Excel 2016

Level - 1
Identify the Elements of the Excel Interface

Create a Basic Worksheet

- Steps to create new worksheet :
 File  New

Saving and open existing workbook :

- Steps to save the existing workbook
 File  Save
- To save another copy of the file , then
 File  Save As
 - The extension of Excel file .xlsx

Workbooks
- A workbook is an entire Excel file. The workbook can have
multiple worksheets or as few as one. Each worksheet in a
single workbook must have a unique name.
Worksheets
- An Excel file consists of two parts: worksheets and a
workbook. The worksheets are the actual spreadsheets
that contain the data in which you can organize and
manipulate.
- The default number of worksheet is 3
- The minimum number or worksheet at any workbook is 1

Naming worksheets:
- Steps to change the name of worksheet
 Right click on worksheet tab then rename the
worksheet

Adding and Deleting Worksheets:

- Every new worksheet has three worksheets
- You can add new worksheet in one of the following
methods :
 Home Ribbon Insert sheet
 Click insert worksheet bottom
 Click Shift+F11

- You can delete existing worksheet in one of the

following methods :
  Home Ribbon Delete sheet
 Right click on the worksheet tab , then delete

Hide and unhide worksheet :

- To hide a worksheet , Right click the worksheet tab
then hide

- To unhide a worksheet , Right click any existing worksheet

then unhide

Color Worksheet tabs

- You can format a worksheet tab , Right click the worksheet
tab then tab color

Active cell
- The active cell is the current cell of the cell that is in focus
Three status of active cell :
 Ready
 Enter
 Edit
- If you want edit the cell active :
 Press F2
 Double click the cell
 Through the formula bar

Insert Cell
- You can insert cell as the following:
- Right click then insert new cell
 - Excel will give you options to insert new cell
-Shift cells rights
-Shift cells down
-Entire row
-Entire column

Delete Cell
- You can delete cell as the following:
- Right click then delete cell
- Excel will give you options to delete cell
-Shift cells left
-Shift cells up
-Entire row
-Entire column

Insert columns
- You can insert column as the following:
- Select a column then click right click and select inset
- The new column will take place before the selected column
Delete column
- You can delete column as the following:
- Select a column then click right click and select delete
Insert rows
- You can insert row as the following:
- Select a row then click right click and select inset
- The new row will take place up the selected row
Delete row
- You can delete row as the following:
- Select a row then click right click and select delete
Copying and pasting cell contents
- To Copy and Paste Cell Content:
1- Select the cells you wish to copy.
2- Click the Copy command. The border of the selected
cells will change appearance.
3- Select the cell or cells where you want to paste the
content.
4- Click the Paste command. The copied content will be
entered into the highlighted cells.
To Cut and Paste Cell Content:
1. Select the cells you wish to cut.
2. Click the Cut command. The border of the selected cells
will change appearance.
3. Select the cells where you want to paste the content.
4. Click the Paste command. The cut content will be
removed from the original cells and entered into the
highlighted cells.

Other methods to copy and paste:

 Right click
 Copy = Ctrl + c
 Paste = Ctrl + v
 Cut = Ctrl + x
- You can follow same process for coping and pasting
column and row

Filling Cells with a sires of Data

- To Use the Fill Handle to Fill Cells:

1. Select the cell or cells containing the content you want

to use. You can fill cell content either vertically or
horizontally.
2. Position your mouse over the fill handle so that
the white cross   becomes a black cross  .
 3. Click and drag the fill handle until all the cells you
want to fill are highlighted.
4. Release the mouse and your cells will be filled.
 Also you can insert of numbers , Enter the first number
in the first cell then enter the second number in the
second cell , after that highlighted both cells and click
and drag the fill handle

 Excel save a standards list (days, months), you can use

these list to enter a readymade list
 You can add your own list from (file  Options 
Advanced  General  Edit Custom Lists)

Enable Flash Fill in Excel

Flash Fill automatically fills your data when it senses a

pattern. To use it, see Using Flash Fill. However, if you're on
a Windows device, you may need to enable this feature
before using it. 

1. Click File > Options.
2. Click the Advanced in the left pane, and ensure
that the Automatically Flash Fill box is checked.
3. Click OK.
4. Close and restart Excel.

Start Flash Fill manually

If you know that Flash Fill is enabled, but still doesn't work,
then you can start it manually by clicking Data > Flash
Fill or Home > Flash Fill. You can also press Ctrl+E on the
keyboard.

Find and Replace Data

- To search for specific data follow the following steps
- Home Ribbon  Find and Select  find
- You can get more options for find

- The short cut for find is Ctrl+F

- To replace a specific data follow the following steps
 - Home Ribbon  Find and Select  replace
- You can get more options for replace
- The short cut for replace is Ctrl+H

Fonts format
- To Change the Font:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font command
on the Home tab. The font drop-down menu appears.
3. Move your mouse over the various fonts. A live preview
of the font will appear in the worksheet.
4. Select the font you want to use.

- To Change the Font Size:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font
size command on the Home tab. The font size drop-
down menu appears.
3. Move your mouse over the various font sizes. A live
preview of the font size will appear in the worksheet.
4. Select the font size you want to use.

- You can also use the Grow Font and Shrink Font commands

to change the size.

- To Use the Bold, Italic, and Underline Commands:

1. Select the cells you want to modify.

2. Click the Bold (B), Italic (I), or Underline (U) command
on the Home tab.

- To Add a Border:
1. Select the cells you want to modify.
 2. Click the drop-down arrow next to the Borders command on
the Home tab. The border drop-down menu appears.
3. Select the border style you want to use.
- You can draw borders and change the line style and color of
borders with the Draw Borders tools at the bottom of the
Borders drop-down menu.

- To Change the Font Color:

1. Select the cells you want to modify.
2. Click the drop-down arrow next to the font
color command on the Home tab. The color menu
appears.
3. Move your mouse over the various font colors. A live
preview of the color will appear in the worksheet.
4. Select the font color you want to use.

- Your color choices are not limited to the drop-down menu

that appears. Select More Colors at the bottom of the menu
to access additional color options.

- To Add a Fill Color:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the fill
color command on the Home tab. The color menu
appears.
3. Move your cursor over the various fill colors. A live
preview of the color will appear in the worksheet.
4. Select the fill color you want to use.

- To Change Horizontal Text Alignment:

1. Select the cells you want to modify.
2. Select one of the three
horizontal Alignment commands on the Home tab.
o Align Text Left: Aligns text to the left of the cell.
o Center: Aligns text to the center of the cell.
o Align Text Right: Aligns text to the right of the cell.
- To Change Vertical Text Alignment:
1. Select the cells you want to modify.
2. Select one of the three vertical Alignment commands
on the Home tab.
 o Top Align: Aligns text to the top of the cell.
o Middle Align: Aligns text to the middle of the cell.
o Bottom Align: Aligns text to the bottom of the cell.
- By default, numbers align to the bottom-right of cells
and words or letters align to the bottom-left of cells.

Wrap text
- If you want text to appear on multiple lines in a cell, you
can format the cell so that the text wraps automatically

- Alt+Enter gives you a line-break inside of a cell

Marge & Center

- It allows you to center titles evenly above your data by
merging a number of cells into one and then centering the
title in this one cell
 Merge & Center : joins the selected cells into one larger cell
and centers the contents in the new cell
 Merge Across : Merge each row of the selected cell into
a larger cell
 Merge Cells : Merge the selected cells into one cell
 Unmerge cells : split the selected cells into multiple new
cells

Range
Create Range :
- Select the cell or cell range that you want to name.
- Write the name of the new range at the name box
- Press Enter
You also can select noncontiguous cells (press Ctrl as you
select each cell or range)
Range names are not case-sensitive; however, range names
must follow these conventions:
 The first character must be a letter, an underscore, or a
backslash.
 No spaces are allowed in a range name.
 The range name should not be the same as
a cell address. For example, you can't name a range U2
or UB40, but BLINK182 and ABBA are just fine.
Delete or Modify Range :
- Formula -> name manager -> select the range then
delete or modify
Creating Simple Formulas
- Excel uses standard operators for equations, such as
a plus sign for addition (+), a minus sign for subtraction (-),
an asterisk for multiplication (*), a forward slash for division
(/), and a caret (^) for exponents.
- The key thing to remember when writing formulas for Excel
is that all formulas must begin with an equal sign (=). This is
because the cell contains, or is equal to, the formula and its
value.

 
- To Create a Simple Formula in Excel:
1. Select the cell where the answer will appear
2. Type the equal sign (=).
3. Type in the formula you want Excel to calculate.
4. Press Enter. The formula will be calculated and the
value will be displayed in the cell.

Creating Formulas with Cell References

- When a formula contains a cell address, it is called a cell
reference. Creating a formula with cell references is useful
because you can update data in your worksheet without
having to rewrite the values in the formula.
- To Create a Formula Using Cell References:
1. Select the cell where the answer will appear
2. Type the equal sign (=).
 3. Type the cell address that contains the first number in
the equation
4. Type the operator you need for your formula. For
example, type the addition sign (+).
5. Type the cell address that contains the second number
in the equation
6. Press Enter. The formula will be calculated and the
value will be displayed in the cell.
Edit a Formula
1. Click on the cell you want to edit.
2. Insert the cursor in the formula bar and edit the formula
as desired. You can also double-click the cell to view
and edit the formula directly from the cell.
3. When finished, press Enter or select
the Enter command  .

4. The new value will be displayed in the cell.

- If you change your mind, use the Cancel command   in the

formula bar to avoid accidentally making changes to your
formula.
Basic Functions
- A function is a predefined formula that performs calculations
using specific values in a particular order.
- One of the key benefits of functions is that they can save
you time since you do not have to write the formula
yourself.
- In order to use these functions correctly, you need to
understand the different parts of a function and how to
create arguments in functions to calculate values and cell
references.
- The Parts of a Function
- The order in which you insert a function is important. Each
function has a specific order, called syntax, which must be
followed for the function to work correctly. The basic syntax
to create a formula with a function is to insert anequal sign
(=), a function name (SUM, for example, is the function
name for addition), and an argument. Arguments contain
the information you want the formula to calculate, such as
a range of cell references.

Working with Arguments

- Arguments must be enclosed in parentheses. Individual
values or cell references inside the parentheses are
separated by either colons or commas.
 Colons create a reference to a range of cells. 
For example, =AVERAGE(E19:E23) would calculate
the average of the cell range E19 through E23.
 Commas separate individual values, cell references,
and cell ranges in the parentheses. If there is more than
one argument, you must separate each argument by a
comma. 

For example, =COUNT(C6:C14,C19:C23,C28) will count all
the cells in the three arguments that are included in
parentheses.

Create a Basic Function

1. Select the cell where the answer will appear
 2. Select the function
3. Press Enter
Using AutoSum to select Common Functions:
- The AutoSum command allows you to automatically return
the results for a range of cells for common functions like
SUM and AVERAGE.
1. Select the cell where the answer will appear (E24, for
example).
2. Click on the Home tab.
3. In the Editing group, click on the AutoSum drop-down
arrow and select the function you desire (Average, for
example).

4. A formula will appear in the selected cell E24. If

logically placed, AutoSum will select your cells for you.
Otherwise, you will need to click on the cells to choose
the argument you desire.

5. Press Enter and the result will appear.

Result
- The AutoSum command can also be accessed from
the Formulas tab.
Sum function
- Returns the sum of a set of values contained in a
specified field on a query.
Average function
- Returns the average (arithmetic mean) of the
arguments.

MAX Function
- Returns the largest value in a set of values.

MIN function
- Returns the smallest number in a set of values.

COUNT function

- The COUNT function counts the number of cells that

contain numbers

Countif

- The COUNTIF function counts the number of cells within a

range that meet a single criterion that you specify

Countblank

- Counts empty cells in a specified range of cells

Counta

- The COUNTA function counts the number of cells that are

not empty in a range

IF function

- The IF function returns one value if a condition you

specify evaluates to TRUE, and another value if that
condition evaluates to FALSE. For example, the
formula =IF(A1>10,"Over 10","10 or less") returns
"Over 10" if A1 is greater than 10, and "10 or less" if A1
is less than or equal to 10.
Error

 ##### : the column isn't wide enough to display the value

 #NAME? : error occurs when Excel does not recognize text in a formula
 #VALUE! : Excel displays the #VALUE! error when a formula has the
wrong type of argument
 #DIV/0! : Excel displays the #DIV/0! error when a formula tries to divide
a number by 0 or an empty cell
 #REF! : Excel displays the #REF! error when a formula refers to a cell
that is not valid

Number format
How to Change a Cell's Number Format
Excel provides a variety of number formats that you can apply
to the values (numbers) you enter in a worksheet to make the
data easier to interpret. These number formats include
currency, accounting, percentage, date, time, fraction, and
scientific, as well as a few special formats.
When you enter a value into a cell, Excel takes a guess at
what type of number it is and how it should be formatted. How
you enter values into an Excel worksheet determines the
type of number format that Excel assigns to it. Here are some
examples:
 Currency: If you enter a financial value complete with the
dollar sign and two decimal places, Excel assigns a
Currency number format to the cell along with the entry.
 Percentages: If you enter a value representing a
percentage as a whole number followed by the percent
sign without any decimal places, Excel assigns to the cell
the Percentage number format.
 Dates: If you enter a date (dates are values, too) that
follows one of the built-in Excel number formats, such as
11/10/09 or 10-Nov-09, the program assigns a Date
number format that follows the pattern of the date.
Even if you're a really good typist and prefer to enter each
value exactly as you want it to appear in the worksheet, you
still use number formats to make the values that are
calculated by formulas match the others you enter. Excel
applies a General number format to all the values it calculates
as well as any you enter that don't follow one of the other
Excel number formats. The General format drops all leading
and trailing zeros from entries. This makes it very hard to line
up numbers in a column on their decimal points. The only
cure is to format the values with another number format.

You can assign a number format to a group of values before

or after you enter them. Formatting numbers after you enter
them is often the most efficient way to go because it's just a
two-step procedure:
1. Select the cell(s) containing the numbers you want to
format.
2. Select the desired number format using either of these
methods:
 Choose a format from the drop-down list in the Number
group on the Home tab.
 Click the Number dialog box launcher in the bottom-right
corner of the Number group on the Home tab and select
the desired format on the Number tab of the Format Cells
dialog box.

How to Apply the Percent Number Format in Excel

Many Excel  worksheets use percentages in the form of
interest rates, growth rates, inflation rates, and so on. When
you apply the Percent Style format to a value that has already
been entered in a cell, Excel multiplies the value by 100 and
displays the result with a percent sign.
To insert a percentage in a cell as you are entering a value,
type the percent sign (%) after the number. To indicate an
interest rate of 12 percent, for example, you enter 12% in the
cell. When you use this method, Excel assigns a Percent
Style number format, divides the value by 100 (that’s what
makes it a percentage), and places the result in the cell (0.12
in this example).
Not all percentages in a worksheet are entered by hand in
this manner. Some may be calculated by aformula and
returned to their cells as raw decimal values. In such cases,
you should add a Percent format to convert the calculated
decimal values to percentages.

Follow these steps to format numbers in Excel with the

Percent style:
1. Select the cells containing the numbers you want to
format.
2. On the Home tab, click the Number dialog box launcher in
the bottom-right corner of the Number group.
The Format Cells dialog box appears, with the Number tab on
top.
3. In the Category list, select Percentage.
4. Specify the number of decimal places.
Type the number in the Decimal places text box or use the
spin arrows to select a number.
5. Click OK.
Formatting Dates in Excel
Excel provides several different formats in which to display
dates and times in a worksheet. Some date formats appear
automatically based on how you type a date entry in a cell.
For example, if you type 9/10 in a cell, Excel interprets this as
a date and changes the entry to 10-Sep (or whatever your
default date format is).
Use the Format Cells dialog box to change the way a date
appears in the worksheet. You also can use the Number
Format drop-down list in the Number group on the
Home tab to apply the Short Date, Long Date, or Time format
to cell data.

1- Enter a date into a cell.

Depending on what you type, Excel probably displays the date in
a different format.
2- On the Home tab, click the Number dialog box launcher.
The Format Cells dialog box appears. You can also open this
dialog box by pressing Ctrl+1.

3- Click Date in the Category list.

The right side of the dialog box displays a variety of different date
formats.
4- Select a format for the selected cells.
Scroll down in the Type list to see other date formats, such as
those that include the time along with the date.
5- Click OK.

How to Display Numbers in Excel as Currency

Many Excel  worksheets include financial data, so you'll likely
use either the Currency or Accounting number format when
working with this data. You can easily assign these formats to
selected cells by choosing Currency or Accounting from the
Number Format drop-down list in the Number group on the
Home tab. Use the Format Cells dialog box to specify other
related options.
Use the Accounting Number Format button in the Number
group to quickly format selected cells in that format. Click the
Accounting Number Format drop-down button to display a
menu of other major currency number formats from which to
choose.
Currency symbol is “close” to the numbers
Follow these steps to format numbers in Excel as currency:
1. Select the cells containing the numbers you want to format.
2. From the Home tab, click the Number dialog box launcher in the
bottom-right corner of the Number group.
The Format Cells dialog box appears, with the Number tab on top.
3. In the Category list, select Currency or Accounting.
Both the Currency and Accounting number formats add a currency
symbol, use commas to separate thousands, and display two decimal
places. Here's where these two formats differ:
 Currency format: Displays the currency symbol immediately to
the left of the number and gives you a choice of how to display
negative numbers.
 Accounting format: Displays the currency symbol at the left
edge of the cell, lines up the decimal points in a column, and
encloses negative values within parentheses (the way
accountants like them). Also indents numbers slightly from the
right edge of the cell to accommodate the right parenthesis in
negative values.
Change any other options as desired, such as the number of decimal
places or the symbol to use for currency.
The Currency format also enables you to choose different ways to
display negative values.
Click OK.

How to Change to Accounting Format in Excel

The accounting format in Microsoft Excel is very similar to
the currency format---both display the currency symbol next
to every number. But the accounting format has a few
differences that make it easier to do accounting, such as
showing zero values as dashes, aligning all the currency
symbols and decimal places, and displaying negative
amounts in parentheses.
Accounting symbol is “away” and “align” left from the
numbers
Step 1

Open the Excel file that you want to make format changes
to.
Step 2
Select the top-left cell in the range of cells that you want to
change to the accounting format. Scroll the spreadsheet,
using the scroll bars on the right and bottom edges of the
spreadsheet, so that you can see the bottom-right cell of your
desired range. Hold "Shift" and click this cell to select the
entire range.
Step 3

Right-click anywhere inside your selected range and choose

"Format Cells" from the pop-up menu.
Step 4

Click "Accounting" from the list on the left side of the window
that appears. Choose your currency symbol from the drop-
down menu in the middle of the window, and then use the up
and down arrows to determine how many decimal places you
want to show.
Step 5

Click "OK" to close the window, and your selected range will
now display numbers using the accounting format.

How to Use Excel 's Special Number Formats

Excel includes a nifty number format category called Special
that contains four formats: Zip Code, Zip Code + 4, Phone
Number, and Social Security Number. These Special number
formats, described below, really come in handy when creating
large tables with this type of data in Excel:
 Zip Code: Retains any leading zeros in the value
(important for zip codes and of absolutely no importance
in arithmetic computations). Example: 05497.
 Zip Code + 4: Automatically separates the first five digits
from the last four digits with a hyphen, and retains any
leading zeros. Example: 05497-5555.
 Phone Number: Automatically encloses the first three
digits of the number in parentheses and separates the last
four digits from the previous three with a hyphen.
Example: (999) 555-1111.
 Social Security Number: Automatically puts hyphens in
the value to separate its digits intogroups of three, two,
and four. Example: 555-00-9999.
Follow these steps to apply any of the Special formats:
1. Select the cells containing the numbers you want to
format.
2. On the Home tab, click the Number dialog box launcher in
the bottom-right corner of the Number group.
The Format Cells dialog box appears, with the Number
tab on top.
3. In the Category list, select Special.
The available special formats appear in the Type list.

4. Select the desired format from the Type list.

When you click a format in the Type list, Excel shows
what effect this would have on the first of the values in
the current cell selection in the Sample area above the
Type list.
5. Click OK.

Printing a worksheet

- To View the Print Pane:

1. Click the File tab. This takes you to Backstage view.

2. Select Print. The Print pane appears, with the print settings on
the left and the Print Preview on the right.

- Click the buttons in the interactive below to learn about

the Print pane.
- To Print Active Sheets:
- If you have multiple worksheets in your workbook, you
will need to decide if you want to print the whole
workbook or specific worksheets. Excel gives you the
option to Print Active Sheets. A worksheet is considered
active if it isselected.
1. Select the worksheets you want to print. To print multiple
worksheets, click on the first worksheet, hold down the Ctrl
key, then click on the other worksheets you want to select.

2. Click the File tab.
3. Select Print to access the Print pane.
4. Select Print Active Sheets from the print range drop-down
menu.

5. Click the Print button.

- To Print the Entire Workbook:

1. Click the File tab.
2. Select Print to access the Print pane.
3. Select Print Entire Workbook from the print range drop-down
menu.
4. Click the Print button.

- To Print a Selection, or Set the Print Area:

- Printing a selection (sometimes called setting the print area)
lets you choose which cells to print, as opposed to the
entire worksheet.
1. Select the cells that you want to print.

2. Click the File tab.
3. Select Print to access the Print pane.
4. Select Print Selection from the print range drop-down menu.

5. You can see what your selection will look like on the page
in Print Preview.
6. Click the Print button.

- You don't have to wait until you're ready to print to set the
print area. You can also set it from the Page Layouttab in
advance. This will place a dotted line around your selection,
so you can see which cells are going to print while you
work. To do this, just select the cells you want to print, go to
the Page Layout tab, and choose Print Area.

- To Change Page Orientation:

- Change the page orientation to Portrait to orient the page
vertically or Landscape to orient the page horizontally.
Portrait is useful for worksheets needing to fit more rows on
one page, and Landscape is useful for worksheets needing
to fit more columns on one page.

1. Click the File tab.
2. Select Print to access the Print pane.
3. Select either Portrait Orientation or Landscape
Orientation from the orientation drop-down menu.

4. Your page orientation is changed.

  

- To Fit a Worksheet on One Page:

1. Click the File tab.
2. Select Print to access the Print pane.
3. Select Fit Sheet on One Page from the scaling drop-down
menu.

4. Your worksheet is reduced in size until it fits on one page.

Remember that if it is scaled too small it might be difficult to
read.

- To Modify Margins While in Print Preview:

- The margins of your worksheet may need to be adjusted to
make data fit more comfortably on the printed page. You
can adjust the margins in Print Preview.
1. Click the File tab.
2. Select Print to access the Print pane.
3. Click on the Show Margins button. Your margins will
appear.
4. However your mouse over one of the margin markers   
until the double arrow   appears.
5. Click and drag the margin to your desired location.
6. Release the mouse. The margin is modified.

- To Use Print Titles (Repeat row or column at printed

pages):
- Imagine how difficult it would be to read a worksheet if the
column and row headings only appeared on the first page.
The Print Titles command allows you to select specific rows
and columns to appear on each page.
1. Click the Page Layout tab.
2. Select the Print Titles command.

3. The Page Setup dialog box appears. Click the icon at the

end of the Rows to repeat at top field.
 4. Your mouse becomes the small selection arrow  . Click on
the rows you want to appear on each printed page.
The Rows to repeat at top dialog box will record your
selection.

5. Click the icon at the end of the Rows to repeat at top field.

6. Repeat for Columns to repeat at left, if necessary.

7. Click OK. You can go to Print Preview to see how each
page will look when printed.
NOTE   The Print Titles command will appear dimmed if you are in cell
editing mode, if a chart is selected on the same worksheet, or if you do
not have a printer installed

Print :

- Change the orientation for the worksheet

Page Layout  orientation  (Portrait , Landscape)

 - Change the margins of the worksheet

Page Layout  Margins 

- The page setup :

Page tab :
- change the orientation
- change the scaling size

Margins tab:

- change the header and footer

- change the margins

Header/Footer tab
 - Setup the header and footer
- You can add (text, Page Number , Number of Pages, Date,
time, file Path , file name , sheet name and picture)
- There are three section (left , center and right)
- You can set the header and footer from Insert Ribbon

Sheet tap:

- you can repeat rows or columns to be in all pages from

(Rows to repeat at top , Columns to repeat at left)
- also you can find more options from options Button

View Ribbon :
Page Break Preview :
 - Page break Preview : from here you can adjust the printed
area.

Adjusting Page Breaks in Excel

The Page Break Preview feature in Excel helps you spot and fix
page break problems in an instant, such as when the program
wants to split onto different pages information that you know
should always appear on the same page.
1. Click the Page Break Preview button on the View tab.
You also can click the Page Break Preview button on
the Status bar. (It's the third one in the cluster of three to the left
of the Zoom slider.)
2. If the Welcome to Page Break Preview
alert dialog box appears, click OK.

Before you click OK, you have the option to tell Excel not to
show you that dialog box again.
3. Position the mouse pointer on the page break indicator (one of
the blue lines surrounding the page) that you need to adjust;
when the pointer changes to a double-headed arrow, drag the
page break indicator to the desired position and release the
mouse button.
 Excel adjusts the display based on the new location of the
page break. Repeat this step as needed.
4. After you finish adjusting the page breaks in Page Break
Preview, click the Normal button on the View tab.

Freeze Option
- To keep an area of a worksheet visible while you scroll to
another area of the worksheet, you can either lock specific
rows or columns in one area by freezing panes

1. Select the row below the rows that you want frozen. For

example, if you want rows 1 & 2 to always appear at the top
of the worksheet even as you scroll, then select row 3.

2. Click the View tab.
3. Click the Freeze Panes command. A drop-down menu
appears.
4. Select Freeze Panes.

5. A black line appears below the rows that are frozen in

place. Scroll down in the worksheet to see the rows below
the frozen rows.
- To Freeze Columns:
1. Select the column to the right of the columns you want
frozen. For example, if you want columns A & B to always
appear to the left of the worksheet even as you scroll, then
select column C.

2. Click the View tab.
3. Click the Freeze Panes command. A drop-down menu
appears.
4. Select Freeze Panes.

5. A black line appears to the right of the frozen area. Scroll

across the worksheet to see the columns to the right of the
frozen columns.
 - To Unfreeze Panes:
1. Click the View tab.
2. Click the Freeze Panes command. A drop-down menu
appears.
3. Select Unfreeze Panes. The panes will be unfrozen and the
black line will disappear.

- To freeze Row and column at the same time:

- excel will freeze the rows above your selected cell and
columns to the left of your selected cell
- to freeze row 1 and 2 and column A , you could select cell
B3 , then click freeze panes
- to freeze column A and B and row 1 , you could click C2 cell

Header and footer

Adding a Standard Header or Footer in Excel
Headers and footers typically appear on every page of a
report. In Excel , a header is printed in the top margin, and a
footer is printed in the bottom margin. Headers and footers
are often used to identify the document and to display the
page numbers and the date and time of printing. Unless you
specify otherwise, Excel does not automatically add either a
header or footer to a new workbook.the maximum number of
character inside the header or footer is 255. it’s not possible
to merge the section of header and footer
1- Click the Page Layout button on the View tab of
the Ribbon.
Or you can click the Page Layout View button on
the Status bar (it's the one in the middle).
2- Position the mouse pointer over the Click to Add Header
section at the top, or in the Click to Add Footer section at the
bottom.
Before you click one of these areas, decide whether you want
your headers or footers on the left, on the right, or in the
middle.

3- Click to position the insertion point in either the left, center,

or right section of the header or footer area.
Excel adds a Header & Footer Tools contextual tab with its
own Design tab.
4- Click the Design tab if it isn't already selected.
The Design tab is divided into Header & Footer, Header &
Footer Elements, Navigation, and Options groups.
5- Click either the Header or Footer button (as appropriate) in
the Header & Footer group at the left end of the Design tab.
The standard options for the Header or Footer appear in a
drop-down list.

6- Click the header or footer example you want to use on the

Header or Footer drop-down menu.
The option you selected now appears in the header or footer
area of theworksheet. Repeat Steps 3–6 if you want to try
another selection.
7- Click in the worksheet area and then click the Normal
button on the View tab to return to Normal view.
You won't see the added header or footer in Normal view, but
it's there when you preview or print the worksheet.
If, after selecting some stock header or footer info, you decide
that you no longer need either the header or footer printed in
your report, you can remove it. Simply click the (None) option
at the top of the Header button's or Footer button's drop-down
menus.
How to Create a Custom Header or Footer in Excel
Although Excel provides standard header and footer text
that you can select from drop-down menus, you also can
create a custom header or footer. In addition to typical header
or footer items such as the page number, filename, and date
or time, you can insert and format a picture. Also, you can
format the text in a header or footer just as you would
any cell data.
To create a custom header or footer in Excel , follow these
steps:
1. Click the Page Layout button on the View tab of
the Ribbon (or click the Page Layout View button on
the Status bar).
2. Position the mouse pointer over the Click to Add Header
section at the top or the Click to Add Footer section at the
bottom.
3. Click to position the insertion point in the left, center, or
right section of the header or footer area.
Excel adds a Header & Footer Tools contextual tab with
its own Design tab.

4. Click the Design tab if it isn't already selected, and then

click any option that you want to add in the Header &
Footer Elements group:
 Page Number: Insert a code that indicates the page
number.
 Number of Pages: Insert a code that indicates the total
number of pages.
 Current Date or Current Time: Insert the print date or
time of day.
 File Path, File Name, or Sheet Name: Include file
information.
 Picture: Insert a graphic image, such as a company
logo.
 Format Picture: Resize, rotate, or crop a header or
footer graphic image.

Repeat Steps 3 and 4 as needed, and also type any

additional text you want for the header or footer.
You can format the header and footer text just as you
would any cell data.
Click in the worksheet area and then click the Normal button
on the View tab to return to Normal view.

Using Absolute and Relative References in Excel

Formulas
You can use three types of cell references in Excel
formulas: relative, absolute, and mixed. Using the correct type
of cell reference in formulas ensures that they work as
expected when you copy them to another location in
the worksheet. Formulas and functions are at their most useful
when using references, so you need to understand them.
Excel is dynamic when it comes to cell addresses. If you have a
cell with a formula that references a different cell's address
and you copy the formula from the first cell to another cell,
Excel updates the cell reference inside the formula. Try an
example:
1. In cell B2, enter 100.
2. In cell C2, enter =B2*2.
3. Press Enter.
Cell C2 now returns the value 200.
4. Select cell C2.
5. Press Ctrl+C or click the Copy button on the Home tab.
6. Click cell C3.
7. Press Ctrl+V or click the Paste button on the Home tab.
8. If you see a moving marquee around cell C2, press the
Esc key.
Cell C3 should be the active cell, but if it is not, just click it
once. Look at the Formula bar. The contents of cell C3
are =B3*2, and not the =B2*2 that you copied.
What happened? Excel, in its wisdom, assumed that if a
formula in cell C2 references the cell B2 — one cell to the left
— then the same formula put into cell C3 is supposed to
reference cell B3 — also one cell to the left.
When copying formulas in Excel, relative addressing is
usually what you want. That's why it's the default behavior.
Sometimes you don't want relative addressing but
rather absoluteaddressing: making a cell reference fixed to an
absolute cell address so that it doesn't change when the
formula is copied.
In an absolute cell reference, a dollar sign ($) precedes both
the column letter and the row number. You can also have
a mixed reference in which the column is absolute and the
row is relative or vice versa. To create a mixed reference, you
use the dollar sign in front of just the column letter or row
number. Here are some examples:
Cell Reference Types

Reference Formula What Happens After Copying the Formula

Type

Relative =A1 Both the column letter A and the row number 1 can
change.

Absolute =$A$1 The column letter A and the row number 1 do not
change.

Mixed =$A1 The column letter A does not change. The row number
1 can change.

Mixed =A$1 The column letter A can change. The row number 1
does not change.
Theme

How to Apply a Design Theme to an Excel Worksheet

With themes, Excel provides a way to uniformly format all
the text and graphics in a worksheet. You can do this by
simply clicking the thumbnail of the new theme you want to
use in the Themes drop-down gallery, which you open by
clicking the Themes button on the Page Layout tab of
the Ribbon.
Use Live Preview to see how the text and graphics you’ve
added to your worksheet appear in the new theme before you
click its thumbnail. Just hover the mouse pointer over a
theme in the drop-down gallery to see what it will look like.

Excel Themes combine three default elements: the color

scheme applied to the graphics, the font (body and heading)
used in the graphics, and graphic effects applied. If you
prefer, you can change any or all of these three elements in
the worksheet by clicking their buttons in the
Themes group on the Page Layout tab:
 Colors: To select a different color scheme, click its
thumbnail on the Colors drop-down palette. To create your
own color scheme, click the Create New Theme Colors
option at the bottom of this palette to open the Create
New Theme Colors dialog box. Here, you can customize
each element of the color scheme and save it with a new
descriptive name.
 Fonts: To select a new font, click its thumbnail on the
fonts drop-down list. To further customize a font set, click
Create New Theme Fonts at the bottom of this list to open
 the Create New Theme Fonts dialog box. Here, you can
customize the body and heading fonts and save it with a
new descriptive name.
 Effects: Select a new set of graphics effects by clicking a
thumbnail in the Effects drop-down gallery.

modify and save a theme

- chose any theme
- change the Colors , Fonts or Effects

- save the current theme

- Write a name for the new theme and save

- The new theme will be available as a custom themes

 Charts

Exploring charts in Excel and finding that the one you pick isn’t

working well for your data is a thing of the past! Try
the Recommended Charts command on the Insert tab to quickly
create a chart that’s just right for your data.

1. Select the data for which you want to create a chart.

2. Click Insert > Recommended Charts.

3. On the Recommended Charts tab, scroll through the list of charts

that Excel recommends for your data, and click any chart to see
how your data will look.

Tip: If you don’t see a chart you like, click All Charts to see all
available chart types.

4. When you find the chart you like, click it > OK.

5. Use the Chart Elements, Chart Styles, and Chart Filters buttons
next to the upper-right corner of the chart to add chart elements
like axis titles or data labels, customize the look of your chart, or
change the data that’s shown in the chart.
6. To access additional design and formatting features, click
anywhere in the chart to add the Chart Toolsto the ribbon, and
then click the options you want on the Design and Format tabs.

Modify chart legend entries

When a chart has a legend displayed, you can modify the

individual legend entries by editing the corresponding data on the
worksheet. For additional editing options, or to modify legend
entries without affecting the worksheet data, you can make
changes to the legend entries in the Select Data Source dialog
box.

Edit legend entries on the worksheet

1. On the worksheet, click the cell that contains the name of the data
series that appears as an entry in the chart legend.
2. Type the new name, and then press ENTER.

The new name automatically appears in the legend on the chart.

Edit legend entries in the Select Data Source dialog box

1. Click the chart that displays the legend entries that you want to
edit.
 This displays the Chart Tools, adding the Design, Layout,
and Format tabs.

2. On the Design tab, in the Data group, click Select Data.

3. In the Select Data Source dialog box, in the Legend Entries

(Series) box, select the legend entry that you want to change.
4. Click Edit.
5. In the Series Name box, do one of the following:
o Type the reference to the worksheet cell that contains the data
that you want to use as the legend entry text.
o Type the legend entry name that you want to use.
o To add a new legend entry, type the reference to the worksheet
cell or type a new name and then, in the Series values box, type a
reference to the data series on the worksheet that you want to use
for the new legend entry.
 Keyboard shortcuts in Excel

CTRL combination shortcut keys

KEY DESCRIPTION

CTRL+PgUp Switches between worksheet tabs, from left-to-

right.

CTRL+PgDn Switches between worksheet tabs, from right-to-

left.

CTRL+SHIFT+( Unhides any hidden rows within the selection.

CTRL+SHIFT+& Applies the outline border to the selected cells.

CTRL+SHIFT_ Removes the outline border from the selected

cells.

CTRL+SHIFT+~ Applies the General number format.

CTRL+SHIFT+$ Applies the Currency format with two decimal

places (negative numbers in parentheses).

CTRL+SHIFT+% Applies the Percentage format with no decimal

places.

CTRL+SHIFT+^ Applies the Scientific number format with two

decimal places.

CTRL+SHIFT+# Applies the Date format with the day, month, and
year.

CTRL+SHIFT+@ Applies the Time format with the hour and minute,
and AM or PM.

CTRL+SHIFT+! Applies the Number format with two decimal

places, thousands separator, and minus sign (-) for
negative values.

CTRL+SHIFT+* Selects the current region around the active cell (the
 data area enclosed by blank rows and blank columns).
In a PivotTable, it selects the entire PivotTable report.
CTRL+SHIFT+: Enters the current time.

CTRL+SHIFT+" Copies the value from the cell above the active cell
into the cell or the Formula Bar.

CTRL+SHIFT+Plus Displays the Insert dialog box to insert blank cells.

(+)

CTRL+Minus (-) Displays the Delete dialog box to delete the

selected cells.

CTRL+; Enters the current date.

CTRL+` Alternates between displaying cell values and

displaying formulas in the worksheet.

CTRL+' Copies a formula from the cell above the active cell
into the cell or the Formula Bar.

CTRL+1 Displays the Format Cells dialog box.

CTRL+2 Applies or removes bold formatting.

CTRL+3 Applies or removes italic formatting.

CTRL+4 Applies or removes underlining.

CTRL+5 Applies or removes strikethrough.

CTRL+6 Alternates between hiding and displaying objects.

CTRL+8 Displays or hides the outline symbols.

CTRL+9 Hides the selected rows.

CTRL+0 Hides the selected columns.

CTRL+A Selects the entire worksheet.

If the worksheet contains data, CTRL+A selects the
current region. Pressing CTRL+A a second time selects
the entire worksheet.
 When the insertion point is to the right of a function
name in a formula, displays theFunction
Arguments dialog box.
CTRL+SHIFT+A inserts the argument names and
parentheses when the insertion point is to the right of a
function name in a formula.
CTRL+B Applies or removes bold formatting.

CTRL+C Copies the selected cells.

CTRL+D Uses the Fill Down command to copy the contents

and format of the topmost cell of a selected range
into the cells below.

CTRL+F Displays the Find and Replace dialog box, with

the Find tab selected.
SHIFT+F5 also displays this tab, while SHIFT+F4
repeats the last Find action.
CTRL+SHIFT+F opens the Format Cells dialog box
with the Font tab selected.
CTRL+G Displays the Go To dialog box.
F5 also displays this dialog box.
CTRL+H Displays the Find and Replace dialog box, with
the Replace tab selected.

CTRL+I Applies or removes italic formatting.

CTRL+K Displays the Insert Hyperlink dialog box for new

hyperlinks or the Edit Hyperlink dialog box for
selected existing hyperlinks.

CTRL+L Displays the Create Table dialog box.

CTRL+N Creates a new, blank workbook.

CTRL+O Displays the Open dialog box to open or find a file.

CTRL+SHIFT+O selects all cells that contain
comments.
CTRL+P Displays the Print tab in Microsoft Office Backstage
view.
CTRL+SHIFT+P opens the Format Cells dialog box
with the Font tab selected.
CTRL+R Uses the Fill Right command to copy the contents
and format of the leftmost cell of a selected range
into the cells to the right.

CTRL+S Saves the active file with its current file name,
location, and file format.

CTRL+T Displays the Create Table dialog box.

CTRL+U Applies or removes underlining.

CTRL+SHIFT+U switches between expanding and
collapsing of the formula bar.
CTRL+V Inserts the contents of the Clipboard at the insertion
point and replaces any selection. Available only after
you have cut or copied an object, text, or cell contents.
CTRL+ALT+V displays the Paste Special dialog box.
Available only after you have cut or copied an object,
text, or cell contents on a worksheet or in another
program.
CTRL+W Closes the selected workbook window.

CTRL+X Cuts the selected cells.

CTRL+Y Repeats the last command or action, if possible.

CTRL+Z Uses the Undo command to reverse the last

command or to delete the last entry that you typed.