Microsoft Excel Quick Reference

Microsoft Excel Quick Reference How do I enter information into a cell? 1. Place the cursor in the desired cell 2. Type the data and press ENTER or one of the ARROW Keys How do I enter a formula or function into a cell? 1. Place the cursor into the desired cell 2. Press = (the equal symbol) and type the formula --OR-- Use the AutoSum or Paste Function icons How do I delete data or formulas in a cell? 1. Place the cursor in the desired cell or select a block of cells 2. Press the Delete key (Note: You may select a block of cells and then press the Delete key.) How do I edit a formula in a cell without retyping the whole thing? 1. Place the cursor in the cell to be edited 2. Press F2 --OR-- Click the formula bar 3. Edit the formula using standard editing keys 4. Press Enter How do I repeat a character or set of characters to fill a cell regardless of its width? 1. Select the cell or cells to be filled 2. Click Format, Cells 3. Click the Alignment tab 4. Click the down arrow on the Horizontal box and click Fill 5. Click OK 6. Type the characters that are to fill the cell and press ENTER How do I reference a cell? Enter the column heading and the row heading. For example to refer to the cell in column B in the fifth row, use B5. How do I enter a range of cells as in a function or print area? Use a colon to separate the beginning and ending cell references. For example, A1:B5. (Note: A range can be a small as 1 cell or as large as desired. Whatever size, the reference must be rectangular in nature. For example, the range A1:B5 reference contains the following cells: A1, A2, A3, A4, A4, B1, B2, B3, B4, and B5.) How do I reference multiple ranges? Separate range references by a comma. For example, (A1:B4, C5:C12, D22). Microsoft Excel Quick Reference 1

What are the mathematical operators used in creating formulas? + = Add; - = Subtract; * = Multiply; / = Divide; ^ = Raise to the power of (exponentiation); % = Percent What are the logical comparison operators used in logical operations such as an If-Then function? = for Equal to; > for Greater than; < for Less than; >= for Greater than or equal to; <= for Less than or equal to; <> for Not equal to How do I make a cell reference an absolute cell reference? An absolute cell reference is one that doesn t change when it is copied or moved to another location. In other words, it always refers to the same cell, column, or row. To make a cell reference absolute, place a $ in front of the portion of the reference that is to be absolute. To make a column reference absolute, use $A1 (always refer to column A). To make the row reference absolute use A$1 (always refer to row 1). To make a cell reference absolute, use $A$1 (always refer to cell A1). How do I select an entire column or row for formatting or other functions? To select an entire column, click the Column Heading Letter To select an entire row, click the Row Heading Number How do I change the way numbers or data look in a cell or block of cells? The way text or numbers look in a cell is called the format. Format includes how numbers are displayed in a cell (commas, $ symbols, and number of decimal places); the alignment of text (left, right, centered, vertical or angled); the font used for text or numbers; borders around a cell; shading of cells; and protecting the contents of cells from being changed. To change the format of cells: 1. Select the cell or cells to be changed 2. Click Format, Cells on the menu 3. Select the correct tabbed page and apply the desired formatting (Note: You may apply limited formatting by using the alignment and formatting buttons on the formatting toolbar.) How do I center a title above a series of columns? 1. Select the columns above which the title should be centered 2. Click the Merge and Center icon on the formatting toolbar How do I insert a row or series of rows into a spreadsheet? 1. Select the row or rows to be inserted 2. Click Insert, Rows on the menu (Note: The existing rows that are selected will be moved down in the spreadsheet.) 2 Microsoft Excel Quick Reference

How do I insert a column or series of columns into the spreadsheet? 1. Select the columns or columns to be inserted 2. Click Insert, Columns on the menu (Note: Existing columns that are selected will be moved to the right.) How do I delete a row or series of rows? 1. Select the row or rows to be deleted 2. Click Edit, Delete 3. Click the Entire row radio button (Note: The remaining rows will move up in the spreadsheet.) How do I delete a column or series of columns into the spreadsheet? 1. Select the columns or columns to be deleted 2. Click Edit, Delete 3. Click Entire column radio button (Note: Remaining columns will move to the left.) How do I change the width of a column? 1. Click and drag the column border on the column heading (A, B, C, etc.) --OR 1. Select the column or columns to be changed 2. Click Format, Column on the menu 3. Select Width and set the width OR-- Standard width to return to the standard column width for the sheet OR-- AutoFit to make the column wide enough for the largest entry How do I make a column automatically fit only a certain portion of the items in the column? 1. Select the range of cells to fit the column or row to 2. Click Format, Column, AutoFit selection (Note: The column will automatically adjust to fit the widest item in the selected cells.) How do I change the height or a row? 1. Click and drag the row border on the row heading (1,2,3, etc.) --OR-- Select the row or rows to be changed 2. Click Format, Row on the menu 3. Select Height and set the height --OR-- AutoFit to make the row tall enough for the largest entry How do I hide a row or columns so it will not be seen or printed? 1. Select the row/rows or column/columns to be hidden 2. Click Format, Row or Column, Hide Microsoft Excel Quick Reference 3

How do I make a hidden row or column reappear? 1. Select the rows or columns on both sides of the hidden row(s) or columns(s) 2. Click Format, Row or Column, Unhide How do I print the spreadsheet? 1. Click the Print icon --OR-- Press CTRL-P, set desired options, click OK --OR-- Click File, Print, set desired options, click OK How do I set a particular area of the spreadsheet to be printed? There are two ways to designate a portion of the spreadsheet to be printed, permanently or temporarily. 1. To temporarily set a portion of the spreadsheet to be printed 1. Select a cell or block of cells to be printed 2. Click File, Print on the menu --OR-- press CTRL-P 3. Click the Selection radio button in the Print What area 2. To permanently set a portion of the spreadsheet to be printed 1. Click File, Page Setup 1. Click the Sheet tab 2. Set the area to be printed in the Print Area box 3. Click OK --OR 1. Select the cells to be printed 2. Click File, Print Area, Set Print Area How do I make a spreadsheet print on a single or fixed number of pages? 1. Click File, Page Setup 2. Click the Page Tab 3. Click the Fit to: radio button and set the number of pages wide and tall How do I change the paper orientation to landscape for wide printouts? 1. Click File, Page Setup 2. Click the Page tab 3. Click the landscape radio button 4 Microsoft Excel Quick Reference

How do I change the print margins? 1. Click File, Page Setup 2. Click the Margins tab 3. Set the margins as desired How do I set title rows or columns that will print on every page? 1. Click File, Page Setup on the menu 2. Click the Sheet tab 3. Indicate rows or columns to be repeated in the Print titles area (Note: Titles are rows or columns in the actual spreadsheet that will be printed on each page.) How do I set a header or footer that will print on every page? 1. Click File, Page Setup on the menu 2. Click the Header/Footer tab 3. Click the down arrow at the end of the Header or Footer box to set default options --OR-- Click the Custom Header or Custom Footer button and build your own (Note: Headers and footers are information that is in addition to information in the actual spreadsheet. They are printed above or below the spreadsheet data.) How do I print a spreadsheet with the gridlines showing? 1. Click File, Page Setup 2. Click the Sheet tab 3. Click the Gridlines check button in the Print area How do I print a spreadsheet with the column and row headings showing? 1. Click File, Page Setup 2. Click the Sheet tab 3. Click the Row and Column Headings check button in the Print area How do I copy information from one cell or block of cells to another? 1. Select the cell or cells to be copied 2. Copy the selection to the clipboard (CTRL-C --OR-- Edit, Copy --OR-- the Copy icon) 3. Select the new location for the cells. If copying one cell to many cells, select the entire destination range. If copying a group of cells, select only the top left cell of the destination range. Microsoft Excel Quick Reference 5

4. Paste the contents of the clipboard (CTRL-V --OR-- Edit, Paste --OR-- the Paste icon) (Note: Cell references in formulas are copied relative to their location in the spreadsheet unless the cell references have been set as absolute.) How do I move information from one cell or block of cells to another? 1. Select the cell or cells to be moved 2. Cut the selection to the clipboard (CTRL-X OR-- Edit, Cut --OR-- the Cut icon) 3. Select the new location for the cells. If moving one cell to many cells, select the entire destination range. If moving a group of cells, select only the top left cell of the destination range. 4. Paste the contents of the clipboard (CTRL-V --OR-- Edit, Paste --OR-- the Paste icon) (Note: Cell references in formulas that are moved are copied relative to their location in the spreadsheet unless the cell references have been set as absolute.) Data Lists What is a data list? A data list is a special set of information in a spreadsheet. This data can be sorted, subtotaled, filtered, etc. Also, special functions can be performed on data in a data list. How do I make a data list? In a data list, the first row of data contains the names of the data items. This row is called the header row. Each column in the list should contain one piece of information. This is called a field. All of the fields together (that is, one row) are one record in the data list. A record is all the fields about one item in the database. All of the records (that is all of the rows) make up a database. The remaining rows of the data list contain data about each item in the database. What are the rules for a data list? 1. The first row (the header row) should contain the field names. 2. There can be no blank row between the header row and the data rows. 3. There should be no blank rows in the data list. 4. If the header is not the first row in the worksheet, there must be a blank row above the list. 6 Microsoft Excel Quick Reference

How do I sort a set of data in a spreadsheet? First, the data must be in rows with each row being a complete set of data. Second, if you have a header row, that is a row with names for each column of data, there should be no blank or separator rows between the header row and the data. Third, you may sort by up to three criteria. Any sort can be ascending (A to Z or 1 to 10) or descending (Z to A or 10 to 1). Use the following steps to sort data: 1. Select the entire set of data, including the header row if it is present 2. Click Data, Sort 3. In the My list has area at the bottom of the box, click the appropriate option concerning the header row. This sets the options in the sort fields. 4. Set the first sort field in the Sort by: box and set the appropriate sort order (Note: The first sort field must be set.) 5. Set other sort fields in the Then sort by: boxes (if desired) 6. Click OK How do I save a spreadsheet file? 1. Click File, Save --OR-- Press CTRL-S --OR-- click the Save icon 2. Set the location, name, and document type 3. Click the Save button How do I set screen titles that do not scroll? 1. Put the cursor in the row below and in the column to the right of that which will be set as a title 2. Click Window, Freeze Panes How do I get data subtotals in a worksheet? 1. Sort the data in the desired order 2. Move the cursor to the first line of data in the data list 3. Click Data, Subtotals 4. Set the options as desired How do I use the Paste function icon? 1. Place the cursor in the cell where the formula is to be placed 2. Click the Paste function icon 3. Click the Function category in the left column that relates to the function you need (the associated functions will be shown in the Function name box) 4. Click the desired function name (a description of the function will be shown at the bottom of the Paste function box) 5. Click the OK button (Note: The function builder box will appear with the appropriate arguments for the chosen function.) Microsoft Excel Quick Reference 7

How do I use the Function builder box? 1. Display the Function builder box by selecting a function using the Paste function box. The cursor will be placed in the first argument field. A brief description of the information required in that box will be displayed below the argument boxes. (Note: Arguments required to complete the formula are in boldface type. Optional arguments are in regular type.) 2. Type the information required by the field -- OR -- Point to the worksheet using the arrow box at the end of the field, select the appropriate cells on the actual worksheet, and press the ENTER key (the actual information for that argument will appear at the end of the argument box) 3. Repeat step 2 for each argument box required by the function (Note: the formula result will appear at the bottom of the Function builder box.) 4. Click the OK button (Note: the formula is placed in the cell. It was built as each argument box was completed in the Function builder.) Named Ranges What is a named range? A named range is a range of cells that have been given a name. Why use named ranges? Naming a range often makes it easier to create formulas, particularly those involving absolute references. For example, if a cell contains amount paid per mile for travel, it could be named $_per_mile. Then any formula referring to that cell could simply use the name $_per_mile instead of the cell reference. If the formula is then copied to any part of the worksheet, the formula will work properly. A formula like this would have to contain an absolute reference otherwise. How do I name a range? 1. Select the cell or range of cells to be named 2. Click Insert, Name, Define (The Define Name box will appear) 3. Type the name of the range and press the Enter key How do I name a worksheet? The tab at the bottom of a worksheet contains its name. Naming the sheet is particularly helpful in multi-sheet workbooks. 1. Right-Click the sheet tab at the bottom of the sheet 2. Select Rename from the menu 3. Type the new name and press the ENTER key How do I delete a worksheet? 1. Right-click the sheet tab 2. Select Delete from the menu 3. Click the OK button to delete or the Cancel button to cancel 8 Microsoft Excel Quick Reference

How do I insert a worksheet into the workbook? 1. Right-click the sheet tab of the sheet that will be moved to the right 2. Select Insert from the menu 3. Select the General tab 4. Select the Worksheet icon 5. Click the OK button How do I move a sheet? There are two ways to move a sheet. A sheet can be moved within the same workbook using wither method. A sheet can be move to another workbook using Method B. Method A 1. Click and drag the worksheet tab to the proper location --OR -- Method B 1. Right-click the sheet tab of the sheet that will be moved to the right 2. Select Move or copy from the menu 3. If the worksheet is to be moved to another workbook, type or select the workbook name in the To book: box 4. In the Before sheet: box, click the sheet name which the new sheet will be inserted in front of 5. Click the OK button How do I copy a sheet? A sheet can be copied within the same workbook or into another workbook. 1. Right-click the sheet tab of the sheet that will be moved to the right 2. Select Move or copy from the menu 3. Check the create a copy checkbox at the bottom of the Move or Copy box 4. If the worksheet is to be copied to another workbook, type or select the workbook name in the To book: box 4. In the Before sheet: box, click the sheet name which the new copy of the sheet will be inserted in front of 5. Click the OK button How do I force a page break into the worksheet? 1. Move the cursor to the first column of the row that will be first row on the new page 2. Click Insert, Page Break How do I remove a page break? 1. Move the cursor to the first column of the first row on the new page 2. Click Insert, Remove Page Break Microsoft Excel Quick Reference 9

How do I make text wrap in a cell? 1. Select the cell or cells to make wrap 2. Click Format, Cells, Alignment 3. Check the Wrap Text checkbox How do I protect a cell so it cannot be changed? Protection is a two step process. First the cell must be locked. Then protection must be turned on for the sheet. Once protection is turned on, you cannot enter data into locked cells. By default, all cells are locked. What you have to do is unlock those cells in which data should be entered. 1. Select a cell or range of cells that need to be unlocked 2. Click Format, Cells, Protection 3. Check the Locked checkbox 4. After all cells in which data are to be entered are unlocked, turn protection on for the worksheet by clicking Tools, Protection, Protect Sheet 5. Select any items to be protected (normally all options, Contents, Objects, and Scenarios, are checked) 6. Set a password for the sheet if desired (Normally it is a good idea to not set a password. If you do, be sure you remember the password.) 7. Click the OK button (Note: After protection is set, data can only be entered in those cells which were unlocked. Trying to enter data or change a formula in any locked cell causes an error message to be displayed.) How do I unlock a cell after it has been protected? To change the contents of a cell after it has been protected, simply turn protection off and the cell can be changed. The cell does not have to be unlocked to change it. This allows one to quickly change a formula or other item and then turn protection back on so others cannot change the cell. To turn protection off: 1. Click Tools, Protection, Unprotect Sheet To actually unlock a cell to make the change permanent. 1. Select the cell or cells to be unlocked 2. Click Format, Cells, Protection 3. Uncheck the Locked checkbox 10 Microsoft Excel Quick Reference

How do I hide the contents of a cell so the formulas or other contents cannot be seen even when the cursor is in the cell? 1. Select the cell or cells in which the contents will be hidden 2. Click Format, Cells, Protection 3. Check the Hidden checkbox (Note: You may also want to lock the cell. If the cell is not locked, the contents can still be changed even though they are hidden.) What is filtering data? Filtering data means selecting only certain data out of a list of data. For example, in a list of conference registrants, you might want to filter out only those participants that had not paid their registration fee. Perhaps you wish to select only those participants from a certain state. Data filtering allows you to do that. How do I filter data? Filtering data requires three things: 1) a data list, 2) a criteria range, and 3) a copy range. A data list is simply a list of the data. See the section above about data lists for more information. A criteria range is a section of the worksheet where the filtering criteria are to be entered. The copy range is a section of the worksheet where the data records meeting the criteria are to be copied to. To filter a set of data: 1. Enter data into the data list 2. Establish a criteria range and enter criteria into the range 3. Establish a copy range 4. Click Data, Filter, Advanced filter 5. Click the desired Filter the list, in-place or the Copy to another location radio button 6. Set the List range by typing the range reference, range name, or pointing to the range on the worksheet (The List range refers to the data list) 7. Set the Criteria Range by typing the range reference, range name, or pointing to the range on the worksheet 8. Set the Copy range by typing the range reference, range name, or pointing to the range on the worksheet 9. Check the Unique records only checkbox if desired 10. Click OK to perform the filter operation Microsoft Excel Quick Reference 11

How do I set the criteria range? The criteria range is a set of cells containing the row headers of the data you wish to filter. The rows below the row headers are where criteria are entered. For example, suppose you had a column in the data list for the state. If you wanted to filter the list by state, you would have to have a state row header in the criteria range and enter the criteria for the state you wanted to select. In the example below, this criteria range would select any records that did not have MS as the state. The criteria range reference would be A1:A2. The State cell matches a cell in the data list. A 1 State 2 <>MS How do I set the copy range? The copy range contains the row headers of the data items you want to filter out of the original data list. For example, suppose the original data list had the following items: Title, Name, Address, City, State, Zip, Company Name, Company Title, Phone Number, Fax Number, E-mail Address, Birth Date, Gender, and Race. You wanted to select all of the records that did not contain MS and you only wanted to filter out the Name, Company Name, and Phone Number. The criteria range would look like the question above. The Copy Range would look like the one below. The range reference would be A1:C1. A B C 1 Name Company Name Phone Number 2 12 Microsoft Excel Quick Reference

When the data are filtered out of the original list, only those fields that match the copy range will be copied into the new location. The data selected from the list will be placed below the copy range. In this case, any records that are selected from the original list will be placed beginning in row 2. There should be no data in the rows below row 1 or it could be overwritten when data are filtered out of the original list. Common Spreadsheet Functions Function SUM SUMIF AVERAGE COUNT COUNTIF COUNTBLA NK MAX MIN PMT RATE LOOKUP HLOOKUP/ VLOOKUP Operation Add up a range of cells Add up cells in a range that meet certain conditions Determine the arithmetic average of a range of cells Count number of cells with entries in a range of cells Count number of cells meeting certain conditions in a range Count the number of blank cells in a range of cells Determine the largest number in a range of cells Determine the smallest number in a range of cells Determine the payment for a loan Determine the interest for a loan or annuity Select a number from one row or one column Select an item from a table by matching a number in the top row (HLOOKUP) or left column (VLOOKUP) Microsoft Excel Quick Reference 13