers below zero, or between 10 and 100) Allows you to highlight the “top 10” Top/Bottom Rules numbers, or numbers above/below average Allows you to display a bar chart type Data Bars color scheme that corresponds to the values in the cells Allows you to apply a color scheme Color Scales that ranges between set colors depending on the cell value Allows you display small icons within Icon Sets the cells that correspond to the values within the cells Apply Conditional Formatting 1. Select the range of cells to which you’d like to apply conditional formatting 2. Click ‘Conditional Formatting’ button in the ‘Styles’ group on the Home ribbon 3. Choose the type of conditional formatting you’d like to apply from the options on the dropdown menu – note: hovering over the options will display a preview of the formatting 4. You can also create your own conditional formatting rule by choosing the “New Rule” option on the dropdown menu Adding Another Worksheet to a Workbook 1. Click on the worksheet tab (located along the bottom edge or your workbook) to the right of where you’d like to insert a new worksheet  note: there is no way to add a worksheet to the far right of a row of worksheets; instead you have to insert it between two existing worksheets and move it later (see below) 2. On the menu that appears, choose ‘Insert…’ 3. In the dialog box that appears, click on the ‘Worksheet’ icon, then click the ‘OK’ button Moving a Worksheet Within a Workbook 1. Click on the tab of the worksheet you’d like to move and hold the button down 2. A small black triangle will appear near the left upper edge of the tab you’ve click on 3. Drag your mouse to the right or left to move the worksheet 4. When the black arrow appears to the between the two tabs where you’d like to move the worksheet, release the mouse button; or, 5. Right‐click on the tab of the worksheet you’d like to move, choose ‘Move or Copy…’ from the menu, define where you’d like the worksheet moved in the dialog box that appears, and click the ‘OK’ button Totaling Numbers in Separate Worksheets There are two approaches to creating formulas. The first approach assumes that the cells to be tallied are all in the same location, e.g. cell B5 on every sheet. The second approach assumes that the cells to be tallied are in different locations on the various worksheets, e.g. cell B5 on sheet, cell B8 on the second, cell C7 on another, etc. Approach #1: All Cells in the Same Location on Each Worksheet 1. Pick the worksheet and specific cell where you’d like for the result to be displayed 2. Type an equal sign, the appropriate function, and an open parenthetical. For example: =SUM( 3. Navigate to the first worksheet containing a value you want to include in your formula, and click on the cell 4. Hold down the SHIFT key and click on the last worksheet containing a value to be included in the formula 5. Click the checkmark on the Formula Bar, and the value will be displayed in the cell, while the formula that generated that value will be displayed in the Formula Bar Approach #2: Cells in Different Locations on Each Worksheet 1. Pick the worksheet and specific cell where you’d like for the result to be displayed 2. Type an equal sign 3. Navigate to the first worksheet containing a value you want to include in your formula, and click on the cell 4. Insert the appropriate arithmetic operator, e.g. + 5. Navigate to the next worksheet containing a value you want to include in your formula, and click on the cell 6. If necessary, repeat steps 4 and 5 until you have included all of the cells to be tallied 7. Click the checkmark on the Formula Bar, and the value will be displayed in the cell, while the formula that generated that value will be displayed in the Formula Bar Freezing Worksheet Panes So Column or Row Headings Stay Stationary While You Scroll Through Data 1. Use the bottom two presets under the ‘Freeze Panes’ button in the ‘Window’ group on the View ribbon to freeze either the first row or first column of a worksheet; or, 2. Select the cell immediately below the row to be frozen and/or to the right of the column to be frozen 3. Click the ‘Freeze Panes’ button in the ‘Window’ group on the View ribbon 4. Choose the top option on the dropdown menu (i.e. “Freeze Panes”) Sorting Data in Columns, e.g., Organize Data in a Column So It Appears in Order From Largest Number to Smallest Number 1. Select a column or range of cells that you’d like to sort 2. Click the ‘Sort & Filter’ button in the ‘Editing’ group on the Home ribbon 3. Choose the appropriate preset on the dropdown list 4. When prompted to “Expand the selection”, do so 5. Note: be sure you’ve saved your work before doing this as Excel sometimes has a hard time sorting data if a worksheet contains merged cells Converting a Relative Cell Reference to an Absolute Cell Reference 1. While entering the cell reference into a formula, press the F4 key © 2011 Monroe County Public Library ‐ For Training Purposes Only ‐ Not For Sale or Distribution Outside of MCPL Page 4