Chapter 1: Getting Started with Excel Introduction

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

Introduction
You have been hired as an assistant at JCL Talent, a company that
provides recruitment services for employers and job seekers. You report to Dawn LaPointe,
the director of technical careers. As Dawn’s assistant, you create worksheets to analyze
data from various company offices to help her make sound decisions on company
expansion, investments, and new recruiting opportunities.

Module Objectives

After completing this module, you will be able to:

Explore Excel

Enter data

Edit data

Copy and move cell data

Enter formulas and use AutoSum

Copy formulas with relative cell references

Copy formulas with absolute cell references

Enter a formula with multiple operators

Insert a function

Switch worksheet views

Choose print options

Files You Will Need

IL_EX_1-1.xlsx

IL_EX_1-2.xlsx

IL_EX_1-3.xlsx

IL_EX_1-4.xlsx
 IL_EX_1-5.xlsx

Chapter 1: Getting Started with Excel Introduction

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-1 Explore Excel
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-1 Explore Excel

Microsoft Excel is an electronic
spreadsheet program (A computer Learning Outcomes
program used to perform calculations
and analyze and present numeric data.) Define key spreadsheet terms
, a computer program used to perform
Open and save an Excel file
calculations and analyze and present
numeric data. An Excel file, a
Identify Excel window elements
workbook (A quick, simple chart
located within a cell that serves as a
visual indicator of data trends.) , is a
collection of related worksheets contained within a single file with the file extension xlsx. A
workbook is made up of one or more worksheets. A worksheet (A column chart turned on
its side so that the length of each bar is based on its value.) contains a grid of columns and
rows where you can enter and manipulate data, perform calculations with data, and analyze
data. You decide to review the distribution of technical postings in JCL’s North
American offices, to learn more about where and when these types of jobs have been
posted.

Steps

Click the
Start button on the Trouble
Windows taskbar, type
If you don’t see the extension .xlsx on the
Excel, click Excel, click
filenames in the Save As dialog box, don’t
Open, navigate to the
worry; Windows can be set up to display or
location where you
not to display the file extensions.
store your Data Files,
click IL_EX_1-1.xlsx,
then click Open

Click the File tab, click Save As on the navigation bar, click Browse,
navigate to the location where you store your Data Files if necessary,
type IL_EX_1_Postings in the File name box, then click Save
Using Figure 1-1 as a guide, identify the following items:

Figure 1-1
Open Workbook

The Name box (A

box to the left of the Quick Tip
formula bar that
You can open a blank workbook by clicking
shows the cell
Blank workbook rather than Open Other
reference or name
Workbooks.
of the active cell.) is
the box to the left of
the formula bar that
shows the cell reference or name of the active cell. “A1” appears in the
Name box.

The formula bar (The area above the worksheet grid where you enter
or edit data in the active cell.) is the area above the worksheet grid
where you enter or edit data in the active cell.

The worksheet window (See workbook window.) is an area of the

program window that displays part of the current worksheet, which can
contain a total of 1,048,576 rows and 16,384 columns. The columns and
rows intersect to form cells, where you can enter and manipulate text,
numbers, formulas, or a combination of all three. Every cell has its own
unique location or cell address (A cell’s location, expressed by its
 column letter and row number, such as A1.) , a cell’s location,
expressed by its column letter and row number such as A1.

The cell pointer (The dark rectangle that outlines the active cell in a
worksheet.) is a dark rectangle that outlines the active cell in a
worksheet. In the figure, the cell pointer outlines cell A1, so A1 is the
active cell.

By default, a workbook file contains one worksheet named Sheet1—but

you can have as many sheets as your computer’s memory allows in a
workbook. The New sheet button to the right of Sheet1 allows you to
add worksheets to a workbook. Sheet tab scrolling buttons (Triangles
that let you navigate to additional sheet tabs when available; located to
the left of the sheet tabs.) are triangles that let you navigate to additional
sheet tabs when available; they’re located to the left of the sheet tabs.

You can use the scroll bars to move around in a worksheet that is too
large to fit on the screen at once.

The status bar provides a brief description of the active command or

task in progress. The mode indicator (In Office apps, an area on the
left end of the status bar that indicates the program’s status, such as the
Edit mode in Excel, which displays “Edit” in the mode indicator.) on the
left end of the status bar indicates the program’s status, such as the Edit
mode in Excel. You are in Edit mode any time you are entering or
changing the contents of a cell. You can use the Zoom In and Zoom Out
buttons in the status bar to increase or decrease the scale of the
displayed worksheet.

You can use the Tell me box (A search box on the ribbon that is used to
find a command or access the application Help system.) on the ribbon
to find a command or access the Excel Help system.

The AutoSave button on the Quick Access Toolbar is on if you are

working on a file saved on OneDrive. When AutoSave is on, your file will
be automatically saved as you make changes.

Click cell B4

Cell B4 becomes the active cell. To activate a different cell, you can click the
cell or press the arrow keys on your keyboard to move to it.
 4

Click cell B4, drag

to cell B11, then release Quick Tip
the mouse button
The button that opens in the bottom-right
You selected a group of corner of a range is the Quick Analysis tool.
cells and they are
highlighted, as shown in
Figure 1-2. A series of two or more adjacent cells in a column, row, or
rectangular group of cells, notated using the cell address of its upper-left and
lower-right corners, such as B4:B11, is called a range (A group of cells in a
rectangular block in a worksheet. Also calleda cell range.) ; you select a range
when you want to perform an action on a group of cells at once, such as
moving them or formatting them.

Figure 1-2
Selected Range

Navigating a Worksheet

With over a million cells available in a worksheet, it is important to know how to

move around in, or navigate, a worksheet. You can use the arrow keys on the
keyboard , , , or to move one cell at a time, or press PAGE UP or PAGE
DOWN to move one screen at a time. To move one screen to the left, press
ALT+PAGE UP; to move one screen to the right, press ALT+PAGE DOWN. You can
also use the mouse pointer to click the desired cell. If the desired cell is not visible in
the worksheet window, use the scroll bars or use the Go To command by clicking
the Find & Select button in the Editing group on the Home tab on the ribbon. To
 quickly jump to the first cell in a worksheet, press CTRL+HOME; to jump to the last
cell, press CTRL+END.

Chapter 1: Getting Started with Excel: EX 1-1 Explore Excel

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-2 Enter Data
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-2 Enter Data

To enter content in a cell, you can type
in the formula bar or directly in the cell Learning Outcomes
itself. Labels (In Office, terms added to
a file’s Document Properties that help Enter labels
locate the file in a search.) are
Enter values
descriptive text or other information that
identifies data in rows, columns, or
Copy data using the fill handle
charts, not included in calculations,
such as “2021 Sales” or “Expenses”. Enter a series of data with Auto Fill
Values (In Excel, numbers, formulas,
and functions used in calculations.) are
numbers, formulas, and functions used
in calculations. You want to enter and edit information in the Postings workbook.

Steps

Click cell F3, type Total,

then click the Enter Quick Tip
button on the
If you change your mind and want to cancel
formula bar
an entry in the formula bar, click the Cancel
Clicking the Enter button button on the formula bar.
accepts the entry without
moving the cell pointer to
a new location. The new text is left-aligned in the cell because labels are left-
aligned by default. Excel recognizes an entry as a value if it is a number or it
begins with one of these symbols: +, –, =, @, #, or $. When a cell contains
both text and numbers, Excel recognizes it as a label.

Click cell A12, type Vancouver, then press TAB

Pressing TAB accepts the entry and moves the active cell to the right, to cell
B12.
3

With B12 as the active cell, type 120, press TAB, type 130, press TAB,
type 117, press TAB, type 130, then press TAB

The quarterly data is displayed for the Vancouver office, as shown in Figure 1-
3. The numbers are right-aligned because values are right-aligned by default.
You want to replace the monthly labels in row 3 with quarter labels.

Figure 1-3
Vancouver Data Entered

Click cell B3, then press DEL

You can delete each cell entry individually or delete a range of cells.

Click cell C3, press and

hold the mouse button, Quick Tip
drag to cell E3,
If you want to clear a cell’s content, including
release the mouse
its formatting, click the Clear button
button, then press DEL
in the Editing group, then click
6 Clear All.

Click cell B3, type Quarter 1, then click on the formula bar

You could continue to type quarter labels into columns C, D, and E, but it is
easier to use Auto Fill to enter these labels. Auto Fill (A button that appears
after using the fill handle; lets you fill cells with specific elements (such as
formatting) of the copied cell.) lets you drag a fill handle to copy a cell’s
contents or continue a selected series into adjacent cells.

Click cell B3, position

the pointer on the lower- Quick Tip
right corner of the cell
You can insert a worksheet into a workbook
(the fill handle) so that
by clicking the New sheet button .
the pointer changes to
, drag to cell E3,
then release the mouse
button

Dragging the fill handle across a range of cells copies the contents of the first
cell into the other cells in the range or completes a data series. In this case,
since Excel detected a data pattern in the selected cells, it filled the remaining
selected cells with a series of annual quarters.

Click the Auto Fill Options button

Options for filling the selected range include Fill Series, which is selected, as
shown in Figure 1-4. The other available options allow you to change to
copying cells, fill the cells with formatting only, or fill the cells without
formatting.

Figure 1-4
Auto Fill Options

Save your work

 Inserting and Deleting Selected Cells

As you add formulas to your workbook, you may need to insert or delete cells. To
insert cells, click the Insert arrow in the Cells group on the Home tab, then click
Insert Cells. The Insert dialog box opens, asking if you want to insert a cell and
move the current active cell down or to the right of the new one. To delete one or
more selected cells, click the Delete arrow in the Cells group, click Delete Cells, and
in the Delete dialog box, indicate which way you want to move the adjacent cells.
When using this option, be careful not to disturb row or column alignment that may
be necessary to maintain the accuracy of cell references on the worksheet. You can
also click the Insert button or Delete button in the Cells group to insert or delete a
single cell. Excel automatically adjusts cell references within the formulas of any
moved cells to reflect their new locations.

Using Auto Fill and Flash Fill

Auto Fill is an Excel feature that lets you drag a fill handle to copy a cell’s contents
or continue a series into adjacent cells. This can be used to enter the months of the
year, days of the week, and custom lists of a series. Flash Fill, although similar to
Auto Fill, isn’t used to fill in a series of data. It is an Excel feature that looks for
patterns in the data you enter and automatically fills or formats data in remaining
cells based on those patterns. The filled data must be adjacent to the example data.
Flash Fill often detects the pattern as you enter data and shows the new data in a
light font. Pressing ENTER accepts the suggestion and enters the data. If Excel
doesn’t detect a pattern automatically, you can click the Flash Fill button in the Data
Tools group on the Data tab to fill in the data.

Chapter 1: Getting Started with Excel: EX 1-2 Enter Data

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-3 Edit Data
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-3 Edit Data

You can change, or edit, the contents of
an active cell at any time. To do so, Learning Outcomes
double-click the cell, and then click in
the formula bar or just start typing. Edit cell entries in the formula bar
Excel switches to Edit mode when you
Edit cell entries in the cell
are making cell entries. Different
pointers, shown in Table 1-1, guide you
through the editing process.
You noticed some errors on the worksheet and want to make corrections.

Table 1-1

Common Pointers in Excel

name pointer use to visible over the

Normal Select a cell or range; Active worksheet

indicates Ready mode

Fill handle Copy cell contents or series to Lower-right corner of the

adjacent cells active cell or range

I-beam Edit cell contents in active cell Active cell in Edit mode or
or formula bar over the formula bar

Move Change the location of the Perimeter of the active cell(s)

selected cell(s)

Copy Create a duplicate of the Perimeter of the active cell(s)

selected cell(s) when CTRL is pressed

Column Change the width of a column Border between column

resize heading indicators

Steps

Click cell B4, then click to the left of 4 in the formula bar
As soon as you click in the formula bar, a blinking vertical line called the
insertion point (A blinking vertical line that appears when you click in a
paragraph, cell or text box; indicating where new text or an object will be
inserted.) appears on the formula bar at the location where new text will be
inserted. See Figure 1-5.

Figure 1-5
Worksheet in Edit Mode

Press DEL, type 3, then click the Enter button on the formula bar

Clicking the Enter button accepts the edit, and the Boston first quarter posting
is 133. You can also press ENTER to accept an edit. Pressing ENTER to
accept an edit moves the cell pointer down one cell.

Click cell B6, then press

F2 Quick Tip

Excel switches to Edit On some keyboards, you might need to

mode, and the insertion press F-LOCK to enable the function keys.
point blinks in the cell.
Pressing F2 activates the
cell for editing directly in the cell instead of the formula bar. Whether you edit
in the cell or the formula bar is simply a matter of preference; the results on
the worksheet are the same.

4
Press BACKSPACE, Quick Tip
type 9, then press
If you notice a mistake after confirming a cell
ENTER
entry, click the Undo button on the Quick
The value in the cell Access toolbar. The Undo button allows you
changes from 101 to 109, to reverse up to 100 previous actions, one at
and cell B7 becomes the a time. If you mistakenly undo an action, you
active cell. can click the Redo button on the Quick
Access toolbar.
5

Click cell H6, then double-click the word Max in the formula bar

Double-clicking a word in a cell selects it. When you selected the word, the
Mini toolbar automatically opened.

Type Maximum, then press ENTER

When text is selected, typing deletes it and replaces it with the new text.

Double-click cell H7, click to the right of n, type imum, then click

Double-clicking a cell activates it for editing directly in the cell. Compare your
screen to Figure 1-6.

Figure 1-6
Edited Worksheet

Save your work

 Recovering Unsaved Changes to a Workbook File

You can use Excel’s AutoRecover feature to automatically save (Autosave) your
work as often as you want. This means that if you suddenly lose power or if Excel
closes unexpectedly while you’re working, you can recover all or some of the
changes you made since you saved it last. (Of course, this is no substitute for
regularly saving your work; it’s just added insurance.) To customize the AutoRecover
settings, click the File tab, click Options, then click Save. AutoRecover lets you
decide how often and into which location it should Autosave files. When you restart
Excel after losing power, you will see a new section, Recovered files, above the
listing of recent files. You can click Show Recovered Files to access the saved and
Autosaved versions of files that were open when Excel closed.

Chapter 1: Getting Started with Excel: EX 1-3 Edit Data

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-4 Copy and Move Cell Data
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-4 Copy and Move Cell Data

You can copy or move the contents in
cells and ranges from one location to Learning Outcomes
another using several methods,
including the Cut, Copy, and Paste Copy cell data to the Clipboard
buttons on the Home tab on the ribbon,
Paste a Clipboard entry
the fill handle of the active cell or range,
or the drag-and-drop feature. When you
Move a range
copy cells, the original data remains in
its original location; when you cut or
move cells, the original data is deleted
from its original location. You can copy and move cells or ranges within a worksheet or from
one worksheet to another. You want to show totals and statistical information for
each quarter in your worksheet, so you decide to copy and move selected cells to speed up
your task.

Steps

Click cell F3, then click

the Copy button in Quick Tip
the Clipboard group on
To cut or copy selected cell contents,
the Home tab
activate the cell, then select the characters
The cell data is copied to within the cell that you want to cut or copy.
the Clipboard (A
temporary Windows
storage area that holds the selections you copy or cut so you can use them
later.) , a temporary Windows storage area that holds the selections you copy
or cut. A moving border surrounds the selected cell until you press ESC or
copy an additional item to the Clipboard.

Click the dialog box launcher in the Clipboard group

The Office Clipboard opens in the Clipboard task pane, as shown in Figure 1-
7. When you copy or cut an item, it is cut or copied both to the Clipboard
provided by Windows and to the Office Clipboard. The Office Clipboard can
hold up to 24 of the most recently cut or copied items from any Office
program. Your Clipboard task pane may contain more items than shown in the
figure.

Figure 1-7
Copied Data in Office Clipboard

Click cell A13, then click

the Paste button in Quick Tip
the Clipboard group
You can have multiple items in the Clipboard
A copy of the contents of resulting from multiple copy operations. You
cell F3 is pasted into cell can paste these items individually or all the
A13. Notice that the items at the same time by clicking the Paste
information you copied All button.
remains in the original cell
F3; if you had cut instead
of copied, the information would have been deleted from its original location
once it was pasted. You can also paste an item by clicking it in the Office
Clipboard.

Click the Paste Options button

The Paste Options open, as shown in Figure 1-8. These options allow you to
determine what you want pasted and how you want the pasted data to appear
on the worksheet. Review the three categories, Paste, Paste Values, and
 Other Paste Options. The current pasted data doesn’t need any change in
formatting.

Figure 1-8
Paste Options

Press ESC twice, then click the Close button on the Clipboard task
pane

Select the range H5:H7, point to any edge of the selected range until the
pointer changes to , drag the range to cell A15, then release the
mouse button

The move pointer displays an outline of the range you are dragging. When
you release the mouse button, you “drop” the selection to the range A15:A17.
When pasting an item from the Clipboard, you only need to specify the upper-
left cell of the range where you want to paste the selection. If you press and
hold CTRL while dragging and dropping, the information is copied instead of
moved.

Using Paste Options and Paste Preview

You can selectively paste copied or cut formulas, values, or other data by using the
Paste Options button that opens on the worksheet after you paste data or the Paste
arrow in the Clipboard. The Paste Preview feature shows how the current selection
will look when pasted. When you click the Paste Options button (or simply press
[Ctrl] or the Paste arrow, a gallery of paste option icons opens, organized by
category. The Paste category includes pasting formulas, pasting formulas and
number formatting, pasting using the source formatting, pasting with no borders (to
remove any borders around pasted cells), pasting with the source column widths,
and pasting transposed data so that column data appears in rows and row data
 appears in columns. The Paste Values category includes pasting values only
(without formatting), pasting values and number formatting, and pasting values with
source formatting. The Other Paste Options category includes pasting formatting,
links, pictures, and linked pictures. Clicking Paste Link in this category creates a link
to the source data so that in the future, changes to the copied data update the
pasted data. Clicking Picture in this category pastes the data as a picture where the
picture tools can be used to format it, resize it, or move it.

Chapter 1: Getting Started with Excel: EX 1-4 Copy and Move Cell Data
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-5 Enter Formulas and Use AutoSum
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-5 Enter Formulas and Use AutoSum

Excel is a powerful program because
cells can contain formulas rather than Learning Outcomes
simply values like numbers and text. A
formula (A mathematical statement in a Use cell references to create a formula
spreadsheet or table cell that calculates
Build formulas with the AutoSum
a value using cell references, numbers,
and arithmetic operators such as +, -, *, button
and /.) is a mathematical statement that
calculates a value. Formulas in an Excel
worksheet start with the equal sign ( = ), also called the formula prefix (An arithmetic
symbol, such as the equal sign (=), used to start a formula.) , followed by cell addresses,
range names, values, and arithmetic operators (In a formula, a symbol that performs
mathematical calculations, such as addition (+), subtraction (-), multiplication (*), division (/),
or exponentiation (^).) , which are symbols that perform mathematical calculations such as
+, –, *, and /. See Table 1-2 for a list of commonly used arithmetic operators. Formulas are
automatically recalculated when worksheet data changes. For this reason, use cell
references in formulas, rather than values, whenever possible. You want to
create formulas in the worksheet that calculate yearly totals for each location.

Table 1-2

Excel Arithmetic Operators

operator purpose example

+ Addition =A5+A7

– Subtraction or negation =A5–10

* Multiplication =A5*A7

/ Division =A5/A7

% Percent =35%

^ (caret) Exponent =6^2 (same as )

Steps
1

Click cell F4

This is the first cell where you want to insert a formula. To calculate the yearly
total for the Boston location, you need to add the quarterly totals.

Type =, click cell B4,

type +, click cell C4, Quick Tip
type +, click cell D4,
You can reference a cell in a formula either
type +, then click cell E4
by typing the cell reference or clicking the
Compare your formula bar cell on the worksheet; when you click a cell
to Figure 1-9. The blue, to add a reference, the Mode indicator
red, purple, and green cell changes to “Point.”
references in cell F4
correspond to the color of
the cells. When entering a formula, clicking cells rather typing the cell
addresses helps avoid typing errors.

Figure 1-9
Entering a Formula

Click the Enter button on the formula bar

The result of the formula =B4+C4+D4+E4, 614, appears in cell F4.

Click cell B13

You want this cell to total first quarter positions for all the locations. You might
think you need to create a formula that looks like this:
=B4+B5+B6+B7+B8+B9+B10+B11+B12. However, there’s an easier way to
achieve this result.

On the ribbon, click the

AutoSum button in Quick Tip
the Editing group on the
The AutoSum button is also referred to as
Home tab
the Sum button because clicking it inserts
The SUM function is the SUM function.
inserted in the cell, and a
suggested range appears
in parentheses. A function (A named operation that replaces the action of an
arithmetic expression.) is a predefined procedure that returns a value; it
includes the arguments (In Excel and Access, and in Word tables,
information necessary for a formula or function to calculate an answer.) (the
information necessary to calculate an answer) as well as cell references and
other unique information. Clicking the AutoSum button sums the adjacent
range (that is, the cells next to the active cell) above or to the left, although
you can adjust the range if necessary by selecting a different range before
accepting the cell entry. Using the SUM function is quicker than entering a
formula, and using the range B4:B12 is more efficient than entering individual
cell references.

Click on the formula bar

Excel calculates the total contained in cells B4:B12 and displays the result,
1082, in cell B13. The cell actually contains the formula =SUM(B4:B12), but it
displays the result. Compare your screen to Figure 1-10.

Figure 1-10
SUM Function in a Worksheet
 7

Save your work

Chapter 1: Getting Started with Excel: EX 1-5 Enter Formulas and Use AutoSum
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-6 Copy Formulas with Relative Cell References
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-6 Copy Formulas with Relative Cell References

As you work in Excel, you may want to
reuse formulas by copying them. When Learning Outcomes
you copy formulas, Excel automatically
adjusts any cell addresses in the Copy formulas with relative cell
formula so they remain consistent references
relative to the formula’s new location.
For example, if you copy a formula Use the fill handle to copy formulas
containing a cell reference down a
column, the row number in each copied
formula increases by one. This type of cell reference in a formula is called a relative cell
reference (In a formula, a cell address that automatically changes to reflect the new
location when the formula is copied or moved; the default type of referencing used in Excel
worksheets; also called a relative reference.) , because it changes to reflect the new
formula’s new location; it’s the default type of addressing used in Excel worksheets.
You want to reuse a formula you created, so you will copy it to other cells.

Steps

Click cell F4, then drag the fill handle down to cell F12

The formula for calculating the total for all four quarters is copied into the
range F5:F12.

Click cell F5

A copy of the formula from cell F4 appears in cell F5, with the new result of
372, as shown in Figure 1-11. Notice in the formula bar that the cell references
have changed so that cells in row 5 are referenced instead of row 4. This
formula contains relative cell references, which tells Excel to substitute new
cell references within the copied formulas as necessary. In this case, Excel
adjusted the cell references in the formula in cell F5 by increasing the row
number references by one from 4 to 5.

Figure 1-11
Formula Copied Using the Fill Handle

Click cell F6

Because the location of this cell is two rows below the original formula, Excel
adjusted the cell references in the copied formula by increasing the row
number references by two from 4 to 6.

Click cell B13, then drag the fill handle to the right to cell F13

A formula similar to the one in cell B13 now appears in the range C13:F13.

Click cell C13

In copying the formula one cell to the right, the cell references in the formula
bar are adjusted by increasing the column letter references by one from B to
C. Compare your worksheet to Figure 1-12.

Figure 1-12
Formula Column References Changed
 6

Save your work

Inserting Functions into Formulas

You can insert a function on its own or as part of another formula. For example, you
have used the SUM function on its own to add a range of cells—for example,
=SUM(B5:B9). You could also use the SUM function within a formula that adds a
range of cells and then multiplies the total by a decimal—for example,
=SUM(B5:B9)*.5.

Chapter 1: Getting Started with Excel: EX 1-6 Copy Formulas with Relative Cell References
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-7 Copy Formulas with Absolute Cell References
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-7 Copy Formulas with Absolute Cell References

When copying formulas, you might want
one or more of the cell references in the Learning Outcomes
formula to remain unchanged. For
example, you might have a price in a Create an absolute cell reference
specific cell that you want to use in all
Use the fill handle to copy absolute cell
the copied formulas, regardless of their
location. If you use relative cell references
referencing, the formula results would
be incorrect, because the formula would
reference a different cell every time you copy it. In this situation, you need to use an
absolute cell reference (In a formula, a cell address that refers to a specific cell and does
not change when you copy the formula.) , which refers to a specific cell and does not
change when you copy the formula. Absolute cell references display a dollar sign ($) before
the column letter and row number of the address (for example, $A$1). You can either type
the dollar sign when typing the cell address in a formula, or you can select a cell address on
the formula bar and then press F4, and the dollar signs are added automatically. When
copying a formula, absolute cell references remain fixed in the copied formulas.
You decide to calculate each location’s percentage of the total postings.

Steps

Click cell G3, type % of Total, then press ENTER

In cell G4 type =, click cell F4, type /, click cell F13, then click the Enter
button on the formula bar

The result, 14.02%, appears in cell G4. This value represents the total
positions for Boston (in cell F4) divided by the total for all locations (in cell
F13). You want to calculate this percentage for each location.

Drag the fill handle from

cell G4 to cell G12 Quick Tip
The resulting values in the Before you copy or move a formula, always
range G5:G12 are the check to see if you need to use an absolute
error messages #DIV/0!. cell reference.
Because you used relative
cell addressing in the
formula in cell G4, the copied formula adjusted so that the formula in cell G5 is
=F5/F14; because there is no value in cell F14, the result is a division by 0
error. You need to use an absolute reference for cell F13 in the formula to
keep the denominator from adjusting in a relative way as the formula is
copied. That way, the denominator will always reference the total for all
locations in cell F13.

Click cell G4, press F2

to change to Edit mode, Quick Tip
then press F4
When changing a cell reference to an
When you press F2, the absolute reference, make sure the reference
range finder outlines the is selected or the insertion point is to the left
arguments of the equation of the reference you want to change before
in blue and red. The pressing F4.
insertion point appears
next to the F13 cell
reference in cell G4. When you press F4, dollar signs are inserted in the F13
cell reference, making it an absolute reference. See Figure 1-13.

Figure 1-13
Absolute Reference Created in Formula

Click , then drag the fill handle from cell G4 to cell G12
 Because the formula correctly contains an absolute cell reference, the correct
percentage values appear for each location in cells G5:G12. Compare your
worksheet to Figure 1-14.

Figure 1-14
Correct Percentages Calculated

Save your work

Using a Mixed Reference

Sometimes when you copy a formula, you want to change the row reference, but
keep the column reference the same. This type of cell referencing, where one factor
remains constant and the other one varies, is a mixed reference. For example,
when copied, a formula containing the mixed reference C$14 would change the
column letter relative to its new location, but not the row number. In the mixed
reference $C14, the column letter would not change, but the row number would be
updated relative to its location. Like an absolute reference, a mixed reference can
be created by pressing F4 with the cell reference selected. With each press of the
F4 key, you cycle through all the possible combinations of relative, absolute, and
mixed references (C14, $C$14, C$14, and $C14).

Chapter 1: Getting Started with Excel: EX 1-7 Copy Formulas with Absolute Cell References
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-8 Enter a Formula with Multiple Operators
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-8 Enter a Formula with Multiple Operators

Formulas often contain more than one
arithmetic operator. In these formulas, Learning Outcomes
Excel follows the order of operations
(The sequence in which operators are Understand the order of operations
applied in a calculation.) , the sequence
Create a formula with multiple
in which operators are applied in a
mathematical calculation. Instead of operators
calculating simply from left to right, this
order calls for calculations in
parentheses to be performed first, exponent calculations second, then multiplication and
division, and finally addition and subtraction. If there are multiple occurrences of an
operation, such as two multiplication operations, they are calculated from left to right. If your
formula requires addition or subtraction to be calculated before multiplication or division, you
can change the calculation order using parentheses around the addition or subtraction. For
example, the formula to average the numbers 100, 200, and 300 is (100+200+300)/3 to
make sure the numbers are totaled before the division operation. Table 1-3 shows more
examples of how calculations are performed in Excel. You need to analyze the
percentage increase of this year’s total for the North American locations from last year’s
total.

Table 1-3

Calculation Results in Excel Formulas

formula result

10+20+40/2 50

(10+20+40)/2 35

10+5*2 20

(10+5)*2 30

20–10/2 15

(20–10)/2 5
Steps

Click cell J3, type This Year, then click the Enter button on the
formula bar

You will enter this year’s total using the calculation in cell F13.

Click cell K3, type =, click cell F13, then click the Enter button on the
formula bar

The value in cell F13 is copied to cell K3. You entered a cell reference rather
than the value, so if any worksheet data is edited you won’t have to reenter
this total.

Click cell J5, type % Increase, then click the Enter button on the
formula bar

You want the formula to calculate the percentage increase of this year’s total
postings over last year. Percentage increase is calculated by subtracting the
old value from the new value and dividing that difference by the old value, or
(new – old)/old.

Click cell K5, type =, type (, click cell K3, type -, click cell K1, then type )

In this first part of the formula, you are finding the difference in totals between
this year and last year. You enclosed this calculation with parentheses so it
will be performed before any other calculations, because calculations in
parentheses are always calculated first. Compare your screen to Figure 1-15.

Figure 1-15
Formula with Parentheses
5

Type /, click cell K1, then click the Enter button on the formula bar

The second part of this formula divides the difference in yearly totals by the
total for the previous year to find the percentage of the growth. Because you
enclosed the subtraction calculation in parentheses, it was calculated before
the division calculation. The value in cell K5 is in decimal format. You want to
display this value as a percentage with two decimal places.

Click the Percent Style button in the Number group on the Home tab,
then click the Increase Decimal button in the Number group twice

The percentage increase in cell K5 is 2.41%, as shown in Figure 1-16.

Figure 1-16
Formula with Percentage Increase

Save your work

Chapter 1: Getting Started with Excel: EX 1-8 Enter a Formula with Multiple Operators
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-9 Insert a Function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-9 Insert a Function

You can insert functions in several
ways. So far, you have used the Learning Outcomes
AutoSum button on the ribbon to add
the SUM function. To choose from all Use the Insert Function button
available functions you can use the
Select a range for use in a function
Insert Function dialog box. This is
especially valuable if you’re not sure of
Insert a function by typing
the name of the function you need,
because functions are organized into Use AutoComplete to enter formulas
categories, such as Financial, Date &
Time, and Statistical, and you are
guided through the process. Other ways
to insert a function include manually typing it in a cell and using the AutoSum arrow to insert
commonly used functions. You need to calculate the average, maximum, and
minimum location postings for the first quarter of the year and decide to use functions to do
so.

Steps

Click cell B15, then click the Insert Function button on the formula
bar

An equal sign ( = ) is inserted in the active cell, and the Insert Function dialog
box opens, as shown in Figure 1-17. In this dialog box, you specify the
function you want to use by clicking it in the Select a function list of recently
used functions, clicking the Or select a category arrow to choose a desired
function category, or typing the function name, or its description, in the Search
for a function field.

Figure 1-17
Insert Function Dialog Box
2

Click AVERAGE in the

Select a function list if Trouble
necessary, read the
If AVERAGE is not in the function list, type
information that appears
AVERAGE in the Search for a function box,
under the list, then click
then click Go.
OK

The Function Arguments

dialog box opens, as shown in Figure 1-18.

Figure 1-18
Function Arguments Dialog Box

Click the Collapse button in the Number1 field of the Function

Arguments dialog box, select the range B4:B12 on the worksheet, then
click the Expand button in the Function Arguments dialog box
Clicking the Collapse button minimizes the dialog box so that you can select
cells on the worksheet. When you click the Expand button, the dialog box is
restored. You can also begin dragging on the worksheet to automatically
minimize the dialog box; after you select the desired range, the dialog box is
restored.

Click OK

The Function Arguments dialog box closes, and the calculated value is
displayed in cell B15. The average postings per location for Quarter 1 is
120.222.

Click cell B16, type =, then type m

Because you are manually typing this function, you must manually type the
opening equal sign ( = ). Once you type an equal sign in a cell, each letter you
type acts as a trigger to activate the Excel Formula AutoComplete (A feature
that automatically suggests text, numbers, or dates to insert based on
previous entries.) , a feature that automatically suggests text, numbers, or
dates to insert based on previous entries. Because you entered the letter m,
this feature suggests a list of function names beginning with “M.”

Double-click MAX in the

list, select the range Quick Tip
B4:B12, then click the
In the AutoComplete list, if you click a
Enter button on the
function instead of double-clicking, a
formula bar
ScreenTip displays more detailed information
The result, 170, appears about the function.
in cell B16. When you
completed the entry, the
closing parenthesis was automatically added to the formula.

Click cell B17, type =, type m, double-click MIN in the list of function
names, select the range B4:B12, then press ENTER

The result, 78, appears in cell B17.

 8

Select the range B15:B17, drag the fill handle to the range C15:E17, then
save your work

The average, maximum, and minimum values for all the quarters appear in
the selected range, as shown in Figure 1-19.

Figure 1-19
Completed AVERAGE, MAX, and MIN Functions

Chapter 1: Getting Started with Excel: EX 1-9 Insert a Function

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-10 Switch Worksheet Views
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-10 Switch Worksheet Views

You can change your view of the
worksheet window at any time, using Learning Outcomes
either the View tab on the ribbon or the
View buttons on the status bar. Change worksheet views
Changing your view does not affect the
Zoom a worksheet
contents of a worksheet; it just makes it
easier for you to focus on different
Adjust page breaks in a worksheet
tasks, such as preparing a worksheet
for printing. The View tab includes a
variety of viewing options, such as View
buttons, zoom controls, and the ability to show or hide worksheet elements such as
gridlines. The status bar offers fewer View options but can be more convenient to use.
You want to review your worksheet before sharing it with your colleagues.

Steps

Click cell A1, verify that the zoom level in the Zoom area of the status
bar is 120%, click the View tab on the ribbon, then click the 100% button
in the Zoom group

The worksheet zooms to 100%. Another way to change the zoom level is to
use the Zoom slider on the status bar.

Click the Zoom in button

on the status bar Quick Tip
twice
You can use the Zoom button to select the
The worksheet zooms in worksheet magnification level or the Zoom to
10% at a time, to 120%. Selection button to zoom into the cell or
range that is selected on the worksheet.
3
Click the Page Layout
button in the Workbook Quick Tip
Views group on the
Although a worksheet can contain more than
View tab
a million rows and thousands of columns, the
The view switches from current document contains only as many
the default view, Normal, pages as necessary for the current project.
to Page Layout view.
Normal view (The Excel
view that shows the contents of the sheet but not a preview of how the sheet
will look when printed.) shows the worksheet without including certain features
like headers and footers; it’s ideal for creating and editing a worksheet but
may not be detailed enough when you want to put the finishing touches on a
document. Page Layout view (The Excel view that shows how the sheet will
look when printed.) provides an accurate view of how a worksheet will look
when printed, including headers and footers, as shown in Figure 1-20. Above
and to the left of the page are rulers. A page number indicator on the status
bar tells you the current page and the total number of pages in this worksheet.

Figure 1-20
Page Layout View

Click the Ruler check box in the Show group on the View tab to remove
the checkmark, then click the Gridlines check box in the Show group to
remove the checkmark
Removing the checkmarks hides the rulers and gridlines. By default, gridlines
in a worksheet do not print, so hiding them gives you a more accurate image
of your final document.

Click the Page Break Preview button on the status bar

Your view changes to Page Break Preview, which displays a reduced view of
each page of your worksheet, along with page break indicators that you can
drag to include more or less information on a page.

Drag the pointer from the bottom page break indicator to the bottom
of row 20, as shown in Figure 1-21

Figure 1-21
Page Break Preview

When you’re working on a large worksheet with multiple pages, sometimes

you need to adjust where pages break; in this worksheet, however, the
information all fits comfortably on one page.

Click the Page Layout

button in the Workbook Quick Tip
Views group, click the
Once you view a worksheet in Page Break
Ruler box in the Show
Preview, the page break indicators appear
group, then click the
as lines after you switch back to Normal view
Gridlines box in the
or Page Layout view.
Show group

Adding checkmarks to the

check boxes displays the rulers and gridlines. You can show or hide View tab
items in any view.

8
 Click the Normal button in the Workbook Views group, then save your
work

Chapter 1: Getting Started with Excel: EX 1-10 Switch Worksheet Views

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-11 Choose Print Options
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-11 Choose Print Options

Before printing a document, you may
want to make final adjustments to the Learning Outcomes
output. You can use tools on the Page
Layout tab to adjust print orientation Change the page orientation
(the direction in which the content prints
Print gridlines
across the page), paper size, and
location of page breaks. You can use
Center a worksheet on a page
the Scale to Fit options on the Page
Layout tab to fit a large amount of data Preview and print a worksheet
on a single page without making
changes to individual margins, and to
turn gridlines and column/row headings
on and off. When you are ready to print, you can set print options such as the number of
copies to print and the correct printer, and you can preview your document in Backstage
view. Backstage view (The view that contains commands that let you manage the file and
program settings.) , accessed using the File tab of the ribbon, contains commands that allow
you to manage files and options for the program such as print settings. You can also adjust
page layout settings in Backstage view and immediately see the results in the document
preview. You are ready to prepare your worksheet for printing.

Steps

Click cell A20, type your name, then click the Enter button on the
formula bar

Click the Page Layout tab on the ribbon, click the Orientation button in
the Page Setup group, then click Portrait

The orientation changes to portrait (Describes a printed copy with the short
(8½”) edge at the top of the printout; the printed page is taller than it is wide.) ,
so the printed page is taller than it is wide. You can see from the vertical
dotted line, indicating a page break, that all columns don’t fit on one page in
this orientation.
3

Click the Orientation button in the Page Setup group, then click
Landscape

The paper orientation returns to landscape (The position of a page, slide, or

worksheet so that the page, slide, or worksheet is wider than it is tall.) , so the
printed page is wider than it is tall. Now all the content fits on one page.

Click the Gridlines Print

box in the Sheet Quick Tip
Options group on the
If you don’t want to print gridlines or
Page Layout tab, then
headings, make sure to clear the Print check
save your work
boxes for both options in the Sheet Options
Printing gridlines makes group; clearing the View check boxes does
the data easier to read, not affect what prints.
but the gridlines will not
print unless the Gridlines
Print box is selected. You can also print row numbers and column letters by
clicking the Headings Print box. If you don’t want to print gridlines or headings,
make sure these boxes are not selected.

Click the File tab, click

Print on the navigation Quick Tip
bar, then select an
You can choose to print an entire workbook
active printer if
or a selected area of the worksheet by
necessary
clicking the Print Active Sheets button in the
The Print tab in Backstage Settings list, then clicking Print Entire
view displays a preview of Workbook or Print Selection.
your worksheet exactly as
it will look when it is
printed. To the left of the preview, you can also change a number of document
settings and print options. Compare your screen to Figure 1-22. You can print
from this view by clicking Print, or you can return to the worksheet without
printing by clicking the Back button .

Figure 1-22
Worksheet in Backstage View
6

Click the Page Setup link in the Settings list, click the Margins tab in the
Page Setup dialog box, click the Horizontally check box in the Center on
page section, click the Vertically check box in the Center on page
section, then compare your screen to Figure 1-23

Figure 1-23
Page Setup Dialog Box

The printed worksheet will be centered on the page.

Click OK, then click Print

 One copy of the
worksheet prints. Quick Tip

8 You can change the number of printed pages

of your worksheet by clicking the Page
Layout tab, then clicking the Width and
Height arrows in the Scale to Fit group.

Save your workbook, submit your work to your instructor

as directed, click File, click Close, then click the Close button on the
title bar

Setting a Print Area

If you want to print a selected worksheet area repeatedly, it’s best to define a print
area, so that the Quick Print feature prints only that portion of the worksheet area.
To define a print area, select the range you want to print on the worksheet, click the
Page Layout tab on the ribbon, click the Print Area button in the Page Setup group,
then click Set Print Area. A print area can consist of one contiguous range of cells,
or multiple ranges in different parts of a worksheet. To clear a print area, click the
Page Layout tab on the ribbon, click the Print Area button in the Page Setup group,
then click Clear Print Area.

Scaling to Fit

If you have a large amount of data that you want to fit to a single sheet of paper, you
can control how much of your work to print on a single sheet by clicking the No
Scaling arrow in the Settings list in the Print screen in Backstage view, then clicking
Fit Sheet on One Page, Fit All Columns on One Page, or Fit all Rows on One Page.
Another method for fitting worksheet content onto one page is to click the Page
Layout tab on the ribbon, then change the Width and Height settings in the Scale to
Fit group to 1 page each. You can also click the Page Setup link in the Print screen
in Backstage view, click the Page tab if necessary in the Page Setup dialog box,
click the Fit to option button, then enter 1 in the page(s) wide by and tall fields.

Chapter 1: Getting Started with Excel: EX 1-11 Choose Print Options

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-12 Practice
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 1-12 Practice
EX 1-12a Skills Review

1. Explore Excel.

a. Start Excel.

b. Open IL_EX_1-2.xlsx from the location where you store your Data Files,
then save it as IL_EX_1_Travel.

c. Locate the Name box, formula bar, worksheet window, cell pointer,
sheet tab scrolling buttons, mode indicator, and Tell me box.

2. Enter data.

a. Click cell B3, type Jan, then confirm the entry.

b. Click cell D7, type 202497, then conform the entry.

c. Activate cell B3, then use Auto Fill to enter the months Feb and Mar in
the range C3:D3.

d. Save your changes to the file.

3. Edit data.

a. Use F2 to correct the spelling of Maimi in cell A6 (the correct spelling is

Miami).

b. Click cell C7, then use the formula bar to change the value to 188270.

c. Click cell A17, then enter your name.

d. Save your changes.

4. Copy and move cell data.

a. Select the range G4:G6.

b. Copy the selection to the Clipboard.

 c. Open the Clipboard task pane, then paste the selection to cell A10.

d. Delete the labels in the range G4:G6.

e. Close the Clipboard task pane, then activate cell A8.

f. Use the drag-and-drop method to copy the contents of cell A8 to cell E3.
(Hint: Press and hold CTRL while dragging.)

g. Save your work.

5. Enter formulas and use AutoSum.

a. Activate cell E4, then enter a formula that adds cells B4, C4, and D4.

b. Use AutoSum to enter the total expenses for the month of January in
cell B8.

c. Save your changes.

6. Copy formulas with relative cell references.

a. Activate cell E4, then use the fill handle to copy the formula in cell E4 to
the range E5:E7.

b. Activate cell B8, then use the fill handle to copy the formula in cell B8 to
the range C8:E8.

c. Save your work.

7. Copy formulas with absolute cell references.

a. Enter % of Total in cell F3.

b. In cell F4, create a formula that divides the value in cell E4 by the value
in cell E8 using an absolute reference to cell E8.

c. Use the fill handle to copy the formula in cell F4 to the range F5:F7.

d. Save your work.

8. Enter a formula with multiple operators.

a. Enter a formula in cell B10 that calculates the average travel expenses
for the month of January. Use a formula that contains cell references
and not a function. (Hint: The formula is =(B4+B5+B6+B7)/4.)

b. Review the use of the parentheses in the formula.

 c. Save your work.

9. Insert a function.

a. Use the Insert Function button to create a formula in cell B11 that
calculates the maximum travel expense for January.

b. In cell B12, enter a function to calculate the minimum travel expenses

for January.

c. Select the range B10:B12, then use the fill handle to copy the functions
into the range C10:D12.

d. Save your work.

10. Switch worksheet views.

a. Click the View tab on the ribbon, then switch to Page Layout view.

b. Verify that the Ruler and Gridlines check boxes contain checkmarks.

c. Switch to Page Break view and adjust the page break so it comes at the
bottom of row 20.

d. Switch to Normal View, use a button in the Zoom group of the View tab
to zoom the worksheet to 100%, then use the Zoom buttons in the
Status bar to zoom the worksheet back to 120%.

e. Save your changes.

11. Choose print options.

a. Use the Page Layout tab to change the orientation to Portrait.

b. Turn on gridlines for printing using a check box in the Sheet Options
group of the Page Layout tab.

c. Preview the worksheet in Backstage view, then use the Page Setup
dialog box to center the worksheet vertically and horizontally on the
page. (Hint: The commands are located on the Margins tab.) Compare
your screen to Figure 1-24.

Figure 1-24
 d. Save your changes, submit your work to your instructor as directed,
close the workbook, then exit Excel.

Chapter 1: Getting Started with Excel: EX 1-12 Practice

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-12b Independent Challenge 1
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

Practice
EX 1-12b Independent Challenge 1

The CFO at Riverwalk Medical Clinic has hired you to help him analyze departmental
insurance reimbursements. He also would like to see what quarterly revenues would look
like with a 20% increase in quarterly reimbursements. You’ve been given a worksheet for
this project that contains some but not all of the data.

Open IL_EX_1-3.xlsx from the location where you store your Data Files, then
save it as IL_EX_1_Reimbursements.

Enter the data shown in Table 1-4 in the range E4:E11.

Table 1-4

cell address value

E4 67247.90

E5 45581.20

E6 43000.60

E7 48539.20

E8 38125.00

E9 28909.50

E10 39216.90

E11 71189.10

Type your name in cell A17.

d

Move the label in cell F2 to cell A15.

Use the Clipboard to copy and paste the label in cell F3 to cell A12.

Use the formula bar to correct the spelling error in the label in cell A6. (Hint:
The correct spelling is Immunology.)

Edit cell A8 to correct the spelling error in the label. (Hint: The correct spelling
is Ophthalmology.)

Type Quarter 1 in cell B3, then use Auto Fill to enter Quarter 2, Quarter 3,
and Quarter 4 in the range C3:E3.

Create a formula in cell F4 that uses cell references and totals the quarterly
reimbursements for the Cardiology department.

Use the fill handle to copy the formula in cell F4 to the range F5:F11.

Using AutoSum, create a formula in cell B12 that totals the first quarter
reimbursements for all the departments.

Copy the formula in cell B12 to the range C12:E12.

Enter a formula in cell B14 to calculate a 20% increase in the first quarter
reimbursement total in cell B12. (Hint: You need to add B12 to B12 multiplied
by .20. Use parentheses if necessary to follow the order of operations.)

n
Enter a function, using the help of AutoComplete, in cell B15 that calculates
the average first quarter reimbursement amount for the departments.

Copy the formulas in the range B14:B15 to the range C14:E15.

Switch to Page Break view and adjust the page break to the bottom of row 18.

Switch to Normal View, then zoom the worksheet to 120%.

Turn on gridlines for printing.

Change the page orientation to landscape.

Preview the worksheet in Backstage view, then use the Page Setup dialog
box to center the worksheet horizontally and vertically on the page. Compare
your screen to Figure 1-25.

Figure 1-25
 u

Submit your work to your instructor as directed.

Close the workbook, then exit Excel.

Chapter 1: Getting Started with Excel: EX 1-12b Independent Challenge 1

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-12c Independent Challenge 2
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

Practice
EX 1-12c Independent Challenge 2

As the assistant to the Dean of STEM (science, technology, engineering, and mathematics)
at West Shore Community College, it is your responsibility to review the budgets for the
departments in the division and help with a budget forecast for the upcoming academic year.
You’ve decided to use Excel formulas and functions to help with this analysis.

Open IL_EX_1-4.xlsx from the location where you store your Data Files, then
save it as IL_EX_1_Budgets.

Move the labels in the range A6:A11 to the range A5:A10.

Enter Total in cell A11, then use AutoSum to calculate the total 2020
expenses for all departments in cell B11.

Enter Average in cell A12, then use the AutoSum arrow to enter a function in
cell B12 that calculates the average 2020 expenses for all departments. (Hint:
make sure you include only the department data.)

Use the fill handle to copy the formulas in the range B11:B12 to the range
C11:C12.

Using cell references, enter a formula in cell D5 that calculates the 2022
Budget for the engineering department, using the increase shown in cell F2
over the 2021 expenses in cell C5. Use absolute cell references where
necessary. (Hint: Multiply the percentage in cell F2 by the 2021 expenses in
cell C5, then add that amount to the 2021 expenses in cell C5.)
g

Use the fill handle to copy the formula in cell D5 to the range D6:D10.

Use the fill handle to copy the formulas in the range C11:C12 to the range
D11:D12.

Enter a formula in cell F5 that calculates the percentage increase in total

expenses from 2020 to 2021. (Hint: The 2020 total is in cell B11 and the 2021
total is in cell C11.)

Change the page orientation to landscape, then turn on gridlines for printing.

Enter your name in cell A14.

Preview the worksheet in Backstage view. Compare your screen to Figure 1-

26.

Figure 1-26

Completed West Shore Community College budget worksheet. Cells A5 through A10
contain department names, as follows: Engineering, Computer Science, Biology,
Chemistry, Physics, and Math. Cell A11 reads Total. Cell A12 reads Average. Cell A14
contains Your Name. 2022 Department budget numbers, in column D, read as follows: D5
$53, 585.49 D6 $56,402.10 D7 $37,591.08 D8 $61,134.19 D9 $63,515.62 D10
$40,636.63. Row 12 contains Totals as follows: B12 $288,925.75 C12 $306,280.09 D12
$312,865.11. Row 13 contains Averages as follows: B13 $48,154.29 C13 $51,046.68
D13 $52,144.19. Cell F5 contains value 6.01%.

Save your work, then submit the worksheet to your instructor as directed.

Close the workbook and exit Excel.

Chapter 1: Getting Started with Excel: EX 1-12c Independent Challenge 2
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 1: Getting Started with Excel: EX 1-12d Visual Workshop
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

Practice
EX 1-12d Visual Workshop

Open IL_EX_1-5.xlsx from the location where you store your Data Files, then save it as
IL_EX_1_Royalties. Complete the worksheet shown in FIGURE 1-27 using the skills you
learned in this module. Use functions to calculate the values in B8:B11 and C11. The values
in column C are calculated by multiplying the gross revenues in column B by the percentage
in cell E2. Adjust your zoom level as necessary to match the figure. Enter your name in cell
A14. Submit your work to your instructor as directed.

Figure 1-27

Chapter 1: Getting Started with Excel: EX 1-12d Visual Workshop

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet Introduction
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

Introduction
Cheri McNeil, the manager of the Boston office at JCL Talent, has
gathered data from all JCL recruiters on technology position postings for the first quarter of
the year. Cheri has created a worksheet listing this information, and she asks you to format
the worksheet to make it easier to read and understand.

Module Objectives

After completing this module, you will be able to:

Format values

Change font and font size

Change font styles and alignment

Adjust column width

Insert and delete rows and columns

Apply colors, borders, and documentation

Apply conditional formatting

Rename and move a worksheet

Check spelling

Files You Will Need

IL_EX_2-1.xlsx

IL_EX_2-2.xlsx

IL_EX_2-3.xlsx

IL_EX_2-4.xlsx

IL_EX_2-5.xlsx
Chapter 2: Formatting a Worksheet Introduction
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet: EX 2-1 Format Values
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 2-1 Format Values

When you format (The process of
changing the appearance of text and Learning Outcomes
objects.) a cell, you enhance the
appearance of information by changing Format a number
its font, size, color, or alignment.
Format a date
Formatting changes only the
appearance of a value or label; it does
Increase/decrease decimals
not alter the actual data in any way. To
format a cell or range, first you select it,
then you apply the formatting using the
ribbon, Mini toolbar, or a keyboard shortcut. You can apply formatting before or after you
enter data in a cell or range. Cheri has provided you with a worksheet that
details technology postings, and you’re ready to improve its appearance. You start by
formatting some cells to better reflect the type of information they contain, such as currency,
percentages, and dates.

Steps

Start Excel, open IL_EX_2-1.xlsx from the location where

you store your Data Files, then save it as IL_EX_2_Tech

This worksheet is difficult to interpret because all the information is crowded

and looks the same. In some columns, such as D, the contents appear cut off
because there is too much data to fit given the current column width. You
decide not to widen the columns yet, because the other changes you plan to
make might affect column width and row height.

Select the range

G3:G15, then click the Quick Tip
Accounting Number
You can format values with a custom number
Format button in the
format using format symbols. Right-click a
Number group on the
cell range, click Format Cells on the shortcut
Home tab
menu, in the Category box of the Format
A number format (A Cells dialog box click Custom, select the
format applied to values to number format you want to use in the Type
express numeric list, make changes to the format symbols in
concepts, such as the Type box, then click OK.
currency, date, and
percentage.) is applied to
values to express numeric concepts, such as currency, date, and percentage.
The default Accounting number format adds dollar signs and two decimal
places to the expense data, as shown in Figure 2-1.

Figure 2-1
Accounting Number Format Applied to Range

Select the range H3:H15, then click the Comma Style button in the
Number group

The values in column H display the Comma Style format, which does not
include a dollar sign but can be useful for some types of accounting data.

Click cell Ml, click the Number Format arrow, click Percentage, then click
the Increase Decimal buttor in the Number group

The revenue rate is now formatted with a percent sign ( % ) and three decimal
places. The Number Format arrow lets you choose from popular number
formats and shows an example of what the selected cell or cells would look
like (when multiple cells are selected, the example is based on the first cell in
the range). Each time you click the Increase Decimal button, you add one
decimal place; clicking the button twice would add two decimal places.

Click the Decrease

Decimal button in Quick Tip
the Number group three
You can copy formatting into adjacent cells
times
using the fill handle. After dragging the fill
All three decimal places handle to select adjacent cells, click the
are removed from the AutoFill Options arrow , then click Fill
revenue rate value. Formatting only from the shortcut menu.
Values won’t be copied, but the formatting
6
will be applied to the selected cells.

Select the range C3:C15, then click the launcher in the Number
group

The Format Cells dialog box opens with the Date category already selected
on the Number tab.

Click the 14-Mar format in the Type list box, as shown in Figure 2-2, then
click OK

Figure 2-2
Format Cells Dialog Box
 The dates in column C appear in the 14-Mar format.

Select the range I3:J15, right-click the range, click Format Cells on the
shortcut menu, in the Category list click Currency, in the Decimal places
box type 2 if necessary, then click OK

This number format looks similar to the Accounting format but aligns currency
symbols and decimal points slightly differently. Compare your worksheet to
Figure 2-3.

Figure 2-3
Worksheet with Formatted Values

Select the range G3:I15,

click the Decrease Quick Tip
Decimal button in
If you want numeric values to be treated as
the Number group twice,
text, click Text in the Category list. Cells
press CTRL+HOME,
formatted in this way are treated as text even
then save your work
if they contain numeric data. You can also
The cell values in this precede a number with an apostrophe to
range now use a custom treat the value as text.
format that doesn’t display
decimal places. This
format is applied to all cells in the range, including the cells in column H that
display the $ symbol.

Working with Online Pictures, Other Images, and Symbols

You can illustrate your worksheets using online pictures and other images. To add a
picture to a worksheet, click the Online Pictures button in the Illustrations group on
the Insert tab. The Online Pictures dialog box opens. Here you can search for online
 pictures from the Bing search engine or OneDrive, as shown in Figure 2-4. To
search, type one or more keywords in the search box, then press ENTER. When
you double-click an image in the Search Results window, the image is inserted at
the location of the active cell. Clicking an image selects it and adds resizing
handles. To resize an image proportionally, drag any corner sizing handle. If you
drag an edge sizing handle, the image will be resized nonproportionally. You can
add alternative text to an image by right-clicking it, clicking Edit Alt Text on the
shortcut menu, then entering the text in the Alt Text pane. To move an image, point
inside the image until the pointer changes to , then drag it to a new location. To
delete a picture, select it, then press DEL. To work with an image it must be
selected. You can select an image, or any object, by clicking it. To work with multiple
images at once, hold CTRL while clicking each image. You can insert a symbol in a
worksheet by clicking the Insert tab, clicking the Symbols button in the Symbols
group, clicking Symbol, clicking a symbol from the Symbols tab in the Symbol dialog
box, clicking Insert, then clicking Close to close the Symbol dialog box.

Figure 2-4
Results of Online Picture

Chapter 2: Formatting a Worksheet: EX 2-1 Format Values

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet: EX 2-2 Change Font and Font Size
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 2-2 Change Font and Font Size

A font (A set of letters, numbers, and
symbols that all have the same style Learning Outcomes
and appearance.) is the appearance
and shape of the letters, numbers, and Change a font
special characters and is usually
Change a font size
designed with a font name, such as
Calibri or Times New Roman. The font
size (The size of characters, measured
in units called points.) is the size of characters, measured in units called points. A point (An
Excel mode that lets you select cells to use in a formula by using the pointer or a screen
tap.) is a unit of measure used for font size and row height; one point is equal to of an
inch. The default font and font size in Excel is 11-point Calibri. Table 2-1 shows examples of
several fonts in different font sizes. You can change the font and font size of any cell or
range using the Font and Font Size arrows. The Font and Font Size arrows are located on
the Home tab on the ribbon and on the Mini toolbar, which opens when you right-click a cell
or range. To save time, you can also use a cell style (A collection of formatting options,
such as a specified font, font size, font styles, font color, fill color, and borders, that is
applied to a cell.) , a predesigned combination of font, font size, and font color that you can
apply to a cell. You want to change the font and font size of the labels and the
worksheet title, so this information stands out.

Table 2-1
Examples of Fonts and Font Sizes

Steps

1
Click the Font arrow in the Font group on the Home tab, scroll down in
the Font list to see an alphabetical listing of the fonts available on your
computer, then click Calibri, as shown in Figure 2-5

Figure 2-5
Font List

The font in cell A1 changes to Calibri to match the rest of the worksheet.

Click the Font Size

arrow in the Font group, Quick Tip
then click 20
You can also use the Increase Font Size
The worksheet title is button to increase the font size by one
formatted in 20-point point or the Decrease Font Size button to
Calibri, and the Font and decrease it by one point. You specify an
Font Size boxes on the exact size by entering the size in the Font
Home tab display the new Size box.
font and font size
information.

Click the Cell Styles button in the Styles group, then click Heading 1
under Titles and Headings

The title is formatted in the Heading 1 cell style.

Select the range A2:J2, click the Cell Styles button, then click Heading 2
under Titles and Headings
 Notice that some of the column labels are now too wide to appear fully in the
column. Excel does not automatically adjust column widths to accommodate
cell formatting; these column widths must be adjusted manually. You’ll learn to
do this in a later lesson.

Click cell L1, hold

SHIFT, then click cell L2 Quick Tip

Holding SHIFT while Holding CTRL while selecting cells allows

clicking a cell selects that you to select multiple nonadjacent cells.
cell and any cells between
it and the cell first
selected. In this case there are only two cells selected.

Click the Cell Styles button, then click Heading 4 under Titles and
Headings

The revenue and commission rate labels are now formatted consistently.
Compare your worksheet to Figure 2-6.

Figure 2-6
Worksheet with Formatted Headings and Column Labels

Save your work

Working with Cell Styles

 You can modify any style in the Cell Styles gallery. In the Cell Styles gallery, right-
click the cell style that you want to modify, on the shortcut menu shown in Figure 2-
7, click Modify, select the style options from the Style Includes list in the Style dialog
box, click the Format button to choose new customized formatting, then click OK
twice. To create a new cell style, click New Cell Style at the bottom of the Cell Styles
gallery, enter a name in the Style name box, select style options from the Style
Includes list, click the Format button to choose customized formatting for your style,
then click OK twice. You can merge styles from a different workbook by opening the
workbook that contains the cell styles that you want to copy, clicking Merge Styles at
the bottom of the Cell Styles gallery, clicking the workbook in the Merge styles from
list, then clicking OK. If styles in the workbooks have the same name, you will be
asked if you want to merge those styles.

Figure 2-7
Shortcut Menu in Cell Styles Gallery

Chapter 2: Formatting a Worksheet: EX 2-2 Change Font and Font Size

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet: EX 2-3 Change Font Styles and Alignment
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 2-3 Change Font Styles and Alignment

Font styles (A format that indicates
how characters are emphasized, such Learning Outcomes
as bold, underline, and italic.) are
formats that indicate how characters are Apply formatting
emphasized, such as bold, underline,
Use the Format Painter
and italic. You have seen font styles
applied with cell styles, and you can
Change cell alignment
also apply them individually. You can
change the alignment (The placement
of cell contents in relation to a cell’s
edges, such as left-aligned or centered.) , the placement of cell contents in relation to a
cell’s edges, such as left or centered, of labels and values in cells. See Table 2-2 for a
description of common font style and alignment buttons that are available on the Home tab.
Once you have formatted a cell the way you want it, you can “paint” or copy the cell’s
formats to other cells by using the Format Painter button in the Clipboard group on the
Home tab. This is similar to using copy and paste, but instead of copying cell contents, it
copies only the cell’s formatting. You want to further enhance the worksheet’s
appearance by adding bold and underline formatting and centering some of the labels.

Table 2-2

Common Font Style and Alignment Buttons

button description

Bolds cell content

Italicizes cell content

Underlines cell content

Centers content across columns; also merges two or more selected,

adjacent cells into one cell; also unmerges previously merged cells

Aligns content at the left edge of the cell

Centers content horizontally within the cell

Aligns content at the right edge of the cell

button description

Wraps long text into multiple lines to fit within a column

Aligns content at the top of a cell

Aligns content at the bottom of a cell

Aligns content in the middle of a cell

Steps

Select the range A3:A15, then click the Bold button in the Font
group on the Home tab

The reference numbers in column A appear in bold.

Click the Italic button

in the Font group Quick Tip

The reference numbers You can use the Underline button to

now appear in boldface underline cell contents. You can also use the
and italic type. Notice that Mini toolbar to format text by right-clicking
the Bold and Italic buttons selected cells.
in the Font group are
selected.

Click the Italic button to deselect it

The italic font style is removed from the reference numbers but the bold font
style remains.

Click the Center button in the Alignment group

The reference numbers are centered within their cells.

5
Click the Format Painter Quick Tip
button in the
To format a selected cell or range using
Clipboard group, then
keyboard shortcuts, you can press CTRL+B
select the range B3:B15
to bold, CTRL+I to italicize, and CTRL+U to
The formatting in column underline.
A is copied to the recruiter
number data in column B.
To paint the formats to more than one selection, double-click the Format
Painter button to keep it activated until you turn it off. You can turn off the
Format Painter by pressing ESC or by clicking .

Click cell A1, select the range A1:J1, then click the Merge & Center
button in the Alignment group

The Merge & Center button creates one cell out of the ten cells across the
row, then centers the text in that newly created, merged cell. The title “JCL
Talent, Inc.” is centered across the 10 columns you selected. To split a
merged cell into its original components, select the merged cell, then click the
Merge & Center button to deselect it. Occasionally, you may find that you
want cell contents to wrap within a cell. You can do this by selecting the cells
containing the text you want to wrap, then clicking the Wrap Text button in
the Alignment group on the Home tab on the ribbon.

Compare your screen to

Figure 2-8, then save Quick Tip
your work
To clear all formatting from a selected range,
click the Clear button in the
Editing group on the Home tab, then click
Clear Formats.

Figure 2-8
Worksheet with Font Styles and Alignment Applied
 Rotating and Indenting Cell Entries

In addition to applying fonts and font styles, you can rotate or indent data within a
cell. To rotate text within a cell, click the Home tab, select the cells you want to
modify, then click the dialog box launcher in the Alignment group to open the
Alignment tab of the Format Cells dialog box. Click a position in the Orientation box
or type a number in the Degrees box to rotate text from its default horizontal
orientation, then click OK. You can indent cell contents by clicking the Increase
Indent button in the Alignment group, which moves cell contents to the right one
space, or the Decrease Indent button , which moves cell contents to the left one
space.

Chapter 2: Formatting a Worksheet: EX 2-3 Change Font Styles and Alignment

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet: EX 2-4 Adjust Column Width
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 2-4 Adjust Column Width

As you format a worksheet, you might
need to adjust the width of one or more Learning Outcomes
columns to accommodate changes in
the amount of text, the font size, or font Change a column width by dragging
style. The default column width is 8.43
Resize a column with AutoFit
characters, a little less than 1″. With
Excel, you can adjust the width of one
Change the width of multiple columns
or more columns by using the mouse,
the Format button in the Cells group on
the Home tab, or the shortcut menu.
Using the mouse, you can drag or double-click the right edge of a column heading. The
Format button and shortcut menu include commands for making more precise width
adjustments. Table 2-3 describes common column formatting commands. You
have noticed that some of the labels in columns A through L don’t fit in the cells. You want
to adjust the widths of the columns so that the labels appear in their entirety.

Table 2-3

Common Column Formatting Commands

command description available using

Column Width Sets the width to a specific number of Format button; shortcut
characters menu

AutoFit Column Fits to the widest entry in a column Format button; mouse
Width

Hide & Unhide Hides or displays selected column(s) Format button; shortcut
menu

Default Width Resets column to worksheet’s default Format button

column width

Steps

1
Position the pointer on the line between the column C and column D
headings until it changes to

See Figure 2-9. A column heading (The letters contained in boxes along the
top of the workbook window that identify the worksheet columns.) is a box that
appears above each worksheet column and identifies it by a letter. You
positioned the mouse pointer here because in order to adjust column width
using the mouse, you need to position the pointer on the right edge of the
column heading for the column you want to adjust.

Figure 2-9
Preparing to Change the Column Width

Click and drag to

the right until the Quick Tip
column fully displays
If “#######” appears after you adjust a
the column label Date
column of values, the column is too narrow
Posted (approximately
to display the values completely; increase
12.71 characters or 94
the column width until the values appear.
pixels)

As you change the

column width, a ScreenTip opens listing the column width.

Position the pointer on the line between columns D and E until it

changes to , then double-click

Column D automatically widens to fit the widest entry. Double-clicking the right
edge of a column heading activates AutoFit (In an Excel worksheet or a table
in Word, PowerPoint, or Access a feature that automatically adjusts column
width or row height to accommodate its widest or tallest entry.) . This feature
adjusts column width or row height to accommodate its widest or tallest entry.
4

Use AutoFit to resize

columns E, F, G, H, and Quick Tip
L
You can paste copied cell data with the same
5 column width by clicking Keep Source
Column Widths in the Paste menu.

Position the pointer in the column heading area for column I until it
changes to , then drag to select columns I and J

Click the Format button in the Cells group, then click Column Width

The Column Width dialog box opens. Column width measurement is based on
the number of characters that will fit in the column when formatted in the
Normal font and font size (in this case, 11-point Calibri).

Type 14 in the Column

width box, then click OK Quick Tip

The widths of columns I If an entire column rather than a column cell

and J change to reflect is selected, you can change the width of the
the new setting. See column by right-clicking the selection, then
Figure 2-10. clicking Column Width on the shortcut menu.

Figure 2-10
Worksheet with Column Widths Adjusted

8
 Click cell A1, then save your work

Changing Row Height

Changing row height is as easy as changing column width. Row height is calculated
in points, the same unit of measure used for fonts. The row height must exceed the
size of the font you are using. Normally, you don’t need to adjust row height
manually, because row heights adjust automatically to accommodate font size
changes. If you format something in a row to be a larger point size, Excel adjusts
the row to fit the largest point size in the row. However, you have just as many
options for changing row height as you do column width. Using the mouse, you can
place the pointer on the line dividing a row heading from the heading below it,
and then drag to the desired height; double-clicking the line AutoFits the row height
where necessary. You can also select one or more rows, then use the Row Height
command on the shortcut menu, or click the Format button on the Home tab, then
click the Row Height or AutoFit Row Height command.

Chapter 2: Formatting a Worksheet: EX 2-4 Adjust Column Width

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet: EX 2-5 Insert and Delete Rows and Columns
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 2-5 Insert and Delete Rows and Columns

As you modify a worksheet, you might
find it necessary to insert or delete rows Learning Outcomes
and columns to keep your worksheet
current. For example, you might need to Use the Insert dialog box
insert rows to accommodate new
Use column and row heading buttons
inventory products or remove a column
of yearly totals that are no longer to insert and delete
necessary. When you insert a new row,
the row is inserted above the cell
pointer and the contents of the worksheet shift down from the newly inserted row. When you
insert a new column, the column is inserted to the left of the cell pointer and the contents of
the worksheet shift to the right of the new column. To insert multiple rows, select the same
number of row headings as you want to insert before using the Insert command.
You want to improve the overall appearance of the worksheet by inserting a row between
the company name and the column labels. Also, you have learned that row 9 and column K
need to be deleted from the worksheet.

Steps

Right-click cell F2, then click Insert on the shortcut menu

The Insert dialog box opens. See Figure 2-11. You can choose to insert a
single cell and shift the cells in the active column to the right, insert a single
cell and shift the cells in the active row down, or insert an entire column or a
row.

Figure 2-11
Insert Dialog Box
2

Click the Entire row option button, then click OK

A blank row appears between the company name and the column labels,
visually separating the worksheet data, and the Insert Options button
opens next to cell F3.

Click the Insert Options

button , then review Quick Tip
your choices
To insert a column, right-click the column
This menu lets you format heading to the right of where you want the
the inserted row in Format new column, then click Insert on the shortcut
Same As Above (the menu.
default setting, already
selected), Format Same
As Below, or Clear Formatting.

Click to close the menu without making changes, then click the row
9 heading

All of row 9 is selected, as shown in Figure 2-12.

Figure 2-12
Worksheet with Row 9 Selected
 5

Click the Delete button in the Cells group; do not click the Delete arrow

Excel deletes row 9, and all rows below it shift up one row. You must use the
Delete button or the Delete command on the shortcut menu to delete a row or
column; pressing DEL on the keyboard removes only the contents of a
selected row or column.

Click the column K heading

The column is empty and isn’t necessary in this worksheet.

Click the Delete button in the Cells group

Excel deletes column K. The remaining columns to the right shift left one
column.

Save your work

Hiding and Unhiding Columns and Rows

When you don’t want data in a column or row to be visible, but you don’t want to
delete it, you can hide the column or row. To hide a selected column, click the
Format button in the Cells group on the Home tab, point to Hide & Unhide, then click
Hide Columns. A hidden column is indicated by a dark green vertical line in its
original position. This green line is removed when you click elsewhere on the
worksheet, but a thin double line remains between the column heading to remind
you that one or more columns are hidden. You can display a hidden column by
selecting the column headings on either side of the hidden column, clicking the
Format button in the Cells group, pointing to Hide & Unhide, then clicking Unhide
Columns. (To hide or unhide one or more rows, substitute Hide Rows and Unhide
Rows for the Hide Columns and Unhide Columns instructions.)

Create and Apply a Template

A template is a predesigned, preformatted Office file that contains default text

formats, themes, placeholder text, headers and footers, and graphics that you can
replace with your own information for hundreds of purposes, including budgets,
flyers, and resumes. Template files have a file extension of .xltx. You can create
your own template to provide a model for creating a new workbook by saving a
workbook with this extension. To use a template, you apply it, which means you
create a workbook based on the template. A workbook based on a template has the
same content, formulas, and formatting defined in the template, but is saved in the
standard workbook format, .xlsx. The template file itself remains unchanged. To
save a file as a template, click the File tab, click Save As, click This PC if necessary,
click More options, click the Save as type arrow, click Excel Template in the list of
file types, as shown in Figure 2-13, type a name for the new template in the File
name box (the default save location is the Custom Office Templates folder), then
click Save.

Figure 2-13
Save Menu File Types
Chapter 2: Formatting a Worksheet: EX 2-5 Insert and Delete Rows and Columns
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet: EX 2-6 Apply Colors, Borders, and Documentation
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 2-6 Apply Colors, Borders, and Documentation

You have seen how you can use cell
styles to add predesigned formatting, Learning Outcomes
including colors and borders to a
worksheet. If a cell style doesn’t capture Change text and fill color
the formatting you need for a
Apply a border to a cell
worksheet, you can add this formatting
individually. Color options are based on
Add a header and footer to a
the worksheet theme. A theme (A
worksheet
predefined, coordinated set of colors,
fonts, graphical effects, and other
formats that can be applied to
documents, spreadsheets, presentations, publications, and Access forms and reports to
give them a consistent, professional look.) is a predefined, coordinated set of colors, fonts,
graphical effects, and other formats that can be applied to a spreadsheet to give it a
consistent, professional look. In Excel, applying a theme to one sheet applies it to all other
sheets in that workbook. You can also add a header (Information that appears at the top of
each page; also, the blank area at the top of a page where such information can be
inserted.) and/or a footer (In Excel, text or graphics that print at the bottom of each page.)
to provide useful text, date and other information, including a graphic, along the top or
bottom of every page of a worksheet. A header prints above the top margin of the
worksheet, and a footer prints below the bottom margin. You want to add a
border and color to the reference numbers on the worksheet to make them stand out from
the other information. You also want to add information about the worksheet in a header and
footer.

Steps

Select the range A4:A15,

click the Fill Color arrow Quick Tip
in the Font group,
Themes can be changed by clicking the
then click the Blue-Gray,
Page Layout tab, clicking the Themes
Text 2, Lighter 80%
button, and selecting a Theme from the
color (second row,
Themes gallery.
fourth column from the
left)
The color is applied to the
background (or fill) of this range. When you change fill or font color, the color
on the Fill Color or Font Color button changes to the last color you selected.

Click the Borders arrow in the Font group, review the Borders
menu, as shown in Figure 2-14, then click Right Border

Figure 2-14
Borders Menu

You can use the options at the bottom of the Borders menu to draw a border
or to change a border line color or style.

Click the Font Color arrow in the Font group, then click the Blue-
Gray, Text 2 color (first row, fourth column from the left)

The new color is applied to the labels in the selected range. This color will
make the first column reference numbers stand out.

Click the Insert tab, click

the Text button, then Quick Tip
click the Header &
You can use the settings in the Options
Footer button
group on the Header & Footer Tools Design
The header is divided into tab to set a different header or footer for the
three sections, as shown first page of a worksheet. You can also use
in Figure 2-15, where you an option in this group to set different
can enter or edit text. The
Header & Footer Tools headers or footers for odd and even
Design tab includes worksheet pages.
elements and options for
customizing the header or
footer.

Figure 2-15
Header & Footer Tools Design Tab

Click the Sheet Name button in the Header & Footer Elements group on
the Header & Footer Tools Design tab

The & [Tab] code is added, which will display the current sheet name in this
location. Using codes instead of manually typing the information ensures this
information is always up to date.

Click the Go to Footer button in the Navigation group, enter your name
in the center footer section, click any cell on the worksheet, click the
Normal button in the status bar, then press CTRL+HOME

The header and footer are only visible in Page Layout view and Print Preview.

Click File, then click Print

 Your header and footer will provide useful information to others viewing the
worksheet.

Click the Back button to return to your worksheet, then save your
work

Checking Worksheet Accessibility

Part of successfully formatting your worksheets includes checking to see if any

format presents accessibility problems. Accessibility is the quality of removing
barriers that may prevent individuals with disabilities from interacting with data or an
app. You can check for accessibility issues by clicking File, clicking the Check for
Issues arrow in the Info window, then clicking Check Accessibility. The Accessibility
Checker pane opens and displays an Inspection Results Warnings listing is
displayed, as shown in Figure 2-16. You can click the warnings to see additional
information below the Warnings list and directions on how to fix the issue.

Figure 2-16
Accessibility Checker Pane
Chapter 2: Formatting a Worksheet: EX 2-6 Apply Colors, Borders, and Documentation
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet: EX 2-7 Apply Conditional Formatting
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 2-7 Apply Conditional Formatting

So far, you’ve used formatting to
change the appearance of different Learning Outcomes
types of data, but you can also use
conditional formatting (Special Create a Data Bars rule
formatting that is applied if values meet
Create a Highlight Cells rule
specified criteria.) , special formatting
that is applied if values meet specified
criteria. Cheri is concerned
about hiring expenses exceeding the yearly budget. You decide to use conditional
formatting to highlight certain trends and patterns in the data so that it’s easy to compare net
revenue and spot the highest expenses.

Steps

Select the range I4:I15,

click the Conditional Quick Tip
Formatting button in the
You can create a custom data bar rule by
Styles group on the
clicking the Conditional Formatting button,
Home tab, point to Data
clicking New Rule, clicking the Format Style
Bars, then click Blue
arrow, clicking Data Bar, adjusting the
Data Bar under Gradient
options in the New Formatting Rule dialog
Fill (first row, first
box, then clicking OK.
column)

Data bars are colored

horizontal bars that visually illustrate differences between values in a range of
cells.

Select the range G4:G15, click the Quick Analysis button that opens
next to the selection, then click the Greater Than button on the
Formatting tab
The Greater Than dialog box opens, displaying an input box you can use to
define the condition and a default format (Light Red Fill with Dark Red Text)
selected for cells that meet that condition. You can define the condition using
the input box and assigning the formatting you want to use for cells that meet
that condition. The Quick Analysis tool offers a powerful but limited number of
options. To set more conditions, you can click the Highlight Cells Rules option
on the Conditional Formatting menu instead. For example, you can create a
rule for values that are between two amounts. Values used in input boxes for a
condition can be constants, formulas, cell references, or dates.

Type 500 in the Format

cells that are GREATER Quick Tip
THAN box, click the with
You can highlight duplicate values in a
list arrow, click Light
selected range by clicking the Conditional
Red Fill, compare your
Formatting button in the Styles group,
settings to Figure 2-17,
pointing to Highlight Cells Rules, clicking
then click OK
Duplicate Values, then selecting a formatting
option.

Figure 2-17
Greater than Dialog Box

All cells with values greater than $500 in column G appear with a light red fill.

Click cell G4, type 499, then press ENTER

Because of the rule you created, the appearance of cell G4 changes because
the new value no longer meets the condition you set. Compare your results to
Figure 2-18.
 Figure 2-18
Worksheet with Conditional Formatting

Press CTRL+HOME, then save your work

Formatting Data with Icon Sets

Icon sets are a conditional format in which different icons are displayed in a cell
based on the cell’s value. In one group of cells, for example, upward-pointing green
arrows might represent the highest values, while downward-pointing red arrows
represent the lower values. To add an icon set to a data range, select a data range,
click the Conditional Formatting button in the Styles group, point to Icon Sets, then
click an icon set. You can customize the values that are used as thresholds for color
scales and icon sets by clicking the Conditional Formatting button in the Styles
group, clicking Manage Rules, clicking the rule in the Conditional Formatting Rules
Manager dialog box, clicking Edit Rule, entering new values, clicking OK, clicking
Apply, then clicking OK to close the dialog box.

Managing Conditional Formatting Rules

If you create a conditional formatting rule and then want to change a condition, you
don’t need to create a new rule; instead, you can edit the rule using the Rules
Manager. Click the Conditional Formatting button in the Styles group, then click
Manage Rules. The Conditional Formatting Rules Manager dialog box opens, as
shown in Figure 2-19, listing any rules you have set. Use the Show Formatting rules
for arrow to see rules for other parts of a worksheet or for other sheets in the
workbook. Select the rule you want to edit, click Edit Rule, then modify the settings
in the Edit the Rule Description area in the Edit Formatting Rule dialog box. To
change the formatting for a rule, click the Format button in the Edit the Rule
 Description area, select the formatting styles you want the cells to have, then click
OK three times to close the Format Cells dialog box, the Edit Formatting Rule dialog
box, and the Conditional Formatting Rules Manager dialog box. To delete a rule,
select the rule in the Conditional Formatting Rules Manager dialog box, then click
the Delete Rule button. You can quickly clear conditional formatting rules by clicking
the Conditional Formatting button in the Styles group, pointing to Clear Rules, then
clicking Clear Rules from Selected Cells or Clear Rules from Entire Worksheet.

Figure 2-19
Conditional Formatting Rules Manager Dialog Box

Chapter 2: Formatting a Worksheet: EX 2-7 Apply Conditional Formatting

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet: EX 2-8 Rename and Move a Worksheet
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 2-8 Rename and Move a Worksheet

By default, an Excel workbook initially
contains one worksheet named Sheet1, Learning Outcomes
although you can add sheets anytime.
Each sheet name appears on a sheet Rename a sheet
tab at the bottom of the worksheet. To
Apply color to a sheet tab
move from sheet to sheet, you can click
any sheet tab at the bottom of the
Reorder sheets in a workbook
worksheet window. The sheet tab
scrolling buttons (Triangles that let
you navigate to additional sheet tabs
when available; located to the left of the sheet tabs.) let you navigate to additional sheet
tabs when available; they are located to the left of the sheet tabs and are useful when a
workbook contains too many sheet tabs to display at once. To make a workbook more
accessible, you can rename worksheets with descriptive names. Worksheets are easier to
identify if you add color to the tabs. You can also organize worksheets in a logical order.
In the current worksheet, Sheet1 contains detailed information about technical
job postings in the Boston office. Sheet2 contains commission information, and Sheet3
contains no data. You want to rename these sheets to reflect their contents. You also want
to add color to a sheet tab to easily distinguish one from the other and change their order.

Steps

Click the Sheet2 sheet tab

Sheet2 becomes active, appearing in front of the Sheet1 tab; this worksheet
contains the commission information. See Figure 2-20.

Figure 2-20
Sheet Tabs in Workbook

2
Click the Sheet1 tab

Sheet1, which contains the detailed job posting data, becomes active again.

Double-click the Sheet2

tab, type Commission, Quick Tip
then press ENTER
If a workbook contains more sheet tabs than
The new name for Sheet2 are visible, you can navigate between sheets
automatically replaces the by using the tab scrolling buttons to the left
default name on the tab. of the sheet tabs: the Previous Worksheet
Worksheet names can button and the Next Worksheet button
have up to 31 characters, .
including spaces and
punctuation.

Right-click the Commission tab, point to Tab Color on the shortcut

menu, then click the Blue, Accent 5, Darker 25% color (fifth row, second
column from the right), as shown in Figure 2-21

Figure 2-21
Tab Color Palette

Right-click the Sheet1 tab, click Rename on the shortcut menu, type
Boston Tech, then press ENTER

Notice that the color of the Commission tab changes depending on whether it
is the active tab; when the Boston Tech tab is active, the color of the
Commission tab changes to the blue tab color you selected. You decide to
rearrange the order of the sheets so that the Commissions tab is to the right of
the Sheet3 tab.

Click the Commissions tab, hold down the mouse button, drag it to the
right of the Sheet3 tab, as shown in Figure 2-22, then release the mouse
button

Figure 2-22
Moving the Commission Sheet

As you drag, the pointer changes to , the sheet relocation pointer, and a
small black triangle just above the tabs shows the position where the moved
sheet will be when you release the mouse button. The last sheet in the
workbook is now the Commission sheet. See Figure 2-23. You can move
multiple sheets by pressing and holding SHIFT while clicking the sheets you
want to move, then dragging the sheets to their new location.

Figure 2-23
Reordered Sheets

Right-click the Sheet3

tab, click Delete on the Quick Tip
shortcut menu, press
To insert a worksheet, click the New sheet
CTRL+HOME, then save
button to the right of the sheet tabs.
your work

The sheet is deleted.

 Copying, Adding, and Deleting Worksheets

There are times when you may want to copy a worksheet. For example, a workbook
might contain a sheet with Quarter 1 expenses, and you want to use that sheet as
the basis for a sheet containing Quarter 2 expenses. To copy a sheet within the
same workbook, press and hold CTRL, drag the sheet tab to the desired tab
location, release the mouse button, then release CTRL. A duplicate sheet appears
with the same name as the copied sheet followed by “(2)” indicating that it is a copy.
You can then rename the sheet to a more meaningful name. To copy a sheet to a
different workbook, both the source and destination workbooks must be open.
Select the sheet to copy or move, right-click the sheet tab, click Move or Copy in the
shortcut menu, then complete the information in the Move or Copy dialog box. Be
sure to click the Create a copy check box if you want to copy rather than move the
worksheet. Carefully check your calculation results whenever you move or copy a
worksheet. You can add multiple worksheets quickly by pressing and holding SHIFT,
clicking the number of existing worksheet tabs that correspond with the number of
sheets you want to add, clicking the Insert arrow in the Cells group on the Home
tab, then clicking Insert Sheet. You can delete multiple worksheets from a workbook
by clicking the Home tab on the ribbon, pressing and holding SHIFT, clicking the
sheet tabs of the worksheets you want to delete, clicking the Delete arrow in the
Cells group, then clicking Delete Sheet.

Chapter 2: Formatting a Worksheet: EX 2-8 Rename and Move a Worksheet

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 2: Formatting a Worksheet: EX 2-9 Check Spelling
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 2-9 Check Spelling

Excel includes a spell checker to help
you ensure that the words in your Learning Outcomes
worksheet are spelled correctly. The
spell checker scans your worksheet, Change the spelling using a
displays words it doesn’t find in its built- suggestion
in dictionary, and suggests
replacements when they are available. Replace text using Find & Select
To check all the sheets in a multiple-
sheet workbook, you need to display
each sheet individually and run the spell checker for each one. Because the built-in
dictionary cannot possibly include all the words that anyone needs, you can add words to
the dictionary, such as your company name, an acronym, or an unusual technical term.
Once you add a word or term, the spell checker no longer considers that word misspelled.
Any words you’ve added to the dictionary using Word, Access, or PowerPoint are also
available in Excel. Before you share this workbook with Cheri, you want to
check the spelling.

Steps

Click the Boston Tech

sheet tab, click the Quick Tip
Review tab on the
You can click the Thesaurus button in the
ribbon, then click the
Proofing group to open a Thesaurus pane
Spelling button in the
with a list of synonyms for a selected word in
Proofing group
a cell.
The Spelling: English
(United States) dialog box
opens, as shown in Figure 2-24, with “Commision” selected as the first
misspelled word on the worksheet, and with “Commission” selected in the
Suggestions list as a possible replacement. For any word, you have the option
to Ignore this case of the flagged word, Ignore All cases of the flagged word,
Change the word to the selected suggestion, Change All instances of the
flagged word to the selected suggestion, or Add to Dictionary to add the
flagged word to the dictionary.
Figure 2-24
Spelling: English (United States) Dialog Box

Click Change

Next, the spell checker finds the word “Suport” and suggests “Support” as an
alternative.

Verify that the word “Support” is selected in the Suggestions list, then
click Change

When no more incorrect words are found, Excel displays a message

indicating that the spell check is complete.

Click OK

Click the Home tab,

click Find & Select in Quick Tip
the Editing group, then
If you want to find text, click Find & Select in
click Replace
the Editing group, then click Find.
The Find and Replace
dialog box opens. You can
use this dialog box to replace a word or phrase. It might be a misspelling of a
proper name that the spell checker didn’t recognize as misspelled, or it could
simply be a term that you want to change throughout the worksheet.

6
Type Contract in the Find what text box, press TAB, then type Temp in
the Replace with text box

Compare your dialog box to Figure 2-25.

Figure 2-25
Find and Replace Dialog Box

Click Replace All, click

OK to close the Quick Tip
Microsoft Excel dialog
You can find and replace cell formatting by
box, then click Close to
clicking the Options button in the Find and
close the Find and
Replace dialog box, then clicking the Format
Replace dialog box
arrows to select the desired formatting.
Excel made six
replacements, changing
each instance of “Contract” on the worksheet to “Temp.”

Click the File tab, click Print on the navigation bar, click the Custom
Scaling setting in the Settings section on the Print tab, then click Fit
Sheet on One Page

Click the Back button to return to your worksheet, save

your work, submit it to your instructor as directed, close the workbook,
then close Excel

The completed worksheet is shown in Figure 2-26.

Figure 2-26
 Completed Worksheet

Translating Text

You can translate text in a worksheet by clicking the Review tab, clicking the
Translate button in the Language group, then, if necessary, clicking Turn on when
asked if you want to use intelligent services. The Translator pane opens and allows
you to select the From language and the To language from menus of world
languages. The translated text appears in the To language box.

Using Find & Select Features

You can navigate to a specific place in a workbook by clicking the Find & Select
button in the Editing group on the Home tab, clicking Go To, typing a cell address,
then clicking OK. Clicking the Find & Select button also allows you to quickly go to
comments, formulas, constants, data validation, and conditional formatting in a
worksheet. You can use the Go to Special dialog box to navigate to cells with
special elements such as different types of formulas or objects. Some Go to Special
commands also appear on the Find & Select menu. Using this menu, you can also
change the mouse pointer shape to the Select Objects pointer so you can quickly
select drawing objects when necessary. To return to the standard Excel pointer,
press ESC.

Chapter 2: Formatting a Worksheet: EX 2-9 Check Spelling

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 3: Analyzing Data Using Formulas Introduction
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

Introduction
Ellie Schwartz, the vice president of Finance at JCL, wants to know how
North American revenues have performed compared to last year and relative to projected
targets. She asks you to prepare a worksheet that summarizes and analyzes this revenue
data.

Module Objectives

After completing this module, you will be able to:

Enter a formula using the Quick Analysis tool

Build a logical formula with the IF function

Build a logical formula with the AND function

Round a value with a function

Build a statistical formula with the COUNTA function

Enter a date function

Work with equation tools

Control worksheet calculations

Files You Will Need

IL_EX_3-1.xlsx

IL_EX_3-2.xlsx

IL_EX_3-3.xlsx

IL_EX_3-4.xlsx

IL_EX_3-5.xlsx

Chapter 3: Analyzing Data Using Formulas Introduction

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 3: Analyzing Data Using Formulas: EX 3-1 Enter a Formula Using the Quick Analysis Tool
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 3-1 Enter a Formula Using the Quick Analysis Tool

So far, you have used the AutoSum
button on the ribbon to quickly add Learning Outcomes
simple formulas that sum and average
selected data. You can also add Create a formula using the Quick
formulas using the Quick Analysis tool, Analysis tool
which opens when you select a range of
cells. This tool allows you to quickly Create a formula to find a percentage
format, chart, or analyze data by increase
calculating sums, averages, and other
selected totals. To help Ellie
evaluate revenues at JCL, you want to calculate yearly revenue totals for each North
American office and compare the yearly performance of each office to the previous year.

Steps

Start Excel, open IL_EX_3-1.xlsx from the location where

you store your Data Files, then save it as IL_EX_3_Revenue

Select the range B3:E12, click the Quick Analysis button that
appears below the selection, then click the Totals tab

The Totals tab in the Quick Analysis tool displays commonly used functions,
as shown in Figure 3-1. This tab includes two Sum buttons, one that inserts
the SUM function in a row beneath the selected range, and one that inserts
the SUM function in the column to the right of the range.

Figure 3-1
Quick Analysis Tool
3

Click the Sum button

displaying the gold Quick Tip
column
Clicking the first AutoSum button enters
The newly calculated totals in a row below a selected range.
totals display in the
column to the right of the
selected range, in cells F3:F12.

Click cell H3, type =(, click cell F3, type -, click cell G3, then type )

This first part of the formula finds the difference in total revenue from the
previous year to this year. You enclosed this operation in parentheses to make
sure this difference is calculated first.

Type /, then click cell G3

The second part of this formula divides the difference in revenue by the total
revenue for the previous year, to calculate the increase or decrease.

Click the Enter button on the formula bar

The result, .75405003, appears in cell H3. The column isn’t wide enough to
fully display this value but the number of decimal places will be adjusted in the
next formatting step.

7
 Click the Percent Style button in the Number group, then click the
Increase Decimal button in the Number group twice

The formatted percentage, 75.41%, appears in cell H3.

Drag the fill handle from cell H3 to cell H12, then save your work

The percentage changes in annual revenue for each office appear in column
H, as shown in Figure 3-2.

Figure 3-2
Percentage Changes

Chapter 3: Analyzing Data Using Formulas: EX 3-1 Enter a Formula Using the Quick Analysis Tool
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 3: Analyzing Data Using Formulas: EX 3-2 Build a Logical Formula with the IF Function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 3-2 Build a Logical Formula with the IF Function

You can build a formula in a worksheet
using a logical function (A function Learning Outcomes
that returns a different value depending
on whether the given condition is true or Build a logical formula using the IF
false.) that returns a different value function
depending on whether the given
condition is true or false. An IF function Apply comparison operators in a
(In Excel, a function that assigns a logical test
value to a cell based on a logical test.)
is a logical function that assigns a value
to a cell based on a logical test. A logical formula (In Excel, a formula with calculations that
are based on stated conditions.) makes calculations based on criteria that you create, called
stated conditions (In a logical formula, criteria you create.) . For example, you can build a
formula to calculate bonuses based on a person’s performance rating, where the stated
condition is 5. If a person is rated a 5 on a scale of 1 to 5, he or she receives an additional
10% of his or her salary as a bonus; otherwise, there is no bonus. The IF function has three
parts, including the logical test (The first part of an IF function; if the logical test is true, then
the second part of the function is applied; if it is false, then the third part of the function is
applied.) , which is the first part of the function. This test is a condition that can be answered
with a true or false response. If the logical test is true, then the second part of the function is
applied; if it is false, then the third part of the function is applied. When entering the logical
test portion of an IF statement, you often use some combination of the comparison
operators listed in Table 3-1. Ellie asks you to calculate whether each office met
or missed its revenue target for the year.

Table 3-1

Comparison Operators

operator meaning operator meaning

< Less than <= Less than or equal to

> Greater than >= Greater than or equal to

= Equal to <> Not equal to

Steps

Click cell I3, click the Formulas tab on the ribbon, click the Logical
button in the Function Library group, then click IF

The Function Arguments dialog box opens, displaying three boxes for the
three parts of a logical function: the Logical_test, which in this case tests if the
annual increase is greater than or equal to the target increase; the
Value_if_true box, which tells what to do if the test results are true; and the
Value_if_false box, which tells what to do if the test results are false.

With the insertion point in the Logical_test box click cell H3, type > =,
click cell B13, press F4, then press TAB

The symbol ( > ) represents “greater than.” B13 needs to be formatted as an

absolute reference because it is a fixed value in a formula that will be copied
into other cells. So far, the formula reads, “If the annual increase is greater
than or equal to the target increase…”

With the insertion point in the Value_if_true box type MET, then press
TAB

This part of the function tells Excel to display the text MET if the annual
increase equals or exceeds the target increase of 15%. Quotation marks are
automatically added around the text you entered.

Type MISSED in the Value_if_false box, then click OK

This part tells Excel to display the text MISSED if the results of the logical test
are false—that is, if the increase does not equal or exceed the target. The
function is complete, and the result, MET, appears in cell I3, as shown in
Figure 3-3.

Figure 3-3
Worksheet with IF Function
 5

Drag the fill handle to copy the formula in cell I3 into the range I4:I12

Compare your results with Figure 3-4. Most offices met their target increase
but four offices did not.

Figure 3-4
Worksheet Showing Yearly Revenue Status

Save the workbook

Nesting IF Functions

You can nest IF functions to test several conditions in a formula. A nested IF

function contains IF functions inside other IF functions to test these multiple
conditions. To create a nested IF function, enter the second IF statement in the
value_if_false argument of the first IF statement. For example, the nested statement
=IF(H3<0%,“Warning”,IF(H3<50%,“No Bonus”,“Bonus”) tests whether a warning
should be issued based on the percentage increases for an office. Assuming the
percentage increase of an office is in cell H3, the nested IF statement first checks to
see if the increase was less than 0. If that first test is true, the text “Warning” will
 display. If the first test is false, a second test will be performed to check to see if the
increase is less than 50%. If that second test is true (values are less than 50%), the
text “No Bonus” will display. If that second test is false, the text “Bonus” will display.

Chapter 3: Analyzing Data Using Formulas: EX 3-2 Build a Logical Formula with the IF Function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 3: Analyzing Data Using Formulas: EX 3-3 Build a Logical Formula with the AND Function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 3-3 Build a Logical Formula with the AND Function

You can also build a logical function
using the AND function. The AND Learning Outcomes
function evaluates all of its arguments
and returns, or displays, TRUE if every Build a logical formula using the AND
logical test in the formula is true. The function
AND function returns a value of FALSE
if one or more of its logical tests is false. Apply logical tests
The AND function arguments can
include text, numbers, or cell
references. JCL awards bonuses to offices that meet targets for both annual
revenue and filled positions. Now that you’ve determined which offices met their revenue
goal, you need to see which offices are eligible for a bonus by meeting both this target and
the filled positions target.

Steps

Click cell L3, click the Logical button in the Function Library group, then
click AND

The Function Arguments dialog box opens.

With the insertion point in the Logical1 box, click cell J3, type >=, click
cell K3, then press TAB

This part of the formula reads, “If the number of filled positions is greater than
or equal to the filled positions quota…”

With the insertion point in the Logical2 box, click cell I3, then type =
“MET”

This part of the formula reads, “If the revenue goal was met…”

4
Click OK

The function is complete, Trouble

and the result, FALSE,
If you get a formula error, check to be sure
appears in cell L3, as
that you typed the quotation marks around
shown in Figure 3-5,
MET.
because both stated
conditions were not met.
Although the revenue
target was met, the number of filled positions was not greater than or equal to
the quota.

Figure 3-5
Worksheet with AND Function

Drag the fill handle to copy the formula in cell L3 into the range L4:L12

Compare your results with Figure 3-6.

Figure 3-6
Worksheet with Bonus Status Evaluated for all Offices

6
 Enter your name in the
center section of the
Quick Tip
footer, preview the
worksheet, then save You can place one function, such as an AND
your work function, inside a formula containing another
function, such as an IF function. For
example, you could replace the formulas in
cell I3 and L3 with one formula in L3 that
reads =IF(AND(H3>=$B$13, J3>=K3),
“TRUE”, “FALSE”).

Using the OR and NOT Logical Functions

The OR logical function follows the same syntax as the AND function, but rather
than returning TRUE if every argument is true, the OR function will return TRUE if
any of its arguments are true. It will only return FALSE if all of its arguments are
false. The NOT logical function reverses the value of its argument. For example,
NOT(TRUE) reverses its argument of TRUE and returns FALSE. You might want to
use this function in a worksheet to ensure that a cell is not equal to a particular
value. See Table 3-2 for examples of the AND, OR, and NOT functions.

Table 3-2

Examples of AND, OR, and NOT Functions (Cell A1=10, Cell B1=20)

function formula result

AND =AND(A1>5,B1>25) FALSE

OR =OR(A1>5,B1>25) TRUE

NOT =NOT(A1=0) TRUE

Chapter 3: Analyzing Data Using Formulas: EX 3-3 Build a Logical Formula with the AND Function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 3: Analyzing Data Using Formulas: EX 3-4 Round a Value with a Function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 3-4 Round a Value with a Function

You have used formatting to increase
and decrease the decimal places of Learning Outcomes
numbers displayed on a worksheet. In
this case, only the formatting of these Build a function using the ROUND
numbers changes. Their values, when function
used in future worksheet calculations,
remain the same as they originally Use Formula AutoComplete to insert a
appeared on the worksheet. You can function
round a value or formula result to a
specified number of decimal places by
using the ROUND function (The function that rounds a value to the nearest digit.) ; the
resulting rounded value is then used instead of the original value in future worksheet
calculations. In your worksheet, you want to find the average yearly revenue
and round that calculated value to the nearest integer.

Steps

Click cell B15, click the AutoSum arrow , then click Average

Select the range F3:F12, then click the Enter button on the formula
bar

The result, 122636.4, appears in cell B15.

Click to the right of = in the formula bar

You want to position the ROUND function here, at the beginning of the
formula.

Type RO
Quick Tip
Formula AutoComplete In the Insert Function dialog box and
displays a list of functions Function Library on the Formulas tab, the
beginning with RO ROUND function is in the Math & Trig
beneath the formula bar. category.

Double-click ROUND in the functions list

The new function and an opening parenthesis are added to the AVERAGE
function, as shown in Figure 3-7.

Figure 3-7
ROUND Function Added to an Existing Function

Press END, then type ,0)

The comma separates the arguments within the formula, and 0 indicates that
you don’t want any decimal places to appear in the calculated value. You may
have also noticed that the parentheses at either end of the formula briefly
became bold, indicating that you entered the correct number of open and
closed parentheses so the formula is balanced.

Click the Enter button

on the formula bar Trouble

8 If you have too many or too few

parentheses, the extraneous parenthesis is
displayed in red, or a warning dialog box
opens with a suggested solution to the error.
 Compare your worksheet to Figure 3-8, then save your work

Figure 3-8
Rounded Year Average

Using Excel Rounding Functions

You can use other rounding functions besides ROUND to fine-tune the rounding
results you want to see. The MROUND function rounds a number to the nearest
multiple of another number. The syntax is: MROUND(number, multiple). For
example, MROUND(14,3) returns the value 15 because 15 is the nearest multiple of
3 to 14. The ROUNDDOWN function works like the ROUND function except that
rather than rounding a number to the next closest value, it always rounds down. The
syntax is ROUNDDOWN(number, num_digits). For example,
=ROUNDDOWN(15.778, 2) returns a value of 15.77 because this is the nearest
two-digit number below 15.778. The ROUNDUP function works similarly but rounds
a number up. The syntax is ROUNDUP(number, num_digits). For example,
=ROUNDUP(15.778, 2) returns a value of 15.78.

Chapter 3: Analyzing Data Using Formulas: EX 3-4 Round a Value with a Function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 3: Analyzing Data Using Formulas: EX 3-5 Build a Statistical Formula with the COUNTA function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 3-5 Build a Statistical Formula with the COUNTA function

When you select a range, a count of
cells in the range that are not blank Learning Outcomes
appears in the status bar. For example,
if you select the range A1:A5 and only Insert a statistical function
cells A1, A4, and A5 contain data, the
Build a function using the COUNTA
status bar displays “Count: 3.” To count
nonblank cells more precisely, or to function
incorporate these calculations in a
Create a number format
worksheet, you can use the COUNT
and COUNTA functions. The COUNT
function (This function tallies the
number of cells in a range that contain numeric data, including numbers, dates, and
formulas.) tallies the number of cells in a range that contain numeric data, including
numbers, dates, and formulas. The COUNTA function (A function that tallies how many
cells in specified range contain any entries (numbers, dates, or text).) tallies how many cells
in a specified range contain any entries (numbers, dates, or text). For example, the formula
=COUNT(A1:A5) returns the number of cells in the range that contain numeric data, and the
formula =COUNTA(A1:A5) returns the number of cells in the range that are not empty.
In your worksheet, you want to calculate the number of offices in the North
America region. You also want to format some worksheet values using a custom format, so
that the data looks exactly the way you want.

Steps

Click cell B14, click the Formulas tab on the ribbon, click the More
Functions button, then point to Statistical

A gallery of statistical functions opens, as shown in Figure 3-9.

Figure 3-9
Statistical Functions
2

Scroll down the list of functions if necessary, then click COUNTA

The Function Arguments dialog box opens.

With the insertion point in the Value1 box select the range A3:A12, then
click OK

The number of offices, 10, appears in cell B14.

Select the range H3:H12, click the Home tab on the ribbon, click the
Format button in the Cells group, then click Format Cells

Currently, the negative values in this range are difficult to distinguish from the
positive values.

Click Custom in the Category menu, click after % in the Type box, type ;
[Red](0.00%) as shown in Figure 3-10, then click OK

Figure 3-10
Custom Number Format
The negative percentages in cells H4 and H9 now appear in red with
parentheses.

Select the range B3:G12, press and hold CTRL, then click cell B15

Holding CTRL allows you to select multiple ranges and cells.

Click the Accounting Number Format button in the Number group,

then click the Decrease Decimal button twice

Formatting these revenue figures makes them easier to read. Compare your
worksheet to Figure 3-11.

Figure 3-11
Formatted Worksheet
Chapter 3: Analyzing Data Using Formulas: EX 3-5 Build a Statistical Formula with the COUNTA function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 3: Analyzing Data Using Formulas: EX 3-6 Enter a Date Function
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 3-6 Enter a Date Function

Excel includes date functions to make it
easy to calculate date and time related Learning Outcomes
results, such as the current date or the
time between events. See Table 3-3 for Enter a date using the TODAY function
some of the available Date and Time
Enter a date using the DATE function
functions in Excel. Note that although
the results of all date and time functions
appear by default in a worksheet in
familiar-looking date and time formats, Excel actually stores them as sequential serial
numbers and uses these numbers in calculations. January 1, 1900 is assigned serial
number 1 and dates are represented as the number of days following that date. You can see
the serial number of a date by using the DATEVALUE function (DATEVALUE function
displays the serial number of a date) or by applying the Number format to the cell. For
example, to see the serial number of January 1, 2021 you would enter
=DATEVALUE(“1/1/2021”). The result would be the serial number 44197. To
help document your work on this report, you decide to use a date function.

Table 3-3

Date and Time Functions

function calculates example formula example result

DAY The day of the month using a =DAY(44197) 1

date serial number

NOW The current date and time =NOW() 1/1/2021 10:00

MONTH The month number using a =MONTH(44197) 1

date serial number

TIME A serial number in time format =TIME(5,12,20) 0.216898

from hours, minutes, and
seconds

TIMEVALUE A serial time in text format =TIMEVALUE(“5:15:24”) .219028

YEAR The year portion of a date =YEAR(44197) 2021

HOUR The hour portion of a time =HOUR(“6:45:21 PM”) 18

function calculates example formula example result

MINUTE The minute portion of a time =MINUTE(“6:45:21 PM”) 45

SECOND The second portion of a time =SECOND(“6:45:21 PM”) 21

WEEKDAY The day of the week from a =WEEKDAY(“6/21/2021”) 2

serial date ( 1 =Sunday, 2 =
Monday…)

WORKDAY A serial number in date format =WORKDAY(44198,5) 44204 (When

after a certain number of formatted as a
working days date: 1/8/2021

Steps

Click cell A2, click the

Formulas tab on the Quick Tip
ribbon, then click the
You can type = and the first few characters
Date & Time button in
of a date or time function, then use
the Function library
AutoComplete to enter the function.
A list of date and time
functions opens, as
shown in Figure 3-12.

Figure 3-12
Date & Time Functions
2

Click TODAY, then click OK in the dialog box

The TODAY function (A function that returns only the current date, which
updates each time a worksheet is opened.) displays the current date and
updates each time a worksheet is opened. However, you want the workbook
to show the date it was completed, rather than the date the workbook is
opened.

Press DEL, click the Date & Time button in the Function Library, then
click DATE

The DATE function (The DATE function uses three arguments, year, month
and day to enter a date.) uses three arguments, year, month, and day, to enter
a date.

With the insertion point in the Year box type 2021, then press TAB

With the insertion point in the Month box type 2, then press TAB

Type 24 in the Day box, then click OK

The function is complete, and the result, 2/24/2021, appears in cell A2.

Click the Home tab on

the ribbon, click the Cell Quick Tip
Styles button in the
To apply a format to a selection of time data,
Styles group, then click
you can click the Format button in the Cells
20% Accent1 in the
group, click Format Cells, click Time in the
Themed Cell Styles
Category list, select the time format in the
group
Type list, then click OK. For example,
Compare your worksheet choosing the 13:30 type would display the
to Figure 3-13. time of 11:15 PM as 23:15.
 Figure 3-13
Formatted Date

Save the workbook

Chapter 3: Analyzing Data Using Formulas: EX 3-6 Enter a Date Function

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 3: Analyzing Data Using Formulas: EX 3-7 Work with Equation Tools
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 3-7 Work with Equation Tools

Excel’s equation tools allow you to
insert many common equations, such Learning Outcomes
as the area of a circle and the
Pythagorean theorem, in a worksheet. Select an equation structure
The worksheet does not display the
Enter an equation using the equation
results of these expressions, it simply
displays them with the correct syntax tools
and structure. This can be helpful to
illustrate the thinking behind a formula
or to share mathematical information with others, such as algebraic formulas. You can also
compose your own equations and formulas using structures such as fractions, exponents,
radicals, and matrices along with many available mathematical symbols. Before
sending the workbook to Ellie, you want to document the process you used to determine the
revenue percentage increase. You have started this process on a separate worksheet in the
workbook.

Steps

Click the Formula

Documentation sheet Quick Tip
tab, click the Insert tab
If your device is touch-enabled, you can click
on the ribbon, click the
the Ink Equation button in the Tools group of
Symbols button if
the Equation Tools Design tab to write a
necessary, then click
math equation using your mouse, a stylus, or
the Equation button in
your fingertip.
the Symbols group

The Equation Tools

Design tab opens and the Drawing Tools Format tab becomes available. An
equation placeholder that reads, “Type equation here,” is added to the
worksheet.

2
With the Equation Tools Design tab active, click the Fraction button in
the Structures group, then click the Stacked Fraction button (first row,
first column)

The structure of a fraction is placed on the worksheet with a blank numerator

and denominator, as shown in Figure 3-14.

Figure 3-14
Fraction Structure Added to Worksheet

Click the upper box (the numerator), then type (Year Revenue – Previous
Year Revenue)

Click the lower box (the denominator), then type Previous Year Revenue

Select the equation if necessary, place the Move pointer on the edge
of the equation, drag the equation so the upper left corner is in cell A9,
then click cell A1

Compare your worksheet to Figure 3-15, then save your work

Figure 3-15
Completed Equation
 Using Draw Tools

On a touch-enabled device you can use your mouse, a stylus, or even your finger to
draw or write. If your device is touch-enabled, the Touch/Mouse Mode button
appears on the Quick Access toolbar and the Draw tab automatically becomes
available on the ribbon. You can add or remove the Touch/Mouse Mode button by
clicking the Customize Quick Access Toolbar button , then clicking
Touch/Mouse Mode. Touch mode adds space between the buttons on the ribbon,
making them easier to access with your fingertip. You can manually turn on the
Draw tab by clicking the File tab, clicking Options, clicking Customize Ribbon in the
Excel Options dialog box, selecting the Draw box in the Main Tabs list, then clicking
OK.

Clicking the Draw button in the Tools group of the Draw tab allows you to select a
pen, pencil, or highlighter. If you click the selected instrument you can change its
thickness and color. As you work, you can correct drawing mistakes using the
Eraser tool, also in the Tools group. Clicking the Ink to Shape button in the Convert
group before beginning to draw converts your completed drawing to a geometric
shape. The Ink to Shape feature works with pens and pencils but not highlighters.
The Convert group includes an Ink to Math button that converts a handwritten
mathematical expression to text. If you wish to see the steps followed in creating
drawings on the worksheet, use the Ink Replay button in the Replay group to replay
each step.

To modify an ink shape, you must select it, either by using the Lasso Select button
in the Tools group to enclose it or by clicking the shape. Once a shape is selected,
you can move, copy, rotate, and format it using the Drawing Tools Format tab.

Chapter 3: Analyzing Data Using Formulas: EX 3-7 Work with Equation Tools
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 3: Analyzing Data Using Formulas: EX 3-8 Control Worksheet Calculations
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 3-8 Control Worksheet Calculations

Whenever you change a value in a cell,
Excel automatically recalculates all the Learning Outcomes
formulas on the worksheet based on
that cell. This automatic calculation is Control formula calculations
efficient unless you create a worksheet
Calculate worksheet formulas
so large that the recalculation process
slows down data entry and screen
updating. Worksheets with many
formulas, data tables, or functions may also recalculate slowly. In these cases, you might
want to apply the manual calculation (An option that turns off automatic calculation of
worksheet formulas, allowing you to selectively determine if and when you want Excel to
perform calculations.) option to turn off automatic calculation of worksheet formulas,
allowing you to selectively determine if and when you want Excel to perform calculations.
When you turn on the manual calculation option, Excel stops automatically recalculating all
open worksheets. Because you have added several formulas to the worksheet,
you decide to review the formula settings in the workbook and see whether changing from
automatic to manual calculation improves performance.

Steps

Click the NA Revenue

sheet tab, click the File Quick Tip
tab on the ribbon to
You can also change the formula calculation
open Backstage view,
to manual by clicking the Formulas tab,
click Options, then click
clicking the Calculation Options button in the
Formulas on the
Calculation group, then clicking Manual.
Options screen

The options related to

formula calculation and error checking appear, as shown in Figure 3-16.

Figure 3-16
Excel Formula Options
2

Under Calculation options, click the Manual option button

When you select the Manual option, the Recalculate workbook before saving
check box automatically becomes active and contains a check mark. Because
the workbook will not recalculate until you save or close and reopen the
workbook, you must make sure to recalculate your worksheet before you print
it and after you finish making changes.

Click OK

Ellie informs you that the first quarter revenue for the New York office is
incorrect and needs updating.

Click cell B3

Before proceeding, notice that in cell F3 the year revenue for the New York
office is $130,903.

Type 34305, then click the Enter button on the formula bar
Notice that the year revenue in cell F3 does not adjust to reflect the change in
cell B3. The word “Calculate” appears in the status bar to indicate that a
specific value on the worksheet did indeed change and reminding you that the
worksheet must be recalculated.

Click the Formulas tab,

click the Calculate Sheet Quick Tip
button in the Calculation
The Calculate Now command calculates the
group, click cell A1,
entire workbook, not just the worksheet. You
then save the workbook
can also manually recalculate a workbook by
The year revenue in cell pressing F9. Pressing SHIFT+F9
F3 is now $130,441. The recalculates only the current worksheet.
other formulas on the
worksheet affected by the
value in cell B3 changed as well, as shown in Figure 3-17. Because this is a
relatively small worksheet that recalculates quickly, you decide that the
manual calculation option is not necessary.

Figure 3-17
Worksheet with Updated Values

Click the Calculation

Options button in the Quick Tip
Calculation group, then
If your worksheet contains a table, such as a
click Automatic
complex payment schedule, you may want to
Now Excel will use manual recalculation just for the table.
automatically recalculate To do so, click the Automatic Except for Data
the worksheet formulas Tables option.
 any time you make
changes.

Save your changes, activate cell A1, submit the workbook

to your instructor as directed, close the workbook, then close Excel

Showing and Printing Worksheet Formulas

Sometimes you need to show or keep a record of all the formulas in a worksheet.
You might want to do this to show exactly how you came up with a complex
calculation, so you can explain it to others. To display formulas rather than results in
a worksheet, first open the workbook. Click the Formulas tab on the ribbon, then
click the Show Formulas button in the Formula Auditing group to select it. When the
Show Formulas button is selected, formulas rather than resulting values are
displayed on the worksheet, and any entered values appear without number
formatting. You can print the worksheet to save a record of all the formulas. The
Show Formulas button is a toggle: click it again to show the values, rather than the
formulas, on the worksheet.

Chapter 3: Analyzing Data Using Formulas: EX 3-8 Control Worksheet Calculations

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts Introduction
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

Introduction
At the upcoming annual meeting, Ellie Schwartz, the vice president of
finance, wants to review expenses at JCL Talent’s U.S. offices. She asks you to create
charts showing the expense trends in these offices over the past four quarters.

Module Objectives

After completing this module, you will be able to:

Plan a chart

Create a chart

Move and resize a chart

Change the chart design

Change the chart layout

Format a chart

Create a pie chart

Summarize data with sparklines

Identify data trends

Files You Will Need

IL_EX_4-1.xlsx

IL_EX_4-2.xlsx

IL_EX_4-3.xlsx

IL_EX_4-4.xlsx

IL_EX_4-5.xlsx
Chapter 4: Working with Charts Introduction
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts: EX 4-1 Plan a Chart
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 4-1 Plan a Chart

The process of creating a chart involves
deciding which data to use and what Learning Outcomes
type of chart best highlights the trends
or patterns that are most important, Identify chart elements
such as steady increases over time or
Explore common chart types
stellar performance by one sales rep
compared to others in the same
division. Understanding the parts of a
chart makes it easier to evaluate specific elements to make sure the chart effectively
illustrates your data. In preparation for creating the charts for Ellie’s
presentation, you review the purpose of the charts and decide how to organize the data.

Details

Use the following guidelines to plan the chart:

Determine the purpose of

Quick Tip
the chart, and identify the
data relationships you To see the available charts in Excel, select
want to graphically the worksheet data, click the Insert tab on
communicate the ribbon, click the Recommended Charts
button in the Charts group, then click the All
You want to create a chart Charts tab.
that shows quarterly
expenses for JCL U.S.
offices. You also want to illustrate whether the quarterly expenses for each
office increased or decreased from quarter to quarter.

Determine the results you want to see, and decide which chart type is
most appropriate

Different chart types display data in distinctive ways. For example, a pie chart
compares parts of a whole, whereas a line chart is best for showing trends
over time. To choose the best chart type for your data, first decide how you
want your data to be interpreted. Figure 4-1 shows the available chart types in
Excel, listed by category on the All Charts tab of the Insert Chart dialog box.
Table 4-1 describes several of these charts. Because you want to compare
JCL expenses in multiple offices over a period of four quarters, you decide to
use a column chart.

Figure 4-1
Insert Chart Dialog Box Lists Available Charts by Category

Table 4-1

Common Chart Types

type description

Column A chart that displays data values as columns; column

height represents its value

Line A chart or visualization that displays data as separate lines

across categories

Pie A chart in the shape of a circle divided into slices like a pie,
which shows data values as percentages of the whole

Bar A column chart turned on its side so that the length of each
bar is based on its value

Area Shows how individual volume changes over time in

relation to total volume

Line with Markers Compares trends over time by showing data markers that
represent worksheet data values
Identify the worksheet data you want the chart to illustrate

Sometimes you use all the data in a worksheet to create a chart, while at
other times you may need to select a range within the sheet. The worksheet
from which you are creating your chart contains expense data for each of the
past four quarters and the totals for the past year. To create a column chart,
you will need to use all the quarterly data except the quarterly totals.

Understand the elements of a chart

The chart shown in Figure 4-2 contains basic elements of a chart. In the
figure, JCL offices are on the category axis and expense dollar amounts are
on the value axis. The category axis (The horizontal axis in a chart, usually
containing the names of data categories; also called the x-axis.) , also called
the x-axis, is the horizontal axis in a chart, usually containing the names of
data categories. The value axis (In a chart, the axis that contains numerical
values; in a 2-dimensional chart, also known as the y-axis.) , also called the
vertical axis, contains numerical values. In a 2-dimensional chart, it is also
known as the y-axis. (Three-dimensional charts contain a z-axis (The third
axis in a true 3-D chart, lets you compare data points across both categories
and values.) , for comparing data across both categories and values.) The
area inside the horizontal and vertical axes that contains the graphical
representation of the data series is the plot area (In a chart, the area inside
the horizontal and vertical axes that contains the graphical representation of
the data series.) . Gridlines (In Excel, horizontal and vertical lines in a
worksheet or chart that make it easier to read.) , the horizontal and vertical
lines, make a chart easier to read. Each individual piece of data plotted in a
chart is a data point (An individual piece of data plotted in a chart.) . In any
chart, a data marker (A graphical representation of a data point in a chart,
such as a bar or column.) is a graphical representation of a data point, such
as a bar or column. A set of values represented in a chart is a data series
(Data from a column or row in a sheet; the set of values represented in a
chart.) . In this chart, there are four data series: Quarter 1, Quarter 2, Quarter
3, and Quarter 4. Each is made up of columns of a different color. To
differentiate each data series, information called a legend (In a chart,
information that identifies how data is represented using colors or patterns.) or
a legend key identifies how the data is represented using colors and/or
patterns.

Figure 4-2
 Chart Elements

Chapter 4: Working with Charts: EX 4-1 Plan a Chart

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts: EX 4-2 Create a Chart
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 4-2 Create a Chart

To create a chart in Excel, you first
select the worksheet range or ranges Learning Outcomes
containing the data you want to chart.
Once you’ve selected a range, you can Create a chart
use the Quick Analysis tool or the Insert
Add a title to a chart
tab on the ribbon to create a chart
based on the data in that range.
Using the worksheet
containing the quarterly expense data, you create a chart that shows how the expenses in
each office varied in relation to each other, across all four quarters of the year.

Steps

Start Excel, open IL_EX_4-1.xlsx from the location where

you store your Data Files, then save it as IL_EX_4_USQuarterlyExpenses

You want the chart to include the quarterly office expenses values, as well as
quarter and office labels, but not any totals.

Select the range A4:E12, click the Quick Analysis button in the
lower-right corner of the range, then click the Charts tab

The Charts tab on the Quick Analysis tool recommends commonly used chart
types based on the range you have selected. It also includes a More Charts
button for additional chart types.

On the Charts tab, verify that Clustered Column is selected, as shown in

Figure 4-3, then click Clustered Column

Figure 4-3
Charts Tab in Quick Analysis Tool
A clustered column chart
is inserted in the center of Quick Tip
the worksheet. Clustered
You can change either the data source or the
column charts (A column
legend by clicking the Select Data button on
chart that displays data
the Chart Tools Design tab to open the
values in side-by-side
Select Data Source dialog box. You can
columns.) display data
change the source data by editing the data
values in side-by-side
range in the chart data range box. Clicking
columns. Two contextual
Add, Edit, or Remove under Legend Entries
Chart Tools tabs, Design
(Series) allows you to change the legend
and Format, become
labels. When you finish making changes,
available on the ribbon.
click OK to close the dialog box.
On the Design tab, which
is currently active, you
can quickly change the
chart layout and chart style, and you can swap how the columns and rows of
data in the worksheet are represented in the chart or select a different data
range for the chart. In Normal view, three tools open to the right of the chart:
the Chart Elements button lets you add, remove, or change chart
elements; the Chart Styles button lets you set a style and color scheme;
and the Chart Filters button lets you filter the results shown in a chart.
Currently, the offices are charted along the horizontal x-axis, with the quarterly
expense dollar amounts charted along the vertical y-axis. This lets you easily
compare the quarterly expenses for each office.

Click the Switch Row/Column button in the Data group on the Chart
Tools Design tab

The quarters are now charted along the x-axis. The expense amounts per
office are charted along the y-axis, as indicated by the updated legend. See
Figure 4-4.
Figure 4-4
Clustered Column Chart with Different Configuration of Rows
and Columns

Click the Undo button on the Quick Access Toolbar

The chart returns to its original data configuration.

Click the Chart Title placeholder, type JCL Quarterly Expenses, click the
Enter button then click anywhere in the chart to deselect the title

Adding a title helps identify the chart. The border around the chart, along with
the sizing handles (Small squares or circles at the corners of a selected
object such as a chart, picture, or shape; dragging a sizing handle resizes the
object; also called handle.) , the small circles at the corners and the edges,
indicates that the chart is selected. See Figure 4-5. Your chart might be in a
different location on the worksheet and may look slightly different; you will
move and resize it in the next lesson. Any time a chart is selected, as it is
now, a blue border surrounds the worksheet data range on which the chart is
based, a purple border surrounds the cells containing the category axis labels,
and a red border surrounds the cells containing the data series labels. This
chart is known as an embedded chart (A chart displayed as an object in a
worksheet.) because it is displayed as an object in the worksheet. Embedding
a chart in the current sheet is the default selection when creating a chart, but
you can also embed a chart on a different sheet in the workbook, or on a
newly created chart sheet. A chart sheet (A separate sheet in a workbook
that contains only a chart, which is linked to the workbook data.) is a separate
 sheet in a workbook that contains only a chart that is linked to the workbook
data.

Figure 4-5
Chart with Original Configuration Restored and Title Added

Save your work

Chapter 4: Working with Charts: EX 4-2 Create a Chart

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts: EX 4-3 Move and Resize a Chart
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 4-3 Move and Resize a Chart

A chart is an object (In Excel, an
independent element on a worksheet Learning Outcomes
(such as a chart or graphic) that is not
located in a specific cell or range; can Reposition a chart
be moved and resized and displays
Resize a chart
handles when selected.) , an
independent element on a worksheet
that is not located in a specific cell or
range and can be moved and resized. You can select an object by clicking it; the object
displays sizing handles to indicate it is selected. You can move a selected chart anywhere
on a worksheet or to another worksheet without affecting formulas or data in the worksheet.
Any data changed in the worksheet is automatically updated in the chart. You can resize a
chart to improve its appearance by dragging its sizing handles. Dragging a corner sizing
handle resizes the chart proportionally. Dragging a side, top, or bottom handle resizes it
horizontally or vertically. You want the chart to be bigger and more noticeable.

Steps

Make sure the chart is

still selected, then Quick Tip
position the pointer over
To delete a selected chart, press DEL.
the chart

The pointer shape

indicates that you can move the chart.

Position on a blank area near the upper-left corner of the chart, press
and hold the left mouse button, drag the chart until its upper-left corner
is at the upper-left corner of cell A16, then release the mouse button

When you release the mouse button, the chart appears in the new location.

3
Scroll down so you can Quick Tip
see the whole chart,
To resize a selected chart to an exact size,
position the pointer on
click the Chart Tools Format tab, then enter
the right-middle sizing
the desired height and width in the Size
handle until it changes
group.
to , then drag the
right border of the chart
to the right edge of
column G

The chart is widened. See Figure 4-6. You can also use the pointer on an
upper or lower sizing handle to increase the chart size vertically.

Figure 4-6
Moved and Resized Chart

Click the Quick Layout button in the Chart Layouts group of the Chart
Tools Design tab, click Layout 1 (in the upper-left corner of the palette),
click the legend to select it, press and hold SHIFT, drag the legend down
using to the bottom of the plot area, then release SHIFT

When you click the legend, sizing handles appear around it and “Legend”
appears as a ScreenTip when the pointer hovers over the object. As you drag,
a dotted outline of the legend border appears. Pressing and holding SHIFT
holds the horizontal position of the legend as you move it vertically.

Scroll up if necessary, click cell A7, type Miami, then click the Enter
button on the formula bar
The axis label changes to reflect the updated cell contents, as shown in
Figure 4-7. Changing any data in the worksheet modifies corresponding text
or values in the chart. Because the chart is no longer selected, the Chart Tools
tabs no longer appear on the ribbon.

Figure 4-7
Worksheet with Modified Legend and Label

Click the chart to select

it, click the Chart Tools Quick Tip
Design tab, then click
You can also use the Copy and Paste
the Move Chart button
buttons in the Clipboard group of the Home
in the Location group
tab to copy a selected chart and paste it on a
The Move chart dialog different worksheet.
box shows options to
move a chart to a new
sheet or as an object in an existing worksheet, as shown in Figure 4-8.

Figure 4-8
Move Chart Dialog Box
 7

Click the New sheet option button, type Column in the New sheet box,
then click OK

The chart is placed on its own chart sheet, named Column.

Chapter 4: Working with Charts: EX 4-3 Move and Resize a Chart

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts: EX 4-4 Change the Chart Design
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 4-4 Change the Chart Design

You can change the type of an existing
chart, modify the data range and Learning Outcomes
column/row configuration, apply a
different chart style, and change the Modify chart data
layout of objects within it. The layouts in
Change the chart type
the Chart Layouts group on the Chart
Tools Design tab arrange multiple
Apply a chart style
objects in a chart at once, such as its
legend, title, and gridlines; choosing one
of these layouts is a quick alternative to
manually changing each object one at a time. You’ve discovered that the data
for Boston’s third quarter is incorrect. You also want to see if using different chart types and
layouts helps make the trends and patterns easier to spot.

Steps

Click the U.S. sheet tab, click cell D11, type 4775.20, press ENTER, then
click the Column sheet tab

In the chart, the Quarter 3 data marker for Boston reflects the adjusted
expense figure. See Figure 4-9.

Figure 4-9
Chart with Modified Data
2

Select the chart, if necessary, by clicking a blank area within the chart
border, click the Chart Tools Design tab on the ribbon, click the Quick
Layout button in the Chart Layouts group, then click Layout 3

The legend moves to the bottom of the chart. You prefer the original layout.

Click the Undo button on the Quick Access Toolbar, then click the
Change Chart Type button in the Type group

The Change Chart Type dialog box opens, as shown in Figure 4-10. The left
side of the dialog box lists available categories, and the right side shows the
individual chart types. A pale gray border surrounds the currently selected
chart type.

Figure 4-10
Change Chart Type Dialog Box
4

Click Bar in the list of categories on the left, confirm that the first
Clustered Bar chart type is selected on the right, then click OK

The column chart changes to a Clustered Bar chart. See Figure 4-11. You
decide to see how the data looks in a 3-D column chart.

Figure 4-11
Column Chart Changed to Bar Chart

Click the Change Chart

Type button in the Type Quick Tip
group, click Column on
You can add a 3-D effect to a 3-D chart by
the left side of the
selecting the chart, clicking the Chart Tools
 Change Chart Type Format tab, clicking the Shape Effects button
dialog box, click 3-D in the Shape Styles group, clicking 3-D
Clustered Column Rotation, then selecting the desired effect.
(fourth from the left in
the top row), verify that
the leftmost 3-D chart is selected, then click OK

A three-dimensional column chart appears. You notice that the three-

dimensional column format gives you a sense of volume, but it is more
crowded than the two-dimensional column format.

Click the Change Chart Type button in the Type group, click Clustered
Column (first from the left in the top row), then click OK

Click the Style 3 chart style in the Chart Styles group

The columns change to lighter shades of color. You prefer the previous chart
style’s color scheme.

Click on the Quick Access Toolbar, then save your work

Creating a Combo Chart

A combo chart presents two or more chart types in one—for example, a column
chart with a line chart. Combo charts are useful when charting dissimilar but related
data. For example, you can create a clustered column–line combination chart based
on both home price and home size data, showing home prices in a clustered column
chart and related home sizes in a line chart. Here, a secondary axis (such as a
vertical axis on the right side of the chart) would supply the scale for the home sizes.
To create a combo chart, select all the data you want to plot, click the Insert Combo
chart button in the Charts group in the Insert tab, click a suggested type or
Create Custom Combo Chart, supply additional series information if necessary, then
click OK.

Chapter 4: Working with Charts: EX 4-4 Change the Chart Design

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts: EX 4-5 Change the Chart Layout
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 4-5 Change the Chart Layout

While the Chart Tools Design tab
contains preconfigured chart layouts Learning Outcomes
you can apply to a chart, the Chart
Elements button makes it easy to add, Change the gridlines display
remove, and modify individual chart
Add axis titles
objects such as a chart title, gridlines, or
legend. Using options on this shortcut
Add a data table
menu, you can also add a data table (A
range of cells that shows the resulting
values when one or more input values
are varied in a formula; in a chart, a grid containing the chart data.) , a grid containing the
chart data, to the chart. You want to change the layout of the chart by creating
titles for the horizontal and vertical axes. Because the chart is on its own sheet, you also
want to add a data table to provide more detailed information.

Steps

With the chart still selected, click the Chart Elements button in the
upper-right corner of the chart, click the Gridlines arrow on the Chart
Elements fly-out menu, click Primary Major Horizontal to deselect it,
then click to close the menu

The gridlines that extend across the chart’s plot area are removed, as shown
in Figure 4-12.

Figure 4-12
Gridlines Removed from Chart
2

Click , click the Axis Titles check box to add a checkmark, click
to close the Chart Elements fly-out menu, with the vertical axis title on
the chart selected type Expenses, then click the Enter button

Descriptive text on the category axis helps readers understand the chart.

Click the horizontal axis title on the chart, type U.S. Offices, then click

The horizontal axis labels are added, as shown in Figure 4-13.

Figure 4-13
Axis Titles Added to Chart

Right-click the horizontal axis labels (“New York,” “Los Angeles,” etc.),
click Font on the shortcut menu, click the Latin text font arrow in the
Font dialog box, scroll down the font list, click Times New Roman, select
9 in the Size box, type 12, then click OK

The font of the horizontal axis labels changes to Times New Roman, and the
font size increases, making the labels easier to read.

With the horizontal axis labels still selected, click the Home tab on the
ribbon, click the Format Painter button in the Clipboard group, then click
the area within the vertical axis labels

Right-click the chart title

(JCL Quarterly Quick Tip
Expenses), click Format
You can also apply a border to a chart by
Chart Title on the
right-clicking the Chart Area, clicking Format
shortcut menu, click
Chart Area on the shortcut menu, then
Border in the Format
selecting from the available border options in
Chart Title pane to
the Format Chart Area pane.
display the options if
necessary, then click
the Solid line option
button in the pane

A solid border in the default blue color appears around the chart title.

Click the Effects button

in the Format Chart Quick Tip
Title pane, click
You can apply a shadow, glow, or outline to
Shadow, click the
title text by clicking Text Options in the
Presets arrow, click
Format Chart Title pane. Clicking the Text
Offset: Bottom Right in
Effects button allows you to select from the
the Outer group (first
available shadow and glow options; clicking
row, first from the left),
the Text Fill & Outline button displays outline
then close the Format
options for chart text.
Chart Title pane

A border with a drop

shadow surrounds the title.
 8

Click , click the Data Table check box to add a data table to the
chart, in the list of chart elements click the legend check box to deselect
it and remove the original legend, then save your work

A data table with a legend shows the chart data. Compare your work to Figure
4-14.

Figure 4-14
Enhanced Chart

Working with Chart Axes

You can change both the number format and text formatting of a chart’s axes. For
example, you may want to change the starting and ending values of an axis. You
can do this by right-clicking the axis, selecting Format Axis from the shortcut menu,
clicking Axis Options in the Format Axis pane if necessary, then entering values in
the Minimum and Maximum boxes. To change the number format of the values on
an axis, scroll down in the Axis Options, click Number to display the options if
necessary, then select from the available number formats. In the Number area, you
can also create a number format code by typing a code in the Format Code box and
clicking Add. In addition to these axis options, you can work with axis text by clicking
the Text Option button at the top of the pane, then clicking the Textbox button .
The Text Box group includes options for changing the vertical alignment of the data
labels on the axis and the text direction of axis data labels from horizontal to stacked
or rotated.
Chapter 4: Working with Charts: EX 4-5 Change the Chart Layout
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts: EX 4-6 Format a Chart
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 4-6 Format a Chart

Formatting a chart can make it easier to
read and understand. You can make Learning Outcomes
many formatting enhancements using
the Chart Tools Format tab. Using a Change the fill of a data series
shape style in the Shape Styles group
Apply a style to a data series
on this tab, you can apply multiple
formats, such as an outline, fill color,
and text color, all at once. You can use
other buttons and arrows in the Shape Styles group to apply individual fill colors, outlines,
and effects to chart objects. You want to use a different color for one data series
in the chart and apply a shape style to another, to enhance the look of the chart.

Steps

With the chart selected,

click the Chart Tools Quick Tip
Format tab on the
You can remove a data series from a chart
ribbon, then click any
by selecting the data series, then pressing
column in the Quarter 4
DEL.
data series

Handles appear on each

column in the Quarter 4 data series, indicating that the entire series is
selected.

Click the Shape Fill button in the Shape Styles group

Click Plum, Accent 1,

Lighter 90% (second Quick Tip
row, fifth from the left)
You can add a texture fill by pointing to
Texture in the Shape Fill menu and selecting
All the columns for the a texture.
series change to a light
shade of plum, and the
legend changes to match the new color, as shown in Figure 4-15.

Figure 4-15
New Shape Fill Applied to Data Series

Click any column in the

Quarter 3 data series Quick Tip

Handles appear on each You can change the colors used in a chart by
column in the Quarter 3 clicking the Chart Tools Design tab, clicking
data series. the Change Colors button in the Chart Styles
group, then clicking a color palette in the
5
gallery.

Click the More button on the Shape Styles gallery, then click the
Subtle Effect – Pink, Accent 3 (fourth row, fourth from the left) shape
style under Theme Styles

The style is applied to the data series, as shown in Figure 4-16.

Figure 4-16
Style Applied to Data Series
 6

Click the Insert tab on the ribbon, click the Text button, click the Header
& Footer button, click Custom Footer, type your name in the center
section, click OK, then click OK again

Save your work

Working with WordArt

You can insert WordArt into a worksheet or a chart. To insert WordArt in a

worksheet, click the Insert tab on the ribbon, click the Text button in the Text group,
click WordArt, then click a style in the gallery. You can change a WordArt style by
clicking the WordArt to select it, clicking the WordArt Styles More button on the
Drawing Tools Format tab, then selecting a new WordArt style. You can change the
fill color of the WordArt by clicking the Text Fill button in the WordArt Styles group
and choosing a fill color, texture, gradient, or picture. You can change the outline of
selected WordArt text by clicking the Text Outline button in the WordArt Styles group
and choosing an outline color, weight, and/or dashes.

Aligning Charts
 If you have two or more embedded charts on a worksheet, you can line them up to
make them easier to view. First, select the charts by clicking the first chart and
holding CTRL, then click the other chart(s). With the charts selected, click the
Drawing Tools Format tab, click the Align button in the Arrange group, then choose
the alignment position for the charts. The chart shown in Figure 4-17 uses the Align
Top option.

Figure 4-17
Charts Aligned at the Top

Chapter 4: Working with Charts: EX 4-6 Format a Chart

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts: EX 4-7 Create a Pie Chart
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 4-7 Create a Pie Chart

You can create multiple charts based on
the same worksheet data, to illustrate Learning Outcomes
different aspects of the data. For
example, while a column chart may Create a pie chart
reveal top performers month by month,
Explode a pie chart slice
you may want to create a pie chart to
compare overall performance for the
year. Depending on the type of chart
you create, you have additional options for calling attention to trends and patterns. With a
pie chart, for example, you can emphasize one data point by exploding (A pie chart that
moves one slice away from the others as if someone were taking the piece away from the
pie.) , or moving one slice, as if someone were taking a piece away from the pie.
At an upcoming meeting, Ellie plans to discuss the total expenses and identify
offices that need to economize more in the future. You want to create a pie chart she can
use to compare spending between the different offices.

Steps

Click the U.S. sheet tab

to select it, select the Quick Tip
range A5:A12, press and
You can insert a 3-D pie chart by choosing 3-
hold CTRL, select the
D Pie from the chart gallery.
range F5:F12, click the
Insert tab on the ribbon
if necessary, click the
Insert Pie or Doughnut Chart button in the Charts group, then click
the first 2-D Pie in the chart gallery

Click the Move Chart button in the Location group, click the New sheet
option button, type Pie in the New sheet box, then click OK

The chart is placed on a new worksheet named Pie.

3
Select the Chart Title placeholder, click the Chart Tools Format tab, click
the WordArt Styles More button , click the Fill: Pink, Accent Color 3;
Sharp Bevel (second row, first from the right), type JCL Total Expenses,
by Office, then click the Enter button on the formula bar

The formatted WordArt title is added, as shown in Figure 4-18.

Figure 4-18
Title Formatted Using WordArt

Click the slice for the Houston data point, click it again so it is the only
slice selected, right-click it, then click Format Data Point

You can use the Point Explosion slider to control the distance a pie slice
moves away from the pie, or you can type a value in the Point Explosion box.

Double-click 0 in the Point Explosion box, type 10, then click the Close
button

Compare your chart to Figure 4-19.

Figure 4-19
Exploded Pie Slice
6

Click the Chart

Elements button , Quick Tip
click the Data Labels
You can change the number format of the
arrow , click Outside
data labels by clicking the Label Options
End, click More Options,
button in the Format Data Labels pane if
in the Format Data
necessary, clicking Number to show the
Labels pane click the
Number options, and choosing the desired
Percentage check box
category or entering a format code. Also in
to add a checkmark,
this pane are options under Label Position to
then click the Values
change the position of the data labels to
box to deselect it
Center, Inside End, and Best Fit.
The data labels identify
the pie slices by
percentage.

Click , point to Data Labels, click , click Data Callout, click the
Legend check box to deselect it, then click

The data is labeled using percentage callouts, as shown in Figure 4-20.

 Figure 4-20
Pie Chart with Percentages

Click the Insert tab on the ribbon, click the Text button, click the Header
& Footer button in the Text group, click the Custom Footer button, enter
your name in the center section, click OK, click OK again, then save
your work

Working with Other Chart Types

Excel includes chart types that are useful for illustrating highly specific types of data.
These include Waterfall, Histogram, Pareto, Box & Whisker, Treemap, Scatter, and
Sunburst. A treemap chart is a hierarchy chart in which each category is placed
within a rectangle and subcategories are nested as rectangles within those
rectangles. A sunburst chart is also a hierarchy chart, but it groups categories
within a series of concentric rings, with the upper levels of the hierarchy placed in
the innermost rings. To insert one of these chart types, click the Insert tab, click the
Insert Hierarchy Chart button in the Charts group, then click the chart type.
Waterfall charts are used to track the addition and subtraction of values within a
sum. To insert a Waterfall chart, click the Insert tab, click the Insert Waterfall,
Funnel, Stock, Surface, or Radar Chart button in the Charts group, then click
Waterfall. A histogram chart shows the distribution of data grouped in bins. These
charts look similar to column charts, but each column (or bin) represents a range of
values. To insert a histogram chart, click the Insert tab on the ribbon, click the Insert
Statistic Chart button in the Charts group, then click the Histogram chart
 button. You can edit the bins in a histogram chart by double-clicking the x-axis,
clicking to expand the Axis Options group on the Format Axis pane, then choosing
options under Bins.

A scatter chart displays the correlation between two numeric variables. It is a type
of XY scatter chart, which shows the pattern or relationship between two or more
sets of values. Scatter charts look similar to line charts but have two value axes.
The data points on a scatter chart show the intersection of the horizontal and
vertical axes values. To insert a scatter chart, select the data you want to chart, click
the Insert tab, click the Insert Scatter (X,Y) or Bubble Chart button in the
Charts group, then choose a scatter chart type.

Chapter 4: Working with Charts: EX 4-7 Create a Pie Chart

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts: EX 4-8 Summarize Data with Sparklines
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 4-8 Summarize Data with Sparklines

You can create a quick overview of your
data by adding sparklines to the Learning Outcomes
worksheet cells. A sparkline (A quick,
simple chart located within a cell that Add sparklines to a worksheet
serves as a visual indicator of data
Format sparklines
trends.) is a small, simple chart located
within a worksheet cell that serves as a
visual indicator of data trends.
Sparklines usually appear close to the data they represent. Any changes that you make to a
worksheet are reflected in the sparklines that represent the data. After you add sparklines to
a worksheet, you can change the sparkline style and color, and you can format their high
and low data points in special colors. As a supplement to the charts, Ellie wants
the U.S. worksheet to illustrate the expense trends for the year. You decide to add
sparklines to tell a quick visual story within the worksheet cells.

Steps

Click the U.S. sheet tab,

click cell G5, click the Quick Tip
Insert tab on the ribbon
If you have an empty cell directly to the right
if necessary, click the
of a range, you can use the Quick Access
Column button in the
Toolbar to insert a sparkline into the empty
Sparklines group, verify
cell.
that the insertion point
is in the Data Range
box, select the range
B5:E5 on the worksheet, then click OK

Columns showing the expense trend for New York appear in cell G5.

With cell G5 selected, drag the fill handle to fill the range G6:G12

The sparkline is copied, and column sparklines reflecting the data for each
office are added, as shown in Figure 4-21.
Figure 4-21
Expense Trend Sparklines

Click cell G5, then click

the Line button in the Quick Tip
Type group on the
To insert Win/Loss sparklines, which show
Sparkline Tools Design
upward column symbols for positive values
tab
and downward symbols for negative values,
When sparklines are click the Win/Loss button in the Type group.
copied they become a
group, so all the
sparklines in this group change to the Line sparkline type. When any sparkline
type in a group is changed, the other sparklines in the group change to match
the new type. You can ungroup and group sparklines using the Group and
Ungroup buttons in the Group group.

Click the Sparkline Color button in the Style group, then click Plum,
Accent 1, Lighter 10% (last row, fifth color from the left)

Click the More button in the Style group, then click Plum, Sparkline
Style Accent 3, Darker 50% (third from the left in the first row)

The sparkline colors and styles are consistent with the colors on the
worksheet.
6

Click the Marker Color button in the Style group, point to High Point,
select Plum Accent 2, Darker 50% (sixth from left, sixth row), click the
Marker Color button in the Style group, point to Markers, select Blue-
Gray, Accent 6 (last in Theme Colors), then click the Markers check box
in the Show group to add a checkmark if necessary

Data markers indicate

each quarter’s expenses, Quick Tip
with the highest quarter
To clear sparklines, select the sparklines,
value in a different color.
then click the Clear button in the Group
7 group.

Click cell C5, type 6,742.13, click the Enter button , then compare
your screen to Figure 4-22

Figure 4-22
Formatted Sparklines

The sparklines update to reflect the new worksheet data.

Click the Insert tab on the ribbon, click the Text button, click the Header
& Footer button in the Text group, click the Go to Footer button in the
Navigation group, enter your name in the center footer section, click any
cell on the worksheet, click the Normal button on the status bar,
then press CTRL+HOME
 9

Save your changes

Chapter 4: Working with Charts: EX 4-8 Summarize Data with Sparklines

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.
Chapter 4: Working with Charts: EX 4-9 Identify Data Trends
Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

EX 4-9 Identify Data Trends

To emphasize trends and patterns that
occur over a period of time, you can add Learning Outcomes
one or more trendlines to a chart. A
trendline (A line that represents the Compare chart data using trendlines
general direction in a series of data.) is
Format a trendline
a series of data points on a line that
shows data values representing the
Forecast future trends using trendlines
general direction of a data series. In
some business situations, you can use
trendlines to project future data based
on past trends. As part of her presentation, Ellie wants to compare the New
York and Houston expenses. You decide to use trendlines to highlight spending at these
offices over the past year and project expenses for the next six months, if past trends
continue.

Steps

Right-click the Column sheet tab, click Move or Copy on the shortcut
menu, click (move to end) in the Before sheet box, click the Create a
copy check box to add a checkmark, then click OK

The new worksheet Column (2) is a copy of the Column sheet.

Right-click the Column (2) sheet tab, click Rename on the shortcut
menu, type Trends, click the Chart to select it, click the Chart Tools
Design tab, then click the Switch Row/Column button in the Data group

The chart displays quarters, a time measure, on the x-axis.

Click the Chart Elements button , click the Data Table check box to
remove the checkmark, click the Legend arrow, then click Bottom

The data table is removed and a legend is added.

4

Click Trendline, verify that New York is selected in the Add Trendline
dialog box, then click OK

A linear trendline identifying the New York expense trend in the past year is
added to the chart, along with an entry in the legend identifying the line.

Make sure the New York

trendline is not selected, Quick Tip
click if necessary,
To ensure that a chart element is not
click the Trendline
selected, simply click away from the
arrow, click Linear, click
element.
Houston in the Add
Trendline dialog box,
then click OK

The chart now has two trendlines, making it easy to compare the expense
trends of the New York and Houston offices, as shown in Figure 4-23.

Figure 4-23
Chart with Two Trendlines
6

Double-click the New York data series trendline, in the Format Trendline
pane click the Trendline Options button if necessary, select 0.0 in
the Forward box, type 1, press ENTER, click the Fill & Line button ,
select 1.5 in the Width box, type 2.5, then close the Format Trendline
pane

Trendlines are often used to project future trends. The formatted New York
trendline projects an additional quarter of future expenses trends for the office,
assuming past trends continue.

Double-click the Houston data series trendline, select 0.0 in the Forward
box, type 1, press ENTER, click , select 1.5 in the Width box, type
2.5, then close the Format Trendline pane

The formatted Houston trendline also projects an additional quarter of future

expenses, if past trends continue.

Save your work, preview the Trends sheet, compare your

chart to Figure 4-24, close the workbook, submit the workbook to your
instructor, then close Excel

Figure 4-24
Expense Chart with Trendlines for New York and Houston Data
 Choosing the Right Trendline Options for Your Chart

When choosing a trendline, it is important to know which one is best for the
information you want to communicate. If the data progression follows a straight line,
using a linear trendline helps to emphasize that. If the pattern of a chart’s data is
linear but the data points don’t follow a straight line, you can use a linear forecast
trendline to chart a best-fit straight line. When data values increase or decrease in
an arc shape, consider using an exponential or power trendline to illustrate this. A
two-period moving average smooths out fluctuations in data by averaging the data
points.

Chapter 4: Working with Charts: EX 4-9 Identify Data Trends

Book Title: Illustrated Series Collection Microsoft® Office 365® & Office 2019
Printed By: Mark Mensah ([email protected])
© 2020 Cengage, Cengage

© 2019 Cengage Learning Inc. All rights reserved. No part of this work may by reproduced or used in any form or by any means -
graphic, electronic, or mechanical, or in any other manner - without the written permission of the copyright holder.