Microsoft Excel

2010
Basics

December 2010
 Microsoft Excel 2010 – Basics

Table of Contents
USING EXCEL 2010 ................................................................................................................... 6
STARTING THE EXCEL PROGRAM........................................................................... 6
WHAT IS THE ACTIVE CELL? ................................................................................ 6
THE EXCEL CELL REFERENCING SYSTEM.................................................................. 7
ENTERING NUMBERS AND TEXT ............................................................................ 7
DEFAULT TEXT AND NUMBER ALIGNMENT ................................................................. 9
SUMMING A COLUMN OF NUMBERS ......................................................................... 9
WORKSHEETS AND W ORKBOOKS ........................................................................ 10
SAVING A WORKBOOK ..................................................................................... 10
CLOSING A WORKBOOK AND EXITING THE EXCEL PROGRAM .......................................... 12
CREATING A NEW WORKBOOK ............................................................................ 13
OPENING A WORKBOOK ................................................................................... 13
SAVING A WORKBOOK USING ANOTHER NAME .......................................................... 13
SAVING A WORKBOOK USING A DIFFERENT FILE TYPE .................................................. 14
SELECTION TECHNIQUES .................................................................................................... 15
WHY ARE SELECTION TECHNIQUES IMPORTANT? ....................................................... 15
SELECTING A CELL ......................................................................................... 15
SELECTING A RANGE OF CONNECTING CELLS ........................................................... 15
SELECTING A RANGE OF NON-CONNECTING CELLS ..................................................... 16
SELECTING THE ENTIRE WORKSHEET .................................................................... 16
SELECTING A ROW ......................................................................................... 17
SELECTING A RANGE OF CONNECTING ROWS ........................................................... 17
SELECTING A RANGE OF NON-CONNECTED ROWS ...................................................... 18
SELECTING A COLUMN .................................................................................... 18
SELECTING A RANGE OF CONNECTING COLUMNS....................................................... 19
SELECTING A RANGE OF NON-CONNECTING COLUMNS................................................. 19
MANIPULATING ROWS AND COLUMNS .......................................................................... 20
INSERTING ROWS INTO A WORKSHEET................................................................... 20
INSERTING COLUMNS INTO A WORKSHEET .............................................................. 21
DELETING ROWS WITHIN A WORKSHEET ................................................................. 23
DELETING COLUMNS WITHIN A WORKSHEET ............................................................ 23
MODIFYING COLUMN WIDTHS ............................................................................. 24
MODIFYING COLUMN WIDTHS USING 'DRAG AND DROP' ................................................ 24
AUTOMATICALLY RESIZING THE COLUMN WIDTH TO FIT CONTENTS ................................... 25
MODIFYING ROW HEIGHTS ................................................................................ 26
MANIPULATING CELLS AND CELL CONTENT ................................................................ 27
COPYING A CELL OR RANGE CONTENTS WITHIN A WORKBOOK ........................................ 27
DELETING CELL CONTENTS ............................................................................... 28
MOVING THE CONTENTS OF A CELL OR RANGE WITHIN A WORKBOOK ................................ 29
EDITING CELL CONTENT ................................................................................... 29
UNDO AND REDO .......................................................................................... 29
COPYING DATA BETWEEN WORKSHEETS (WITHIN THE SAME WORKBOOK) ........................... 30
MOVING DATA BETWEEN WORKSHEETS (WITHIN THE SAME WORKBOOK) ............................ 31

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MOVING DATA WORKSHEETS (IN DIFFERENT WORKBOOKS) ........................................... 31

COPYING DATA BETWEEN WORKSHEETS (IN DIFFERENT WORKBOOKS) .............................. 32
AUTOFILL ................................................................................................... 32
FONT FORMATTING .............................................................................................................. 35
FONT FORMATTING OPTIONS ............................................................................. 35
FONT TYPE ................................................................................................. 35
FONT SIZE .................................................................................................. 36
BOLD, ITALIC, UNDERLINE FORMATTING ................................................................. 36
CELL BORDER FORMATTING .............................................................................. 37
FORMATTING THE BACKGROUND COLOR ................................................................ 38
FORMATTING THE FONT COLOR .......................................................................... 38
ALIGNMENT FORMATTING ................................................................................................. 39
HORIZONTALLY ALIGNING CONTENTS IN A CELL RANGE ................................................ 39
CENTERING A TITLE OVER A CELL RANGE ............................................................... 39
CELL ORIENTATION ........................................................................................ 40
TEXT WRAPPING WITHIN A CELL .......................................................................... 41
ALIGNING CELL CONTENTS VERTICALLY ................................................................. 41
NUMBER FORMATTING ....................................................................................................... 43
NUMBER FORMATTING .................................................................................... 43
DECIMAL POINT DISPLAY .................................................................................. 44
APPLYING AND REMOVING COMMA STYLE FORMATTING (TO INDICATE THOUSANDS)................ 45
CURRENCY SYMBOL ....................................................................................... 46
PERCENTAGES ............................................................................................. 47
APPLYING PERCENTAGE FORMATTING TO A CELL OR RANGE ......................................... 47
SETUP & PRINTING ISSUES ................................................................................................. 49
WORKSHEET MARGINS .................................................................................... 49
WORKSHEET ORIENTATION ............................................................................... 50
HEADERS AND FOOTERS .................................................................................. 51
HEADER AND FOOTER FIELDS ............................................................................ 52
SCALING YOUR WORKSHEET TO FIT A PAGE(S) ......................................................... 53
DISPLAYING GRIDLINES WHEN PRINTING ................................................................ 56
PRINTING TITLES ON EVERY PAGE WHEN PRINTING .................................................... 57
PRINTING THE EXCEL ROW AND COLUMN HEADINGS ................................................... 60
ZOOMING THE VIEW........................................................................................ 60
PRINTING OPTIONS ........................................................................................ 61
SETTING THE NUMBER OF COPIES TO PRINT ............................................................ 62
SELECTING A PRINTER .................................................................................... 62
SELECTING INDIVIDUAL WORKSHEETS OR THE ENTIRE WORKBOOK .................................. 63
SELECTING WHICH PAGES TO PRINT ..................................................................... 63
SINGLE OR DOUBLE SIDED PRINTING..................................................................... 64
COLLATION OPTIONS ...................................................................................... 64
PAGE ORIENTATION ....................................................................................... 65
MARGINS ................................................................................................... 65
PRINTING ................................................................................................... 66
TO ENCRYPT YOUR FILE AND SET A PASSWORD TO OPEN IT:............................... 67

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TO REMOVE PASSWORD PROTECTION FROM AN EXCEL W ORKBOOK ................................. 68

SET A PASSWORD TO MODIFY AN EXCEL W ORKBOOK ................................................. 68
SECURITY TIPS FOR ENCRYPTING 2010 MICROSOFT EXCEL FILES .................................. 68
HOW TO CREATE A STRONG PASSWORD ...................................................................... 69
STRONG PASSWORD CHECKLIST ........................................................................ 69
Strong passwords should:................................................................................... 69
Six Easy Steps for Creating a Strong Password From a Sentence ............................. 70
APPENDIX: CUSTOMIZING EXCEL .................................................................................... 71
MODIFYING BASIC EXCEL OPTIONS ...................................................................... 71
GETTING HELP WITHIN EXCEL 2010 ..................................................................... 73
COMMONLY USED KEYBOARD SHORTCUTS ................................................................. 74
NAVIGATE INSIDE W ORKSHEETS ......................................................................... 74
Select Cells ....................................................................................................... 74

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Using Excel 2010

Starting the Excel program
• Click on the Start button (bottom-left of the screen). Click on All Programs.
Click on Microsoft Office. Click on Microsoft Excel 2010. The Excel window
will be displayed, as illustrated.

What is the Active Cell?

• Excel identifies the active cell with a bold outline around the cell and
highlighting the column heading letter and row heading number of the cell. In
the following example, B2 is the active cell:

• In the above illustration, notice that B2 is displayed in the Name Box and the
contents of the cell is displayed in the Formula Bar. In this case, 2002 is a
calculated value, 2000+2.

• In order for you to enter data into a cell, it needs to be the active cell. The
active cell will accept keyboard entries. You can make a cell active by clicking
on it or navigating to it.

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The Excel cell referencing system

• An Excel worksheet is made up of
individual cells, each of which has
a unique reference. Look at the
illustration below. We have
clicked on cell B3, which means
that the cell is in column B, row
3.

• In the illustration below, we have

clicked on cell D2.

• If you look carefully you will see that the

current cell reference is displayed just
above the actual worksheet.

Entering numbers and text

• Click on cell B2, as illustrated.

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• Type in the word 'Region'. Press the

Enter key. When you press the Enter key
you will automatically drop down to the
next cell within the worksheet. Your screen
will now look like this.
• The active cell is now B3. Type in the word
'North'. Press the Enter key.
• The active cell is now B4. Type in the word
'South'. Press the Enter key.

• The active cell is now B5. Type in the word 'East'. Press the Enter key.
• The active cell is now B6. Type in the word 'West'. Press the Enter key.

Your screen will now look like this:

• Click on cell C2. Type in the word 'Sales'.

Press the Enter key.
• Type in the number 10488 and press the
Enter key.
• Type in the number 11973 and press the
Enter key.
• Type in the number 13841 and press the
Enter key.
• Type in the number 16284 and press the
Enter key.

• Your screen will now look like this:

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Default text and number alignment

• If you look carefully at what you have typed in you will see that by default text
is aligned within a cell to the left, while numbers are aligned within the cell to
the right. This makes sense, as normally text starts from the left of a page and
it is the same within a cell. Numbers on the other hand normally align to the
right. Think how you would write down a column of numbers on a page that you
want to add up. Numbers align to the right.

Summing a column of numbers

• Click on cell B7 and type in the word 'Total'.
• Click on cell C7. Click on the Formulas tab, and then click on the AutoSum
button.

Your screen will look like this:

• Press the Enter key and Excel will automatically add up the column of numbers,
as illustrated.

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• We have hardly started to use Excel but

already you have seen how powerful and
easy to use it is. We will see more of the
Excel functions for performing calculations
later.

The best thing about Excel is that if you

make changes to the numbers then totals
and other calculations are automatically
updated. Click on cell C4 and type in a
different number. When you press the
Enter key you will see that the total value
displayed in cell C7 changes to recalculate
the total value of the sales.

Worksheets and Workbooks

• Look at the bottom-left of your screen and you will see the worksheet tabs
displayed.

By default each workbook contains three worksheets. This is similar to a

notebook that contains separate pages. Click on the Sheet 2 worksheet tab and
the second worksheet is displayed. Click on the Sheet 3 worksheet tab and the
third worksheet is displayed. Click on the Sheet 1 worksheet tab and the first
worksheet, containing your data is displayed again. As we will see later you can
add or remove worksheets as well as reordering and renaming them.

Saving a workbook
• To save the workbook click on the Save icon (top-left part of your screen).

• This will display the Save As dialog

box.

• Navigate to the folder containing your

sample files. To do this, double click on
the Excel 2010 Basics folder.

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• You will see the sample files listed within the Excel 2010 Basics folder.

• Click within the File name section of the dialog box to name the file. In this
case use the file name My First Workbook.

• Click on the Save button to save the file to disk.

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Closing a workbook and exiting the Excel program

• To close the workbook, click on the File Tab (top-left of your screen), from the
drop down options displayed, click on the Close command.

• The screen will now look like the illustration below. The Excel program is open
but no workbook is displayed within the program.

• To close the Excel program, click on the Close icon. This icon is the small cross
displayed at the top right of the Excel screen.

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Creating a new workbook

• Start the Excel program. Each time you start the Excel program, by default, it
displays a new blank workbook containing three blank worksheets. Type in
your First Name in to cell A1 and press the Enter key.
• To create a new workbook, press Ctrl+N. This is the keyboard shortcut for
creating a new file. A new workbook will be created containing three
worksheets. Type in your Second Name in to cell A1.
• Close both workbooks without saving your changes.

Opening a workbook
• Press Ctrl+O which is the keyboard shortcut to open an existing file.

Or click on the File Tab (top-left) and then click on the Open command.

• This will display the Open dialog box. Navigate to the folder
called Excel 2010 Basics, (under the Documents folder),
containing your sample files.
• Select a file called Sales 2005, and then click on the Open
button to open the workbook.
• Open the workbook called Sales 2006 and also a workbook
called Sales 2007. You now have three open workbooks.

Saving a workbook using another name

• Open the workbook called Sales 2005. Click on the File Tab and
the select the Save As command.

• The Save As dialog box will be displayed.

• In the File name

section enter a new
file name, in this case
called My Backup.
Click on the Save button. You now
have two copies of the same file,
both containing the same
information. This can be useful for
making backups of your data or for
retaining copies of a workbook with
different versions of the data in
each file.

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Saving a workbook using a different file type

• Click on the File Tab and the select the Save As command.

• The Save As dialog is displayed. Click on the down arrow

within the Save as type section of the dialog box.

• You can select the required file type from the drop down displayed.

TIP: If you want to email a

copy of an Excel 2010
workbook to someone that has
an earlier version of Excel,
such as Excel 2003, then you
may need to save the file in
the Excel 97-2003
Workbook file format.

Alternatively, people with earlier versions of Excel can download additional free
software from Microsoft allowing them to open and view (but not necessary
edit), files created using Excel 2010.

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Selection Techniques
Why are selection techniques important?
• Often when you want to do something within Excel you need to select an item
first. This could involve selecting a cell or multiple cells. It many need you to
select a row, a column or even the entire table.

Selecting a cell
• Open a workbook called
Selection techniques. To
select a cell simply click on that
cell. Thus to select cell B3, click
on cell B3.

Selecting a range of connecting cells

• We want to select the cells from C3 to G3. To do this click on the first cell
within the range, i.e. C3. Then press down the Shift key (and keep it held
down). Click on cell G3. When you release the Shift key the cell range will
remain selected, as illustrated.

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Selecting a range of non-connecting cells

• Sometimes we need to select multiple cells that are not next to each other, as in
the example below, where C3, E3 and G3 have been selected.

To do this click on the first cell, i.e. C3. Then while keeping the Ctrl key
pressed click on the cells E3 and G3. When you release the Ctrl key the cells
will remain selected.

Selecting the entire worksheet

• To select the entire worksheet, click on the intersection between the column and
row referencing numbers.

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Selecting a row
• To select a row, say the row relating to Canada, click on the relevant row
number displayed down the left side of the worksheet.

• The selected row will look like this.

Selecting a range of connecting rows

• To select the rows relating to Canada, USA, UK and Australia. First click on the
row number next to Canada (i.e. 5). Press down the Shift key and keep it
pressed. Click on the row number relating to Australia (i.e. 8). When you
release the Shift key the multiple rows remain selected.

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Selecting a range of non-connected rows

• Click on the row number 3 and press down the Ctrl key. Click on row number
5, then row number 7 and finally number 9. Release the Ctrl key and the rows
will remain selected.

Selecting a column
• To select the column containing data relating to 2003, click on the column
header C, as illustrated.

• The selected column will look like this.

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Selecting a range of connecting columns

• To select the columns relating to the sales figures for 2003-2006, first select
column C. Press the Shift key and while keeping it pressed select column F.
When you release the Shift key the columns will remain selected.

Selecting a range of non-connecting columns

• To select the columns relating to 2003, 2005 and 2007, first select the column
C. Press the Ctrl key and keep it pressed. Select column E and then select
column G. Release the Ctrl key and the columns remain selected.

• Leave the workbook open without saving any changes you may have made.

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Manipulating rows and columns

Inserting rows into a worksheet
• Select the worksheet called Rows and columns (within the workbook
“Selection Techniques”). We need to insert a row for Japan between the row
for Canada and the row for the USA. Select the row for the USA, as illustrated.

• Right click over the selected row and from the popup menu displayed select the
Insert command.

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• The table will now look like this.

• Click on cell B6 and type in the word 'Japan'. Enter the following sales figures
for Japan.

Inserting columns into a worksheet

• We want to insert a column for sales

figures in 2002, which needs to be
inserted before the 2003 column. Select
the column relating to 2003, as
illustrated.

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• Right click over the selected column and from the popup menu displayed select
the Insert command.

• The column will be inserted, as illustrated.

• Enter the following data into the

column.

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Deleting rows within a worksheet

• Select the row relating to Canada. Right click over the selected row and from
the popup menu displayed select the Delete command.

• The row is deleted without any

additional warning.

TIP: To delete multiple connected

rows, use the Shift key trick to
select multiple rows and then right
click to delete the rows. To delete
multiple non-connected rows, use
the Ctrl key trick to select the
multiple rows and then right click
to delete the rows.

Deleting columns within a worksheet

• Select the column relating to Sales 2007. Right click over the selected column
and from the popup menu displayed select the Delete command.

• The column is deleted without any additional warning.

TIP: To delete multiple connected columns, use the Shift key trick to select
multiple columns and then right click to delete the columns. To delete multiple
non-connected columns, use the Ctrl key trick to select the multiple columns
and then right click to delete the columns.

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Modifying column widths

• Select a column, such as the Sales 2004 column. Right click over the selected
column and from the popup menu displayed select the Column Width
command.

• The Column Width dialog box is displayed

which allows you to set the column width. Click
on the Cancel button to close the dialog box.

Modifying column widths using 'drag and drop'

• Move the mouse pointer to the line between the header for column B and
column C, as illustrated below.

• Press the mouse button and

keep it pressed.

The pointer changes to a black

cross with double arrows when
placed on the line between two
columns.

• Move the mouse pointer left or right to make the column narrower or wider.
Release the mouse button and the column width will change as required.

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Automatically resizing the column width to fit contents

• Resize all the columns so that they are
too narrow to properly display the data
contained within the columns. Your
screen will look similar that the
illustration below.

• To automatically resize each column

width to fit the contents, select all the
columns containing data.

• Double click on the junction between one

of the column header headers within the
selected columns.

• The columns will automatically resize

to accommodate the data within each
column.

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Modifying row heights

• Select one or more rows and then right click over the selected row(s). From the
popup menu displayed select the Row Height command.

• The Row Height dialog is displayed allowing you to set the exact row height, as
required.

TIP: If you click between any two row headers, you can drag the row height up
or down as required, to modify the row height.

• Save your changes and close the workbook.

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Manipulating cells and cell content

Copying a cell or range contents within a workbook
• Select the worksheet called Copying moving and deleting (within the
workbook “Selection Techniques”).
• Select a cell, range, row or column to copy. In this case select the range B4 to
E4.

TIP: A range like this is often written as B4:E4.

Your screen will look something like this:

• Press Ctrl+C to copy the selected range to the Clipboard.

TIP: To copy a selected item to the Clipboard using the Ribbon, click on the
Home tab and then click on the Copy icon in the Clipboard group on the
Ribbon.

• Click at the location you wish to paste the data to. In this
case click on cell B14 and press the Ctrl+V keys to paste
the data from the Clipboard.

TIP: To paste an item from the Clipboard using the Ribbon, click on the Home
tab and then click on the Paste icon, in the Clipboard group on the Ribbon.

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• Your data will now look like this.

TIP: You can use the same technique to copy entire rows or columns. Pressing
Ctrl+A will select everything within a worksheet and allow you to copy the
entire worksheet contents to the Clipboard when you press Ctrl+C.

Deleting cell contents

• Select the range that you wish to delete the contents of. In this case select the
range B10:E10, as illustrated.

• Press the Del key and

the cell contents will be
deleted.

TIP: You can use the same technique to delete entire rows or column contents.
Pressing Ctrl+A will select everything within a worksheet and allow you to
delete the entire worksheet contents when you press the Del key.

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Moving the contents of a cell or range within a workbook

• Select the range to wish to move and then cut it to the Clipboard. In this case
select the data, as illustrated.
• Press the Ctrl+X keys to cut
the selected data to the
Clipboard.
Click at the location you wish
to move the selected data to,
in this case click in cell B15,
and press Ctrl+V, to paste
the data.

TIP: You can use the same

technique to move entire rows
or columns.

• Save your changes and close the workbook.

Editing cell content

• It is easy to edit existing data within a cell or to replace existing data within a
cell. Select the worksheet called Editing (within the workbook “Selection
Techniques”).
• Click on cell B3. Double click in front of the word 'Region' and insert the word
'Sales' followed by a space. Press the Enter key to commit your changes to the
cell.
• Click on cell B7. Double click on the word 'West', to select it and then over
type the selected word with the word 'Central'. Press the Enter key to commit
your changes to the cell.

Undo and Redo

• Click on the Undo icon (top-left of your screen) to reverse
the last action. Try it now.

• Click on the Redo icon (top-left of your screen) to reapply

the last action. Try it now.

• Save your changes and close the workbook.

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Copying data between worksheets (within the same workbook)

• Open a workbook called Worksheet manipulation.
• Select a cell, range, row or column to
copy. In this case select the range
B3:C8. Your screen will look something
like this:

• Press Ctrl+C to copy the selected range

to the Clipboard. Click on the second
worksheet tab (called Projections).

You will now see the contents of the

second, empty worksheet displayed.

• Click at the location you wish to paste the data to. In this case click on cell C4
and press the Ctrl+V keys to paste the data from the Clipboard. You have
successfully copied selected data from one worksheet to another worksheet
within the same workbook.

BEFORE CONTINUING: Click on the Undo icon to undo this copy.

The Undo icon is displayed towards the top-left of your screen.

Leave the workbook open and carry on to the next section.

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Moving data between worksheets (within the same workbook)

• Switch back to the first worksheet within the workbook called Worksheet
manipulation.
• Select a cell, range, row or column to move. In this case select the range
B3:C8. Your screen will look something like this:

• Press Ctrl+X to cut (move) the selected

range to the Clipboard.
• Click on the second worksheet tab (called
Projections).

You will now see the contents of the second,

empty worksheet displayed.

• Click at the location you wish to paste the data to. In this case click on cell C4
and press the Ctrl+V keys to paste the data from the Clipboard. You have
successfully moved selected data from one worksheet to another worksheet
within the same workbook.

• Save your changes and close the workbook.

Moving data worksheets (in different workbooks)

• Open a workbook called Between workbooks 1.
• Open a second workbook called Between workbooks 2.
• Display the contents of the Between workbooks 1 workbook.

NOTE: To switch between multiple open workbooks, click on the Excel icon
displayed within the Taskbar at the bottom of the screen and click on Between
Workbooks 1.

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• Within the Between workbooks 1

workbook, select a cell, range, row or
column to move. In this case select the
range B3:C8. Your screen will look
something like this:

• Press Ctrl+X to cut (move) the selected

range to the Clipboard.

• Switch to the second workbook (called

Between workbooks 2).

• Click at the location you wish to paste the

data to. In this case click on cell C4 and
press the Ctrl+V keys to paste the data
from the Clipboard. You have
successfully moved selected data from
one workbook to another workbook.

NOTE: You could have selected a different worksheet within the second
workbook if you wanted.

Leave the workbook open and carry on to the next exercise.

Copying data between worksheets (in different workbooks)

• Select the data in the second workbook.
• Press Ctrl+C to copy the selected data to the Clipboard.
• Switch back to the first workbook.
• Click where you wish to paste the data to.
• Press Ctrl+V to paste the data from the Clipboard.

You have now copied selected data from one workbook to another workbook.

AutoFill
• Open a workbook called AutoFill.
• Click on cell B3 which contains the word Monday.

• Move the mouse pointer to the bottom-right corner of

this cell and the mouse pointer shape will change to the
shape of a small black cross. When the mouse pointer
changes shape, press the mouse button down, and
while keeping it pressed move slowly down the page to
cell B7.

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When you release the mouse button you will see that Excel has 'AutoFilled' the
range you dragged across with days of the week.

• Click on cell C3 which contains the word

January.

• Use the AutoFill feature to automatically

create a column containing all the months
of the year.

• Select the cell range D3:D4.

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• Use AutoFill to extend the series down the page. As you will see the series
becomes 1,2,3,4,5,6,7 etc.

• Select the cell range E3:E4.

• Use AutoFill to extend the series down the page. As you will see the series
becomes 2,4,6,8,10 etc.

• Save your changes and close the workbook.

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Font formatting
Font formatting options
• The font formatting options are
located on the Home tab within
the Font group.

Font type
• Select the worksheet called Font formatting (within the workbook “AutoFill”).
Select the range C3:G3.

• Under the Home tab, click on the down arrow next to the Font section.

• From the drop down list displayed,

select a different font type, such as
Arial.

• Experiment with applying different fonts to your data.

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Font size
• Select the range B3:B12. Click on the down arrow within the Font Size
section and select a different font size.

TIP: You can also select a range and use the Increase Font Size and
Decrease Font Size icons.

Bold, italic, underline formatting

• Select the range C4:G12 and experiment with applying bold, italic and
underline formatting using the icons illustrated below.

TIP: You can easily apply double underline formatting. To do this click on the
down arrow next to the Underline icon. Select the Double Underline
command.

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Cell border formatting

• Select the range B3:G12. Click on the
down arrow next to the Border icon.

• A drop down list is displayed from which you can select the required border.
Select All Borders.

• Your data will now look like this.

• Click on the Undo icon (top-left of your screen) to undo this formatting.

• Spend a little time experimenting with applying different

types of borders. Remember that you can use the Undo
icon to undo any formatting that you apply.

TIP: Experiment with applying border formatting effects, such a thick or double
edged border effects.

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Formatting the background color

• Select the range B3:G3. Click on the down arrow next to the Fill Color icon.

• Move the mouse over a color and

you will see the color formatting
previewed within your data. Click on
a color to apply it.

TIP: Be careful
when applying
background fill
colors as it may
make any text
within the range
difficult to see.
Avoid using similar
text colors and
background fill
colors.

Formatting the font color

• Select the range B3:B12. Click on the down arrow next to the Font Color
icon.

• This will display a drop down from

which you can select the required color.
Experiment with applying different font
colors.

• Save your changes and close the workbook.

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Alignment formatting
• The alignment options are contained within the
Alignment group on the Home tab.

Horizontally aligning contents in a cell range

• Select the worksheet called Alignment (within the workbook “AutoFill”). Select
the range C3:G12. Click on the Center icon to center the cell contents in this
range. Try applying left and then right alignment formatting. Use the
alignment
icons
illustrated
below.

Centering a title over a cell range

• Click on cell C2 and type in the word 'Sales'.

• We want to center this within the range C2:G2. To do this, select the range
C2:G2.

• Click on the Merge and Center icon.

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• Your screen will now look like this.

Cell orientation
• Select the range C3:G3.

• Click on the Orientation icon.

• You will see a drop down menu allowing you to format the cell orientation.

• Select the Angle Clockwise command. Your data will now look like this.

• Experiment with applying some of the other orientation effects.

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Text wrapping within a cell

• Click on cell B14. Type
the following txt into
cell B14.

All revenues are pre-

tax profits.

• When you press the

Enter key you will see
that the text does not
'fit' into the cell.

• Select cell B14 and click on the Wrap Text button.

• The cell will now look like this.

• Save your changes and close the workbook.

Aligning cell contents vertically

• Select the worksheet called Vertical alignment (within the workbook
“AutoFill”). As you can see the cell contents are aligned to the bottom of the
cell.

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• Select the data as illustrated.

• Click on the Home tab and from within the Alignment group select the
required vertical alignment option.

• Experiment with applying each of the three vertical alignment options.

Top Alignment
Middle Alignment
Bottom Alignment

• After you have finished experimenting, set the alignment to Middle Alignment.

• Save your changes and close the workbook.

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Number formatting
Number formatting
• Select the worksheet called Number formatting (within the workbook
“AutoFill”). Click on cell C2.

• Click on the down arrow next to the Number Format control.

• You will see a drop down menu from which you can select the format. In this
case select Number.

• This tells Excel that the data contained within this cell should always now be
treated as a number, rather than say text or a date.

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Decimal point display

• Click on cell C4.

• Click on the Decrease Decimal icon a few times, so that no decimal places are
displayed.

• The cell contents should now look like this.

• Set the contents of cell C5 to display 1 decimal point.

• Set the contents of cell C6 to display 2 decimal points.

TIP: To increase the number of decimal points displayed, click on the Increase
Decimal icon.

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Applying and removing comma style formatting (to indicate thousands)

• Click on cell C8.

• Click on the Comma Style icon (within the Number group under the Home
tab) to format the number using commas.

• Your number should now look like this.

NOTE: To remove comma style formatting, click on the down arrow next to the
Number format icon (within the Number section of the Home tab).

• Select the General or Number format option, as illustrated.

• The cell contents will now be displayed without comma style formatting.

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Currency symbol
• Select cell C10.

• Format it to display the British Pound symbol. To do this click on the down
arrow next to the Currency icon.

• From the list displayed, select the £ option.

• Select cell C11 and format it to display the Dollar symbol.

• Select cell C12 and format it to display the Euro symbol. Your data will now
look like this.

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Percentages
• Click on the cell C15.

• To change this number from 17

to 17%, type in 17% and press
the Enter key. You will then see
the contents displayed as
illustrated below.

• Save your changes and close the workbook.

Applying Percentage formatting to a cell or range

• You can format numbers within a worksheet using the percentage format. You
need to be careful however how you use this formatting, as you can get some
unexpected results if used incorrectly.
• Select the worksheet called Percentage formatting (within the workbook
“AutoFill”). This worksheet contains two sets of data, neither of which make
sense at present. We need to tell Excel to treat the contents of cells C4 and G4
as cells containing percentages.
• Click on cell C4 to select it.

• To apply percentage formatting to this cell, click on the Home tab and from
within the Number group, click on the Percentage icon.

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• You will see the following, which is not quite the result you may have expected.

As you have just seen, if a cell contains numbers, BEFORE you apply percentage
formatting to the cell, then the numbers in the cell are multiplied by 100.

• Click on cell G4.

• To apply percentage formatting to this cell, click on the Home tab and from
within the Number section, click on the Percentage icon. The cell is empty so
you will not see any change. However if you enter the number 10, to cell G4
you will see the following.

As you have just seen, numbers that are typed into the cells after you apply the
percentage formatting are treated differently to cells already containing data.

• Save your changes and close the workbook.

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 Microsoft Excel 2010 – Basics

Setup & Printing Issues

Worksheet margins
• Open a workbook called
Print setup.
• Click on the Page Layout
tab, and from within the
Page Setup group, click on
the Margins icon.
• This will display a drop down from which you can select Normal, Wide or
Narrow.

• Clicking on the Custom

Margins command displays
the Margins tab within the
Page Setup dialog box.
You can use this dialog box
to set custom top, bottom,
left and right margins.

TIP: You can also use this dialog

box to set Header and Footer
values, as well as options to
center the table on the page
vertically and / or horizontally.

Experiment with setting margins.

TIP: Be sure not to make the

margin size to small or you may
have problems printing the
worksheet.

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Worksheet orientation
• Click on the Page Layout tab, and from within the Page Setup group, click on
the Orientation icon.

• You can select either

Portrait or Landscape
orientation, as illustrated.

• Try setting the orientation to Landscape. To see the effect in Print Preview
mode, press the Ctrl+F2 keyboard shortcut.

• To return to the normal

view, click on the Home
tab.

• Before continuing reset the orientation back to Portrait.

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Headers and footers

• Click on the Insert tab and
from within the Text group,
click on the Header & Footer
icon.

• You will see the Header area displayed at the top of the worksheet, as
illustrated.

• Type in the text for your header, such as Stock Levels for January.
• If you scroll down the page you will see the message 'Click to add footer'
displayed at the bottom of the worksheet.

• Click within the footer area and type in your name. As example is illustrated
below.
To modify a header or footer at any time just click over an existing header or
footer and edit as required.

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Header and footer fields

• When you are inserting or editing a footer or header, you will notice that you
see the Header and Footer Tools Ribbon. Within this Ribbon is the Header &
Footer Elements group, as illustrated below.

• You can use the icons in this section in insert an Excel field, such as the Page
Number. The great thing about fields is that they automatically update when
required. For instance if you insert a Page Number field, then as you add more
pages, the page number displayed on each page will increment.
• Another very useful field is the File Name field. This displays the file name of
the document in your header or footer, when you print, and is very useful when
you have printed out a copy of a worksheet and then several months later are
trying to remember the file name you used to save the worksheet as.

NOTE: When you insert a field, such as the File Name field, you may see the
field code rather than the actual file name. When you print the worksheet
however, this code is replaced by the actual file name.

• The File Path will display the file name and also the path to the folder in which
the file is stored.

• Experiment with inserting different fields into your header or footer.

Make sure that you have experimented with all of the following field types:

Page
Numbering:

Date:

Time:

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 Microsoft Excel 2010 – Basics

File name:

Worksheet
Name:

NOTE: To remove a header or footer field, select the field and press the Del
key.

Scaling your worksheet to fit a page(s)

• Click on the File Tab and then click on the arrow next to the Print side tab.
• Click on the down arrow next to the Scaling section.

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• The list displayed allows you to select print scaling options, such as Fit Sheet
on One Page.

• You can see that when this option is selected the sheet does, as expected, fit
onto one page.

• You can also customize how many pages you would want the data to fit on. To
do this click on the Custom Scaling Options button.

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 Microsoft Excel 2010 – Basics

• This will display the Page Setup dialog box, which you can use to customize
scaling of the printing.

• Save your changes and close the workbook.

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Displaying gridlines when printing

• To see how the worksheet will look when printed, view the worksheet in Print
Preview view. To do this press Ctrl+F2. As you can see the worksheet will
print without displaying gridlines.

• Click on the Page Layout tab. Within the Sheet Options group, click on the
Print check box under the Gridlines heading, as illustrated.

• View the worksheet in Print Preview view by pressing Ctrl+F2. As you can
see the worksheet will now print displaying gridlines.

• Before continuing, re-click on the Print Gridlines check box so that the
worksheet will print without displaying gridlines.

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 Microsoft Excel 2010 – Basics

Printing titles on every page when printing

• View the worksheet in Print Preview view by pressing Ctrl+F2. As you can
see the top row, containing the column titles is displayed on the first page.

• Click on the Next Page arrow button, displayed at the bottom-center of the
page to view the second page.

• As you can see the columns are displayed without a top row explaining what
each column relates to.

• We need to fix this as it would be very inconvenient to print out a long report
and always have to refer to the first page to know what each column relates to.

• Click on the Page Layout tab. Within the Page Setup group, click on the Print
Titles icon, as illustrated.

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• This will display the Page Setup dialog box.

• If necessary move dialog box so that you can see the title row within the
worksheet.

TIP: To move a dialog box, click on the Title Bar at the top of the dialog box
and while pressing the mouse button, drag with the mouse. When you release
the mouse button the dialog box will have moved.

• Click in the Rows to repeat at top box, within the dialog box.

• Click within the top row on the worksheet and your dialog box will look like this.

• Click on the OK button to close

the dialog box.

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• Press Ctrl+F2 to see the worksheet in Print Preview view. As you would
expect the title row is displayed across the top of the data.

• Click on the Next Page arrow button, displayed at the bottom-center of the
page to view the second page.

• You can see the second page also displays a title row at the top of the data.

TIP: You can use the same technique the repeat both rows and columns on
every page.

• Press Esc to exit from Print Preview view.

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Printing the Excel row and column headings

• Click on the Page Layout tab. Within the Sheet Options group, click on the
Print check box under the Headings, as illustrated.

• Press Ctrl+F2 to view the worksheet in Print Preview view. As you can see
the row and column heading are displayed, and would print like this.

• Press Esc to exit from Print Preview view.

Zooming the view

• Select the worksheet called Zoom (within the workbook “Print setup”). This
workbook contains text of various sizes, and may be unreadable at the normal
viewing zoom level. You can use the Zoom control to magnify the display of
data on the screen (or to reduce the size of data of the screen). You can see
the Zoom slider control displayed at the bottom-right of your screen.

• Click on the Plus or Minus button, or drag the

slider using the mouse to adjust the zoon levels.

• If you click on the Zoom value (100% in the example

show above), you will display the Zoom dialog box.
You can use this to set exact zoom levels.

• Before continuing set the Zoom level back to 100%

and close the workbook.

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Printing options
• Select a worksheet called Printing options (within the workbook “Print setup”).

• To print the entire worksheet, click on the File Tab and then click on the Print
side tab.

TIP: The keyboard shortcut to display the Print options is Ctrl+P.

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Setting the number of copies to print

• Within the Copies section of the printer options, type in the number of copies
required.

Selecting a printer
• Within the Printer section of the printer options, click on the down arrow next
to the selected printer.

• From the drop down list displayed

select another printer.

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Selecting individual worksheets or the entire workbook

• Within the Settings section of the printer options, click on the down arrow
next to the Print Active Sheets option.

• This will display options allowing you to print the active sheet, the entire
workbook, or just a selected area of a worksheet.

Selecting which pages to print

• Within the Pages section of the printer options, enter your starting and finishing
pages to be printed.

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Single or double sided printing

• Within the Pages section of the printer options, click on the down arrow next
to the Print One Sided option.

• Select the required option from the list.

Collation options
• Within the Collated section of the printer options, click on the down arrow
next to the section.

• Select the required option.

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Page orientation
• Within the Printer section of the printer options, click on the down arrow next
to the Printer Orientation section.

• Select the required option.

Margins
• Within the Printer section of the printer options, click on the down arrow next
to the margins section.

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• Select the required margin sizes.

• If you wish to set custom sized margins, click on the Custom Margins option.
This will display the Margins tab within the Page Setup dialog box.

• You can enter custom sized margins as required.

Printing
• To print a document using the settings you have selected click on the Print
button.

• Close any open documents, saving any changes that you have made and close
the Excel program.

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To Encrypt your file and Set a Password to Open It:

1. Click the Microsoft Office File Button , click on Protect Workbook,
and then click on Encrypt with Password.

2. Once the Encrypt with Password dialog box appears, type a password in the
Password box, and then click OK.
You may use up to 255 characters for
your password.
Next the Confirm Password dialog box
will popup once you click on OK
Next, in the Reenter password box,
type that same password again; and then
click OK to complete the encryption
process in excel before saving and
closing the file.

3. To save the password, choose Save As and then name the file.
NOTE: Passwords are case-sensitive. Check to ensure that the CAPS LOCK
key is turned off when you enter the password for the first time.
If you lose or forget a password, Microsoft cannot recover your data
or that file.

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To remove password protection from an Excel Workbook

1. Use the password to open the workbook.

2. Click the Microsoft Office File Button , click on Protect Workbook,

and then click on Encrypt with
Password.

3. When the Encrypt Document dialog

box appears, select and then delete the
encrypted password in the Password
box; then click OK.

4. Save the file.

Set a password to modify an Excel Workbook

In addition to setting a password to open an Excel Workbook, you can set a
password to allow others to modify the workbook.
1. Click the Microsoft Office File Button , click Save As, and on the
bottom right area of the Save As dialog, click on Tools.

2. From the Tools menu, click General Options and this dialog box will then open.

3. Under File sharing options for this document, in the Password to modify box,
type a password.

4. In the Confirm Password dialog, re-type the password. Click OK. Next, click the
Save button.
NOTE: To remove the password, follow these instructions and then delete
the password from the Password to modify box. Save the file by
clicking on the Save button.

Security Tips for Encrypting 2010 Microsoft Excel Files

TIP 1: Follow the DCCCD guidelines on How to Create A Strong Password at:
http://www.dcccd.edu/sitecollectiondocuments/dcccd/docs/departments/
dsc/it/infosecurity/howtocreateastrongpassword.pdf.
TIP 2: Be sure to send the password and the encrypted file in two separate
emails. It is not recommended to include the password in the same email
with the encrypted file.
TIP 3: Use a new and totally different password for each document with any and
all unauthorized person. It is not recommended to reuse an existing
password within the DCCCD or anywhere else.
NOTE: An authorized individual is the one whose DCCCD account/password
authorizes access; so if you are unsure, verify with your supervisor.

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How to Create a Strong Password

A strong password is a password that is difficult for others to determine by guessing
or by using automated programs. Use these guidelines to create strong passwords
for any account you use to access confidential information.

Strong Password Checklist

Strong passwords should:

• be at least eight (8) characters in length
• appear to be a random string of characters
• be easy for you to remember and type, but difficult for others to guess

Do not use:
• Your login name

• Your children’s/spouse’s/pet’s name(s)

• Your birthday

• Your phone number

• Other common information about yourself or your family that could be easily
known or guessed

• Dictionary-based words (in any language) because hackers use sophisticated

tools that can rapidly guess passwords that are based on words in the
dictionary, in a variety of languages, and even words spelled backwards.

NOTE: Do not use common words or names even if they are not found in a
dictionary.

• Dictionary-based words or common words/names with numbers (before and/or

after)

• Sequential repeating combinations, such as “12345678,” “555555,” “abcdefg,”

“QWERTY,” etc.

• Common words with letters replaced by numbers or symbols, such as

“M1cr0$oft,” “P@ssw0rd,” etc.

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Six Easy Steps for Creating a Strong Password From a Sentence

Steps Examples
1. Think of a unique and unusual My dog Spot is eight years old now
sentence that you can
remember and that contains
(eight words)
the same number of words as
the desired password length.

2. Substitute numbers for any My dog Spot is 8 years old now

applicable words.
“8” substituted for “eight”

NOTE: other common substitutions: “4” for

“for,” and “2” for “to,” etc.

3. Use the first letter of each Mdsi8yon

remaining word in the
sentence to create a new
lowercase “word.”

4. Modify this by substituting Mdsi8yoN

upper and lower case letters. Uppercase “M” and “N” substituted lowercase
letters

5. Substitute some special Md$!8y0N

characters that “look like” or Dollar sign ($) substituted for the letter “s”;
remind you of letters to make an exclamation point (!) substituted for the
this password even stronger. letter “i” the number zero (0) substituted for
the letter “o”

NOTE: other common substitutions: left

parenthesis [(] substituted for the
letter “c”; a percentage sign (%)
substituted for the letter “p”

6. Finally, check to make sure Md$!8y0N

the resulting password meets
all of the criteria from the
strong password checklist
above.

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Appendix: Customizing Excel

Modifying basic Excel options
• You can customize the way Excel looks and performs. To do this click on the
File Tab and within the drop down list displayed click on the Options button.

• This will display the Excel Options dialog box.

• You can use this to customize items such as the type of font used, the font size
used and the number of worksheets displayed within a new workbook. Try
altering the number of worksheets contained within a new workbook to 4 rather
than 3.

• Close the dialog box and press Ctrl+N to create a new workbook. You should
see 4 worksheets, as illustrated.

• Close the new workbook without saving any changes you have made.

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• Reset the default for new workbooks, back to 3 worksheets per workbook.

• Re-open the Excel Options dialog box and view the General options. Towards
the bottom of the dialog box you will see a section allowing you to personalize
your copy of Microsoft Office. If there is no name displayed here, insert your
name. If someone else’s name is displayed, replace it with your name. This
‘user name’ information can be used by many application programs to
automatically insert your details in to a document.

• Click on the Save tab (displayed down the left side of the dialog box).

You can use this page to set the default folder location to be used when saving
your workbooks. Make a note of the path displayed within the Default file
location section.

Change this to C:\ and then click on the OK button, which will mean that in
future Excel will, by default, open files from the root folder and also save files to
the root folder.

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To see the effect of the new default folder location, press Ctrl+O to display the
Open dialog box. You will notice that by default the root folder is displayed
(C:\).

Use the method outlined above to reset the default folder back to its original
location.

• As you can see there are lots more useful options that you can customize to
make your use of Excel easier and more productive. If you have time
investigate some of the other customization options available.

• Close the dialog box before continuing.

Getting help within Excel 2010

• Click on the Microsoft Excel Help icon (towards the top-right of the screen).

TIP: Or press the F1 help key.

• The Excel Help window is

displayed.

• As you can see a wide range of

help topics are displayed.

• Click on the Getting Started

with Excel 2010 link. This will
display the following information.
Selection techniques

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Commonly Used Keyboard Shortcuts

Navigate Inside Worksheets
Arrow Keys Move one cell up, down, left, or right in a worksheet.
Page Down / Page Up Move one screen down / one screen up in a worksheet.
Alt+Page
Move one screen to the right / to the left in a worksheet.
Down/ Alt+Page Up
Tab / Shift+Tab Move one cell to the right / to the left in a worksheet.
Ctrl+Arrow Keys Move to the edge of next data region (cells that contains data)
Home Move to the beginning of a row in a worksheet.
Ctrl+Home Move to the beginning of a worksheet.
Ctrl+End Move to the last cell with content on a worksheet.
Ctrl+F Display the Find and Replace dialog box (with Find selected).
Ctrl+H Display the Find and Replace dialog box (with Replace selected).
Shift+F4 Repeat last find.

Ctrl+G (Or F5) Display the 'Go To' dialog box.

Ctrl+Arrow
Inside a cell: Move one word to the left / to the right.
Left / Ctrl+Arrow Right
Home /End Inside a cell: Move to the beginning / to the end of a cell entry.
Display the AutoComplete list e.g. in cell with dropdowns or
Alt+Arrow Down
autofilter.

Select Cells
Shift+Spacebar Select the entire row.
Ctrl+Spacebar Select the entire column.
Ctrl+Shift+* (Asterisk) Select the current region around the active cell.
Select the entire worksheet or the data-containing area.
Ctrl+A (Or Ctrl+Shift+Spacebar)
Pressingctrl+a a second time then selects entire worksheet.
Ctrl+Shift+Page Up Select the current and previous sheet in a workbook.
Ctrl+Shift+O Select all cells with comments.
Shift+Arrow Keys Extend the selection by one cell.
Extend the selection to the last cell with content in row or
Ctrl+Shift+Arrow Key
column.
Shift+Page Down /Shift+Page Up Extend the selection down one screen /up one screen.
Shift+Home Extend the selection to the beginning of the row.
Ctrl+Shift+Home Extend the selection to the beginning of the worksheet.
Extend the selection to the last used cell on the worksheet
Ctrl+Shift+End
(lower-right corner).

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 Class registration and schedule:
http://helpdesk.dcccd.edu
or

www.dcccd.edu
Employees > Training and Development > Software Training and Support

Dallas TeleCollege at the R. Jan LeCroy Center for Educational Telecommunications

District Software Training & Support
9596 Walnut St. Dallas, TX 75243

Helpdesk Phone: 972-669-6477

Email: [email protected]
Support Web Site: http://helpdesk.dcccd.edu
Training Web Site: http://employeetraining.dcccd.edu/