Welcome to Excel
2010
Classified Employees Week Training
May 24, 2013
Let's look at the ribbons ...
Home
Insert
Page Layout
Formulas
Data
Review
View
Developer
Format: Picture Tools
Let's check out cool tools on the HOME ribbon ...
Format Painter
Copies formatting from one cell to another, like font, size, background, conditional formatting, text direction, borders, background.
Now, you try it …
If you click Format Painter 1x (one time) it will only copy the format to the very next cell you click
If you double click Format painter, notice how it stays highlighted. It is now ON until you click it again to turn it off. That means, everywhere you
click you will copy the format from the original cell.
Wrap Text
Wrap Text formats your text much like word wrap in Word, with one difference. In Word, text wraps at the margin (the right edge of the page). In
Excel, wrap text will wrap your text at the right edge of the cell. If you want the cell to take up the entire page, then first merge multiple cells.
Merge & Center
Merge & Center will combine multiple cells together (they have to be adjacent to each other, either on the left, right, up, or down.
Now, you try it …
Apply Wrap Text to this cell only. See what happens? Now Merge and center A20 through M20. Now left align the cell.
Why Wrap Text? See what happens to text in one cell when you type in the cell to the right. Type something in cell B21 and hit return.
Is the text in cells A25 wrapped? How can you tell?
Conditional Formatting
You can use Conditional Formatting to apply formatting to a cell based on whether or not it meets a certain criteria. Below is an example. The cells
highlighted in yellow below have a conditional formatting applied to them. The conditional formatting rule is set at "highlight red and bold cells where
the value is less than 0" and the conditional formatting is activated when the contents of the cell are less than 0.
Now, you try it …
In the yellow cells below, type the numbers as they appear in the sample to the right (-1, 0, 1)
Now, select the three cells that are green and apply Conditional Formatting such that when a value equal to or greater than 0 the format of the cell
will change to a color of your choice (other than green).
Sample
-1
0
1
-1
0
1
Let's check out cool tool on the INSERT ribbon ...
Hyperlinks
Hyperlinks are familiar to most people. You see them all the time. The Riverside City College website, as shown below, is a typical hyperlink.
Notice how the website address is underlined. You know that when you click on those underlined words, you'll go right to the Riverside City College
website.
http://www.rcc.edu
But wait, there's more …
Hyperlinks can also take you anywhere in a document, to another document, as well as to a place on the internet. You can apply a hyperlink to a
cell, a picture, a shape, etc. You can also change what the hyperlink looks like. It doesn't have to be underlined and in blue.
Now, you try it …
Click on the arrow below and it will take you back to the worksheet "Ribbon Quick View." To get back to this page, just click on the picture of the
INSERT ribbon on that page and it will bring you back here (it's a hyperlink too).
Return to Ribbon Quick View
Now, type the words "Return to Welcome Page" and create a hyperlink back to the first page of this workbook. To create the hyperlink, select
the cell with the words you just typed and then select the Hyperlink icon from the INSERT ribbon. On the left side of the pop-up window,
underneath "Link to" select "A place in this document." The select the "Okay" button. When you click on that cell it should take you back to the
Welcome page.
Type
What's on the PAGE LAYOUT ribbon?
Add notes here…
Let's check out the FORMULAS ribbon ...
Functions and Formulas
Functions and formulas always start with an equal (=) sign. You can apply a standard formula by selecting the Σ icon. You can find this icon on both
the FORMULAS ribbon and the HOME ribbon. Notice that there is an arrow on this icon. That means there are other choices. These are common
functions: Sum, Average, Count, Max, and Min.
Now, you try it …
Apply each function on the Σ icon in this row 
(be sure to hit the enter key when you're done)
SUM
10
20
40
30
AVERAGE COUNT NUMBERS
10
10
20
20
40
40
30
30
MAX
10
20
40
30
MIN
10
20
40
30
But wait, there's more
Have you ever wondered how to join two cells together. Perhaps where the first name is in one cell and the last name is in another cell? Well, it's
easy. You would use the concatenate function.
Now, you try it …
Select the Concatenate Function from the Text icon on the Function Library. The point and click on the first cell you want to join. Next, don't
forget the space between the first name and last name, add a space in the second box. Then a third box pops up, point and click on the last name
field.
First
Bob
Mary
Lee
Manny
Last
Jones
Smith
Lawless
Ruiz
Together again
Entering Your Own Formula
When you are creating your own formula, you can use any mathematical operators (+, -, /, *, etc.). Just remember, in order to let Excel know you
are creating a formula, you must start with an equal (=) sign. The easiest way to build your own formula is to point and click on each cell. You can
point and click on cells on your active worksheet or you can point and click on cells in other worksheets in your workbook.
Now, you try it …
First, we'll create a simple formula. Let's start by filling in the yellow cells next to the two questions.
Next, go to the yellow cell underneath the words "Retirement Formula:" and type an equal sign. Then point and click on your age, type and *
(which is used for multiplication), then point and click on your estimated monthly income, then type another *, and finally, point and click on the
funding factor (2.5%).
To complete the formula, hit the enter key.
Assuming that you will retire at age 63+, how many years will you have been in PERS?
What will be your estimated monthly income at the time of retirement?
Retirement factor at age 63+
Retirement Formula:
2.50%
Including Data From Cells in Other Worksheets
You can point and click on cells in other worksheets to include in your formulas. For example, let's say you keep a worksheet for every budget in
you department. You can create a summary page that would SUM the balance in each account and present an overall budget summary.
Now, you try it …
First, we need to open up another workbook to practice adding cells to our formula from other worksheets. Open the Excel workbook on your
USB drive called Connecting Worksheets .
On the first worksheet "Grand Totals" point on the cell C2 (under Instructional) and start the formula by typing the = sign. Then click on the
second worksheet tab "Budget A" and click in the same place (C2 under Instructional). Then type the + sign and do the same on the worksheet tab
"Budget B" and then hit + one more time and do the same thing with the worksheet tab "Budget C" (don't worry that there is nothing in the cell on
this worksheet, select it anyway. Now hit the Enter key. You should have a total of $176,000.00 on your Grand Totals worksheet.
Let's check out the DATA ribbon ...
Text to Columns
In the last step we combined (concatenated) two cells into one cell. Text to columns lets you split one cell into two cells.
Now, you try it …
Select the yellow cells. Next select the Text to Columns icon on the DATA ribbon and a window will pop up. There are 3 steps in this pop up window.
On Step 1 of 3 select delimited button and hit Next. On Step 2 of 3 check Space under "Delimiters" and hit Next. On Step 3 of 3 select the text button
under "Column data format" and hit Finish.
Bob Jones
Mary Smith
Lee Lawless
Manny Ruiz
Note: Using Text to Columns will replace
whatever is in the cell(s) to the right. Be
sure to leave yourself some blank columns
to the right before you apply this
Filter
The Filter icon allows you to easily sort and view cells based on a set of criteria. It is really helpful to use in large worksheets where all the rows are not
visible or where you might want to sort on an ongoing basis or you will often look for data based on a different set of criteria each time. It's really easy
to set up and use.
It's easy, you should try it …
Select the header row and then select the filter icon on the DATA ribbon.
Industry Sector
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
AME
BTC
BTC
School District
Alvord
Corona Norco
Jurupa
Jurupa
Jurupa
Jurupa
Jurupa
Moreno Valley
Moreno Valley
Moreno Valley
Nuview Union
RCOE CTE/ROP
RCOE CTE/ROP
RCOE CTE/ROP
RCOE CTE/ROP
RCOE CTE/ROP
Redlands
Riverside
Val Verde
CSDR
RCOE CTE/ROP
High School Course
Web Design
Photography 1A & 1B
Video Production
Television Broadcasting
Photography 2
Photography 1
Web Design
Photography 101*
Photography 101*
Web Design
Photography
TV/Video Level I
Graphics Technology
Digital Photography I
Website Design & Development
Digital Imaging
Advanced Multimedia Design #0962
Advanced Web Design
Web Page Design & Development
Construction Technology
Construction Technology
Min
RCCD Course Units Transfer Grade
ADM 74
PHO 8
FTV 67
FTV 67
PHO 9
PHO 8
ADM 74
PHO 9
PHO 8
ADM 74
PHO 20
FTV 67
ADM 1
PHO 20
ADM 74
ADM 71
FTV 67
ADM 74
ADM 74
CON 60
CON 60
3
3
2
2
3
3
3
3
3
3
3
2
3
3
3
3
2
3
3
3
3
N/A
UC/CSU
CSU
CSU
CSU
UC/CSU
N/A
CSU
UC/CSU
N/A
CSU
CSU
CSU
CSU
N/A
CSU
CSU
N/A
N/A
N/A
N/A
B
C
C
C
C
C
B
C
C
B
C
C
B
C
B
B
C
B
B
C
C
TOPS
1030.00
1011.00
0604.20
0604.20
1011.00
1011.00
1030.00
1011.00
1011.00
1030.00
1011.00
0604.20
0936.00
1011.00
1030.00
1030.00
0604.20
1030.00
1030.00
0952.00
0952.00
Let's check out the REVIEW ribbon ...
Password
Protect
y
y pYour Document
p
y
y
y
y
spreadsheet that they can make changes to? Do you want to control what fonts they use? Use Protect … Sheet or Workbook to accomplish this.
Remember to write the password down. If you forget the password, you'll be stuck.
Now, you try it …
Let's protect this sheet. It won't have an effect on any of the other sheets in the workbook. First, right click on the cells that are highlighted in
yellow. Select "Format Cells" from the drop-down menu. Uncheck the "Locked" box.
Next, select the Protect Sheet icon from the REVIEW ribbon. Assign a password. Then reconfirm your password.
First Name Last Name Street
City State
Now, enter your name and address in the cells to the right 
Can you change the color of the cells? Can you change the width of the columns? Can you change the font and the size of the font?
Now you can unlock your worksheet by selecting Unprotect Sheet and entering your password.
Zip
What's on the VIEW ribbon?
Add notes here…
Other cool stuff…
Manual line break
There are times when you want to keep content in the same cell but you want to create a line break so that certain words start a new line. To do
this, you would press the Alt key and the Enter key at the same time.
Now, you try it …
Let's add a manual line break at the end of each sentence. Then we'll change the size of the cell so that the whole paragraph displays. First,
select the cell and turn off Wrap Text (on the Home Ribbon) if it is selected. Now, put your cursor at the end of each sentence in the yellow box
below. While holding the Alt key hit Enter on your keyboard.
Lorem ipsum dolor sit amet, consectetur adipiscing elit. Donec rutrum arcu vitae nibh dictum pharetra. Cras malesuada lorem eget neque convallis lob
Next, hold your curser underneath the row number (in this case it is row 9) and pull it down in order to allow all the lines in the yellow cell you
just worked on to display.
Change Color and Rename Tabs
You would change the color or name of the tabs at the bottom of the worksheet when you want to organize different types of worksheets within a
workbook or quickly find a certain worksheet.
It's easy, you should try it …
Right click on the tab at the bottom of this worksheet. See the options? You can change the name or apply a color.
Quick Access Toolbar
The Quick Access Toolbar is at the very top of the page. The icons on the Quick Access Toolbar vary by computer. The Quick Access tool bar is
visible no matter where you are in Excel and there may be certain icons that you use so often that you want to make them available here. Editing
the Quick Access (or any Ribbon) is easy.
Now, you try it …
To edit the Quick Access toolbar, click on the down arrow at the right of the toolbar. The "Customize Quick Access Toolbar" pops up. Just select
the icons you want to appear on the toolbar. It's that easy.
To edit any of the Ribbons, go to the File tab and select "Options." From the Options menu you would select, "Customize Ribbon." Then, select
commands on the left and move them over to the right. There are lots of options to customize your Excel. Check them out.
Quick Access Toolbar 
Customize Options 