Microsoft Excel Quick Reference Guide. Union Institute & University

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1 Microsoft Excel 2010 Quick Reference Guide Union Institute & University

2 Contents Using Excel Help (F1)... 4 Excel Window Contents:... 4 File tab... 4 Quick Access Toolbar... 5 Backstage View... 5 The Ribbon... 5 Worksheet Area... 6 Sheets Tab... 6 Status Bar... 6 Working with Workbooks... 6 Creating a New Blank Workbook... 6 Saving a Workbook (Ctrl + S)... 7 Opening a Workbook... 7 Opening a Recent Workbook... 7 Page Layout... 8 Selecting the paper Size... 8 Changing the Page Orientation... 8 Setting Page Margins... 8 Worksheets... 8 Inserting a Worksheet... 8 Renaming a Worksheet... 8 Moving / Copying a Worksheet... 8 Deleting a Worksheet... 9 Color Coding a Worksheet Tab... 9 Rows and Columns... 9 Selecting Rows or Columns... 9 Inserting Rows or Columns Deleting Rows or Columns Adjusting Row Height or Column Width Cells Selecting Cells Inserting Cells (Rows, Columns or Sheets) Formatting Cells Cell Borders

3 Merging /Unmerging Cells Data Entering Data Using AutoFill Clearing Cell Format or Contents Formulas The Formula Bar Creating a Formula Cell References Inserting a Function Using Function Library Using the Sum Button (Alt + =) Text Formatting Text Checking Spelling Cutting, Copying, and Pasting Text / Data Inserting Header and Footers Editing Searching for Text Replacing Text (Ctrl + H) Illustrations Inserting Pictures, Clip Art and Shapes Inserting a Screen Shot Snipping Tool Open Snipping Tool Use Snipping Tool to Capture Screen Shots Changing Snipping Tool Options Views Changing the Workbook View Viewing Multiple Workbooks Splitting Panes Freezing a Row or Column Output Previewing and Printing (Ctrl + P) ing a Workbook

4 Recovering Files Recovering Unsaved Workbooks Additional Features Customize Your Ribbon Creating a Workbook from a Template Creating a Document from an Office.com Template Other Features in Excel

5 Getting Started with Microsoft Excel Using Excel Help (F1) Get Help by clicking the Microsoft Excel Help Button located in the upper left hand corner of the screen. Or, click File, and click Help 1. Chose an item from Browse Excel 2010 Support 2. Click the book icon at the top of the window to browse the Table of Contents Click on the book icon next to each topic listed 3. Use the search window to type in keywords Click on the desired topic Note: Once a topic is displayed, click on the print icon, select the desired options, click Print. Excel Window Contents: File tab By clicking the File tab, a drop down box of options appears. It allows users to Save, Save As, Open, Close, View Account Information (as seen below), Open Recent, Open New, Print, Save &Send, Help, change Options and Exit.

6 Quick Access Toolbar The Quick Access Toolbar is the top toolbar (above the File tab). It contains shortcuts for tools. (e.g.: save, undo, redo, etc.) Note: Clicking the arrow will allow the user to select more tools for the toolbar. (e.g.: New, Open, Save, , Quick Print, Print Preview & Print, Spelling, Undo, Redo, Sort Ascending, Sort Descending, Open Recent, etc. 5 Backstage View Below the Quick Access Toolbar, is the Backstage View. It contains Tabs to work with files and settings. By clicking on the various tabs, different tools are displayed below the Backstage View in the Ribbon. The Home tab displays tools in the Ribbon for: Clipboard, Font, Alignment, Number, Styles, Cells and Editing. Pictured below, the Insert tab displays tools in the Ribbon for: Tables, Illustrations, Charts, Sparklines, Filter, Links, Text and Symbols. The Ribbon The Ribbon is below the Backstage View and changes as the tabs on the Backstage View are changed. The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a task. Pictured below is the Page Layout in the Backstage View and the corresponding Ribbon which includes tools for: Themes, Page Setup, Scale to Fit, Sheet Options, and Arrange.

7 Worksheet Area The Worksheet Area displays the current worksheet. 6 Sheets Tab The Sheets Tab is located at the bottom of the screen. It displays the sheets in the current workbook. Status Bar The Status Bar (see above) is located below the sheets tab. It contains worksheet information and shortcuts. Working with Workbooks Creating a New Blank Workbook Click on the File tab Click New Click Blank Workbook Click Create

8 Saving a Workbook (Ctrl + S) 1. Click on File Select Save 2. Select Save As to save the document in another format Select where you want to save the document Name the document in the file name box Click the arrow on the save as type box and select a type Click Save Note: After initially saving a workbook, you can use the Save icon on the quick access toolbar to quickly save the workbook or use the short cut Ctrl + S. 7 Opening a Workbook Click on File Select Open A new window will open Locate and select the file to open Click Open Opening a Recent Workbook Click on File Click on Recent Select from: 1. Recent Workbooks Click on the desired document/workbook 2. Recent Places Click on the desired folder Click on the desired file Click Open

9 Page Layout Selecting the paper Size Click on the Page Layout tab Click Size 1. For a standard size - Select from the drop down menu 2. For a custom size- Select More Paper Sizes Enter the desired Width and Height 8 Changing the Page Orientation Click on the Page Layout tab Select Orientation Select Portrait or Landscape Setting Page Margins Click on the Page Layout tab Select Margins 1. Select the desired margin from the menu 2. For a custom margin Select Custom Margins Enter the desired values Worksheets Inserting a Worksheet To insert a worksheet at the end of existing worksheets: 1. Click Insert Worksheet icon in the Sheets tab at the bottom of the screen (see below) 2. Right click on the Sheet tab Click Insert Click Worksheet To insert a worksheet before and existing worksheet: Select the worksheet Click Home Click the Insert drop down arrow in the Cells group Select Insert Sheet Renaming a Worksheet 1. Right click on the worksheet tab Select Rename Enter the name Enter 2. Double click the worksheet tab Enter the new name Moving / Copying a Worksheet Right click on the worksheet tab Select Move or Copy A Move or Copy window will open

10 You can: 1. Move or Copy the worksheet to a New book Click the Move selected sheets To book: drop down arrow Select desired book 2. Under Before sheet: Select the worksheet you want to Move or Copy in front of To Copy Check the Create a copy box To Move Ensure the Create a copy box is not checked 3. To Move (in the row of sheets tab) Click and drag the worksheet tab to the desired location 4. To Copy (in the row of sheets tab) Hold the Ctrl and click and drag the worksheet tab to a new location 9 Deleting a Worksheet 1. Click on the worksheet to be deleted Click Home Click the Delete drop down arrow in the Cells group Select Delete Sheet Click Delete to confirm 2. Right click the worksheet tab Select Delete Color Coding a Worksheet Tab Click on the desired worksheet Click Home Click the Format drop down arrow in the Cells Tab Place your mouse over the Tab Color option Click the desired Color Rows and Columns Selecting Rows or Columns 1. To select an entire row or column Click the row heading (which are numbered) or column heading (which are lettered) 2. To select multiple rows or columns, click and drag the mouse over the desired heading 3. To select nonadjacent rows or columns, hold the ctrl key and click on each desired heading Note: Row number 4 is selected below.

11 Inserting Rows or Columns Select the row heading below or the column heading to the right or where you want to insert the row or column (to insert multiple, select the same number of rows or columns you want to insert) Click Home Click the Insert drop down arrow in the Cells group Select the desired option 10 Deleting Rows or Columns Select the row or column Click Home Click the Delete drop down arrow Click desired option Adjusting Row Height or Column Width Select the desired row(s) or column(s) Click Home 1. Place the mouse over the boundary line of the row or column heading When it turns into a double sided arrow, click and drag 2. To Fit Cell data: Click the Format drop down arrow in the Cells group Select from: AutoFit Row Heights AutoFit Column Width 3. To Customize the exact width or height Click the Format drop down arrow in the Cells group Select from: Row Height Column Width Enter the desired value 4. To change the default column width for a worksheet Click on the worksheet tab Click the Format drop down arrow in the Cells group Select Default Width A Standard Width window will open Enter the desired value

12 Cells Selecting Cells 1. To select a single cell Click on the desired cell 2. To select a range Click on the first cell Hold the Shift key Click on the last cell in the range 3. To select a range Click and drag over the range of cells 4. To select multiple non adjacent cells Hold the Ctrl key Click on each desired cell 5. To select all cells Click the Select All icon in the upper left corner of the worksheet area (see below) 11 Inserting Cells (Rows, Columns or Sheets) Select the cell or range of cells where you want to insert blank cells Click on the Home tab Click the Insert drop down arrow in the Cells group Select from: Insert Cells Select how to shift the cells Insert Sheet Rows Insert Sheet Columns Insert Sheet Note: Use the Delete drop down arrow in the Cells group to Delete Cells, Rows, Columns, or Sheets. Formatting Cells Select the cells to be formatted Click on the Home tab Click the Format drop down arrow in the Cells group Select Format cells A Format Cells window will open Select from one of the following tabs: Number Alignment Font Border Fill Protection Choose desired options Note: Cells can also be formatted for Font, Alignment, Number, and Styles, from the Home tab Font group. (See the Formatting Text directions in this document)

13 Cell Borders Select the cells to apply a border Click on the Home tab Click the Border drop down arrow in the Font group 1. Click on the desired border 2. Select More Borders A Format Cells window / Border tab will open (see below) Select a Line Style and Color Select the desired border 12 Merging /Unmerging Cells Merge cells to spread the contents of one cell over several cells. Merging is the process of creating one cell out of two or more selected cells. When merging cells and more than one of the selected cells contains data, the data in the upper-left or upper-right cells is kept and deletes all remaining data. This is useful if you want headers in a worksheet. Copy the data you want to keep into the upper left cell of the range of cells to be merged Select the cells to be merged Click on the Home tab Click the Merge & Center drop down arrow Select from Merge & Center Merge Across Merge Cells Unmerge Cells this will unmerge previously merged cells (Seen below Cell A1, B1 and C1 have been Merged and Centered)

14 13 Data Entering Data Click the cell enter data - Tab or Enter To insert a line break in a cell Alt + Enter To enter the current date Ctrl + ; To enter the current time Ctrl +Shift + ; Using AutoFill AutoFill will automatically fill in a series of numbers, dates, or other sequential items. 1. Select the first cell in the range you want to fill Enter the starting value Enter the next desired value in the next cell to establish a pattern Select the cells that contain the pattern Drag the fill handle (pictured right) over the range of cells to be filled Drag down or to the right to fill in increasing order Drag up or left to fill in decreasing order 2. Select the first cell in the range you want to fill Enter the starting value Select the cells to be automatically filled Click the Home tab Click the Fill drop down arrow Select Series A Series window will open (pictured right) Select desired options

15 Clearing Cell Format or Contents Select the cells you want to clear of data or formatting Click on the Home tab Click on Clear drop down arrow in the Editing group Select from: Clear All Clear Formats Clear Contents Clear Comments Clear Hyperlinks 14 Formulas The Formula Bar Creating a Formula Select the cell that will contain the formula Enter an equal sign in the Formula Input Area Use the following guidelines for creating a formula Add (+), Subtract (-), Multiply (*), and Divide (/) References cells by their cell number (A1, B1, etc.) Constants can also be used in formulas (3, 8.5, and 16) Enter parentheses around calculations that are to be performed first Expand the Formula Bar by clicking the down arrow at the far right of the bar Click Enter or the Check Mark Cell References A reference identifies a cell or range of cells. It tells a formula where to find data. A relative cell reference is relative to the position of the formula. An absolute cell reference refers to a specific location (use a $ before the cell reference). In one or several formulas, you can use a cell reference to refer to: Data from one cell on the worksheet. Data that is contained in different areas of a worksheet. Data in cells on other worksheets in the same workbook. For example: This formula: Refers to: And Returns: =C2 Cell C2 The value in cell C2. =Asset-Liability The cells named Asset and Liability The value in the cell named Liability subtracted from the value in the cell named Asset. {=Week1+Week2} The cell ranges named Week1 and Week2 The sum of the values of the cell ranges named Week1 and Week 2 as an array formula. =Sheet2!B2 Cell B2 on Sheet2 The value in cell B2 on Sheet2.

16 Inserting a Function Select the cell that will contain the formula 1. Click Insert Function on the Formula bar 2. Click the Formulas tab Click Insert Function An Insert Function window will open Select from: Search for a function: Type a description Click Go Select a category Select a function The function name will appear in the cell Followed by parenthesis A Function Arguments window will open The type of information you should enter is in the window Enter the Function Argument 15 Note: An argument is a piece of information that the function uses. Excel shows you what type of information you should enter as an argument. Sometimes it's a number, sometimes it is text, and sometimes it's a reference to another cell.

17 For example, the ABS function requires one number as its argument. The UPPER function (which converts any lowercase text to uppercase text) requires one string of text as its argument. The PI function requires no arguments, because it simply returns the value of pi ( ). 16 Using Function Library Click on the Formulas tab Select the drop down arrow of the desired option from the Function Library Select desired option Using the Sum Button (Alt + =) Highlight the desired cells 1. Click a cell below the column 2. Click the cell to the right of the row Click the Home tab Click the AutoSum drop down arrow in the Editing group Select the desired function Text Formatting Text 1. Click Home Select the text (cells) you want to format Use the format tools in the Font group 2. Click Home Click on the show font dialog box Select desired Formatting

18 Note: The following are Font group shortcuts: Font Ctrl + Shift + F Bold Ctrl + B Underline Ctrl +U Italic Ctrl + I 17 Checking Spelling 1. Click Review Click Spelling in the Proofing group Note: To change the Editing options: Click File, Options, Proofing, select desired options and click OK. Cutting, Copying, and Pasting Text / Data Click on Home Select the desired text /data Select Cut (Ctrl + X), or Copy (Ctrl +C) Click where you want the text /data 1. Click the Paste (Ctrl +V) button 2. Click the arrow below the Paste button a. Select Paste 3. Right click a. Select paste option Inserting Header and Footers Click on the Page Layout tab Click the Page Setup drop down arrow A Page Setup window will open Click on Header or Footer tab 1. Click Custom Header or Custom Footer Enter desired text 2. Click Header or Footer drop down arrow Select a Header or Footer from the drop down menu Select desired option Editing Searching for Text Click Home Click the Find & Select drop down arrow Click Find Type the text you are searching for Select Find All or Find Next The results will appear in the bottom of the Find and Replace window Replacing Text (Ctrl + H) Click Home Click the Find & Select drop down arrow Click Replace Enter the text to be replaced in the Find what box

19 Enter the new text in the Replace with box Select from Replace All, Replace, Find All, Find Next or Close Click Close 18 Illustrations Inserting Pictures, Clip Art and Shapes Click on the Insert tab Place your cursor where you want the illustration in the workbook 1. Click Picture to insert a picture from a file Locate and select the file Click Insert 2. Click Clip Art to insert clip art Enter the item you want in the Search for box Click Go Select the desired item 3. Click Shapes Select the desired shape Click and drag to place it in the document Note: The Format tab (as pictured below) will appear to format the illustration. Inserting a Screen Shot You can take a screen shot of any window that is not minimized and insert it into a document. Click on the Insert tab Place your cursor in the worksheet where you want the screen shot Click Screenshot 1. Click Available Windows to insert a screen that is open 2. Click Screen Clipping to insert a screen shot you create from an open window Click and drag the area you want to select and insert Note: The Formatting tab will appear. Snipping Tool You can use Snipping Tool to capture a screen shot, or snip, of any object on your screen, and then annotate, save, or share the image by using a mouse or tablet pen to capture a snip. Open Snipping Tool Click the Start button Click All Programs Click Accessories Click Snipping Tool

20 Use Snipping Tool to Capture Screen Shots Click the New drop down arrow in the Snipping Tool Window Select from: Free-form Snip - Draw an irregular line, such as a circle or a triangle, around an object Rectangular Snip - Draw a precise line by dragging the cursor around an object to form a rectangle Window Snip - Select a window, such as a browser window or dialog box that you want to capture Full-screen Snip -Capture the entire screen when you select this type of snip Use the mouse or pen to capture the desired snip Note: When Snipping Tool is open, a white overlay appears on your screen until you capture a snip. After you capture a snip, it's automatically copied to the mark-up window, where you can annotate, save, or share the snip. 19 Changing Snipping Tool Options Click Options Check or uncheck the desired Application

21 Views Changing the Workbook View Click on the View tab In the Workbook Views group Select from: Normal this is the default view Page Layout this is how it will look when printed Page Break Preview this is to view and adjust page breaks Custom Views this is to save specific display and print settings Full Screen To revert back to the Normal View press Esc Note: The Normal, Page Layout and Page Break Preview options are also available on the Status bar located at the bottom of the screen on the right side. (Pictured below) 20 Viewing Multiple Workbooks Open the workbooks Click the View tab Click Arrange All in the Window group An Arrange Windows window will open Select the desired option Splitting Panes Split panes to view two parts of a worksheet at one time Click on the View tab Click on Split in the Window group Click and drag the split bars to desired location To Remove the Split pane- Click Split Freezing a Row or Column Freezing keeps a specified row or column visible as you scroll through a worksheet Click on the View tab 1. Select the row below where you want the split to appear 2. Select the column to the right of where you want the split 3. To freeze rows and columns select the cell below and to the right of where you want the split Click Freeze Panes in the Windows group To Unfreeze Click Freeze Panes Select Unfreeze Panes

22 Output Previewing and Printing (Ctrl + P) Click on the File tab Click Print The preview is automatically displayed on the right side of the screen Select the desired print options Click Print 21

23 ing a Workbook Click on the File tab Click Save & Send Select Send Using Select from Send as Attachment, Send as PDF, Send as XPF, or one of the other options if available An will open with the document attached Complete the To box Click Send 22 Recovering Files Recovering Unsaved Workbooks Auto Recover and Auto Save are automatically turned on, to allow you to recover a file you closed without saving. Click the File tab Click Info Click on Manage Versions (in the middle of the screen) Click Recover Unsaved Workbooks Select the desired workbook Click Open

24 Additional Features Customize Your Ribbon Click on the File tab Select Options Select Customize Ribbon Select an option from the drop down menu under Choose commands from: On the Right Side of the screen, click the drop down arrow under Customize the Ribbon Select: All Tabs, Main Tabs, or Tool Tabs 1. To hide or display a tab, check or clear the box next to the item 2. To rename a tab or group, select the current name and click Rename Enter a new name and 3. To rearrange tabs and groups, select the tab or group Click the Move Up arrow or Move Down arrow 23

25 Creating a Workbook from a Template Click on File Select New Under Available Templates select Blank workbook from the options: Blank workbook Recent templates Sample templates My Templates New from Existing Click Create 24 Creating a Document from an Office.com Template Click on File Select New Click on the desired Office.com Template category Click on the desired template Click Download

26 Other Features in Excel Note: Use the Help tool to discover how to use these features. Keyboard shortcuts in Excel 2010 Creating a Sparkline Adding Data Markers to a Sparkline Formatting a Sparkline 25

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