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STUDENT MANUAL
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Microsoft® Office
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Excel® 2019: Part

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Microsoft® Office

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Excel® 2019: Part

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 Microsoft® Office Excel® 2019: Part 1

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Part Number: 091078

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Course Edition: 1.01

Acknowledgements

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PROJECT TEAM

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Author Media Designer Content Editor

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Jason Nufryk Brian Sullivan Peter Bauer
Tamara Hagen

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Logical Operations wishes to thank the Logical Operations Instructor Community, and in particular Mickey Curry, Dawn Hunter,
Gary Leenhouts, Carol Marion, and Elizabeth Robinson, for their instructional and technical expertise during the creation of this
course.

Notices
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DISCLAIMER
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While Logical Operations, Inc. takes care to ensure the accuracy and quality of these materials, we cannot guarantee their
accuracy, and all materials are provided without any warranty whatsoever, including, but not limited to, the implied warranties of
merchantability or fitness for a particular purpose. The name used in the data files for this course is that of a fictitious company. Any
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resemblance to current or future companies is purely coincidental. We do not believe we have used anyone's name in creating this
course, but if we have, please notify us and we will change the name in the next revision of the course. Logical Operations is an
independent provider of integrated training solutions for individuals, businesses, educational institutions, and government agencies.
The use of screenshots, photographs of another entity's products, or another entity's product name or service in this book is for
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editorial purposes only. No such use should be construed to imply sponsorship or endorsement of the book by nor any affiliation of
such entity with Logical Operations. This courseware may contain links to sites on the Internet that are owned and operated by third
parties (the "External Sites"). Logical Operations is not responsible for the availability of, or the content located on or through, any
External Site. Please contact Logical Operations if you have any concerns regarding such links or External Sites.
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TRADEMARK NOTICES
Logical Operations and the Logical Operations logo are trademarks of Logical Operations, Inc. and its affiliates.
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® ®
Microsoft and Excel are registered trademarks of Microsoft Corporation in the U.S. and other countries. The other Microsoft
products and services discussed or described may be trademarks or registered trademarks of Microsoft Corporation. All other
product and service names used may be common law or registered trademarks of their respective proprietors.
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Copyright © 2019 Logical Operations, Inc. All rights reserved. Screenshots used for illustrative purposes are the property of the
software proprietor. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means,
electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without
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express written permission of Logical Operations, 3535 Winton Place, Rochester, NY 14623, 1-800-456-4677 in the United States
and Canada, 1-585-350-7000 in all other countries. Logical Operations’ World Wide Web site is located at
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www.logicaloperations.com.
This book conveys no rights in the software or other products about which it was written; all use or licensing of such software or
other products is the responsibility of the user according to terms and conditions of the owner. Do not make illegal copies of books
or software. If you believe that this book, related materials, or any other Logical Operations materials are being reproduced or
transmitted without permission, please call 1-800-456-4677 in the United States and Canada, 1-585-350-7000 in all other countries.

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 Microsoft® Office Excel®
2019: Part 1

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Lesson 1: Getting Started with Excel 2019...................... 1

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Topic A: Navigate the Excel User Interface...................................... 2
Topic B: Use Excel Commands...................................................... 15

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Topic C: Create and Save a Basic Workbook.................................. 22
Topic D: Enter Cell Data............................................................... 29
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Topic E: Use Excel Help................................................................ 38
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Lesson 2: Performing Calculations................................ 43

Topic A: Create Worksheet Formulas............................................ 44
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Topic B: Insert Functions.............................................................. 53

Topic C: Reuse Formulas and Functions........................................65
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Lesson 3: Modifying a Worksheet..................................77

Topic A: Insert, Delete, and Adjust Cells, Columns, and Rows.......78
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Topic B: Search for and Replace Data............................................84

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Topic C: Use Proofing and Research Tools.................................... 92

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Lesson 4: Formatting a Worksheet................................ 99

Topic A: Apply Text Formats...................................................... 100
Topic B: Apply Number Formats................................................. 110

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 | Microsoft® Office Excel® 2019: Part 1 |

Topic C: Align Cell Contents................................................................. 115

Topic D: Apply Styles and Themes........................................................ 120
Topic E: Apply Basic Conditional Formatting......................................... 129
Topic F: Create and Use Templates.......................................................136

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Lesson 5: Printing Workbooks.............................................141

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Topic A: Preview and Print a Workbook.................................................142
Topic B: Set Up the Page Layout............................................................149

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Topic C: Configure Headers and Footers...............................................156

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Lesson 6: Managing Workbooks..........................................163

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Topic A: Manage Worksheets................................................................ 164
Topic B: Manage Workbook and Worksheet Views.................................170

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Topic C: Manage Workbook Properties................................................. 179
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Appendix A: Mapping Course Content to Excel Associate (Office 365
and Office 2019): Exam MO-200................................................ 189
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Appendix B: Mapping Course Content to Excel Expert (Office 365 and

Office 2019): Exam MO-201....................................................... 191
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Appendix C: Microsoft® Office Excel® 2019 Common Keyboard

Shortcuts.................................................................................... 193
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Appendix D: Adding Borders and Colors to Worksheets...................... 195

Topic A: Add Borders and Colors to Worksheets................................... 196
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Appendix E: Basic Excel Customization............................................... 201

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Topic A: Customize General Options and the Excel UI...........................202

Mastery Builders................................................................................. 209

Glossary............................................................................................. 223
Index.................................................................................................. 227

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 About This Course

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Organizations the world over rely on information to make sound decisions regarding all
manner of affairs. But with the amount of available data growing on a daily basis, the ability

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to make sense of all of that data is becoming more and more challenging. Fortunately, this is
where the power of Microsoft® Office Excel® 2019 can help. Excel can help you organize,

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calculate, analyze, revise, update, and present your data in ways that will help the decision
makers in your organization steer you in the right direction. It will also make these tasks
much easier for you to accomplish, and in much less time, than if you used traditional pen-

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and-paper methods or non-specialized software. This course aims to provide you with a
foundation for Excel knowledge and skills, which you can build upon to eventually become
an expert in data manipulation.
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This course covers Microsoft Office Specialist Program exam objectives to help you prepare
for the Excel Associate (Office 365 and Office 2019): Exam MO-200 and Excel Expert
(Office 365 and Office 2019): Exam MO-201 certifications.
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Course Description
Target Student
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This course is intended for students who wish to gain the foundational understanding of
Microsoft Office Excel 2019 that is necessary to create and work with electronic
spreadsheets.
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Course Prerequisites
To ensure success, students will need to be familiar with using personal computers and
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should have experience using a keyboard and mouse. Students should also be comfortable
working in the Windows® 10 environment and be able to use Windows 10 to manage
information on their computers. Specific tasks the students should be able to perform
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include: opening and closing applications, navigating basic file structures, and managing files
and folders. To obtain this level of skill and knowledge, you can take either one of the
following Logical Operations courses:
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• Using Microsoft® Windows® 10

• Microsoft® Windows® 10: Transition from Windows® 7
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Course Objectives
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Upon successful completion of this course, you will be able to create and develop Excel
worksheets and workbooks in order to work with and analyze the data that is critical to the
success of your organization.
You will:
• Get started with Microsoft Office Excel 2019.

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 | Microsoft® Office Excel® 2019: Part 1 |

• Perform calculations.
• Modify a worksheet.
• Format a worksheet.
• Print workbooks.
• Manage workbooks.

The CHOICE Home Screen

Logon and access information for your CHOICE environment will be provided with your class

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experience. The CHOICE platform is your entry point to the CHOICE learning experience, of

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which this course manual is only one part.
On the CHOICE Home screen, you can access the CHOICE Course screens for your specific
courses. Visit the CHOICE Course screen both during and after class to make use of the world of

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support and instructional resources that make up the CHOICE experience.
Each CHOICE Course screen will give you access to the following resources:

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• Classroom: A link to your training provider's classroom environment.
• eBook: An interactive electronic version of the printed book for your course.

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• Files: Any course files available to download.
• Checklists: Step-by-step procedures and general guidelines you can use as a reference during

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and after class.
• LearnTOs: Brief animated videos that enhance and extend the classroom learning experience.
• Assessment: A course assessment for your self-assessment of the course content.

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• Social media resources that enable you to collaborate with others in the learning community
using professional communications sites such as LinkedIn or microblogging tools such as
Twitter.
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Depending on the nature of your course and the components chosen by your learning provider, the
CHOICE Course screen may also include access to elements such as:
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• LogicalLABS, a virtual technical environment for your course.

• Various partner resources related to the courseware.
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• Related certifications or credentials.

• A link to your training provider's website.
• Notices from the CHOICE administrator.
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• Newsletters and other communications from your learning provider.

• Mentoring services.
Visit your CHOICE Home screen often to connect, communicate, and extend your learning
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experience!
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How to Use This Book

As You Learn
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This book is divided into lessons and topics, covering a subject or a set of related subjects. In most
cases, lessons are arranged in order of increasing proficiency.
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The results-oriented topics include relevant and supporting information you need to master the
content. Each topic has various types of activities designed to enable you to solidify your
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understanding of the informational material presented in the course. Information is provided for
reference and reflection to facilitate understanding and practice.
Data files for various activities as well as other supporting files for the course are available by
download from the CHOICE Course screen. In addition to sample data for the course exercises, the
course files may contain media components to enhance your learning and additional reference
materials for use both during and after the course.

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| About This Course |
 | Microsoft® Office Excel® 2019: Part 1 |

Checklists of procedures and guidelines can be used during class and as after-class references when
you're back on the job and need to refresh your understanding.
At the back of the book, you will find a glossary of the definitions of the terms and concepts used
throughout the course. You will also find an index to assist in locating information within the
instructional components of the book. In many electronic versions of the book, you can click links
on key words in the content to move to the associated glossary definition, and on page references in
the index to move to that term in the content. To return to the previous location in the document
after clicking a link, use the appropriate functionality in your PDF viewing software.

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As You Review

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Any method of instruction is only as effective as the time and effort you, the student, are willing to
invest in it. In addition, some of the information that you learn in class may not be important to you
immediately, but it may become important later. For this reason, we encourage you to spend some

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time reviewing the content of the course after your time in the classroom.

As a Reference

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The organization and layout of this book make it an easy-to-use resource for future reference.

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Taking advantage of the glossary, index, and table of contents, you can use this book as a first
source of definitions, background information, and summaries.

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Course Icons
Watch throughout the material for the following visual cues.

Icon Description
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A Note provides additional information, guidance, or hints about a topic or task.
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A Caution note makes you aware of places where you need to be particularly careful
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with your actions, settings, or decisions so that you can be sure to get the desired
results of an activity or task.
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LearnTO notes show you where an associated LearnTO is particularly relevant to

the content. Access LearnTOs from your CHOICE Course screen.
Checklists provide job aids you can use after class as a reference to perform skills
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back on the job. Access checklists from your CHOICE Course screen.
Social notes remind you to check your CHOICE Course screen for opportunities to
interact with the CHOICE community using social media.
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| About This Course |
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 1 Getting Started with
Excel 2019

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Lesson Time: 1 hour, 30 minutes

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Lesson Introduction

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You want to use Microsoft® Office Excel® 2019 to store and analyze data for your
organization, but you're new to Excel and it's hard to know where to begin. In order to take

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advantage of everything Excel has to offer, you must first understand the "lay of the land."
How do you interact with Excel? What, exactly, can it do? How do you get Excel to do
these things for you? It is precisely these types of questions this lesson aims to answer.
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Like many Microsoft Office applications, Excel has a standard layout that provides you with
access to all of the commands, work areas, options, and settings you will need to begin
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developing and using electronic worksheets in your day-to-day life. Taking the time to
become familiar with Excel's layout, its various parts, its commands, and its terminology is a
critical first step toward your goal of storing and analyzing organizational data.
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Lesson Objectives
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In this lesson, you will:

• Navigate the Excel user interface.
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• Use Excel commands.

• Create and save a basic workbook.
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• Enter cell data.

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• Use Excel Help.

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 2 | Microsoft® Office Excel® 2019: Part 1

TOPIC A
Navigate the Excel User Interface
Consider polling Before you can effectively use Excel 2019 to store and manage your data, you need to become
students about their familiar with the application's environment. Specifically, you need to be able to locate and identify
overall Excel experience key components of Excel on its user interface. In this topic, you'll examine Excel's interface,

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and adjusting your pace including its various commands and options, so that you can quickly and efficiently work with your
and presentation data in the ways you see fit.

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accordingly, especially in
this first lesson.
Microsoft Office Excel 2019

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Microsoft Office Excel 2019 is an application that is part of the Microsoft Office 2019 suite of user
productivity software. Excel is a powerful electronic spreadsheet program that allows you to store,

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present, manipulate, and analyze a number of different types of data. Excel's functionality enables
you to work with and analyze massive amounts of raw data in order to obtain actionable

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organizational intelligence. This intelligence will help you make sound decisions to improve any
number of business and organizational operations.

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Spreadsheets, Worksheets, and Workbooks
Spreadsheets,
Worksheets, and
Workbooks (2 Slides)
store, manipulate, and analyze data. or
A spreadsheet is simply a paper or an electronic document, arranged in tabular form, that is used to

A worksheet is an electronic spreadsheet that is used for entering, storing, and analyzing data in
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Excel. Think of worksheets as individual pages within Excel that display and allow you to work with
your data.
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A workbook is an Excel file that serves as a container to store related Excel worksheets. Applying
the individual page analogy: if the worksheets are the individual pages, the workbook is the binding
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that holds the pages together.

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Figure 1-1: Excel workbooks act like binders for related worksheets.
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Lesson 1: Getting Started with Excel 2019 | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 3

The default number of worksheets in a new Excel 2019 workbook is one. You can add or remove
worksheets to suit your needs and you can name, rename, and rearrange the order of worksheets in a
workbook. The number of worksheets that a workbook can contain is limited by your computer's
available memory.

Cells and Ranges

An Excel worksheet is arranged in a tabular format, meaning it consists of a series of columns and Cells and Ranges
rows that intersect to form cells. A cell is a singular container that you can use to input and store

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data. Each individual rectangle that you see on an Excel worksheet is a separate cell.

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Figure 1-2: A cell in an Excel worksheet.
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In Excel, a range is a contiguous group of cells that typically contains related data. A range can
consist of an entire row or column, a group of cells in a row or column, or a group of cells that
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covers multiple rows and columns. You can use ranges to organize your worksheets by related sets
of data.
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Figure 1-3: A range in an Excel worksheet.

Cell Regions
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You may also come across the term region in reference to worksheet cells. A region is simply a
group of contiguous, populated cells. A region is different from a range because a range can,
technically, contain blank cells, rows, or columns; a region does not.
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Cell and Range References

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In Excel, cells are identified by using cell references. Think of a cell reference as the name of a cell, Cell and Range
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used to differentiate it from among the other cells on a worksheet. A cell reference consists of a References
letter and a number. The letter refers to the column headers in Excel, whereas the number refers
to the row headers. So, the cell on a worksheet that is located at the intersection of column C and
row 5 has the cell reference C5.
Column headers are displayed along the top of an Excel worksheet and are used to differentiate
individual columns. Column headers begin with the letter A for the first column, and run through
the course of the entire alphabet. After Z, column headers continue with AA through AZ. After AZ
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Lesson 1: Getting Started with Excel 2019 | Topic A
 4 | Microsoft® Office Excel® 2019: Part 1

comes BA through BZ, and so on. Row headers are displayed along the left side of an Excel
worksheet and are used to differentiate individual rows. Row headers begin at 1 and increase
sequentially.
Note: In Excel 2019, a worksheet can contain up to 16,384 columns and 1,048,576 rows. The
last possible cell reference in an Excel worksheet is XFD1048576.

You will use range references to identify particular ranges of data in your worksheets. A range
reference consists of two cell references separated by a colon. The first cell reference identifies the
top-leftmost cell in a range; the second cell reference identifies the bottom-rightmost cell in a range.

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So, for example, the range of cells that includes the first five rows in columns A through D is

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A1:D5.

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Figure 1-4: Use column and row headers to define cell and range references.
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The General Excel UI
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The General Excel UI The Excel user interface (UI) contains all of the workspaces and commands that you will use to
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create and work with workbooks and worksheets. The general areas along the top and bottom of the
Excel UI contain elements that display information about the current workbook and provide you
with access to some of the more commonly used commands and tools.
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Figure 1-5: The general elements of the Excel UI.

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Lesson 1: Getting Started with Excel 2019 | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 5

The following table describes the functions of the outer elements of the Excel UI.

Excel UI Element Description

Title bar Displays the workbook file name.

Quick Access Provides you with easy access to commonly used Excel commands, such
Toolbar as Save, Undo, and Redo. You can customize the Quick Access
Toolbar to suit your needs.
Ribbon Provides you with access to the most commonly used commands for

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working with Excel workbooks and worksheets. The ribbon is organized

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into a series of tabs, each containing groups of related commands. You
can customize the ribbon to suit your needs.
Status bar Displays the status of various conditions pertinent to Excel, such as the

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mode of the active cell, and whether or not Caps Lock or Number
Lock is enabled. You can customize what information is displayed on the

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status bar.
View and zoom Provide you with quick access to commands that change the current

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controls workbook view and change the magnification level of the displayed
worksheet.

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The Workbook and Worksheet UI Elements

navigation controls to help you locate and work with data. or

The inner part of the Excel UI displays your workbook and worksheet contents and some common The Workbook and
Worksheet UI Elements
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Figure 1-6: The inner elements of the Excel UI.

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The following table describes the various elements of the inner portion of the Excel UI.

Excel UI Element Description

Formula Bar Displays the contents of the currently selected cell in a worksheet.
You can also use the Formula Bar to edit cell contents.

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Lesson 1: Getting Started with Excel 2019 | Topic A
 6 | Microsoft® Office Excel® 2019: Part 1

Excel UI Element Description

Name Box Displays the cell reference for the currently selected cell, or the cell
reference of the active cell in the currently selected range. The
Name Box can also display custom range names and can be used
to navigate to a particular cell.
Column headers Identify each separate column with a unique letter or letter
combination.

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Row headers Identify each separate row with a unique number.

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Select All button Selects all cells in the worksheet.
Scroll bars Navigate vertically and horizontally across worksheets.

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Worksheet tab navigation Navigate among the various worksheets within a workbook.
controls

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Worksheet tabs Open a particular worksheet within a workbook. You can also use
worksheet tabs to name, rename, and arrange worksheets, and you
can apply certain formatting options to the tabs.

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New sheet button Adds a blank worksheet to the workbook.

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The LearnTO Navigate Each workbook file that you open simultaneously appears within its own instance of the Excel user
the Microsoft Excel 2016 interface, and each window displays the same commands and workspaces. You can open as many
Interface presentation is
available from the
LearnTO tile on the
CHOICE Course screen.
You may choose to
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simultaneous instances of workbooks as your computer's memory can support.
Note: If you would like more information about the Excel user interface, check out the
LearnTO Navigate the Microsoft Excel 2016 Interface presentation from the LearnTO tile
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on the CHOICE Course screen. Although this video shows Excel 2016 as an example, the
include it in your general navigation techniques are applicable to any version of Excel.
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instructional plans, or
you can remind students
about the tile and the
Excel Window Commands
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supplemental
information it contains.
Although this video You can resize the Excel UI to better fit your computer screen and modify the general display
shows Excel 2016 as an setting for the ribbon by using the Excel window commands in the top-right corner of the UI. You
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example, the general can also close the Excel 2019 application from here.
navigation techniques
are applicable to any
version of Excel.
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Excel Window
Commands
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Figure 1-7: The Excel window commands.

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The following table describes the functions of the Excel window commands.

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Lesson 1: Getting Started with Excel 2019 | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 7

Command Enables You To

Ribbon Display Options Change how Excel displays the ribbon in the UI. You have the
button following three options:
• Auto-hide Ribbon: This option hides the ribbon entirely until
you select the top of the Excel UI. Once displayed, the ribbon
remains visible until you select something outside of it.
• Show Tabs: This option hides the ribbon groups and commands,
but leaves the ribbon tabs visible. The command groups and

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commands appear when you select a ribbon tab and disappear

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again when you select an item outside the ribbon.
• Show Tabs and Commands: This is the default ribbon display
option, which leaves the entire ribbon on screen at all times.

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Minimize button Hide the entire Excel 2019 UI. The application remains open,
however, and the Excel 2019 icon still appears on the Windows®

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taskbar.
Maximize/Restore Down Reduce the size of the Excel UI from full screen to a smaller sized

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button window, or maximize a smaller window back to full screen. When
the window is reduced in size, you can drag the bottom-right corner

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of the UI to resize the Excel window to suit your needs.
Close button Close the currently selected workbook. If there is only one Excel
workbook file open when you select the Close button, the entire
application closes, too.
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The Backstage View
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The Backstage view appears when you select the File tab on the ribbon. Along the left pane in the The Backstage View
Backstage view, Excel displays a series of commands and tabs that enable you to save and access
Excel workbooks, as well as work with your Excel files and configure Excel application options.
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Figure 1-8: The Excel 2019 Backstage view.

Common tasks you may perform in the Backstage view include previewing and printing
workbooks, saving and accessing Excel files, applying security options, and sharing workbooks with

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Lesson 1: Getting Started with Excel 2019 | Topic A
 8 | Microsoft® Office Excel® 2019: Part 1

colleagues. You can exit the Backstage view by selecting the Back button at the top of the left
pane.
Note: In earlier versions of Excel, it was easier to distinguish the commands from the tabs in
the Backstage view. In Excel 2019, however, tabs and commands have the same appearance.

The following table describes the various elements of the Excel Backstage view.

Backstage View Description

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Element

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Left pane Displays the file commands and the various Backstage view tabs.
File commands Enable you to open, close, and save your Excel workbook files.

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Tabs Provide you with access to commands for working with your Excel
workbooks and various options for configuring the Excel environment.

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Right pane Displays various commands and options for working with your Excel
workbook files depending on the tab you select in the left pane.

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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Open Workbooks.

Mouse Navigation or
As with many Microsoft Office applications, Excel 2019 provides you with a number of options for
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performing the same task. This is no different for navigating your worksheets and workbooks. One
of the most basic methods you will use to navigate your workbooks and worksheets is to use the
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mouse.
Note: This content assumes the use of a desktop computer, a laptop computer, or a touchscreen
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device with a mouse attached. As touchscreen devices are becoming commonplace, you may
find yourself using Excel 2019 on a touchscreen device without a mouse. Consult your device's
operation manual for common equivalents to mouse-click commands.
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Mouse Navigation The following table describes some of the most commonly used mouse navigation techniques within
Excel 2019.
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Navigation Option Mouse Command

Select a particular cell. Select the desired cell.

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Select a range of cells. Click and drag to select the desired range of
cells.
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Select an entire column or row. Select the desired column or row header.
Move the worksheet display up or down by a Select one of the vertical scroll arrows.
single row.
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Move the worksheet display left or right by a Select one of the horizontal scroll arrows.
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single column.
Move the worksheet display by more than one Click and drag the vertical or horizontal scroll
row or column at a time. bars to the desired view.
Move the worksheet display one screen at a On the vertical scroll bar, select the area
time. between the scroll bar and the desired direction's
scroll arrow.
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Lesson 1: Getting Started with Excel 2019 | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 9

Navigation Option Mouse Command

Display a different worksheet. Select the desired worksheet tab along the
bottom of the workbook window.

Mouse Cursor Icons

In Excel, your mouse cursor will change its icon based on the current context and/or location. As
you navigate or manipulate a worksheet with the mouse, pay attention to the mouse cursor icon so
you can be certain about the action you're about to perform.

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Note: Some concepts in this table, such as AutoFit and AutoFill, will be discussed later in the

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course.

The following table describes some of the most common mouse cursor icons in Excel. Mouse Cursor Icons

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Icon Cursor Context/Location Description

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Placed on ribbon tabs or Select an element to perform the
commands, Backstage tabs or associated action.

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commands, Quick Access
Toolbar commands, scroll bars,

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sheet tabs and navigation
commands, and view and zoom
controls.

of cells. or
Placed at any edge of a cell or range Drag a cell or range of cells to
move the data inside to another cell
or range.
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Placed over a cell in a worksheet. Select an individual cell, or drag to

select a range of cells.
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Placed between worksheet column Resize the column to the left of the
up

headers. cursor, or double-click to AutoFit

the column to the left of the cursor.
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Placed between worksheet row Resize the row above the cursor, or
headers. double-click to AutoFit the column
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above the cursor.

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Placed inside an active cell, the Select inside a text box or the
Formula Bar, or various text Formula Bar to begin typing data
boxes. into it. Or, double-click an active
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cell to do likewise.
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Placed at the bottom-right corner Drag vertically or horizontally to

of a cell or range of cells. copy or AutoFill data into adjacent
cells.

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Lesson 1: Getting Started with Excel 2019 | Topic A
 10 | Microsoft® Office Excel® 2019: Part 1

Keyboard Navigation
Keyboard Navigation Excel 2019 also provides you with a number of options for navigating your workbooks and
worksheets using keyboard commands.
Note: This content assumes the use of a desktop computer, a laptop computer, or the use of a
touchscreen device with an attached keyboard. If you are using Excel 2019 on an exclusively
touchscreen device, consult your device's operation manual or support material to determine if
these keyboard navigation options will work or if there are equivalent commands.

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The following table describes some of the most commonly used keyboard navigation techniques in

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Excel 2019.
Although pressing Ctrl
+Home will usually Navigation Option Keyboard Command

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navigate to cell A1, if
freeze panes has been Move one cell up, down, left, or right from Press the Up, Down, Left, or Right arrow key.
activated in the the currently selected cell.

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worksheet, Ctrl+Home
will instead navigate to
Move to the cell in column A of the current Press the Home key.
row.

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the first cell in the pane.
Consider explaining this Move to the first or last column or row of Press and hold down the Ctrl key, and then press
to students later in the data. the Up, Down, Left, or Right arrow key.

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course, when they learn
about freezing panes. Scroll up or down by one screen. Press the Page Up or the Page Down key.
Scroll left or right by one screen. Press Alt+Page Up or Alt+Page Down.
Move one cell to the right. or Press the Tab key. This will also enter any data you
have typed into the cell.
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Move one cell to the left. Press Shift+Tab.
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Move one cell down. Press the Enter key. This will also enter any data
you have typed into the cell.
To enter data without navigating away from the
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cell, press Ctrl+Enter.

Move one cell up. Press Shift+Enter.
up

Move to cell A1. Press Ctrl+Home.

Navigate left or right through the worksheets Press Ctrl+Page Up or Ctrl+Page Down.
in a workbook.
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The Active Cell

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The Active Cell When you select a cell in Excel, it becomes the active cell, and it is only into the active cell that you
can initially enter data. An active cell is displayed with a solid green border around it.
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When you select a range of cells, only one cell within the range is the active cell; that is the cell that
is displayed without a shaded background. You can use the Tab and the Enter keys to navigate
o

among cells within a selected range while maintaining the range as your selection. In addition to
dragging to select a range with your mouse, you can press and hold down the Shift key to select a
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contiguous range of cells, or you can press and hold down the Ctrl key to select a non-contiguous
group of cells.
When interacting with the cells in your worksheets, an active cell can be in one of three modes:
Ready, Enter, or Edit. Excel displays the status of the selected cell on the left side of the status bar.
• Ready mode tells you a cell is selected and that it is waiting for you to interact with it.
• Enter mode activates once you start typing data into a cell.

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Lesson 1: Getting Started with Excel 2019 | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 11

• Edit mode activates and allows you to enter or edit data.

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Figure 1-9: The active cell mode indicator.

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Basic Data Entry

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The following table describes the two main methods you can use to enter data into the cells in your Basic Data Entry
worksheets.

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Let students know they
Data Entry Method Description may encounter slightly
different behavior than is

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Directly into the active The most basic method of entering data into a cell is to select the cell, indicated in this table
cell type the data, and then press either the Tab or the Enter key. Pressing when using the Enter
Tab will enter the data and navigate one cell to the right. Pressing key to navigate down a

row down. or
Enter will enter the data and navigate to the first open cell in the next

If there is already data in the cell, using this method will overwrite the
previous data.
row. Sometimes Excel
will recognize patterns in
data entry and may not
return to the first empty
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cell in the next row when
a user presses Enter.
Using Edit mode You can use Edit mode to either enter new data in an empty cell or
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edit existing data. Using Edit mode is more useful for editing existing
data; otherwise, Edit mode is simply an extra step if you're just adding
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new data.
To use Edit mode, either double-click the desired cell, select the
desired cell and then place the insertion point in the Formula Bar, or
up

select the desired cell and then press F2. Once in Edit mode, you can
place the insertion point wherever you like, in the cell or the Formula
Bar, and edit the existing data as you normally would in a word-
processing application. Once you've edited the data, regardless of
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where the insertion point is, you can press either Tab or Enter to
enter the data and navigate to the desired next cell.
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N
o
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Lesson 1: Getting Started with Excel 2019 | Topic A
 12 | Microsoft® Office Excel® 2019: Part 1

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ib
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Figure 1-10: Entering cell data. Notice that the Name Box displays the active cell, and the

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Formula Bar reflects the cell's current contents.

Note: To enter data in a cell and keep that cell as the active cell, press Ctrl+Enter to enter the

or
data. Also, you can use the Up, Down, Left, or Right arrow key to enter data and then navigate
one cell in the desired direction.
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Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Navigate the Excel Environment.

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up
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o
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Lesson 1: Getting Started with Excel 2019 | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 13

ACTIVITY 1-1
Navigating the Excel User Interface
Activity
Data File

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C:\091078Data\Getting Started with Excel 2019\Develetech Holiday Schedule.xlsx

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Before You Begin
You are logged in to your computer and the Windows 10 desktop screen is displayed, but Excel

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2019 is not open.
Windows 10 is set to display file extensions.

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Scenario

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Develetech Industries is a mid-size home electronics manufacturer located in the fictitious city and
state of Greene City, Richland (RL). Develetech has continued to grow and now has stores

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throughout the United States, as well as stores in select cities in Canada and Mexico. Recent industry
rumors indicate that expansion into Europe is on the horizon.
You have recently joined Develetech as a sales manager. Your responsibilities include using Excel to

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analyze sales trends and other company data. You have used other spreadsheet applications to work
with data in the past, but not Excel. You realize you'll need to get up to speed on how Excel works,
and fast. You decide to start by locating the critical user interface elements you'll work with most
often. As part of the onboarding and orientation process, your HR representative provided you with
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the company paid holiday schedule for the current year as an Excel workbook file. Because you need
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to plan your paid time off anyway, you decide to open that file in Excel to explore the user interface.
Notify students of any
Note: Activities may vary slightly if the software vendor has issued digital updates. Your changes to activities
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instructor will notify you of any changes. based on digital software

updates issued by the
software vendor.
up

1. Open Excel 2019.

a) From the Windows 10 taskbar, select the Excel 2019 icon.

b) If Excel does not appear full screen, select the Maximize button.
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2. Open the Develetech Holiday Schedule.xlsx file. Ensure all students can
view file extensions on
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a) From the Excel screen, in the left pane, select Open Other Workbooks.
their workstations. Assist
b) From the Open screen, select Browse. anyone who needs help
c) In the Open dialog box, navigate to the C:\091078Data\Getting Started with Excel 2019 folder. turning on the display of
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d) Select the Develetech Holiday Schedule.xlsx workbook file, and then select Open. file extensions.
When students select
3. Navigate the ribbon.
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the Print tab while in the

a) Select several of the ribbon tabs other than the File tab. Backstage view, the
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b) Verify that the displayed commands on the ribbon change for each tab. default page breaks may
appear on the
worksheet. Let them
4. Explore the Backstage view. know this is normal, that
a) Select the File tab. it will have no effect on
b) In the left pane, select New, then Open, and then Print. the current activity, and
that you'll be covering
c) Verify that the commands and options in the right pane change for the various tabs. page breaks later in the
course.
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Lesson 1: Getting Started with Excel 2019 | Topic A
 14 | Microsoft® Office Excel® 2019: Part 1

d) Select the Back button to exit the Backstage view.

5. Select a cell and a range with the mouse.

a) Ensure that cell A1 is selected.
Verify that it is displayed with a solid green border and that A1 appears in the Name Box. Verify that
Day appears in the Formula Bar.
b) Select cell C10.
Verify that it is now the active cell, that C10 appears in the Name Box, and that Christmas appears

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in the Formula Bar.
c) Click and drag from cell A1 to cell A10.

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Confirm that the range A1:A10 is selected and that cell A1 is the active cell. Verify that A1 appears
in the Name Box and that Day appears in the Formula Bar.

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6. Move between cells in a selected range using the keyboard.
a) Press Enter.

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Verify that cell A2 is now the active cell, that A2 appears in the Name Box, and that Wed appears in
the Formula Bar.

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Remind students that b) Press the Enter key until cell A10 is the active cell.
the active cell within a

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range appears without a 7. Select two ranges simultaneously.
shaded background.
Reinforce the notion a) Select cell A2.
that, even though a b) Press and hold down the Shift key, and then select cell C2.
range is selected, you
can directly enter data
into only the active cell
within the range.
or
Verify that the range A2:C2 is selected and that cell A2 is the active cell within the range.
c) Press and hold down the Ctrl key, and then select the range A10:C10 using your mouse.
Verify that the ranges A2:C2 and A10:C10 are both selected.
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up
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8. Use the keyboard to navigate the worksheet.

a) Select cell A1.
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b) Use the Down arrow and Right arrow keys to navigate to cell C10.
c) Use the Up arrow and Left arrow keys to navigate back to cell A1.
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d) Press the Enter key to navigate to cell A2.

e) Press and hold down Shift and press Enter to navigate back to cell A1.
f) Press Tab to navigate to cell B1.
g) Press and hold down Shift and press Tab to navigate back to cell A1.

9. Leave the workbook open.

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Lesson 1: Getting Started with Excel 2019 | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 15

TOPIC B
Use Excel Commands
You've navigated your way around the Excel environment and entered basic cell data. Having taken
these few important first steps, you're ready to begin taking advantage of the wide array of
functionality Excel 2019 has to offer. But, in order to do so, you'll need to be familiar with where to

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look to find the commands you need.

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The Ribbon

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The ribbon, a common interface element shared by all Microsoft Office 2019 applications, is a The Ribbon
component of the Excel 2019 UI. The ribbon is a graphical user interface that contains all of the
most commonly used commands you will need to create, modify, and work with your Excel

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workbooks. It was designed as a way to provide quick access to frequently used commands without
the need to extensively navigate menus and submenus. The ribbon is displayed along the top of the

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Excel UI and is organized into a series of tabs that contain command groups. These command
groups contain sets of functionally related commands that you will use to enter, format, revise, and

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work with your workbook data.
Some ribbon groups also display a dialog box launcher. These downward-facing arrows in the
bottom-right corner of some command groups open dialog boxes that provide you with access to

or
even more commands and options related to the functionality of the particular group's commands.
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up

Figure 1-11: The Excel 2019 ribbon.

Note: Some Excel 2019 command buttons are split, meaning there are actually two separate
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buttons you can select independently. This is often the case with commands that have multiple
options/variations accessible by selecting a drop-down arrow. The Paste command button in
the Clipboard group on the Home tab is an example of this. For these commands, you will be
ot

directed to either select just the button, as in "Select Home→Clipboard→Paste," or you will
be directed to select the drop-down arrow if necessary, as in "Select
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Home→Clipboard→Paste drop-down arrow→Paste Special."

The ribbon is a customizable element of the Excel UI. You can add tabs, groups, and individual
commands to suit your particular needs and work habits. You can also hide the ribbon to create
o

more workable space within the application window.

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The following table provides a description of the various ribbon elements. Ribbon customization is
discussed in more depth
Ribbon Element Description in an appendix.

Tabs Organizes the ribbon at the highest level according to task functions such
as inserting objects, working with formulas, and configuring the view of
your worksheets.

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Lesson 1: Getting Started with Excel 2019 | Topic B
 16 | Microsoft® Office Excel® 2019: Part 1

Ribbon Element Description

Groups Contain functionally related sets of commands that you will use to perform
most Excel tasks.
Commands Execute the desired action or configure the desired settings and options.
Dialog box launchers Open dialog boxes containing further commands or options related to the
functionality of the group's commands.
Tell Me Allows you to perform a keyword search for Excel commands.

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Note: This course uses a streamlined notation for ribbon commands. They'll appear as
"[Ribbon Tab]→[Group]→[Button or Control]" as in "Select Home→Clipboard→Paste."
If the group name isn't needed for navigation or there isn't a group, it's omitted, as in "Select

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File→Open." For selections that open menus and submenus, this notation convention will
continue until you are directed to select the final command or option, as in "Select

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Home→Cells→Format→Hide & Unhide→Hide Rows."

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The Ribbon Tabs

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The Ribbon Tabs The following table describes the types of commands each of the ribbon tabs displays.

Ribbon Tab Contains Commands For

File
or
Working with your Excel files and configuring system-wide and application
settings and options. Selecting the File tab accesses the Backstage view,
providing you with access to these commands and settings.
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Home Executing some of the most common Excel tasks. The Home tab displays
commands for basic text formatting and editing; applying various styles
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and formatting to your data; and sorting, filtering, and searching your data.
Insert Inserting a variety of objects, such as charts, tables, and graphics, into your
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workbooks; creating and editing hyperlinks; adding headers and footers to

worksheets; and inserting equations and symbols.
up

Page Layout Applying themes and effects to worksheets; configuring the overall layout
of your worksheets; and arranging worksheet objects.
Formulas Inserting and working with formulas and functions; naming cells and
ranges; troubleshooting workbook data, functions, and formulas; and
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setting calculation options.

Data Importing data from other sources; performing various data analysis tasks;
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and organizing worksheet data into a hierarchical structure.

Review Reviewing, proofing, adding comments to, and sharing your workbooks.
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View Configuring workbook views, viewing multiple workbooks simultaneously,

and setting the magnification level.
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Help Searching the documentation, contacting support, providing feedback,

suggesting a feature, and accessing Microsoft resources such as the user
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community and the blog.

This course assumes
use of the ribbon, but
you may wish to let Tell Me
students know that they
can use Tell Me Excel 2019's Tell Me feature, located after the rightmost ribbon tab, provides you with the ability to
throughout, if they quickly search for a particular command. You can execute the command right from the list of
prefer. results.
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Lesson 1: Getting Started with Excel 2019 | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 17

By typing text into Tell Me, Excel will return several of the most relevant search results in a drop-
down menu; each keystroke will update the results on-the-fly, so the more information you provide
in your search, the more likely Tell Me is to show you what you're looking for.
Tell Me

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ib
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or
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Figure 1-12: Using Tell Me to search for a command, as well as displaying Recently Used search
results.
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Even if you don't know the exact name of the command you're looking for, Tell Me can still return
useful results when you use relevant search terms. For example, searching for "insert image" will
return the actual command Insert Picture.
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Additionally, when you place your insertion point in the Tell Me text box, a Recently Used section
of the drop-down menu will automatically display the last five commands you searched for and
executed. This can help you save time if you need to repeatedly search for the same few commands.
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ScreenTips and KeyTips

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Excel 2019 provides two features that can help you identify and access various elements of the UI: ScreenTips and KeyTips
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ScreenTips and KeyTips. ScreenTips appear when you place the mouse pointer over commands
and some other elements of the UI. ScreenTips appear in a small pop-up window, and provide
information such as a command's name, a description of what the command or screen element
does, and the keyboard shortcut that performs the same function.

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Lesson 1: Getting Started with Excel 2019 | Topic B
 18 | Microsoft® Office Excel® 2019: Part 1

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ib
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Figure 1-13: A ScreenTip and KeyTips in Excel 2019.

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KeyTips differ from ScreenTips in that they allow you to actually interact with particular commands
on screen. KeyTips appear along the ribbon and the Quick Access Toolbar when you press the
Alt key. KeyTips appear as either a single alphanumeric character or a sequence of them. To access

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the particular tab or engage the particular command associated with a KeyTip, simply press the
corresponding key or sequence of keys on the keyboard.

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It is important to note that KeyTips do not function the same as keyboard shortcuts. If a KeyTip is
displayed as a sequence of characters, you press the corresponding keys one at a time, not at the
same time as you would with a keyboard shortcut such as Shift+Enter.
To turn off KeyTips, simply press the Alt key again or select any screen element with the mouse
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pointer.
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The Quick Access Toolbar

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The Quick Access The Quick Access Toolbar is another element of the Excel UI that provides you with easy access
Toolbar to commonly used commands. The Quick Access Toolbar appears above the ribbon in the top-
Quick Access Toolbar left corner of the Excel UI. By default, the Save, Undo, and Redo commands appear on the Quick
up

customization is Access Toolbar. Like the ribbon, the Quick Access Toolbar can be customized.
discussed in more depth
in an appendix.
Depending on students'
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hardware configuration,
Excel may add Touch/
Mouse Mode as a
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default Quick Access

Toolbar command.
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Figure 1-14: The Quick Access Toolbar.

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Lesson 1: Getting Started with Excel 2019 | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 19

The Mini Toolbar and Context Menus

Excel 2019 provides you with two other options for easily accessing certain commands: the Mini The Mini Toolbar and
toolbar and context menus. The Mini toolbar is displayed when you right-click the active cell on a Context Menus
worksheet. It is a small, rectangular pop-up window that contains a set of common text editing and
formatting commands that you can use to work with the data in the active cell.
In Excel 2019, there are actually multiple versions of the Mini toolbar: the main version that is
displayed when you right-click an active cell, and variations of the main Mini toolbar that are
displayed when you right-click various other objects on worksheets, such as images and charts.

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Context menus also appear when you select or right-click particular objects or data within

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worksheets. Context menus display a list of commands and options that pertain to working with the
specific type of content you have selected.

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or
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Figure 1-15: Variations on the Mini toolbar and context menus in Excel 2019.
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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Use Excel Commands.
ot
N
o
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Lesson 1: Getting Started with Excel 2019 | Topic B
 20 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 1-2
Using Excel Commands
Activity
Before You Begin

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The Develetech Holiday Schedule.xlsx file is open.

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Scenario
You are now familiar with the overall general layout of the Excel 2019 environment. You'd like to

ib
focus on discovering where some of the commonly used commands are. You decide to use
ScreenTips to help you begin to identify some of the commands you've been wondering about. The
Tell Me feature will also help you find some of the commands you haven't yet located on the

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ribbon. You also want to look over one or two of the dialog boxes to see what commands are
available there.

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Additionally, you've just received an email message from the HR department informing you of an
error on the holiday schedule, which you'll need to correct. The holiday schedule workbook is

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already open, which works out well as you also want to add a few entries to the worksheet to help
you plan your vacation time.

1.
a)
or
Use ScreenTips to identify common commands.
Ensure that the Home tab is selected.
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b) In the Font group, point the mouse pointer at several of the commands to view their ScreenTips.
c) Do the same for several commands in each of the other groups.
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d) Select the Insert tab.

e) View the ScreenTips for several commands in each of the command groups.
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2. Examine the commands in a dialog box.

a) Select the Home tab.
up

b) In the Font group, select the dialog box launcher.

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Verify that the Format Cells dialog box is opened.

c) Select the various tabs and review some of the available commands.
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d) Select the Close button to close the Format Cells dialog box.
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3. Find another dialog box with Tell Me.

a) On the ribbon, to the right of the Help tab, select the Tell Me search box.
b) Type symbol

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Lesson 1: Getting Started with Excel 2019 | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 21

c) From the list of commands, select Symbol to open the Symbol dialog box.

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d) Close the Symbol dialog box.

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4. Add data to a cell.

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a) Select cell C11.
b) Type And day after and press Enter.

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c) In cell C12, type Consider NY's Eve and press Enter.

5. Replace existing data in a cell.

a) Select cell A2.
b) Type Tu and press Enter.
Verify that the cell content has changed.
or
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6. Save and close the file. Students are using the
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Save command here

a) On the Quick Access Toolbar, select the Save button. because the Save As
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b) On the ribbon, select the File tab. command will be

introduced in the next
c) Select Close.
topic. Saving the file by
d) Leave Excel open. using this method will
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overwrite the existing

data file. Inform the
students that a copy of
the original data file has
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been included in the

solutions folder for this
lesson if students wish
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to practice this activity

again.
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o
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Lesson 1: Getting Started with Excel 2019 | Topic B
 22 | Microsoft® Office Excel® 2019: Part 1

TOPIC C
Create and Save a Basic Workbook
Although knowing how to open and work within existing workbooks is an important skill set, you
will, undoubtedly, need to create your own Excel workbooks to suit your particular needs. It's likely
you will be called upon to work with data for a number of different purposes and regarding a

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number of different subjects. You may also need to present similar information to multiple
audiences. As such, you'll find yourself creating a variety of different workbooks that you will need

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to save as separate items, as well as saving multiple versions of the same workbooks. Microsoft
Excel 2019 makes it easy to accomplish these tasks.

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The New Tab

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The New Tab The Backstage view's New tab provides you with a variety of options for creating new Excel
workbooks. You can create a new blank workbook to start from scratch, or you can decide to start

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with an existing Excel workbook template, and then make changes to suit your needs.
Let students know

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templates will be
covered in depth in
Lesson 4.

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Figure 1-16: The New tab in the Backstage view.

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The following table describes the various elements of the New screen in the Excel 2019 Backstage
view.
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New Screen Element Is Used To

Search for online templates Enter search criteria to look for available Excel workbook
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field templates from Office.com.

Start searching button Execute a search based on the search term(s) entered in the
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Search for online templates field.

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Suggested searches section Search for Office.com templates in a variety of commonly

searched categories. These categorized searches are also broken
down into sub-categories for more precise searching.
Blank workbook tile Create a new, blank workbook.
Template tiles Create new Excel workbooks based on the selected template.

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Lesson 1: Getting Started with Excel 2019 | Topic C
 Microsoft® Office Excel® 2019: Part 1 | 23

Excel 2019 File Formats

The default file format for Excel 2019 workbook files is the XLSX format. This is an XML-based Excel 2019 File Formats
file format that allows Excel to compress files when you close them, making them up to 75 percent
smaller than files saved in the previous Excel file format, XLS. When you open an XLSX workbook
file, Excel automatically decompresses it. The XLSX file format also provides other benefits over
the previous file format, such as easier recovery of damaged files, increased security and protection
functionality, and greater compatibility with other applications.
Microsoft Excel 2019 also supports a host of other file types that enable you to open workbook files

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from previous versions of Excel and share files in a variety of formats with other users. The

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following table provides a partial list of the file types available in Excel 2019.

File Type and Extension Description

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Excel Workbook (.xlsx) The default file type in Excel 2019.
Excel Macro-Enabled Allows you to save workbook files containing Visual Basic® for

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Workbook (.xlsm) Applications macrocode.

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Excel Binary Workbook (.xlsb) Compressed, binary-based file format that reduces file size and
improves performance in complex, calculation-dense
workbooks. This file type may not be compatible with some

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applications that work only with XML-based files.
Excel 97-2003 Workbook (.xls) The previous default Excel file format. The XLS format is a

Excel Template (.xltx)

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binary file format, which isn't as compatible with other computer
applications as the newer, XML-based file format.
The default file type for Excel templates. This format is used to
save workbooks as templates so that you can create new
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workbooks based on the template contents, layout, and format.
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Excel Macro-Enabled Template The default file format for Excel macro-enabled templates.
(.xltm)
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Excel 97-2003 Template (.xlt) The default template file format in prior versions of Excel.
PDF (.pdf) Allows you to save workbooks in the Portable Document
Format (PDF).
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The Save and Save As Commands

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Excel provides you with two options for saving your new and existing workbook files: The Save and Save As
• The Save command — save changes to an existing workbook without changing the file name or Commands
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the file location.

• The Save As command —save new workbook files or to make changes to existing files, such as
the file name and location.
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Both the Save and Save As commands are accessible in the left pane in the Backstage view. The
Quick Access Toolbar also provides access to the Save command by default.
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Note: If you select Save to save a new workbook file, Excel 2019 automatically displays the
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Save As screen, as you must specify a location and a file type when saving new files.

The Save As Screen

The Save As screen contains the commands and options you will use to select a location to save The Save As Screen
your workbook files, either on your computer, on an attached storage device, or in a remote location
such as a network share or an online file storage service.
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 24 | Microsoft® Office Excel® 2019: Part 1

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Figure 1-17: The Save As screen with the This PC option selected.

The following table describes the main options on the Save As screen.

Save As Option

Recent
Description
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This options provides you with a list of recent and pinned folders.
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OneDrive This option provides you with direct access to your personal Microsoft
OneDrive® account, if you have one. OneDrive is a file storage and sharing
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service that enables individuals to store files online (or "in the cloud") for easy
access from any location that has Internet access.
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Note: There are two versions of OneDrive: personal and business.

Anyone can create a personal Microsoft account with OneDrive, and it
is free to sign up. It is possible that your Office 2019 administrator will
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block usage of personal accounts for your organization. OneDrive for

Business is only included with Office 365, not Excel 2019.
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This PC This option acts as a shortcut to display a list of locations that you've recently
saved your workbooks to. The shortcuts are divided into various sections
based on time, such as Today and Yesterday. This PC also shows where
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your currently opened workbook is saved, under the Current Folder section.
Selecting one of the shortcuts opens a Save As dialog box to that location. In
this dialog box, you can name your file and select the appropriate file type.
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Add a Place You can use this option to add other options for workbook file storage, such
as network servers and Microsoft SharePoint® sites.
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Browse This option immediately opens the Save As dialog box to your local
Documents folder, or to the current workbook's location if it has already
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been saved. You can use this option to quickly browse to a specific location
where you want to save your workbook.

Compatibility Mode
Compatibility Mode When you open a workbook file in Excel 2019 that was created by using Excel 2003 (or an earlier
version), Excel opens the file in Compatibility mode and the Title bar displays the file name with
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Lesson 1: Getting Started with Excel 2019 | Topic C
 Microsoft® Office Excel® 2019: Part 1 | 25

the text [Compatibility Mode] next to it. You can open and work with files in Compatibility mode to
preserve the original file format, allowing you to subsequently open the file in previous versions of
Excel. Keep in mind that some Excel 2019 features are not available in all versions of Excel.

Figure 1-18: The Title bar of a workbook file open in Compatibility mode.

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The Convert Option
When you open a workbook in Excel 2019 that was created in a 97-2003 version of Excel, and you The Convert Option

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no longer need to keep the workbook in the previous file format; you can convert the workbook
into the current XLSX format. Using the Convert option provides you with access to all of the

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features and functionality available in Excel 2019. Often, converting a file to the newer file format
will also reduce the size of your workbook file.

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Figure 1-19: The Convert option.
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When you convert a workbook, Excel replaces the old file with a copy of the workbook in the
XLSX or the XLSM file format. The previous version of the file is no longer available for you to
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work with. You can access the Convert option from the Info tab in the Backstage view of any
workbook that is open in Compatibility mode.
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The Compatibility Checker

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The Compatibility Checker allows you to test the compatibility of objects and data in an Excel The Compatibility
2019 workbook when you intend to save it in an earlier Excel file format. This is typical when you Checker
need to share a file you created in a newer version of Excel with a user who has an older version of
Excel installed on their machine.
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Selecting the Check Compatibility command opens the Microsoft Excel - Compatibility
Checker dialog box, in which you can view a list of features in your Excel 2019 file that are not
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supported in earlier versions of Excel. You can access the Check Compatibility command by
selecting File→Info→Check for Issues. Excel will also run the Compatibility Checker
automatically when you attempt to save a current Excel workbook file in the previous file format.
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Unchecking the Check compatibility when saving this workbook check box allows you to save
in previous versions without the Compatibility Checker running automatically. However, be careful
when you uncheck this feature; you will lose certain functionality when you save back to previous
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versions.
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 26 | Microsoft® Office Excel® 2019: Part 1

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Figure 1-20: The Microsoft Excel - Compatibility Checker dialog box.
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There are two levels of compatibility issues the Compatibility Checker can detect: minor loss of
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fidelity and significant loss of functionality. With minor compatibility issues, you can likely save the
workbook in an earlier file format with limited loss of functionality. Common changes when saving
back to an earlier file format include the removal of table and text formatting not supported in
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earlier versions.
When you encounter significant compatibility issues, it is recommended that you not save your file
in the earlier file format. Doing so may cause you to lose data, experience formula or calculation
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failures, or experience other serious issues.

Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Create and Save a Basic Workbook.

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 Microsoft® Office Excel® 2019: Part 1 | 27

ACTIVITY 1-3
Creating and Saving a Basic Workbook
Activity
Before You Begin

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Excel 2019 is open.

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Scenario
Now that you're more familiar with the Excel UI and some of its basic commands, you feel

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comfortable enough to create your first new workbook. A colleague has emailed you some basic
sales data for two new products, and you expect more data soon. You decide to create a new
workbook, enter the data, and then save the workbook so you can add more data to it as it comes in.

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Another colleague has asked for a copy of the file, but she works in Excel 2003. So you'll also have
to save a copy of the file in an earlier format.

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1. Create a new blank workbook.
a) Select File→New.
b) From the New screen, select Blank workbook.

2. Add column labels for the data.

a) Ensure cell A1 is selected, type Product and press Tab.
or
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b) Ensure cell B1 is selected, type Quantity and press Tab. Remind students that
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c) Ensure cell C1 is selected, type Price and press Enter. pressing the Tab key
enters the data and
navigates one cell to the
3. In the Product column, enter the product names.
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right, and that pressing

a) Ensure cell A2 is selected, type Laptop and press Enter. the Enter key enters the
b) In cell A3, type Monitor and press Enter. data and navigates
down one row.
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4. In the Quantity column, enter the quantity data.

a) Select cell B2, type 1550 and press Enter.
b) In cell B3, type 3125 and press Enter.
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5. In the Price column, enter the price data.

a) Select cell C2, type 685 and press Enter.
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b) In cell C3, type 289 and press Enter.

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 28 | Microsoft® Office Excel® 2019: Part 1

6. Save the workbook in the default Excel 2019 file format.

a) Select File→Save As.
b) From the Save As screen, select Browse.
c) In the Save As dialog box, navigate to C:\091078\Getting Started with Excel 2019.
d) In the File name field, type My New Products
e) From the Save as type drop-down menu, ensure that Excel Workbook (*.xlsx) is selected.
f) Select Save.
g) Ensure that the file name now appears in the Title bar with the .xlsx file extension.

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7. Save a copy of the workbook file in a previous file format.

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a) Select File→Save As.
b) From the Save As screen, ensure that This PC is selected.

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c) In the Current Folder section, select the Getting Started with Excel 2019 folder location.
d) From the Save as type drop-down menu, select Excel 97-2003 Workbook (*.xls).
e) Select Save.

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f) Ensure that the file name now appears in the Title bar with the .xls file extension.

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8. Select File→Close to close the workbook file but leave Excel 2019 open.

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 Microsoft® Office Excel® 2019: Part 1 | 29

TOPIC D
Enter Cell Data
Excel has an incredible array of information types that you can work with in your workbooks. You'll
need to be familiar with what these data types are and how Excel deals with them. Having a working
knowledge of how Excel "sees" data is an important first step to developing the skills you'll need to

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crunch your numbers and keep track of your important information. In this topic, you'll use
fundamental Excel features to help you enter data.

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It's Not WYSIWYG

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One of the most fundamentally important things to understand about Excel is that it is not a "what
you see is what you get" (WYSIWYG) type of environment. Often, the value or text that appears

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within a cell is not what is actually stored in the cell. A simple example of this is the result of a
calculation. If you have a formula entered in a cell, by default, the cell will display the result of the

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formula. For example, if the cell contains a formula that is the equivalent of "1 + 1," the cell will
display the result of that formula: 2. But 2 is not the actual cell data; the formula is. Although this

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may, at first, not seem highly important, as you begin to work with the more complex functionality
in Excel, it will become a critical concept to understand.

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Note: When you're in Edit mode, the cell displays its actual content, similar to the way the
Formula Bar displays cell content. So if a cell contains a formula, while you edit the content, the
cell displays the formula. When you're in Enter mode, Excel displays the formula result in the
cell.
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It's Not WYSIWYG
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Figure 1-21: The difference between what you see in a cell and what's actually in the cell.
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Data Types
Although Excel cells can contain an incredible array of content, there are really only a few general Data Types
categories of data that you'll work with on a regular basis.

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 30 | Microsoft® Office Excel® 2019: Part 1

Data Category Description

Values Numeric constants that do not change unless you edit the cell contents.
Examples include 1, 345, 11.6, and .002.
Labels/text Alphanumeric text not used to perform calculations or store numeric values.
These can largely be viewed as labels for related sets of data on a worksheet.
Examples include "Sales," "Q1," and "Total."
Formulas Mathematical equations used to perform calculations or data analysis.

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Formulas are dynamic, so the displayed value can change if you change the
cell data "feeding" the formula.

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Dates and times Date and time values. These can be used both as simple labels or as part of
certain mathematical or logical operations.

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The Cut, Copy, and Paste Commands

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The Cut, Copy, and Although Excel is different from other Office applications such as Word and PowerPoint®, you'll

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Paste Commands find some of the functionality is quite similar. The Cut, Copy, and Paste commands are a good
example of this. You will use the Cut, Copy, and Paste commands either to make a copy of cell
data and place it in another cell, or to remove data from one cell and put it in another.

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Copied data is temporarily stored on a Microsoft Office tool known as the clipboard. Data on the
clipboard can be reused in other locations on the same worksheet, within the same workbook, and

Students may notice the

Paste command also
Clipboard group on the Home tab. or
in other workbooks and applications. The Cut, Copy, and Paste commands are displayed in the
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displays a drop-down
arrow that provides
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users with access to a

number of Paste
options. Those will be
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covered in greater detail

later in the course.

Figure 1-22: The Clipboard group displays the Cut, Copy, and Paste commands.
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To refresh your memory, or in case you are not familiar with the Cut, Copy, and Paste commands,
the following table offers a description of each.
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Command Performs This Action

Cut Removes data from the selected cell or removes the selected data, and places
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a copy of it on the clipboard.

Copy Makes a copy of the data in the selected cell or a copy of the selected data,
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and places the copy on the clipboard.

Paste Places the data that was most recently added to the clipboard in the
destination cell or location.
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Consider pointing out One important distinction to make in Excel regarding the use of these commands is the difference
the keyboard shortcuts between using Cut, Copy, and Paste on entire cells versus using them on selected data. If you select
for Cut, Copy, and a cell, using the Cut or the Copy command will affect all of the data within the cell; remember that
Paste: Ctrl+X, Ctrl+C, what you see isn't necessarily the data in the cell. You can also select a portion of the cell data to cut
and Ctrl+V, respectively. or copy. You can do this within the cell if it's in Edit mode, or in the Formula Bar with the desired
cell selected. The same is true of the Paste command. You can either paste the clipboard content
into an entire cell or you can place it alongside other cell content in a cell in either Edit mode or in
the Formula Bar.
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 Microsoft® Office Excel® 2019: Part 1 | 31

When you use the Cut or the Copy command to copy content to the clipboard, Excel displays an
animated, dashed-line box, often referred to as "marching ants" or a marquee selection, around your
selection to help you verify that you have copied the correct content. After you paste the content
and begin to perform another task, Excel stops displaying the marquee selection.

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Figure 1-23: The marquee selection indicates copied content.

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Drag-and-Drop Cut and Paste

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In addition to using the Cut, Copy, and Paste commands to move content, you can use Excel's Drag-and-Drop Cut and
drag-and-drop editing functionality. When you select a cell or a range, the cell or range is displayed Paste

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with a solid green border around it. If you place the mouse pointer over the green border anywhere
other than above the fill handle, Excel displays the mouse pointer as a move icon. When the

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move pointer appears, you can click and drag the selected cell or range and drop it in place
anywhere else on the worksheet. This effectively cuts and pastes all content within the selection to
the new location.
If you press and hold down the Ctrl key while performing this procedure, the mouse pointer
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changes into the copy pointer. By using the copy pointer, you can drag a copy of the content in
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the selected cell(s) to a new location. This is the same as copying and pasting the content.
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The Undo and Redo Commands

Inevitably, as you work with Excel, you will make a mistake. Fortunately, Excel, like many other The Undo and Redo
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Office applications, provides you with the Undo and Redo commands to help you correct errors as Commands
you work. The Undo command will cancel out the last action you performed, or the last several
actions you performed, so you can correct any mistakes you've made while working with your
workbooks. The Undo command works on a wide variety of actions, including entering data/typing
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text, performing calculations, adding objects to your worksheets, and formatting worksheets and
worksheet objects. Once you've used the Undo command, Excel activates the Redo command,
which will cancel out the last undo action or a series of undo actions.
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By default, the Undo and Redo commands are available on the Quick Access Toolbar.
Consider pointing out
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the keyboard shortcuts

for Undo and Redo: Ctrl
+Z and Ctrl+Y,
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respectively.
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Figure 1-24: The Undo and Redo commands on the Quick Access Toolbar.
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 32 | Microsoft® Office Excel® 2019: Part 1

The AutoFill Feature

The AutoFill Feature Excel 2019 includes a number of features meant to make your life a bit easier. One of these is the
AutoFill feature. The AutoFill feature attempts to recognize an existing pattern in the data you have
already entered, and then apply that pattern to filling in additional cells.
Consider demonstrating Let's look at an example. Say you enter the following values into the following cells in column A: A1:
this functionality to the 1, A2: 2, A3: 3, and A4: 4. Clearly, you are attempting to create a sequential numbered list in the first
class. Encourage column, or at least that's what Excel will assume. If you use the AutoFill feature to fill in the
students to experiment remaining cells in column A, Excel will follow the pattern and fill in the remaining cells with 5, 6, 7,

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with a variety of different 8, 9, 10, and so on. AutoFill also works for value types other than simple numbers, so Excel would,
data sets. If you have

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for example, recognize a pattern such as entering the days of the week or entering the months of the
students participating
remotely, ask them to
year. Some values, like letters of the alphabet, will not continue the pattern but will be copied and
screen share interesting appended when using AutoFill.

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discoveries with the
class.

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Figure 1-25: A column of cells populated by the AutoFill feature.

To use the AutoFill feature, you must first select the sequence of cells you want the pattern to be
based on. When you select a cell or a range, Excel displays the cell or range within a solid green
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border. At the bottom-right corner of the border, Excel displays a fill handle. To use the AutoFill
feature, you simply drag the fill handle until the border surrounds the desired range of cells, and
then release it. When the mouse pointer is directly over the fill handle, it is displayed as a thin black
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plus symbol.
The AutoFill feature can also assist you with entering duplicate text entries in the same column. If
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you begin to type something into a cell that matches the beginning of another cell's content, Excel
will attempt to automatically complete the entry for you to match the existing content. If you
intended to enter a duplicate entry, you can simply press the Enter key, and Excel will automatically
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complete the entry. However, as you type, if the sequence of characters deviates from the other
cell's content, Excel will stop displaying the entry and will simply let you continue to type the desired
cell content. This works only with entries that consist of just text or a combination of text and
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numbers. Excel will not automatically complete duplicate entries of numeric values.
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AutoFill Options
AutoFill Options Excel 2019 also provides you with several options for deciding how to apply AutoFill when you use
the feature. After you release the fill handle, Excel displays a small icon on the lower-right side of
the range. Selecting that icon opens a menu, providing you with access to a series of options for
choosing how to apply the AutoFill. These options can change depending on the type of data you
have entered into the range.
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 Microsoft® Office Excel® 2019: Part 1 | 33

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Figure 1-26: The AutoFill options in Excel 2019.

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The following table describes the most commonly used AutoFill options.

AutoFill Option Description

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Copy Cells Ignores any recognizable pattern and fills the remaining cells with

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the same data the originally selected cells contain. For example, you
could use Copy Cells to repeat the values 1, 2, 3 in the rows below
to prevent Excel from making these new values 4, 5, 6.

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Fill Series The default AutoFill option. Excel applies the pattern it recognizes
in filling the remaining cells.
Fill Formatting Only

Fill Without Formatting

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Applies any formatting in the originally selected cells to the
remaining cells without populating the cells with content.
Fills the remaining cells with data based on the recognized pattern
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while ignoring any formatting applied to the originally selected
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cells.
Flash Fill Fills in cells following a pattern in one column that is based on the
cells in the same row in other columns.
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Note: You can also configure advanced Fill Series options by selecting
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Home→Editing→Fill→Series.

Flash Fill
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In addition to being an AutoFill option, the Flash Fill feature can automatically recognize patterns Flash Fill
across rows as you enter data, and then copy those patterns down a column of entries. The key
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difference between this and the AutoFill feature is that it depends on a recognizable pattern based
on the entries in cells in other columns. Essentially, you can use this feature to combine entries, or
parts of entries, from cells in the same row to another cell in that row, and then copy that combined
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data down a column.

Note: The Flash Fill feature cannot recognize patterns in a column and then copy the pattern
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across a row. It works only down columns.

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Let's look at a simple example to illustrate the point. Suppose you have a worksheet that lists
employee names. The last names are in column A and the first names are in column B. But you also
need a column for each employee's email address. These email addresses always follow the same
pattern: [email protected]. So, in the first row in column C, you manually type the first
employee's first name followed by a period, then the employee's last name, then @develetech.com.
Excel can recognize that this data is based on the entries in the first two columns, and then it can
copy all of the names down column C, following the pattern, for each of the employees. You have
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 34 | Microsoft® Office Excel® 2019: Part 1

to begin entering subsequent entries by following the same pattern before it can do so. Flash Fill can
end up saving you an incredible amount of time.

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Figure 1-27: The Flash Fill feature recognizes that cell C3 is following the pattern of C2 using

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data from its adjacent cells. It can then fill in the pattern for the rest of the cells in column C.

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Note: The Flash Fill feature will work only if there are no empty columns between the original
data and the column you're trying to fill following a pattern. There can, however, be columns of
data that don't relate to the pattern in between the cells containing the original data and the cells
you are trying to fill.
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The Clear Command

The Clear Command Because you need to enter data into worksheet cells, it stands to reason that you will also need to
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delete cell data from time to time. The most basic method of doing this is to select the cell that
contains the data you wish to remove and then press the Delete key. Excel also provides an
alternative with the Clear command, which gives you access to a number of options for removing
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cell content that don't always include removing everything from the cell. The Clear command is
available in the Editing group on the Home tab.
The following table describes each of the Clear command options.
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Clear Command Option Clears

Clear All Everything from the selected cell(s).

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Clear Formats Only formatting applied to the selected cell(s). The content is left in
place, including any existing comments.
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Clear Contents Only the contents of the selected cell(s), but not the formatting.
Clear Comments Only comments from the selected cell(s).
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Clear Hyperlinks Hyperlinks from cell contents. The formatting is left in place, including
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formatting applied to the text when the hyperlink was created.

Remove Hyperlinks Hyperlinks and all formatting.

Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Enter Data in Worksheet Cells.

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 Microsoft® Office Excel® 2019: Part 1 | 35

ACTIVITY 1-4
Entering Cell Data
Activity
Data Files

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C:\091078Data\Getting Started with Excel 2019\My New Products.xlsx

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C:\091078Data\Getting Started with Excel 2019\Future Products.txt

Before You Begin

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Excel 2019 is open.

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Scenario
Your colleague has emailed you a text file with some additional new products that Develetech will

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be adding to its catalog. In order to keep track of the new product lines all in one place, you decide
to add the new items to the My New Products.xlsx workbook file. In addition to tracking the cost

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and quantity of your new products, you also want to list each product's unique number and product
code as identifiers. These will be used both internally and on the public-facing online store to assist
with inventory. These identifiers follow certain patterns, so rather than wasting time entering them
manually for each product, you'll let Excel do the work for you.

1. Open the My New Products.xlsx file.

or Ensure that students are
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opening the version of
a) Select File→Open.
the workbook file with
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b) From the Open screen, ensure that Recent is selected and, in the Today list, select My New the .xlsx file extension
Products.xlsx. and not the .xls file
extension.
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2. Open the Future Products.txt file. Ensure that students

follow the procedure for
a) On the Windows 10 taskbar, select the File Explorer icon. opening the text file as
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b) In File Explorer, navigate to the C:\091078Data\Getting Started with Microsoft Office Excel 2019 written in step 2. While
folder. it's possible to open the
c) Double-click the Future Products.txt file. file from within Excel,
that will prompt Excel to
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begin the text import

3. Copy and paste the new product names into the My New Products.xlsx process.
workbook.
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a) Select all of the text in the Future Products.txt file.

b) Press Ctrl+C to copy the text to the clipboard.
c) On the taskbar, select the Excel icon to switch back to the My New Products.xlsx workbook.
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d) Select cell A4, and then select Home→Clipboard→Paste.

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 36 | Microsoft® Office Excel® 2019: Part 1

e) Ensure that the new product names appear in the worksheet.

If students ask about the
Paste Options menu that
appears after pasting the
content, let them know
that it will be covered
later in the course. It will
have no effect on the
current activity.

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f) Select your text editor's icon on the taskbar to switch back to the Future Products.txt file, and then

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close the file.

4. Use the AutoFill feature to add unique product numbers for each new product
entry.
a)
b)
or
Select cell D1, type Prod. # and then press Enter.
In cell D2, type 101 and then press Enter.
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c) In cell D3, type 102 and then press Enter.
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d) Select the range D2:D3, then place the mouse pointer over the fill handle until it appears as a thin,
black plus symbol.
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up
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e) Double-click the fill handle.

Note: You can also drag the fill handle manually, but double-clicking is a faster
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way of populating every cell down a column that has adjacent row data.
f) Verify that Excel filled in the remaining cells D4:D8 with 103 through 107 as expected.
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5. Use Flash Fill to quickly generate a product code based on the product name
and number.
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If students notice that

a) Select cell E1, type Prod. Code and then press Enter.
the Prod. Code column
label spills over onto the b) In cell E2, type Lap-101 and press Enter.
next cell, assure them
that they will learn how
to modify the
appearance of cells in a
later lesson.
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Lesson 1: Getting Started with Excel 2019 | Topic D
 Microsoft® Office Excel® 2019: Part 1 | 37

c) In cell E3, type M and then verify that Excel has predicted the product codes for the rest of the
products.

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d) Press Enter to complete the Flash Fill.

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6. Save and close the My New Products.xlsx file, but leave the Excel application
open.

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Lesson 1: Getting Started with Excel 2019 | Topic D
 38 | Microsoft® Office Excel® 2019: Part 1

TOPIC E
Use Excel Help
As you become more familiar with some of Excel's more advanced functionality, you are likely to
encounter commands you are unfamiliar with or have questions about how to perform certain tasks.
Excel 2019 comes packaged with its own Help system that can assist you in finding answers to your

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questions. Taking the time to learn how to use Excel Help now could save you countless hours of
research down the road.

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Microsoft Excel Help

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Microsoft Excel Help provides you with access to articles that can answer your Excel questions
and show you how to perform various tasks within the application. Excel Help checks Microsoft

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Office's support website for these articles, which can include text, screenshots, and video. In order
to access Help articles, you must have an active Internet connection.

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To access the Excel Help system, press the F1 key or select Help → Help & Support →Help.
You can also reach Help on specific topics by searching for the topic in Tell Me, or you can select

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the Microsoft Excel Help button in the top-right corner of the Excel UI while in the
Backstage view. This opens your web browser to a Help article on that particular Backstage
command.

The Help Task Pane

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The Help Task Pane When you open the Excel Help system, Excel displays the Help task pane. You can use the Help
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task pane to search for, browse through, and review the various web articles available to you.
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Figure 1-28: The Excel 2019 Help window.

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Lesson 1: Getting Started with Excel 2019 | Topic E
 Microsoft® Office Excel® 2019: Part 1 | 39

The Help task pane is divided into a number of sections and displays a variety of commands to help
you locate the desired Help resources. The following table describes each of these in some detail.

Help Task Pane Element Is Used To

Help toolbar Navigate back through Help search results, go to the Help home
page, open the Microsoft Office help center website in your
browser, and contact Microsoft about an issue with Excel.
Search field Enter search terms for locating Help resources.

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Search button Execute Help searches.

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Content section Display the results of a search or the contents of an online Help
article.

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Access the Checklist tile on your CHOICE Course screen for reference information and

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job aids on How to Use Excel Help.

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Lesson 1: Getting Started with Excel 2019 | Topic E
 40 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 1-5
Using Excel Help
Activity
Before You Begin

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Excel 2019 is open.

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This activity requires an
Internet connection. Scenario
As you've been working with Excel more and more, you have come across some features that you

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have some questions about. You have heard there is a particular command that you might have use
for, but you want to learn more about what it does first. You decide to use the Excel Help system to

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find out more about the application.

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1. Open Excel Help.

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a) Press F1.
b) Verify that the Help task pane opened.

It's not important that

students fully grasp this
freeze panes feature yet.
The important thing is
2.
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Search for Excel Help resources online.
a) In the Search field, type freeze panes and select the magnifying glass button.
b) In the search results, scroll down and select the Freeze panes to lock rows and columns link.
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that they know how to c) Review the content.
use Excel Help to find
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information. d) On the Help toolbar, select the ellipsis button and then select Home.

3. Close the Help task pane.

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Time permitting, allow

students to conduct their
own additional searches.
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 Microsoft® Office Excel® 2019: Part 1 | 41

Summary
In this lesson, you used some of the most basic Excel 2019 functionality, which laid the foundation
you will need to begin developing your Excel knowledge and skills. You navigated the Excel user
interface, used Excel commands, created and saved a basic workbook, entered cell data, and used
the Excel Help system. As you build upon these foundational skills, you will begin to unlock Excel's
robust functionality and discover the power that lies within your organizational data.

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Encourage students to
Do you think you'll prefer to use the mouse or the keyboard navigation options use the social
as you develop your workbooks?

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networking tools
A: Answers will vary depending on user preference; some students may discover they thought they provided on the CHOICE
favored one method over the other but now have a different view. Course screen to follow

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up with their peers after
Compared to other desktop apps you've worked with, what is your impression of the course is completed
Excel 2019's UI? for further discussion

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and resources to support
A: Answers will vary. Some students may be uncomfortable at first with the ribbon and Backstage view, continued learning.
especially if they're more familiar with the traditional menu system in prior Office versions. They might

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find that it'll take some getting used to. Still, others may see the value in the ribbon system, especially
from a visual point of view. Students may see the Tell Me feature as a good equalizer when they're

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unable to find what they're looking for with the ribbon.

Note: Check your CHOICE Course screen for opportunities to interact with your classmates,

or
peers, and the larger CHOICE online community about the topics covered in this course or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
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Lesson 1: Getting Started with Excel 2019 |
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 2 Performing Calculations

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Lesson Time: 1 hour, 30 minutes

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Lesson Introduction

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The true power of Microsoft® Office Excel® 2019 lies in its ability to help you analyze your
organizational data. Excel contains an incredible array of functionality to help you do this,

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particularly when it comes to working with numerical data. In order to take full advantage of
Excel's abilities to quickly, efficiently, and accurately calculate data, you must first
understand how Excel "thinks," and how to tell it what to do. In this lesson, you'll do just
that.
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Lesson Objectives
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In this lesson, you will:

• Create worksheet formulas.
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• Insert functions.
• Reuse formulas and functions.
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 44 | Microsoft® Office Excel® 2019: Part 1

TOPIC A
Create Worksheet Formulas
Imagine trying to maintain a spreadsheet that contains important financial figures that constantly
change. Every time a single value changes, you might have to change entire rows or columns of data.
Keeping up with such calculations manually is not only impractical and tedious, but it is also

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unnecessary and, in some cases, nearly impossible. Why not have Excel do it for you? Performing
calculations is one of the most critical, foundational tasks in Excel, forming the basis for nearly all of

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the data analysis you'll need to perform. By gaining a solid, clear understanding of how Excel
performs such calculations, you'll save yourself valuable time, avoid a ton of headaches, and ensure a

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level of accuracy not possible when performing the same calculations on your own.

Excel Formulas

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Excel Formulas Excel formulas perform simple or complex mathematical computations in worksheets. You can use

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formulas to perform tasks such as adding up a row or a column of numbers, multiplying sales
figures by commission rates, and applying tax to sales. One of the key benefits of using formulas in

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Excel is that you can change some of the values used in the formulas and, by default, Excel will
automatically adjust the calculations accordingly.
It is important to remember that, in Excel, what you see isn't necessarily what you get. When you

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enter a formula into a worksheet cell, by default, Excel will display the result of calculating the
formula in the cell, and not the formula itself.
Excel can perform calculations by using fixed numbers, or by referring to values in other cells. This
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is one of the truly powerful features of using Excel to perform calculations. Excel 2019 provides you
with an incredible array of options for performing calculations in your workbooks and worksheets.
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Figure 2-1: A formula in a worksheet cell.

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The Formula Bar

The Formula Bar You can enter Excel formulas directly into worksheet cells or you can use the Formula Bar. As
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you've seen, the Formula Bar allows you to edit cell contents and select, navigate to, and view the
contents of selected cells. It's also useful for quickly inserting pre-existing formulas. Additionally, to
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the left of the Formula Bar text box are buttons that provide supplementary options.

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Lesson 2: Performing Calculations | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 45

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Figure 2-2: Elements of the Formula Bar.

The following table describes the Formula Bar options in greater detail.

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Formula Bar Option Description

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Cancel button The Cancel button is displayed only when a cell is in Edit mode or
Enter mode. Selecting the Cancel button will undo any changes you

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have made to a cell since selecting it and will keep that cell active.
Basically, it reverts the cell back to its state before you began editing
it.
Enter button
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The Enter button is essentially the same as pressing Ctrl+Enter.
When you select the Enter button, Excel enters whatever content is
in the active cell and keeps the cell active.
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Insert Function button The Insert Function button opens the Insert Function dialog box,
providing you with access to a wide variety of pre-existing Excel
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formulas.
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Elements of Excel Formulas

The first rule of using formulas in Excel is that all formulas begin with an equal sign. This may seem
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a bit counter-intuitive at first, as you are used to seeing figures on both sides of a formula when it's
written out. But Excel displays formula results in cells, which takes care of the result side of the
equal sign. You enter the expression side of a formula after the equal sign.
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To understand this better, let's first look at a simple mathematical formula. Formulas basically
consist of an expression on one side of the equal sign and a result on the other. Expressions consist
of a series of constants, variables, and mathematical operators. Operators indicate where to perform
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such basic computations as adding, subtracting, multiplying, dividing, calculating exponents, and so
on. Here are the basic elements of a mathematical formula as written on paper.
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 46 | Microsoft® Office Excel® 2019: Part 1

A Basic Mathematical
Formula

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Figure 2-3: A basic mathematical formula.

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Excel formulas work pretty much the same way. When you enter a formula in a worksheet cell, the
cell displays the result. The equal sign and the mathematical expression make up the content that's

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actually entered in the cell. In Excel formulas, you can think of constants as numbers you manually
enter into formulas, and variables as references to other cells. When you manually type a number

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into an Excel formula, that number remains the same unless you manually edit it; this is referred to
as "hard coding" the value in the formula. When you enter a cell reference in an Excel formula, the
result of the calculation will change if you change the value in the referenced cell.
Elements of Excel
Formulas or
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Figure 2-4: An Excel formula.

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This is an excellent Basic Excel formulas consist of the following elements: the equal sign, constants, references, and
opportunity to mathematical operators.
demonstrate how
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constants and Excel Formula Element Description

references work in Excel
formulas. Consider Equal sign The equal sign defines cell content as a formula. The equal sign tells
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showing the class how Excel to perform a calculation based on the formula components and
Excel treats the following then to display the result of the calculation in the cell. All formulas in
formulas differently: Excel must start with an equal sign.
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=1+1, and =1+A2.

Change the value in A2 Constants Numbers and text that do not change unless manually altered.
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to demonstrate the result

changing automatically. References Essentially, the variables in Excel formulas. When you include a reference
to a cell or a range, Excel uses the value(s) from that cell or range to
perform the calculation.
Mathematical Symbols that specify the kind of calculation that Excel should perform on
operators the elements of a formula.

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Lesson 2: Performing Calculations | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 47

Common Mathematical Operators

Excel uses a set of the most commonly used mathematical operators to perform a wide variety of
calculations. These are simply symbols Excel uses to identify the calculations it should perform.

Mathematical Operator Symbol Function/Operation

Parentheses () Groups a set of constants, references, and

operators into a single value within a formula.

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Caret ^ Exponentiation

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Asterisk * Multiplication
Forward slash / Division

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Plus sign + Addition
Minus sign - Subtraction

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The Order of Operations

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Excel gives precedence to certain mathematical operators over others. This is how Excel determines The Order of Operations

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which operation to perform first, second, third, and so on in a complex formula. It is important that
you understand how Excel will compute a formula before you create one to ensure that Excel will
perform the calculation exactly as you want it to. The following is the order of operations, from first
to last:
• Parentheses
• Exponents
or Consider mentioning the
mnemonic device
PEMDAS ("Please
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• Multiplication and division excuse my dear Aunt
• Addition and subtraction Sally") as a way of
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remembering the order

It's important to understand that, in some cases, Excel also reads formulas from left to right. So if of operations. However,
two or more operators fall in the same order of precedence, such as in a formula with both the students should know
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addition and the subtraction operators, Excel will perform the leftmost calculation first. that this can be
misleading, as it implies
that multiplication/
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division and addition/

subtraction are on
different levels.
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Figure 2-5: Excel performs mathematical computations in a specific order.

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Note: While often used for subtraction, the minus sign ( – ) can also be used to denote a
negative value. In these cases, the minus sign takes greater precedence than exponents, allowing
you to calculate the exponential value of a negative number. Percentage signs ( % ) also take
higher precedence than exponents.

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Lesson 2: Performing Calculations | Topic A
 48 | Microsoft® Office Excel® 2019: Part 1

Reference Operators
Reference Operators Mathematical operators aren't the only type of operator you will use to work with the data in your
workbooks. In fact, there are four different kinds of operators you can use to perform calculations.
Reference operators are one of the most important. Reference operators tell Excel which cell or
range values to use as variables in your formulas. There are three reference operators: the comma,
the colon, and the space.

Reference Symbol Function

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Operator

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Comma , The comma is used as a union operator, which tells Excel to
include each reference in a series of references. This is similar
to how you would use a comma when writing a serial list; you

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are telling Excel to include each of the references. So,
A1,B3,C5 tells Excel to include the values in each of these
three cells.

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Colon : The colon is used as a range operator, which you've already

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seen when selecting a range of cells. The colon tells Excel to
include all cells in a range between the cell references on either
side of the colon. For example, A1:A10 tells Excel to include

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the values in every cell from A1 to cell A10.
Space N/A A blank space is an intersection operator. This tells Excel to

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look for a value in the cell where two ranges intersect. For
example, A9:J9 E2:E22 tells Excel to look for the value in the
cell where these two ranges intersect, which in this case would
be the value in cell E9. If you have a spreadsheet of
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salespeople as the rows and their quarterly sales as the
columns, you can use an intersection to find how well
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Salesperson X did in Q3. Although you might be able to find

this information by simply looking at the spreadsheet, this can
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become a hassle in larger spreadsheets that require scrolling

through multiple pages.
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Other than the reason

provided, using Note: Excel reads a blank space only as an intersection operator if no other operator is present
intersection operators is between cell or range references. If you enter another reference operator between the cell or
a good practice in range references, Excel will read the operator and ignore the spaces. So, A1:A3, A5, A6 is the
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avoiding direct cell same, to Excel, as A1:A3,A5,A6. Here, the spaces don't matter because of the commas. Excel
references. This will will not look for the intersection, which in this case makes sense as the cells don't actually
become more apparent intersect.
when students learn
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about range names in

Part 2.
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Lesson 2: Performing Calculations | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 49

Intersection Operator
Example

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Figure 2-6: This intersection will return the value $84,000.

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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Create Formulas.

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 50 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 2-1
Creating Worksheet Formulas
Activity
Data File

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C:\091078Data\Performing Calculations\New Product Income.xlsx

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Before You Begin
Excel 2019 is open.

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Scenario

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Develetech plans to introduce five new products. Company management wants you to analyze the
projected sales figures to determine how much the company can plan to profit from the new items.

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You have entered the sales estimates into an Excel worksheet. Now, you must use Excel formulas to
get Excel to perform the calculations for you.

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1. Open the New Product Income.xlsx file.
a)
b)
c)
d)
If necessary, select File→Open.
or
From the Open screen, select Browse.
In the Open dialog box, navigate to the C:\091078Data\Performing Calculations folder.
Select the New Product Income.xlsx file and then select Open.
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Calculate the sales before tax based on the sales estimates for each product.
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2.
a) Select cell B8.
b) Type =b2+b3+b4+b5+b6 and press Ctrl+Enter.
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Ask students to explain

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what this formula will Note: Although Excel displays many elements of formulas and functions in all
calculate. Consider capital letters, it is not necessary to type them in all capital letters. Excel is
doing this for all able to determine what is a formula or function and what is standard text
formulas in the activity. based on the context of your cell data. It will automatically display formulas
and functions in all capital letters, even if you type them as lowercase letters.
c) Verify that the sum of the values in the range B2:B6 is displayed in cell B8.

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 Microsoft® Office Excel® 2019: Part 1 | 51

3. Calculate the non-taxable phone fees (5% of the phone sales).

a) Select cell B9.
b) Type =b3*0.05 and press Ctrl+Enter.

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4. Calculate sales with tax, making sure not to tax the phone fee.
a) Select cell B11.
b) Type =(b8-b9)*b10+b8 and press Ctrl+Enter.
c) Verify that Excel performed the calculation as expected.
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5. Subtract expenses from sales before tax to calculate the estimated profit on
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the new product sales.

a) Select cell B13.
b) Type =b8-b12 and press Ctrl+Enter.
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 52 | Microsoft® Office Excel® 2019: Part 1

c) Verify that Excel performed the calculation as expected.

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6. Save the file as My New Product Income.xlsx and close the workbook.
a) Select File→Save As.

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b) From the Save As screen, if necessary, select This PC, and then, in the Current Folder section,
select the Performing Calculations folder.
c) In the Save As dialog box, in the File name field, type My New Product Income and select Save.
d) Close the workbook.
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Lesson 2: Performing Calculations | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 53

TOPIC B
Insert Functions
You've learned the usefulness of basic formulas, but at some point, you will likely need to use more
complex formulas that involve numerous cell and range references. Excel 2019 provides you with
the ability to do this quickly and easily through a massive set of built-in formulas. Excel includes

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functionality to help you fill in and interpret these formulas, enabling you to focus more on the
information you need to extract from your data and less on the mathematical operations themselves.

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Taking the time to learn how to use this functionality now will save you time, effort, and possibly a
few headaches down the road.

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Functions

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In Excel, functions are simply built-in, predefined formulas that you can quickly and easily insert Functions
into worksheet cells. Like formulas, all functions begin with an equal sign. Unlike formulas, in

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functions the equal sign is followed by the function name and then a set of arguments in
parentheses, which are separated by commas. Arguments can be cell references, constants, formulas,

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or even other functions or logical values. Functions use their arguments in specific ways to calculate
a result. The function name is typically the name, or an abbreviated version, of the actual
mathematical function.

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For example, you would use the SUM function to find the sum of a group of numbers, and you
would use the EXP function to calculate an exponential expression. Each function has its own
specific structure and order of arguments. You can manually type functions into worksheet cells or
The concepts in this
topic are covered in a lot
of detail. Consider using
the activities to cover
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you can enter them by using various commands and dialog boxes.
this content instead of
going over all of it at
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length in class. Remind

students they can use
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the book as a reference

after class.
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Figure 2-7: The SUM function with a single argument.

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The Function Library Group

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Excel 2019 provides you with a central location for accessing all of its available functions. The The Function Library
Function Library group contains a set of menus that organize Excel functions according to specific Group
categories for ease of reference. It also provides you with access to the Insert Function button,
which is the same as the one on the Formula Bar, and the AutoSum feature. You can access the
Function Library group on the Formulas tab.

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Lesson 2: Performing Calculations | Topic B
 54 | Microsoft® Office Excel® 2019: Part 1

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Figure 2-8: The Function Library group.

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The following table provides a brief description of the function categories in the Function Library
group.

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You may wish to
mention that the Category Provides You with Access To

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Function Library group
doesn't include every Recently Used The functions you have most recently used. When you first install
possible function. Excel, you can access a set of commonly used functions from this

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Database functions must menu.
be entered manually or
through the Insert Financial Functions used to perform business calculations, such as determining
Function dialog box.

Logical
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loan repayment figures, determining the future value or net present
value of an investment, and calculating asset depreciation.
Functions that determine if an argument is true or false, or if it meets
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other logical conditions.
Text Functions that change text values, such as making text all capital letters
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or converting numbers into dollar amounts.

Date & Time Functions that allow you to incorporate dates and times into
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calculations. You might use these, for example, to determine how many
work days occur between two specific dates.
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Lookup & Reference Functions that allow you to look up a particular cell value or reference
from a range or table given specific criteria.
Math & Trig Formulas that perform a number of different mathematical or
trigonometric calculations.
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More Functions A set of menus that contain some higher-level and less commonly used
functions, such as engineering and statistical functions.
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The Insert Function Dialog Box

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The Insert Function The Insert Function dialog box enables you to search for and insert into cells any of the available
Dialog Box functions in Excel 2019. It also displays a brief description of whatever function you have selected
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and provides a link to open the Excel 2019 Help window, which automatically displays help
content on the currently selected function. You can access the dialog box by selecting the Insert
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Function button either on the Formula Bar or in the Function Library group.

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Lesson 2: Performing Calculations | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 55

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Figure 2-9: The Insert Function dialog box.
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The following table describes the various elements of the Insert Function dialog box.

Insert Function Dialog Box Use This To

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Element

Search for a function field Enter a description of what you would like a function to do. For
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example, you could type "add numbers together" or "find the

average of a set of numbers." The Insert Function dialog box
will use this as a search query to find the appropriate function.
Go button Execute a function search.
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Or select a category drop- Filter the available functions by category. If you perform a search,
down menu this menu defaults to the Recommended setting and the search
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results will appear in the Select a function menu. Even if you've

entered a search query, if you change the setting here to any
category other than Recommended, the Select a function
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menu displays all functions in the selected category, effectively

ignoring the search query.
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Select a function menu View a list of available functions depending on your search query
or your selection in the Or select a category drop-down menu.
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Function description View a brief description of the currently selected function.

Help on this function link Open the Excel 2019 Help window to display an article about
the currently selected function.

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Lesson 2: Performing Calculations | Topic B
 56 | Microsoft® Office Excel® 2019: Part 1

The Function Arguments Dialog Box

The Function Arguments When you insert a function using the categorized menus in the Function Library group or the
Dialog Box Insert Function dialog box, Excel displays the Function Arguments dialog box. You can use this
dialog box to enter the required and optional arguments for the function, view descriptions of the
function and its arguments, and view a preview of the function results given the currently entered
arguments.

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Figure 2-10: The Function Arguments dialog box assists you with the process of entering
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function arguments.

The following table describes the various elements of the Function Arguments dialog box.
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Function Arguments Dialog Use This To

Box Element
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Required argument fields Enter the required arguments for the function. The required
argument names appear in bold text.
Optional argument fields Enter the desired optional arguments for the function. The
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optional argument names appear in non-bold text.

Collapse Dialog button Minimize the Function Arguments dialog box to graphically
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select cell and range references directly on your worksheets. This

command appears in numerous dialog boxes, wherever you have
the option of manually selecting a cell or range. Once you collapse
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a dialog box, this becomes the Expand Dialog button, which you
can use to restore the dialog box to its full size.
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Function description View a brief description of the function.

Argument description View a brief description of the currently selected argument.
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Formula result Preview the function result given the currently entered arguments.

Graphical Cell and Range Reference Entry

Graphical Cell and Excel 2019 provides you with a useful graphical method for entering cell and range references for a
Range Reference Entry number of purposes, including for use in formulas and functions. Whenever you need to enter a cell
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Lesson 2: Performing Calculations | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 57

or range reference, you have the option of typing the reference manually or selecting the reference
graphically right from the worksheet. This is why the Function Arguments dialog box provides the
Collapse Dialog buttons. These minimize the dialog box, providing you with easier access to
your worksheets for the purpose of graphically selecting references. To graphically select a reference,
you can simply select the cell or the range with mouse clicks or by dragging the mouse (or by using
the appropriate equivalent action on a touchscreen device), and then either press the Enter key or
select the Expand Dialog button in the minimized dialog box.

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Note: If you are manually typing a formula or function, once you've graphically selected a range,
you can simply enter the next formula element or type a comma and then enter the next

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function argument.
After you graphically select a cell or range reference, Excel displays the marquee selection to help

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you verify that you have selected the correct cell or range. When you have finished entering the
reference, the marquee selection goes away.

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Figure 2-11: Graphically selecting cell and range references is a quick and easy alternative to
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typing them.
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The AutoSum Feature

Adding up the values in a row or a column is the single most common mathematical calculation The AutoSum Feature
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most people perform in Excel. As such, Excel provides you with a fast and easy way to do this: the
AutoSum feature. The AutoSum feature enables you to calculate the total of the values in a row or a
column simply by selecting a single button and then pressing Enter or Tab. Using the AutoSum
feature inserts a SUM function in the active cell.
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The AutoSum feature will automatically try to guess which cells you would like to add together if
you use it on a cell in a row or a column that contains values. AutoSum first looks for cells above,
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then looks for cells to the left of the active cell.

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Figure 2-12: The AutoSum feature correctly guesses that the sum in F2 should use B2:E2 as its
argument.

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You can also manually edit the group of cells or the range that the AutoSum feature should include
as arguments in the SUM function. If there are no values in the row and the column associated with
a cell and you insert the SUM function, you must manually enter the arguments in the SUM
function.
You can access the AutoSum feature by selecting Formulas→Function Library→AutoSum or by
using the Alt+= keyboard shortcut. For ease of access purposes, Excel also displays the AutoSum
button in the Editing group on the Home tab.
Note: You do not have to use the AutoSum feature to insert a SUM function. You can also

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simply type the SUM function into a cell or access the SUM function from the Math & Trig
menu in the Function Library group.

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Other Commonly Used Functions

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Other Commonly Used The AutoSum button also provides you with quick access to some other commonly used Excel

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Functions functions. When you select the drop-down arrow, Excel displays a menu that allows you to insert
one of these other common functions into the active cell.

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Figure 2-13: The other commonly used functions available from the AutoSum button.
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Consider demonstrating You can use the functions available from the AutoSum drop-down arrow to perform the following
simple examples of how tasks.
some or all of these
common functions work. Function Use To
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SUM Add the values entered in the cells that are specified in the arguments.
AVERAGE Calculate the average of the values entered in the cells specified in the
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arguments.
COUNT Find the number of cells, out of those that have been specified in the
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arguments, that contain numeric entries.

MAX Find the largest single numeric value out of all of the values entered in the
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cells specified in the arguments.

MIN Find the smallest single numeric value out of all of the values entered in the
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cells specified in the arguments.

Note: Similar functions to COUNT include COUNTA, which finds the number of cells that
contain any type of value, and COUNTBLANK, which finds the number of cells that contain
no value at all.

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Lesson 2: Performing Calculations | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 59

Basic Function Syntax

In order to understand exactly how an Excel function works, you must understand its syntax. A Basic Function Syntax
function's syntax is simply the structure necessary to properly express the function and to define its Explain to students the
arguments. As stated earlier, all Excel functions begin with an equal sign followed by the function importance of fully
name. The function name is followed by a set of parentheses that contains the function's arguments; understanding basic
the arguments are separated by commas. Remember that depending on the particular function you function syntax, as this
are using, arguments can include constants, cell or range references, logical values such as TRUE or will form the basis for
FALSE, formulas, and even other functions. mastering more complex
functions in the future.

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Figure 2-14: The basic elements of an Excel function.

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Functions can contain both required and optional arguments. In function syntax, optional
arguments are notated by using square brackets [ ]. The SUM function, as an example, contains one
required argument and up to 254 optional arguments. Excel must have at least one number to return
a result. Excel can sum up to 255 values with a single SUM function. So the first argument (value) is
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required, and the rest are optional.
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Each function has a unique syntax and requires different specific arguments. If all of the arguments
for a function are valid, the function will return a result in a cell. If one or more of the arguments in
a function are invalid, Excel will return an error, which you will have to correct. Let's take a look at
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the syntax for each of the commonly used functions mentioned so far.

The SUM Function

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Syntax: =SUM(number 1, [number 2], ...)

Note: The ellipsis (...) in function syntax indicates that the same type of argument can carry out
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up to the maximum number of arguments for the function. In this case, it's up to 255
arguments, which is the maximum number of supported arguments in an Excel 2019 function.

Description: Adds the values specified by the arguments. For this function, the arguments can be
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constants, cell or range references, or both.

The following table includes examples of the SUM function in action.
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To Add These Numbers Enter This Function

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The values in cells A1 through A10 =SUM(A1:A10)

The values in cells A1 through A10, in cell B3, and in cell =SUM(A1:A10, B3, D17)
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D17
The values in cells A1 through A10, in cell B3, in cell D17, =SUM(A1:A10, B3, D17, 14, 7)
and the numbers 14 and 7

The AVERAGE Function

Syntax: =AVERAGE(number 1, [number 2], ...)
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 60 | Microsoft® Office Excel® 2019: Part 1

Description: Adds the values specified by the arguments and then divides the total by the number of
individual values. In other words, the AVERAGE function calculates the average (arithmetic mean)
of the specified values. For this function, the arguments can be constants, cell or range references,
or both.
The following table includes examples of the AVERAGE function in action.

To Find the Average of These Numbers Enter This Function

The values in cells A1 through A10 =AVERAGE(A1:A10)

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The values in cells A1 through A10, in cell B3, and in cell =AVERAGE(A1:A10, B3, D17)

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D17
The values in cells A1 through A10, in cell B3, in cell D17, =AVERAGE(A1:A10, B3, D17, 14,
and the numbers 14 and 7 7)

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The COUNT Function

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Syntax: =COUNT(value 1, [value 2], ...)

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Description: Counts the number of cells specified in the arguments that contain a numeric entry.
For this function, the arguments can be cell or range references, or both.

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The following table includes examples of the COUNT function in action.

To Count the Number of Numeric Entries in These Cells Enter This Function

A1 through A10
A1 through A10, B7, and F11
All cells from A1 through D10
or =COUNT(A1:A10)
=COUNT(A1:A10, B7, F11)
=COUNT(A1:D10)
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Note: The COUNT function will also count constants if you include them as arguments.
However, it is more intended to count numeric cell entries.
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The MAX Function

Syntax: =MAX(number 1, [number 2], ...)
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Description: Returns the largest numeric value out of all numeric values in the arguments. For this
function, the arguments can be constants, cell or range references, or both.
The following table includes examples of the MAX function in action.
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To Return the Largest Numeric Value from These Sources Enter This Function
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The values in cells A1 through A10 =MAX(A1:A10)

The values in cells A1 through A10, B13, and C22 =MAX(A1:A10, B13, C22)
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The values in cells A1 through A10, and the number 78 =MAX(A1:A10, 78)

The MIN Function

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Syntax: =MIN(number 1, [number 2], ...)

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Description: Returns the smallest numeric value out of all numeric values in the arguments. For this
function, the arguments can be constants, cell or range references, or both.
The following table includes examples of the MIN function in action.

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Lesson 2: Performing Calculations | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 61

The LearnTO Calculate

To Return the Smallest Numeric Value from These Enter This Function Dates in Excel
Sources presentation is available
from the LearnTO tile on
The values in cells A1 through A10 =MIN(A1:A10) the CHOICE Course
The values in cells A1 through A10, B13, and C22 =MIN(A1:A10, B13, C22) screen. You may choose
to include it in your
The values in cells A1 through A10, and the number 78 =MIN(A1:A10, 78) instructional plans, or
you can remind students
about the tile and the

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Note: To explore how Excel handles dates in calculations, check out the LearnTO Calculate supplemental
Dates in Excel presentation from the LearnTO tile on the CHOICE Course screen. information it contains.

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The Formula AutoComplete Feature

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The Formula AutoComplete feature is a dynamic feature that anticipates the function you want to The Formula

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use in a cell. When you type an equal sign into a cell, and then begin typing the name of a function, AutoComplete Feature
Excel displays a pop-up menu with all of the available functions that begin with the characters you

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have already typed. This allows you to select the desired function, and then simply enter the required
arguments to complete it. The Formula AutoComplete feature also displays a tooltip that describes
whatever function you select from the pop-up menu. The Formula AutoComplete feature can save

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you time otherwise spent navigating the extensive Function Library group for the function you're
looking for. It can also help you quickly select a function when you can't remember its exact name.

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Figure 2-15: Excel displays the available function options and their descriptions as you type the
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function name.

The Formula AutoComplete feature also provides you with assistance when entering function The Arguments Tooltip
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arguments. As you enter the arguments for the selected formula, Excel displays a different tooltip
that highlights the specific argument you're currently entering.
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Figure 2-16: This tooltip highlights where you are within the function syntax.

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This helps you keep track of which arguments you've entered and which ones you still need to enter.
When you're done entering all necessary arguments, simply press Enter or Tab, and Excel will
automatically add the closing parenthesis and enter the function.

Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Insert Functions.

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 Microsoft® Office Excel® 2019: Part 1 | 63

ACTIVITY 2-2
Inserting Functions
Activity
Data File

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C:\091078Data\Performing Calculations\Sales Contest.xlsx

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Before You Begin
Excel 2019 is open.

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Scenario

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You've launched a sales contest to reward Develetech's best performing sales reps. To track their
progress, you created a worksheet to store and perform calculations on the sales figures for each of

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the reps. You're trying to analyze the numbers to determine which sales reps will win prizes. You
want to start by calculating each rep's total sales, average quarterly sales, and highest and lowest
quarterly sales.

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This activity exposes
students to the many
1.

2.
Open the Sales Contest.xlsx workbook file.
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Calculate the total sales for the first two sales reps: Silva and Maddox.
different methods of
inserting functions in a
worksheet. You may
wish to let students
insert functions however
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a) Select cell F4.
b) Select Formulas→Function Library→AutoSum. they feel most
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comfortable.
Verify that the cell range B4:E4 is selected on the worksheet and that it appears in the active cell
and in the Formula Bar.
c) Press Enter. Remind students that,
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d) Perform the same calculation for Maddox. unless the activity steps
specifically instruct them
to select a command's
3. Calculate the average quarterly sales for the same two sales reps.
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drop-down arrow, they

a) Select cell G4 and type =av should just select the
b) From the Formula AutoComplete pop-up menu, double-click AVERAGE. command button and not
the drop-down arrow.
c) On the worksheet, select the range B4:E4.
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Although Excel
d) Add a closing parenthesis and press Enter.
automatically adds the
e) Perform the same calculation for Maddox. closing parenthesis in
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this case when the user

presses Enter, adding
the parenthesis
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manually is a good habit

for students to learn,
especially if they'll
eventually work with
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nested formulas and

functions.
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4. Determine the highest quarterly sales total for the same two sales reps.
a) Select cell H4.
b) Select Formulas→Function Library→Insert Function.
c) In the Insert Function dialog box, in the Search for a function field, type max and select Go.
d) In the Select a function menu, ensure that MAX is selected, and then select OK.
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 64 | Microsoft® Office Excel® 2019: Part 1

e) In the Function Arguments dialog box, to the right of the Number1 field, select the Collapse Dialog

button.

f) On the worksheet, select the range B4:E4 and then select the Expand Dialog button.

Note: You may need to move the Insert Function dialog box to select the
range.
g) In the Function Arguments dialog box, select OK.
h) Repeat the process for Maddox.

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5. Determine the lowest quarterly sales for the same two sales reps.

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a) Select cell I4.
b) Select Formulas→Function Library→AutoSum drop-down arrow→Min.
c) On the worksheet, select the range B4:E4 and press Enter.
Ensure that students
manually select the
range B4:E4 in step 5c.
Excel will attempt to
Functions→Statistical→MIN. or
d) Ensure that cell I5 is selected and then select Formulas→Function Library→More

e) In the Function Arguments dialog box, to the right of the Number1 field, select the Collapse Dialog
button.
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guess the desired range f) Select the range B5:E5 and press Enter.
here, but that guess is
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g) In the Function Arguments dialog box, select OK.

incorrect.
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6. Save the workbook to the C:\091078Data\Performing Calculations folder as

My Sales Contest.xlsx and leave the workbook open.
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 Microsoft® Office Excel® 2019: Part 1 | 65

TOPIC C
Reuse Formulas and Functions
Imagine that you're totaling the sales figures for individual associates to calculate their commissions.
You'll likely need to apply the same formula or function to each row. If your organization employs
hundreds, or even thousands, of sales associates, this could be an incredibly lengthy, tedious process.

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Being able to create one set of formulas or functions and then apply it to every row would be far
easier. Excel, much like a word-processing application, provides you with a number of methods to

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reuse nearly any of your content, including formulas and functions, basically by using a variety of
copy and paste techniques. This functionality represents one of the most useful time-saving features

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of Excel. By reusing your content, you can eliminate the hassle and reduce the likelihood of entering
numerous errors in your workbooks. All of this will allow you to avoid repetitive tasks and hours of
troubleshooting so you can focus on more important tasks.

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Formulas and the Cut, Copy, and Paste Commands

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As with other worksheet content, if you want to reuse your Excel formulas and functions, you can Formulas and the Cut,

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do so by using the Cut, Copy, and Paste commands. Copy, and Paste
Commands
By default, if a cell contains a formula or a function and you cut or copy its content to the clipboard,
when you paste the content to another cell, Excel pastes the formula in the destination cell.

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Remember it's not a WYSIWYG environment. Although the destination cell will display the result
of the formula or function, as it did in the source cell, the content is still the formula. This
functionality forms the basis of how you can reuse formulas and functions throughout your
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worksheets and workbooks.
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The Paste Options

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Excel 2019 provides you with a number of different options for pasting copied content into other The Paste Options
cells. This is because there will be occasions where you want to paste certain elements of a cell's
content into another cell, but not the exact contents. Let's look at an example to clarify this. What if
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you want to paste a formula's numerical result in another cell, without bringing the actual formula
along with it? Situations like this are where Excel's paste options come in handy.
When you copy a cell's contents to the clipboard, a number of paste options become available that Consider demonstrating
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you can access from the Paste drop-down arrow in the Clipboard group. These options are also the Paste Preview
available from the Paste Options button if you paste the content by using the Paste button or the feature to the class.
Ctrl+V keyboard shortcut. If you access the paste options from the ribbon, placing the mouse
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pointer over the various option icons will display a temporary preview of what the content will look
like if you select that option.
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Note: The paste options are not available if you cut a cell's content. They are available only
when you copy and paste.
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 66 | Microsoft® Office Excel® 2019: Part 1

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Figure 2-17: The paste options are available from both the ribbon and the Paste Options button.

Paste Option
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The following table describes the various paste options.

Will Paste
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Paste All of the copied cells' contents.
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Formulas Just the formulas from the copied cells.

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Formulas & Number The formulas and any applied number formatting from the
Formatting copied cells.
Keep Source Formatting All of the copied cells' content along with all applied formatting.
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No Borders All of the copied cells' content and formatting except for the
border formatting.
Keep Source Column Widths All of the copied cells' content and formatting. This option will
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also adjust the column width for the column the destination
cells are in to match the column width of the copied cell.
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Transpose All of the contents and formatting from a group of copied cells.
This option will also switch rows to columns and vice versa.
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Values Just the values from the copied cells without formulas or
formatting.
Values & Number Formatting Just the values and any number formatting from the copied cells
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without formulas or other types of applied formatting.

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Values & Source Formatting Just the values and any applied formatting from the source cells
without the formulas.
Formatting Just the formatting from the copied cells without any cell
content.

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 Microsoft® Office Excel® 2019: Part 1 | 67

Paste Option Will Paste

Paste Link The content from the selected cells into the new cells and will
create a link between the cells. If you make any changes to the
copied cells, those changes will be reflected in the new cells.
This option works only for certain types of content, such as
formulas that contain absolute references.
Picture The displayed content from the copied cells as a picture. The
pasted content will no longer behave like values, formulas,

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functions, text, and so on.

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Linked Picture The displayed content from the copied cells as a picture and
create a link between the picture and the copied cells. The
pasted content will no longer behave like values, formulas,

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functions, text, and so on, but changes made in the copied cells
will be reflected in the pasted picture.

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Note: Some of the paste options described in this table cover features or options that have not

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yet been discussed. Most of these will be covered either later in this course or in other courses in
the Excel 2019 series.

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The Paste Special Dialog Box

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Excel 2019 provides you with several other paste options that you can access by using the Paste
Special dialog box. Here you will find many of the same paste options you've already seen, but you
will also find a few more. These include the ability to paste review markup such as comments and
The Paste Special
Dialog Box
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validation formatting (which restricts the type of data that a user can enter into cells) along with
several options for performing basic mathematical operations. You can access the Paste Special
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dialog box by selecting Home→Clipboard→Paste drop-down arrow→Paste Special.

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Figure 2-18: The Paste Special dialog box provides you with access to additional paste options.

The following table describes some of the Paste Special options that are not available with the
other paste options.

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 68 | Microsoft® Office Excel® 2019: Part 1

Paste Special Option Description

Add Adds the value in the copied cell to the value entered in the destination
cell.
Subtract Subtracts the value in the copied cell from the value entered in the
destination cell.
Multiply Multiplies the value in the destination cell by the value in the copied cell.
Divide Divides the value in the destination cell by the value in the copied cell.

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Skip blanks If the range you copy includes blank cells, these will be omitted when you

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paste the content to the destination range of cells.

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Relative References
Relative References Before you explore how cutting, copying, and pasting relate to reusing formulas, you will first need

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to understand how cell and range references work. In Excel, there are three types of references:
relative, absolute, and mixed. Relative references are the default in Excel. A relative reference is a

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cell or a range reference that will change when you move or copy a formula from one cell to
another. In other words, the reference is relative to the location of the cell. To see how this works,

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take a look at this simple example.
If students ask, let them
know that the default
view, which is to display
calculation results
instead of formulas, was
changed to facilitate
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screen capturing of the
cell references.
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Figure 2-19: With relative references, when you move a formula or function, the cell references
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change.

In this example, the formula from cell D1 has been copied and pasted into cell D2. The formula in
cell D1 adds the values in cells A1, B1, and C1. But because the range reference in the formula is a
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relative reference, what it's telling Excel is to look at the cell three spaces to the left of the formula,
the cell two spaces to the left of the formula, and the cell one space to the left of the formula to find
the values to add.
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So when you copy and paste the formula into cell D2, it still looks for the values in the cells three
spaces to the left, two spaces to the left, and one space to the left. This is why the reference has
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changed from A1:C1 to A2:C2, as those are now the cells the correct number of spaces away from
the formula. If you were to paste the same formula into cell D3, the range reference would change
to A3:C3, and so on.
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Relative references are one of the keys to understanding just how powerful and useful Excel can be.
This forms the basis for how Excel can apply the same calculation to thousands of rows and
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columns of data.

Absolute References
Absolute References On the other hand, absolute references refer to particular cells and do not change when you move
or copy formulas to other cells. In Excel, absolute references are indicated by using the dollar sign

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 Microsoft® Office Excel® 2019: Part 1 | 69

($) before the row and column header. So, if A1 is a relative reference, then $A$1 is an absolute
reference. You use absolute references whenever you want to apply a formula to multiple cells but
still want part of the calculation to include a value entered into a specific cell. Common examples of
this include multiplying a sales figure by the sales tax rate or a sales rep's total sales by the
commission rate. Rather than having to enter the same multiplier in every row or column of data,
you can simply place that value in a single cell on your worksheet, and then include an absolute
reference to that cell in the formula. When you move or copy that formula to the other sales figures,
each is now multiplied by the same value.
In the following example, the cells in column D contain formulas with relative references. These Again here, you can

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were copied from cell D2 to the other cells in the column. By default, the cells in column D would explain that the default
view has been changed

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display the sales totals for each sales rep for the first two quarters. The formulas in column E are
multiplying the sales totals from column D by a fixed rate. In this case, it's the sales commission rate to help illustrate the
in cell G4. Because the formula in cell E2 contains an absolute reference to cell G4, when copied to point.

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cell E3, the formula still references the same cell. Notice, however, that the formula is referencing
the sales total in cell D3, not D2, because that is a relative reference in the formula.

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Figure 2-20: Absolute references do not change when copying or moving formulas.
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Mixed References
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Mixed references are cell or range references in which either the column or the row header is Mixed References
absolute, but the other reference is relative. The cell reference A$1 would be a mixed reference. In
this example, the column header, A, is relative and will change if used in a formula that is copied or
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moved to another cell. But the row header, $1, is absolute, so if you move the formula, it will
reference different columns, but in the same row. Mixed references are typically used less than
relative and absolute references, but they can be quite handy. You would use a mixed reference
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when you need to copy a formula across multiple rows and columns and you need the formula to
look, for example, for values in the same column but in different rows. Let's take a look at a simple
example to see how this works.
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In the following example, the worksheet contains a list of three products, each with their base price.
Rows 6 and 7 show the percentages that the prices have been marked down for the last three years.
Columns E through H will calculate the price for each product, for each year, after the markdown is
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applied. The basic formula that would go in cell F2 would be: =B2*(1-B7). This multiplies the
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desktop's base price by its remaining percentage after the markdown is applied for the year 2013.

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 70 | Microsoft® Office Excel® 2019: Part 1

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Figure 2-21: An example worksheet containing three products and their base prices.

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However, when you use AutoFill to apply this formula to the other products, you would need the
formula to keep looking in row 7, as this is where the markdown percentages are. Otherwise, Excel

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will assume you want to move down a row for each new product. Likewise, when you AutoFill this
formula horizontally, across the different years, you'll need Excel to keep looking in column B
where the base prices are. So, you'll need to adjust the aforementioned formula in cell F2 to the

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following: =$B2*(1-B$7). Notice the two mixed references—Excel will always look in column B
for the base prices, while still moving down the column for each product; and it will always look in

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row 7 for the markdown percentages, while still moving across the row for each year.

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Figure 2-22: Mixed references applied to the example.

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Note: To quickly cycle through relative, absolute, and mixed references in Excel formulas, select
the cell with the formula, place the insertion point next to or within the reference in the formula
in the Formula Bar, and press the F4 key. If you press the key multiple times, the reference will
cycle through all possible combinations.
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AutoFill and Formulas

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AutoFill and Formulas As mentioned with mixed references, you can use the AutoFill feature to quickly and easily copy and
paste a formula across columns and rows. This is one of the most useful features Excel has to offer.
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Let's say you have a worksheet that lists quarterly sales for your sales team. You want the final
column to display the total sales for each sales rep for the entire year. So you enter a SUM function
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for the first sales rep in the Total column. Now you want to copy and paste that formula, using
relative references, all the way down the Total column. If your company has only 5 or 10 sales reps,
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copying and pasting would likely be just fine. But what if your organization has thousands of sales
reps? Copying and pasting the formula could take hours. However, you can also simply select the
cell containing the formula and, by using the fill handle, drag the formula down the entire column
all at once. If there is one trick you remember about Excel, this should be it.

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Lesson 2: Performing Calculations | Topic C
 Microsoft® Office Excel® 2019: Part 1 | 71

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Figure 2-23: The AutoFill feature enables you to copy and paste multiple instances of a formula
in one easy step.

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You can also double-click the fill handle to automatically fill all cells in a column with a formula or
function. This feature does not work to fill across a row. Also, if there are any gaps in your data, the

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formula or function will not copy all the way down the column. If you have any empty rows in your
data, Excel will fill in the column's cells only up to the first empty row.

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Worksheet References

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You've seen how Excel formulas can reference cells in various ways on a worksheet. But what if you Worksheet References
want to include values from cells on another worksheet in one of your formulas? Excel workbooks Worksheet references

or
often contain multiple worksheets. It would be a waste of time and effort to have to copy and paste
data from one worksheet just to be able to use that data in calculations on another. Fortunately, you
don't have to. Excel 2019 allows you to create references to cells on other worksheets for use in a
are covered in more
depth in Part 3 of the
Excel 2019 course
series.
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number of different ways, including as references in functions and formulas.
Creating a reference to cells on another worksheet is as simple as adding the worksheet name and an
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exclamation point directly before the cell or range reference. Let's look at a simple example using the
default worksheet names you would find in a new blank workbook. If you have a formula on Sheet1
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and you would like that formula to reference cell D3 from the worksheet Sheet2, you would include
the following reference in the formula: Sheet2!D3. Excel allows you to rename your worksheets, so
be sure to include the correct worksheet name when creating references to cells on other
worksheets.
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Figure 2-24: A reference to a cell on another worksheet.

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Note: You can also graphically select cells and ranges on other worksheets for use as references
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in formulas. You do the same as you would for references on the same worksheet, except you
switch to the correct worksheet to select the cell or range.

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Lesson 2: Performing Calculations | Topic C
 72 | Microsoft® Office Excel® 2019: Part 1

Excel Errors and Display Issues

As you begin to enter and reuse more and more data in your Excel worksheets, you'll be more likely
to occasionally encounter an error. This is especially true as you work with complex formulas and
functions. There are a number of common issues that can cause errors in Excel, each returning a
unique error message. It is important to understand what causes these errors and how to resolve
them.
Excel Errors and Display
Issues

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Figure 2-25: A series of number signs indicates that a column is too narrow to display all cell
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content.
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Correcting errors is The following table lists some of the common Excel error and display issue messages, what they
covered in detail in Part mean, and possible solutions.
3 of the Excel 2019
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course series. Error/Display Issue What It Means What to Do

##### The most common cause of this Either adjust the column width to
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display issue, which is sometimes accommodate cell content or adjust

referred to as "railroad tracks," is that your date or time entries to require
a column is too narrow to display all fewer characters.
cell content.
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You may also see this error if dates

or times in your worksheets contain
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negative values.
#VALUE! An Excel formula has encountered Correct the data entry or the cell
an unexpected value (for example, reference in the formula, or enter a
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text where it thinks numeric values different formula.

should be).
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#DIV/0! A formula you have entered is Correct the data entry or the cell
forcing Excel to divide a value by reference in the formula, or enter a
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zero. This can happen either when different formula.

zero is the value in the cell or a cell
contains no value at all.

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Lesson 2: Performing Calculations | Topic C
 Microsoft® Office Excel® 2019: Part 1 | 73

Error/Display Issue What It Means What to Do

#REF! This error indicates an invalid Update the formula or restore the
reference. One common cause is deleted cell.
deleting a cell that a formula
references.
#NULL! You have tried to reference the Correct the intersection reference.
intersection of two ranges that do
not actually intersect.

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One other common error indicator you'll encounter occasionally is a green triangle icon in the top-
left corner of a cell. This indicates some other type of error involving formulas that still returns a
valid value. Most commonly, users encounter this error indicator when they enter a formula in a cell

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that doesn't match other formulas entered into adjacent cells. So, while the formula itself is valid and
returns a valid value, Excel recognizes that it doesn't seem to match surrounding formulas and flags
it as a possible mistake.

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When you select a cell containing an error indicator, Excel displays a drop-down menu. This menu
indicates the type of error Excel flagged, provides you with access to options for correcting or

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ignoring the error, and provides access to Help resources about the particular error.
Error Indicators

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Figure 2-26: Here, the user mistakenly multiplied a set of values instead of adding them, which
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doesn't match the surrounding data.

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Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Reuse Formulas and Functions.

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Lesson 2: Performing Calculations | Topic C
 74 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 2-3
Reusing Formulas and Functions
Activity
Before You Begin

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The My Sales Contest.xlsx file is open.

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Scenario
You need to complete your analysis of the sales figures for all sales reps so you can announce the

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contest winners at an upcoming meeting. You decide to reuse the functions you have already created
for Silva and Maddox for the remaining sales reps rather than create new functions for each one.
Because you also need to provide commission payment figures to the payroll department before the

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meeting, you decide to use the same worksheet to perform the commission calculations.

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1. Use the clipboard to calculate the total quarterly sales for the remaining sales

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reps.
a) Select cell F5.

or
b) Press Ctrl+C to copy the cell's contents to the clipboard.
c) Select the range F6:F27 and then press Ctrl+V to paste the function to the selected range of cells.
Verify that the function has been copied into the remaining cells in the column.
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2. Use the AutoFill feature to calculate the average quarterly sales for the
remaining sales reps.
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a) Select cell G5.

b) Place the mouse pointer over the fill handle until it is displayed as a thin black plus symbol.
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c) Double-click the fill handle.

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Verify that the function has been copied into the remaining cells in the column.

Use the AutoFill feature to fill in the highest and lowest quarterly sales figures
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3.
down the remaining cells in columns H and I.
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This is a good
4. Calculate the annual sales commission figure for Silva by using the
commission rate in cell M3.
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opportunity to have a
brief discussion about a) Select cell J4.
absolute and relative b) Type =f4*m3 and press Ctrl+Enter.
references with the
class. Ask the students
why the returned value 5. Reuse the formula to calculate the commission for the remaining sales reps.
is 0 and what they a) Double-click the fill handle in cell J4.
should do to resolve the b) Verify that the value that appears in cells J5:J27 is 0.
issue.
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Lesson 2: Performing Calculations | Topic C
 Microsoft® Office Excel® 2019: Part 1 | 75

6. Modify the commission formula to include an absolute reference to the

commission rate in cell M6.
a) Select cell J4.
b) In the Formula Bar, place the insertion point immediately before or after M3 in the formula.

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c) Press the F4 key to switch the relative reference to an absolute reference.

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d) Ensure that M3 is now displayed as $M$3 in the Formula Bar and press Enter. Inform the students that
they can cycle through
7. AutoFill the modified formula in J4 to the rest of the cells in column J. all variations of relative,

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absolute, and mixed
references by repeatedly
8. Ensure that the formula now returns the appropriate values. pressing F4. If they

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accidentally press it
more than once, they
can cycle back until the

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reference is absolute.

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9. Save and close the workbook file.

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Lesson 2: Performing Calculations | Topic C
 76 | Microsoft® Office Excel® 2019: Part 1

Summary
In this lesson, you created Excel formulas, inserted functions into cells, and reused formulas and
functions in other cells. These basic tasks will form the foundation of your ability to work with and
analyze your organizational data. This will enable you to extract actionable organizational intelligence
from your data so that you can make sound business decisions.
Encourage students to
Which formulas and functions do you see yourself using most in your daily life?

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use the social
networking tools How does that relate to your current role?

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provided on the CHOICE A: Answers will vary, often directly based on job role. People who need to perform simple calculations—
Course screen to follow to add hours and multiply pay rates for payroll, for example—may prefer to use basic formulas. But,
up with their peers after
people who perform more rigorous data analysis—accountants, business analysts, and statisticians,

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the course is completed
for example—would likely use functions such as AVERAGE, COUNT, MAX, and MIN more frequently.
for further discussion
and resources to support
How do you see the AutoFill feature saving you time and effort? Can you think of

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continued learning.
any uses for it that have not yet been covered?
A: Answers will vary, but may include that AutoFill will simply save time and effort when working on large

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workbook files. More creative uses of AutoFill could be to create a list of annual quarters over a
number of years or to create entries for each step in particular cycles for a number of periods (sales

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cycles, review cycles, product development cycles, and so on).

Note: Check your CHOICE Course screen for opportunities to interact with your classmates,

or
peers, and the larger CHOICE online community about the topics covered in this course or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
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Lesson 2: Performing Calculations |
 3 Modifying a Worksheet

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Lesson Time: 45 minutes

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Lesson Introduction

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From time to time, you'll need to make changes to your worksheets and workbooks. What if
the changes you need to make go beyond simply re-entering a formula or updating a value?

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What if you need to add a whole new column or row to your worksheet? What if that
column or row is in the middle of existing data? Also, what if you discover you've made the
same mistake over and over? Or, what if you need to check your spelling throughout all
or
worksheets in a workbook? Microsoft® Office Excel® 2019 provides you with a wide
variety of options for making significant changes like these to your worksheets.
Understanding how this functionality works will help you keep your documents updated
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without throwing away all of the valuable work you've already done.
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Lesson Objectives
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In this lesson, you will:

• Insert, delete, and adjust cells, columns, and rows.
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• Search for and replace data.

• Check the spelling in a worksheet.
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 78 | Microsoft® Office Excel® 2019: Part 1

TOPIC A
Insert, Delete, and Adjust Cells, Columns, and
Rows
At some point in your data entry process, the amount of text you need to display in a cell may be

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more than the cell can hold. Or, perhaps, your organization will create a new metric by which certain
figures are tracked. To include information on the new metric, you may have to add a row or a

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column right in the middle of existing data. Or maybe you want to view your data in a different way
to focus more on one element of a system than another. When situations like these arise, you'll need
to be able to modify the cells, columns, and rows in your worksheets to suit your needs. Excel 2019

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provides you with a number of commands and features that allow you to make these kinds of
changes.

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The Insert and Delete Options

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The Insert and Delete Adding new information at the end of a column or row is easy. But what if you need to add a cell, a

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Options row, or a column in the middle of existing data? For this, the Cells group on the Home tab
provides you with access to the Insert and Delete commands. These commands enable you to add
a single cell, a group of cells, or even entire rows or columns anywhere you need them.

or
If you select either the Insert or the Delete button, Excel will insert or delete whatever you
currently have selected. If you select a cell or a group of cells and then select Insert, Excel will insert
a cell or a group of cells. If you select an entire row and then select Delete, Excel will delete the
entire row.
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Excel defaults to pushing cells or rows down to make room for new ones when adding cells or
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rows. It defaults to pushing them up to "fill in the space" when you delete them. Excel also defaults
to pushing columns to the right to make room for new columns, and pushing them to the left to
"fill in the space" when you delete columns.
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The Insert and Delete options provide you with additional functionality for inserting and deleting
cells. If you insert or delete a cell or a group of cells by using either the Insert Cells or the Delete
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Cells command from the drop-down menus, Excel displays either the Insert dialog box or the
Delete dialog box. These provide you with options for shifting cells in a particular direction or
inserting or deleting an entire row or column even if you've selected only a cell or group of cells.
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Note: You can also access the Insert and Delete dialog boxes by right-clicking a selected cell or
range, and then selecting either Insert or Delete.
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Figure 3-1: The Insert and Delete dialog boxes.

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Lesson 3: Modifying a Worksheet | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 79

Width and Height Adjustments

There will, undoubtedly, be instances in which you need to enter data or formulas in worksheet cells
that spill over beyond cell borders. When this happens, you'll need to adjust the size of the cells in
your worksheets. To adjust cell sizes, you must either adjust row heights, column widths, or both.
Excel 2019 provides you with several options for adjusting cell sizes in your worksheets.
The first method is to simply click and drag row or column borders to adjust them manually. To do
this, place the mouse pointer directly over the desired border in either the row or column header

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until it appears as a dark line with a double arrow. Then click and drag the border until the row
or the column is the desired height or width. When you adjust row and column heights manually,

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drag either the bottom border of the desired row or the right-hand border of the desired column.
Manual Width and

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Height Adjustments

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Figure 3-2: Click and drag column or row borders to manually adjust cell size.

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You can also manually fit row heights or column widths to match cell content. To do this, double-
click the appropriate row or column border in the row and column headers. When you use this
method, Excel will fit the row or the column to accommodate the greatest amount of cell content in
the row or column. As with manually dragging rows or columns to the desired size, when you
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double-click to fit them, you double-click the lower border for a row and the right-hand border for a
cell.
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Note: You can resize all columns or rows in a worksheet at the same time. To do this, select the
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Select All button where the column and the row headers intersect to select all cells in the
worksheet, and then double-click any column or row border in the headers.
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Manual Fit
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Figure 3-3: When the mouse pointer is displayed as a line with a double arrow, you can double-
click row or column borders to fit them to cell content.
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You can also use the AutoFit feature in Excel to automatically adjust row height or column width to
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match cell content. You can access the AutoFit commands by selecting Home→Cells→Format.
To use the AutoFit feature, select any cell or range within the row(s) or the column(s) that you
would like to adjust and then select either the AutoFit Row Height or the AutoFit Column
Width command from the Format drop-down menu.

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Lesson 3: Modifying a Worksheet | Topic A
 80 | Microsoft® Office Excel® 2019: Part 1

The AutoFit Feature

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Figure 3-4: The AutoFit feature adjusts row height or column width to match cell content.

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Finally, you can use the Row Height and Column Width dialog boxes to adjust cell size. To adjust

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cell size by using this method, simply select a cell in the desired row, open the appropriate dialog
box, enter the desired height or width value, and then select OK. You can access the Row Height
and the Column Width dialog boxes by selecting either Home→Cells→Format→Row Height

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or Home→Cells→Format→Column Width.
The Row Height and
Column Width Dialog
Boxes
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Figure 3-5: The Row Height and the Column Width dialog boxes.
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The Hide and Unhide Commands

The Hide and Unhide The Hide and Unhide commands enable you to suppress the visibility of particular rows or
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Commands columns in your worksheets. These commands can come in handy in large worksheets that have
more rows or columns than can fit on the screen at once, or if your worksheets contain extraneous
information or calculation data that doesn't need to be displayed.
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Figure 3-6: Hidden columns.

When you hide rows or columns, they remain in the worksheet and all references to cells in the
hidden rows or columns remain intact. You can access the Hide and Unhide commands by
selecting Home→Cells→Format→Hide & Unhide.

Licensed For Use Only By: Todd Raines [email protected] Feb 28 2022 5:49PM
Lesson 3: Modifying a Worksheet | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 81

Note: You can also access the Hide and Unhide commands by selecting a row, a column, or
multiple rows or columns, right-clicking anywhere within the selection, and then selecting either
Hide or Unhide.

Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Insert, Delete, and Adjust Cells, Columns, and Rows.

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Lesson 3: Modifying a Worksheet | Topic A
 82 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 3-1
Adjusting Cells, Columns, and Rows
Activity
Data File

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C:\091078Data\Modifying a Worksheet\Sales Data.xlsx

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Before You Begin
Excel 2019 is open.

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Scenario

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You have been asked to present data about your sales team to company leadership at an important,
upcoming meeting. They would like to gauge the performance of individual members of your sales

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team. You have prepared an Excel worksheet that you will use to present the information to
attendees. But, as you're reviewing the worksheet, you feel some of the information isn't necessary
to present, so you decide to hide some of the columns. You also feel some of the columns take up

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too much space for the data in them, so you want to adjust their widths. In addition, one of your
sales reps recently left the company, so you'll need to delete her information.

There are misspellings

1. Open the Sales Data.xlsx workbook. or
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and empty cells in this 2. Adjust the column widths for columns A and B.
data file, which are
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a) Select the column header for column A to select the entire column.
intentional. These will be
corrected later. b) Select Home→Cells→Format→AutoFit Column Width.
c) In the column headers, place the mouse pointer over the border between columns B and C until it is
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displayed as a vertical line with two arrows.

d) Double-click the border between columns B and C to AutoFit the column width to the cell contents.
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3. Hide the columns containing the quarterly sales data.

a) Select the column header for column C, press and hold down Shift, and then select the column
header for column F.
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Note: Alternatively, you can drag to select the range.

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b) Release Shift.
Ensure that the range C:F is selected.
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Remind students that a

column reference
without a row reference
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indicates the entire

column is selected. For
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example, C:F means all

of columns C through F
are selected
simultaneously.

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Lesson 3: Modifying a Worksheet | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 83

c) Select Home→Cells→Format→Hide & Unhide→Hide Columns.

Note: Alternatively, you can right-click the column headers and select Hide.

Verify that column headers B and G now appear beside each other with nothing in between.

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4. Delete the row containing information for the former employee, Smith. Ensure that students are

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selecting the drop-down
a) Select any cell within row 14.
arrow, otherwise they
b) Select Home→Cells→Delete drop-down arrow→Delete Sheet Rows. won't delete the entire

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Verify that Smith's data is gone, and that Wagner is now in row 14. Verify that the Total no of row.
employees in O2 has changed to 23. Ask students why the
total number of
5.
Sales Data.xlsx
or
Save the workbook to the C:\091078Data\Modifying a Worksheet folder as My employees automatically
updated. The answer:
cell O2 uses a function
(COUNTA).
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Lesson 3: Modifying a Worksheet | Topic A
 84 | Microsoft® Office Excel® 2019: Part 1

TOPIC B
Search for and Replace Data
Consider that you mistakenly entered the wrong data in your worksheets—and not only that, but
you made the same mistake over and over again throughout the workbook. If your worksheets
contain thousands of rows' and columns' worth of data, having to find and correct multiple errors

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would be a painstaking, time-consuming process. But you're in luck; Excel 2019 includes a number
of options to help you find and correct mistakes throughout your workbooks quickly and easily.

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The Find Command

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The Find Command You can use the Find command to locate specific content within your worksheets and workbooks.
Excel opens the Find and Replace dialog box with the Find tab automatically selected. You can

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search your workbooks and worksheets for a number of different types of content, including values,
formulas, formatting, and review markup. You can search for individual instances of the content

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you're searching for or view a list of all instances of content matching your search query at once.
Excel provides you with a number of options for configuring your search queries to find the precise

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information you're looking for. To access the Find command, select Home→Editing→Find &
Select→Find or press Ctrl+F.

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Note: You can direct Excel to search only within a particular range by selecting that range
before selecting the Find command.
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Figure 3-7: The Find and Replace dialog box with the options expanded.

The following table describes the various elements of the Find tab in the Find and Replace dialog
box.

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Lesson 3: Modifying a Worksheet | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 85

Find Tab Element Use This To

Find what field Enter your search query. This is the content Excel will search for in
the workbook or worksheet.
Options button Expand or collapse additional options in the Find and Replace
dialog box.
Format indicator Determine whether or not you have selected a particular format to
search for. If you have not selected a format, the indicator displays

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the text No Format Set. If you have selected a format, the indicator
displays the text Preview*.

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Format button Select the type of formatting you wish to search for. Selecting the
Format button opens the Find Format dialog box, which allows

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you to select the type of formatting you wish to search for.
Selecting the Format drop-down arrow also gives you the option to
manually select a worksheet cell to set the desired formatting to

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search for or to clear formatting from the search query.

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Within drop-down menu Decide between searching the current worksheet or the entire
workbook.

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Search drop-down menu Choose whether to search by row or by column.
Look in drop-down menu Tell Excel to search within cells containing values, formulas, or
comments.
Match case check box

Match entire cell contents

results. or
Require an exact casing match in order for Excel to return search

Require an exact content match within a cell in order for Excel to

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check box return a search result.
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Find All button Display a list of all instances of content matching your search query
at the bottom of the Find and Replace dialog box. When you
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select a search result from the list, Excel automatically navigates to

and selects the matching cell.
Find Next button Cycle among all cells with content matching the search query. Excel
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automatically navigates to and selects each cell containing matching

content in the order it finds them.
Search results list Review search results when you use the Find All command and to
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select cells containing content that matches the search query.

The Replace Command

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Like the Find command, the Replace command will also search for specific content within your The Replace Command
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workbooks and worksheets. But you can use the Replace command to switch out the old, incorrect
data with the updated or correct data. Excel provides you with the same options for configuring
your searches when using the Replace command, with the additional option of entering the content
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you would like to replace the incorrect content with. As with the Find command, you can apply the
Replace command for one instance of your search query at a time or for all matching instances at
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once. The keyboard shortcut for the Replace command is Ctrl+H.

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Lesson 3: Modifying a Worksheet | Topic B
 86 | Microsoft® Office Excel® 2019: Part 1

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Figure 3-8: The Replace tab is a near match for the Find tab; the only difference is the ability to

Ask the students if they

can think of a reason for
or
specify the content you want to replace the old content with.

Note: As with the Find command, you can direct the Replace command to search for and
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selecting a particular replace only content within a particular range by first selecting the range and then selecting the
region before using the Replace command. Also, the Look in options are restricted to only Formulas on the Replace
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Replace command. One tab.

reason: People can have
last names that
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resemble common
words or other people's
The Go To Dialog Box
first names, such as You can use the Go To dialog box to quickly navigate to and select any cell within a workbook or
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"West" or "Ellis." worksheet. This works in much the same way as using the Name Box to navigate. You simply enter
The Go To Dialog Box the desired cell reference and then select OK to navigate to a cell. If you would like to navigate to a
The Go To dialog box is cell on a different worksheet within the same workbook, include the name of the desired worksheet
covered in this topic on followed by an exclamation point ( ! ) before the cell reference. Although this isn't really necessary in
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searching for and

smaller worksheets, if you have thousands of rows and columns in a large worksheet, this can make
replacing data, even
though it's more of a
navigation far easier.
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navigational feature, as The main advantage of using the Go To dialog box over the Name Box is that the Go To dialog
it is grouped with the box saves a list of the cells to which you have previously navigated. This way, if you use particular
Find and Replace cells often in a worksheet, you can quickly jump back to them when you need to edit data. You can
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commands on the
access the Go To dialog box by selecting Home→Editing→Find & Select→Go To or by
ribbon.
pressing the F5 key.
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Figure 3-9: The Go To dialog box remembers your navigation history.

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The Go To Special Dialog Box

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The Go To Special feature is far more powerful than the Go To feature. Whereas the Go To dialog The Go To Special

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box allows you to navigate directly to a particular cell, the Go To Special dialog box allows you to Dialog Box
select multiple cells that all meet particular criteria. This feature is handy when you want to avoid
manually navigating through a large worksheet to select multiple cells by pressing and holding down

or
the Ctrl key. But the feature also works well for finding a single cell in a worksheet that meets the
desired search criteria or for selecting a contiguous range of cells that all meet the criteria. The Go
To Special feature works only on the currently selected worksheet.
When you use this feature, selected cells behave as they normally do when you select a range. So you
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can add formatting to all of the cells at once, delete the content of all of the cells, or use the Tab
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and Enter keys to navigate among the selected range to enter data one cell at a time. You can access
the Go To Special dialog box by selecting Home→Editing→Find & Select→Go To Special or
by accessing the Go To dialog box and selecting the Special button.
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Figure 3-10: The Go To Special dialog box.

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 88 | Microsoft® Office Excel® 2019: Part 1

The Go To Special dialog box provides you with a wide array of criteria for selecting cells and
ranges.

Option Select This To

Comments radio button Select all cells containing comments.

Constants radio button Select all cells containing constants. Using the following check
boxes, you can restrict the search to select only cells containing:
• Numbers

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• Text

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• Logicals—this option will not select instances of TRUE or
FALSE that are the result of a logical function, only cases in
which you've typed TRUE or FALSE as text. Also, Excel

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differentiates TRUE and FALSE from all other text when
using this option.

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Formulas radio button Select cells containing formulas. Using the check boxes below,
you can restrict the search to select only cells containing

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formulas that return:
• Numbers

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• Text
• Logicals—this option will select instances of TRUE or
FALSE that are the result of a logical function.

Blanks radio button

or
• Errors
Select all blank cells within a dataset or a selected range.
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Current region radio button Select all cells in the same region as the currently selected cell or
range.
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Current array radio button Select all cells in the same array as the currently selected cell or
range, if the selected cell is part of an array.
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Objects radio button Select all objects on the worksheet. This option does not select
worksheet cells, only objects on the worksheet.
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Row differences radio button Select all cells in the same row as the selected cell that do not
contain the same content as the selected cell.
Column differences radio Select all cells in the same column as the selected cell that do not
button contain the same content as the selected cell.
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Precedents radio button Select all cells that contain data feeding the formula in the
selected cell.
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• Direct only—select only those cells directly feeding or fed by

the currently selected cell.
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• All levels—select all cells feeding or fed by the currently

selected cell.
Dependents radio button Select all cells that contain formulas that the currently selected
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cell is feeding.
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• Direct only—select only those cells directly feeding or fed by

the currently selected cell.
• All levels—all cells feeding or fed by the currently selected
cell.
Last cell radio button Select the last cell containing data or formatting in a worksheet.
Visible cells only radio button Select all non-hidden cells.
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Option Select This To

Conditional formats radio Select all cells containing conditional formatting or all cells
button containing the same conditional formatting as the currently
selected cell.
• All—select all cells containing conditional formatting.
• Same—select only cells containing the same conditional
formatting as the currently selected cell.

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Data validation radio button Select all cells containing data validation or all cells containing
the same data validation as the currently selected cell.

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• All—select all cells containing data validation.
• Same—select only cells containing the same data validation

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criteria as the currently selected cell.

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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Search for and Replace Data.

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 90 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 3-2
Searching for and Replacing Data
Activity
Before You Begin

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The My Sales Data.xlsx file is open.

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Scenario
You have received notification from the human resources department that one of your sales reps

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has been transferred to a different region, and another was recently married and has changed her
name. You decide to use the Find command to locate the employee information without having to
manually search the worksheet so you can update the records.

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Additionally, an intern reported that several of the employees do not have their region included in

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the spreadsheet. You decide to use the Go To Special command to find the blanks so you can
update them manually.

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Finally, Develetech has recently consolidated the sales teams from two regions into one. You realize
it would be easier to use the Replace command to update all of the records at once rather than to
do so one at a time.

1.
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Change the regional information for the transferred employee.
a) Select Home→Editing→Find & Select→Find.
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In the Find and Replace dialog box, ensure that the Find tab is selected.
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b) In the Find what field, type clarke and select Find Next.
Ensure that Excel navigated to cell A17.
c) Select cell B17, type Southwest and press Enter.
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Note: You can leave the Find and Replace dialog box open when you edit cell
B17. If the dialog box is obstructing your view, you can drag it elsewhere.
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2. Update the married sales rep's last name.

a) In the Find what field, double-click clarke and type king, then press Enter.
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Ensure that Excel navigated to cell A23.

Note: If you previously closed the Find and Replace dialog box, select
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Home→Editing→Find & Select→Find.

b) Close the Find and Replace dialog box, type Connor in cell A23, and then press Enter.
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3. Find all the blank cells and update the data.

a) Select the range A4:L27.
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b) Select Home→Editing→Find & Select→Go To Special.

c) Select Blanks.
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d) Select OK.
e) In cell B15 type South

Note: Do not press Enter when you finish typing, or you will have to redo the
Go To Special search.
f) Select Tab to move to the next blank cell.

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 Microsoft® Office Excel® 2019: Part 1 | 91

g) In cell B27 type North and press Enter.

4. Change all instances of West region entries to Southwest.

a) Select cell A1.
b) Select Home→Editing→Find & Select→Replace.
In the Find and Replace dialog box, ensure that the Replace tab is selected.
c) In the Find what field, double-click king and type West
d) In the Replace with field, type Southwest

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e) Select the Options button.
f) Check the Match entire cell contents check box and select the Find Next button.

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g) Ensure that Excel selected an instance of West in the Region column and select the Replace button. Ask students why they
Verify that Excel changed the previous instance of West to Southwest, and then selected another think they're checking
the Match entire cell

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instance of West in the Region column.
contents check box. The
h) To change all other instances of West to Southwest, select the Replace All button.
answer: so Excel looks
i) In the Microsoft Excel message box, select OK. only for exact instances

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of West in the region
column. Otherwise,

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Excel would replace
instances of Southwest
with SouthSouthwest.

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j) Close the Find and Replace dialog box.
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5. Save the workbook.
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 92 | Microsoft® Office Excel® 2019: Part 1

TOPIC C
Use Proofing and Research Tools
Although you may not always be asked to do so, it's likely that at some point you will have to share
your workbooks with your colleagues. Whether you're presenting your workbooks in front of a live
audience, sharing some data with colleagues in a meeting, or emailing your workbook files to other

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people, you'll want to make sure all of your content is correct before doing so. In addition to
ensuring that you have the correct data and formulas in your worksheets, you'll want to make sure

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everything is spelled correctly and that you're using all terminology correctly. This is why Excel 2019
includes spelling check and other functionality you can use to ensure your content is ready to

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present to others. Understanding how to use this functionality can help you make sure your
worksheets are accurate and look professional.

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The Spelling Dialog Box

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The Spelling Dialog Box You can use the Spelling dialog box to inspect your worksheets for spelling errors. Excel 2019's
spelling check feature flags any text that Excel doesn't recognize as a spelling error and then lets you

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decide how to handle it. Excel uses a set of built-in dictionaries to compare the text in your
worksheets to. If a word is not in the currently selected dictionary, Excel will flag it as an error.
Keep in mind, however, not all words that aren't in the dictionary are actual spelling errors, such as

or
proper nouns. If a word that Excel believes is an error is similar to other words in the dictionary, the
Spelling dialog box displays a list of suggested corrections that you can choose from to replace the
misspelling.
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Note: Unlike some other applications, such as Microsoft Office Word, Excel does not mark
spelling errors with red underlines. Don't rely on on-screen markup to flag spelling errors in your
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worksheets. You must run spelling check manually.

You can also add words to the dictionary so that Excel no longer flags them as spelling errors. This
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can be useful if you include a lot of names in your worksheets, which may be the case for people
who manage sales or HR, or if you use a lot of job-related jargon or terminology in your worksheets.
You can inspect only one worksheet at a time using the Spelling dialog box.
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You can access the Spelling dialog box by selecting Review→Proofing→Spelling or by pressing
the F7 key. You can direct Excel to check the spelling in only a particular range by first selecting it
and then opening the Spelling dialog box.
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Figure 3-11: The Spelling dialog box detecting an error and suggesting corrections.
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 Microsoft® Office Excel® 2019: Part 1 | 93

The Spelling dialog box contains a number of commands and options you can use to configure
exactly how you search for and resolve spelling errors.

Spelling Dialog Box Option Description

Not in Dictionary field Displays the word that the spelling checker does not recognize
and has flagged as a possible error.
Suggestions list Displays a list of suggested alternatives for the flagged word
from the currently selected dictionary.

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Dictionary language drop- Allows you to select the desired dictionary against which Excel

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down menu checks for spelling errors.
Ignore Once button Ignores the currently selected instance of a misspelled word.

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Ignore All button Ignores all instances of the currently selected misspelled word
throughout a worksheet.

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Add to Dictionary button Adds the term in the Not in Dictionary field to the currently
selected dictionary so Excel no longer flags it as a misspelling.

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The dictionary is shared by other Microsoft Office apps, so any
terms you add will also be active in those apps.

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Change button Replaces the currently selected instance of the word in the Not
in Dictionary field with the word selected in the Suggestions
list.
Change All button
or
Replaces all instances of the word in the Not in Dictionary field
throughout a worksheet with the word selected in the
Suggestions list.
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AutoCorrect button Adds the word in the Not in Dictionary field to the
AutoCorrect feature so that, whenever you type the flagged
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word, Excel automatically replaces it with the word selected in

the Suggestions list.
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Options button Opens the Excel Options dialog box with the Proofing tab
selected so you can adjust the AutoCorrect options and settings
for correcting spellings.
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Undo Last button Reverts the last corrected instance of a word back to its original
spelling.
Cancel button Cancels the current spelling check and closes the Spelling dialog
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box.
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The AutoCorrect Feature

Excel 2019 also includes a feature that can help you avoid spelling errors as you type them—
AutoCorrect. The AutoCorrect feature automatically changes common misspellings to the correct
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spelling as you type. For example, if you type teh in a cell, Excel will automatically change it to the.
AutoCorrect can also automatically format text as you type it, such as creating a hyperlink when you
type a web address or an email address, and insert certain mathematical symbols when you type
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particular keystrokes. When you install Excel 2019, AutoCorrect is preconfigured with a set of terms
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it will automatically correct, but you can customize this to suit your needs.

The Thesaurus Task Pane

Excel 2019 also includes a handy feature you can use if you simply want to search for synonyms, The Thesaurus Task
antonyms, or related terms for a particular word or phrase: the Thesaurus task pane. In the Pane

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Thesaurus task pane, you have the option of selecting from a handful of default dictionaries Excel
can search to return results.

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Figure 3-12: The Thesaurus task pane.

The following table describes the various elements of the Thesaurus task pane.
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Thesaurus Task Pane Element Is Used To

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Back button Navigate back to the previous term.

Synonyms await field Enter a word or a phrase you want to find synonyms,
antonyms, or related terms for.
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Search button Execute a search query.

Search results Review search results, or select a particular term from the
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search results to perform a search on that term. You can also

select the drop-down arrow next to a result to copy the term to
the clipboard or insert the term into the active cell on your
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worksheet.
Dictionary drop-down menu Select the dictionary you want the Thesaurus task pane to
search.
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The Smart Lookup Task Pane

The Smart Lookup Task Excel 2019 can also help you perform research on your data from a number of online resources.
Pane The Smart Lookup task pane uses the active cell's contents as a search query to run in Microsoft's
Bing® search engine. It can also automatically incorporate the content of surrounding cells to refine
the search.

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 Microsoft® Office Excel® 2019: Part 1 | 95

With a cell selected, you can access the Smart Lookup task pane by selecting
Review→Insights→Smart Lookup or by right-clicking the cell and selecting Smart Lookup from
the contextual menu. You can also select Smart Lookup on any Tell Me search. You cannot
conduct a search from within the Smart Lookup task pane itself, however.

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Figure 3-13: The Smart Lookup task pane displaying results for cell contents "VR HMD".
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Note: Like the Excel Help system, you must be connected to the Internet in order to use the
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Smart Lookup task pane. Additionally, before you can use the Smart Lookup task pane, you
may need to activate it and agree to the privacy policy.
The results of the search are displayed as text and images on the tabs of the Smart Lookup task
pane, and can come from a variety of different web-based resources, including:
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• The introductory paragraph and image from the relevant article on Wikipedia, a free
encyclopedia.
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• Additional relevant Wikipedia articles in the Explore with Wikipedia section.

• Relevant images in the Bing image search section.
• Additional relevant web pages in the Web search section.
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• The definition of a term from the Oxford English Dictionary.

For most results, you can either select the More link to expand the content of the result, or you can
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select the result itself to navigate to that web page in your browser. The Define tab of the task pane
may also display a term's definition, if applicable.
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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Check Spelling and Perform Research.

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 96 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 3-3
Checking the Spelling in a Worksheet
Activity
Before You Begin

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The My Sales Data.xlsx workbook file is open.

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Scenario
You would like to both project your worksheet to attendees at the upcoming meeting and create

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printed handouts. Before you do, you want to make sure there are no spelling errors in the file. You
decide to use the spelling check feature to check the worksheet for you.

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1. Prepare to check the spelling in the worksheet.

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a) Select cell A1 so Excel begins to check the spelling from the beginning of the sheet.

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Note: You can also press Ctrl+Home to return to cell A1.

2. Check the worksheet's spelling. or

b) Select Review→Proofing→Spelling to open the Spelling dialog box.

a) In the Spelling dialog box, in the Not in Dictionary field, verify that Excel has identified Comission as
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a misspelled word.
b) In the Suggestions list, ensure that Commission is selected, and then select the Change button.
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Note: You may need to relocate the Spelling dialog box on screen to view
which cells Excel identifies as having misspelled words.
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c) Verify that Excel has flagged another instance of the misspelling Comission.
d) To correct all instances of Comission, select Change All.
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Rather than ignoring e) Verify that Excel has flagged Koval as a misspelled word.
proper nouns, you may f) As this is a proper noun and you do not wish to correct it, select Ignore All.
wish to have students g) Select Ignore All for Gilgamos and Avellone, as these are also proper nouns.
add these to the
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h) Verify that Excel flags Southweest as a misspelled word.

dictionary. If they
regularly insert certain i) In the Suggestions list, ensure that Southwest is selected, and then select Change.
names into their j) Select Ignore All for the remaining flagged terms.
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worksheets, adding k) In the Microsoft Excel message box, select OK to confirm that the spelling check completed.
those names to the
dictionary could help
3. Save and close the workbook.
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limit the number of false

positives that appear
when they go to check
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spelling.
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 Microsoft® Office Excel® 2019: Part 1 | 97

Summary
In this lesson, you modified worksheets by inserting, deleting, and adjusting cells, columns, and
rows; searching for and replacing cell data; and performing a spelling check. Understanding how to
modify your worksheets will give you the flexibility you'll need to build upon existing workbooks
without having to start from scratch whenever significant changes are needed. This means you'll
always be able to produce and develop functional, professional-looking workbooks without wasting
your valuable time.

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Encourage students to
In your own worksheets, when would adjusting or hiding columns come in

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use the social
handy? networking tools
A: Answers will vary, but may include when presenting sales information while hiding individual provided on the CHOICE

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commission rates, presenting only the information that is relevant to a particular audience, or simply Course screen to follow
up with their peers after
making large worksheets easier to view.
the course is completed

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How will Excel's search-and-replace functionality make previous tasks you've for further discussion
and resources to support
performed easier?

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continued learning.
A: Answers will vary, but could include facilitating the implementation of last-minute data changes for
worksheets due on a deadline, updating employee files when a department-wide change occurs, or

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updating organizational documentation when management institutes new policies or programs.

Note: Check your CHOICE Course screen for opportunities to interact with your classmates,

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peers, and the larger CHOICE online community about the topics covered in this course or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
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 4 Formatting a Worksheet

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Lesson Time: 1 hour, 30 minutes

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Lesson Introduction

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Large worksheets with thousands, or perhaps millions, of data entries can be difficult to
read. This can be especially true if you're working with a variety of data types, such as text,

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dollar amounts, percentages, and more. You may need to organize your data according to
department, region, job role, or other important distinctions. And some data is simply more
important than other data, and should stand out even at first glance. Fortunately,
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Microsoft® Office Excel® 2019 allows you to present data in a wide variety of formats that
can suit your specific needs. Understanding how to use and, perhaps more importantly,
when and why to use these formatting options, will help you make your worksheets easy to
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read, professional in their appearance, and more useful.
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Lesson Objectives
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In this lesson, you will:

• Apply text formats.
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• Apply number formats.

• Align cell contents.
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• Apply styles and themes.

• Apply basic conditional formatting.
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• Create and use templates.

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 100 | Microsoft® Office Excel® 2019: Part 1

TOPIC A
Apply Text Formats
The LearnTO Design Differences in letter size, color, and style make it easy for the eye to pick out particular information
Effective Workbooks in what is often a sea of clutter—think of how a news article's headline is typically larger than the
presentation is available article's contents. This is meant to draw your eye to the most important information first, and also

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from the LearnTO tile on allows you to easily skim pages to locate the exact information you're looking for with ease. This is
the CHOICE Course really no different with spreadsheets. Excel 2019 provides you with a number of options to help you

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screen. You may choose
create spreadsheets that are easy to read and interpret, and that allow the important information to
to include it in your
instructional plans, or
stand out. This will also help you add a level of visual appeal, which can facilitate a greater level of

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you can remind students engagement when you present your data to others, that would simply not be possible by using a
about the tile and the single, monotonous type of font.
supplemental

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information it contains. Note: For tips on how to effectively organize and apply formatting to your worksheets, check
out the LearnTO Design Effective Workbooks presentation from the LearnTO tile on the

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CHOICE Course screen.

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Fonts
Fonts When people talk about fonts and typefaces, there is often a lot of confusion surrounding the topic.

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Essentially, a font is a physical collection of characters, whether it is part of a computer file or a
collection of metal pieces to be used in a printing press, and the typeface is the overall design and
appearance of the characters in a font. In this course, the word font may be used interchangeably to
refer to both a physical font and the typeface design. What's really important to remember is that
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when you change the font in your worksheets, letters, numbers, punctuation, and other characters
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will look different.

You can use different fonts and different font sizes to change the appearance of the text and data in
your worksheets for a number of reasons. Differing fonts and font sizes can give certain data
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prominence over other data, or simply make your worksheets more visually pleasing. In addition to
changing the design of the text in your worksheets, changing fonts can also affect the spacing
between characters.
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Figure 4-1: The same text repeated in different fonts and sizes.

The Font Group

The Font Group The Font group on the Home tab provides you with access to the most commonly used commands
for adjusting the fonts in your worksheets. From here you can change the font type, size, and color

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in your worksheets. You will also find commands for applying particular formatting to your fonts,
such as bolding, italics, and underlining.

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Figure 4-2: The Font group on the Home tab.

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Use the commands in the Font group to configure the text in your worksheets.

Font Group Command

Font drop-down menu

Font Size drop-down menu
Use This To

Change the font type. or

Change the font size. You can either select one of the
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predefined font sizes from the drop-down menu or manually
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type the desired font size.

Increase Font Size button Cycle up through the predefined font sizes to make your
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worksheet font bigger.

Decrease Font Size button Cycle down through the predefined font sizes to make your
worksheet font smaller.
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Bold button Bold the currently selected text.

Italic button Italicize the currently selected text.
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Underline button Underline the currently selected text.

Font Color drop-down menu Change the color of the currently selected text.
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Live Preview
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Live Preview is a dynamic feature of Excel 2019 that allows you to see what a particular formatting Live Preview
change will look like before you actually apply it. This feature can help you quickly assess which
particular formatting you would like to apply to the content and objects in your worksheets. The
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Live Preview feature works with a number of different formatting options, including font
formatting, cell styles, and Paste command options.
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Figure 4-3: Live Preview displays a formatting change to cell A2 before the change is applied.

The Format Cells Dialog Box

The Format Cells Dialog
Box
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You can access all of the commands and options for formatting your worksheet fonts, along with a
wide variety of other formatting options, in the Format Cells dialog box. Think of this dialog box
as an extension of the common formatting commands you will find in the various ribbon groups. It
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is divided into six tabs that are grouped by specific categories of cell content formatting. You can
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access the Format Cells dialog box by selecting the dialog box launcher in the Font, Alignment, or
Number group on the Home tab.
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Note: Alternatively, you can open the Format Cells dialog box by right-clicking a selected cell
and then selecting Format Cells or by selecting Home→Cells→Format→Format Cells.
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Figure 4-4: The Format Cells dialog box.

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 Microsoft® Office Excel® 2019: Part 1 | 103

The following table identifies the types of formatting commands and options you will find on the
Format Cells dialog box tabs.

Format Cells Dialog Contains Commands For

Box Tab

Number Formatting numeric data for a wide variety of purposes. Number

formatting configures the display and behavior of numbers for figures
such as monetary amounts, dates, times, percentages, and fractions.

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Alignment Controlling the placement of data within cells. You can use these
commands to align data with a particular cell border, to center content

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within a cell, to display text at different angles, and to control the
relationship between the content and the cell borders.

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Font Applying a variety of formatting to your worksheet fonts. You can use
these commands to change the type, size, and color of your fonts, and to
add effects such as bolding, underlining, and italics.

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Border Applying a variety of formatting to your cell borders. You can use these

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commands to configure the width, color, and style of your cell borders.
Fill Adding color, gradient shading, or patterns as cell backgrounds.

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Protection Protecting your cell content.

The Colors Dialog Box

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In addition to the common font colors available from the Font Color drop-down menu, a wider
range of color options and the ability to customize your font color are available in the Colors dialog
The Colors Dialog Box
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box. The dialog box is divided into two tabs: the Standard tab and the Custom tab. The Standard
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tab provides you with access to a wide range of preconfigured color and grayscale options, whereas
the Custom tab lets you customize color options by using two different color models.
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Figure 4-5: The Standard and Custom tabs in the Colors dialog box.

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In addition to using the Colors dialog box to customize your font color, you can use it to apply
color formatting to a number of other items, such as cell backgrounds and borders. You can access
the Colors dialog box by selecting More Colors from any of the color drop-down menus.

Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Modify Fonts.

Hyperlinks

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Hyperlinks A hyperlink is simply a link within a document that, when selected, performs a particular action,
Hyperlinks are included such as navigating to a different location within the document, opening another document, creating
here for the purpose of a new document, navigating to a web page, or starting an email. In Excel 2019, you can create a

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Microsoft Office hyperlink within a worksheet cell or out of an object. When you select the text in the cell or the
Specialist (MOS) object, Excel performs the designated action. The default text formatting for hyperlinks in Excel
objectives coverage. 2019 is blue, underlined text. You can modify the formatting, however, to suit your needs.

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They were not included
with navigating the Excel

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environment in Lesson
1, as they are too
complex for the first

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topic.
Figure 4-6: Worksheet text formatted as a hyperlink.

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Note: When you wish to select a cell containing a hyperlink, it's sometimes a best practice to
select a nearby cell, and then use keyboard navigation to select it, especially if the text spills over
into other cells. This is because it's sometimes difficult to select the cell instead of the text. When
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you place the mouse pointer over a cell containing a hyperlink, pay attention to the shape of the
mouse pointer. If it looks like the standard thick white cross, you can select the cell; if it looks
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like a finger pointing, you can select the hyperlink text.

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The Insert/Edit Hyperlink Dialog Box

The Insert/Edit Hyperlink You will use the Insert Hyperlink dialog box and the Edit Hyperlink dialog box to create and
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Dialog Box modify hyperlinks in your worksheets.

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Figure 4-7: The Insert/Edit Hyperlink dialog box.

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 Microsoft® Office Excel® 2019: Part 1 | 105

These are, essentially, the same dialog box; the only differences are that the Insert Hyperlink dialog
box opens when the active cell does not already contain a hyperlink, and the Edit Hyperlink dialog
box opens when the active cell contains a hyperlink. The Edit Hyperlink dialog box also displays
the Remove Link button.
The buttons in the Link to section of the Insert Hyperlink and Edit Hyperlink dialog boxes
provide access to the various commands and options needed to create, configure, and modify
worksheet hyperlinks. You can access both of these dialog boxes by selecting
Insert→Links→Link.

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Although most of the commands available in the Insert Hyperlink and the Edit Hyperlink dialog
boxes change depending on the type of hyperlink you're creating, there are a few elements that are

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always displayed.

Dialog Box Element Use This To

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Link to section buttons Select the type of hyperlink you wish to create or edit. Selecting
each of these will display a different set of commands for

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configuring the hyperlink.
Text to display field Enter the text you want to display in the cell once you create or

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edit the hyperlink. If there is already text in the cell, Excel
automatically displays it here. Any changes you make here will

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overwrite the existing cell text.
ScreenTip button Open the Set Hyperlink ScreenTip dialog box, which allows you

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to enter text that will appear in a small pop-up box when a user
points the mouse pointer at the text or object containing the
hyperlink.
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Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Insert and Edit Hyperlinks.

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The Format Painter

You can probably already tell that applying a variety of different formatting to a large number of The Format Painter
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cells throughout a worksheet can quickly become a tedious, painstaking task. Excel 2019 includes a
tool that can help make this process easier. You can think of the Format Painter much as you
would a standard paint brush. Whatever color you dip a paintbrush into is the color you can paint
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on a canvas. When you use it, you are "dipping" the brush into the formatting of whatever cell you
select and then "painting" that formatting onto another cell or range.
The Format Painter essentially copies and pastes just the formatting from one cell or range to This is a good place to
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another cell or range. The content of the affected cells remains intact. You cannot select which type remind students of the
of formatting you wish to transfer to the new cell or cells; whatever formatting is applied to the various Paste and Paste
source cell is fully applied to the destination cells. Special options and how
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they each affect

If you double-click the Format Painter command, it enters sticky mode. When in sticky mode, you formatting.
can apply the copied formatting to any number of other cells. To be able to select another cell or
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range without applying the copied formatting, you must exit sticky mode by selecting the icon or
pressing the Esc key.
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By using the Format Painter, you can reapply existing formatting to other cells on the same
worksheet, to other worksheets in the same workbook, and in other open workbook files. You can
access the Format Painter from the Clipboard group on the Home tab.

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 106 | Microsoft® Office Excel® 2019: Part 1

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Figure 4-8: The Format Painter enables you to quickly and easily apply formatting to any number
of cells in your workbooks.
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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Use the Format Painter.
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 Microsoft® Office Excel® 2019: Part 1 | 107

ACTIVITY 4-1
Formatting Text in a Worksheet
Activity
Data Files

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C:\091078Data\Formatting a Worksheet\Sales Data.xlsx

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C:\091078Data\Formatting a Worksheet\Per-Product Sales Data.xlsx

Before You Begin

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Excel 2019 is open.

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Scenario
You have updated and checked the spelling of the worksheet you plan to present at the upcoming

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meeting. Your supervisor requested that you include all sales data in your presentation, so you have
already unhidden the hidden sales data columns. Now you would like to make the worksheet more

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visually appealing and easier to read for the meeting attendees. You decide to start by making some
text formatting changes to the worksheet text. Also, you want to include a link to a document
containing supplemental sales data. You plan on emailing a copy of the workbook file to everyone

1. Open the Sales Data.xlsx workbook file.

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attending the meeting, and you feel the additional information may be helpful.
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Remind students they
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2. Change the worksheet font. can use tooltips to

identify the commands in
a) At the intersection of the row and column headers, in the top-left corner of the worksheet, select the
the Font group, as they
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Select All button to select the entire worksheet. are not labeled on
screen.
b) Select Home→Font→Font drop-down arrow and then, from the Font drop-down list, select Arial.
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3. Format the worksheet title so it stands out from the rest of the text.
a) Select cell A1.
b) Select Home→Font→Font Color drop-down arrow and then, in the Standard Colors section, select
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Blue.
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 108 | Microsoft® Office Excel® 2019: Part 1

c) Select Home→Font→Bold.
Rather than using the d) Select Home→Font→Font Size drop-down arrow, and then select 16.
drop-down menu to
select a font size, you 4. Format the column labels to distinguish them from the cells containing data
may want to have
students use the and increase the font size for the sales rep names.
Increase Font Size a) Select the range A4:L4.
button. b) Change the font size to 12 and make the text bold.
c) Select the range A5:A27 and change the font size to 12.

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d) Adjust the column widths as necessary to accommodate the column labels.

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Let students know that 5. Apply the column label formatting to the commission rate, number of
they could also select employees, and resigned employees cells.
any of the cells in range

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A3:L3, or even the range a) Select cell A4.
itself. b) Select Home→Clipboard→Format Painter.
c) Select the range N1:N3 and release the mouse button.

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d) Verify that Excel pasted the formatting as expected.

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e) Adjust the column width as necessary to accommodate the new formatting.
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6. Add a hyperlink that links to the Per-Product Sales Data.xlsx workbook.

a) In the Sales Data.xlsx workbook, select cell Q3.
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b) Select Insert→Links→Link.
c) In the Link to section, ensure that Existing File or Web Page is selected.
d) In the Text to display field, type Click here for additional sales data
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e) Select the ScreenTip button.

f) In the ScreenTip text field, type Per-Product Sales Data and select OK.
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g) In the Current Folder list, select the Per-Product Sales Data.xlsx file and select OK.

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7. Verify that the newly added hyperlink works as expected.
a) Select cell Q3.

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b) Verify that the Per-Product Sales Data.xlsx workbook file opens.
c) Hover your cursor over the Excel icon on the taskbar and verify that you can select either workbook
to switch between them.
d) Close the Per-Product Sales Data.xlsx workbook.
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8. Save the Sales Data.xlsx file to the C:\091078Data\Formatting a Worksheet
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folder as My Sales Data.xlsx

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 110 | Microsoft® Office Excel® 2019: Part 1

TOPIC B
Apply Number Formats
People who work with data in Excel worksheets will need to express and work with that numeric
data in a variety of ways. For example, an accountant may want all numbers to appear with a dollar
sign, or other currency symbol, and show only two decimal places. An engineer may need to work

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with far more decimal places to achieve a higher level of accuracy for sensitive calculations.
Someone who manages a team of people and is in charge of work schedules and coordinating paid

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leave will need to be able to work with dates and times. Excel 2019 provides these options and
much more when it comes to expressing numeric values. By understanding how these different

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number formats work, and by knowing how and when to apply them, you'll have the flexibility
needed to work with and analyze all of your numeric data.

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Number Formats

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Number Formats Number formats change the display of numeric data in Excel worksheets. By applying number
formatting to your worksheet cells, you can control the display of such items as currency figures,

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dates and times, fractions, decimal places, and negative numbers. It's important to remember that, as
with much of what is displayed in worksheet cells, number formatting affects only how data is
displayed, not what data is actually stored in the cells.

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Excel 2019 includes a variety of preset number formatting options and provides you with the ability
to create custom number formats. You can access all of the number formatting options on the
Number tab of the Format Cells dialog box. Additionally, you can format cells by using the default
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settings for any of the number format categories. You can select these defaults from the Number
Format drop-down menu, located in the Number group on the Home tab.
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Figure 4-9: Various number formats applied to worksheet cells.

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 Microsoft® Office Excel® 2019: Part 1 | 111

Number Format Categories

Excel 2019's number formatting options are arranged by categories, which are grouped according to Number Format Tab
function, for ease of use. The following table describes the various number formatting categories as
displayed on the Number tab in the Format Cells dialog box.
Note: The quick-access number formats that are available from the Number Format drop-
down menu are arranged in a slightly different configuration of categories.

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Figure 4-10: The Number tab in the Format Cells dialog box.
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Number Format Enables You To

Category
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General Display numeric data in cells exactly as you enter it. This is the default
number formatting in Excel worksheets and, essentially, applies no specific
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number formatting to your data.

Number Control how many decimal places are displayed, how negative numbers are
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displayed, and whether or not Excel uses commas to separate degrees of

1,000.
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Currency Control how many decimal places are displayed, whether or not to display
currency symbols, and how Excel displays negative numbers.
Accounting Control how many decimal places are displayed and whether or not to
display currency symbols.

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Lesson 4: Formatting a Worksheet | Topic B
 112 | Microsoft® Office Excel® 2019: Part 1

Number Format Enables You To

Category
Date Display dates by using a variety of long and short date formats. Excel uses
serial numbers to represent specific dates (0 represents Dec. 31, 1899; every
subsequent number represents the number of days that have passed since
then.) This is how Excel is able to apply a variety of date formats in your
worksheets.
Time Display times by using a variety of time formats. This can include military

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time and whether or not to display AM and PM to distinguish morning and

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night time values from each other. Excel uses serial numbers to represent
times, much as it does with dates. These numbers represent the percentage
of the day that has passed since midnight.

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Percentage Automatically display numeric values as a percentage and control the
number of decimal places that are displayed. Basically, this format multiplies

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the cell value by 100 and adds the percent sign.
Fraction Display decimal values as fractions, control how many digits are displayed in

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the numerator and the denominator, and round non-whole number values
to the nearest fraction value.

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Scientific Display large numeric values in scientific notation and control the number
of decimal places that are displayed.
Text

Special
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Treat numeric data as textual data. Numbers will be displayed exactly as you
enter them but cannot be used in calculations.
Display specific numeric data types, such as phone numbers, Social Security
numbers, and ZIP codes, in the correct format. Special formatting is also
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useful for working with lists and database tables.
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Custom Specify the exact number formatting you require.

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Custom Number Formats

Custom Number If none of the existing number formatting options fit your particular needs, you can create and apply
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Formats custom number formatting. Excel uses strings of code to create number formats. By selecting the
Custom category on the Number tab in the Format Cells dialog box, you can view the code
strings for the predetermined number formats. To create your own custom format, you can start
with one of the existing code strings and modify it to suit your needs.
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Custom formats are saved along with the workbook file and will not be available in other
workbooks. You cannot delete or alter the existing, predefined formats; when you create a custom
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format, you are working with a copy of the original code.

In the code strings, there is a significant difference between a number sign ( # ) and a zero ( 0 ).
Zeros represent digits that will always appear in cells, even when the value is zero. Number signs
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represent numbers that can, but don't have to, appear. For example, consider entering the value
3.1000 in a cell. If the number format applied to the cell has the code string #.####, it will appear
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as 3.1. If the code string is #.0000, it will appear as 3.1000. Many other symbols appear in code
strings—dollar signs to show monetary formats, for example, or commas to separate factors of one
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thousand.

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 Microsoft® Office Excel® 2019: Part 1 | 113

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Figure 4-11: The existing code strings for custom number formats.
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Note: The full range of options for customizing number formats and in-depth coverage of the
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formatting code are beyond the scope of this course. For more information on customizing
number formats, visit support.office.com.
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Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Apply Number Formats.

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 114 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 4-2
Applying Number Formats
Activity
Before You Begin

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The My Sales Data.xlsx workbook file is open.

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Scenario
Your sales data worksheet is looking better and better. But you still see opportunities to make it

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easier to read. You decide that the worksheet would be easier to interpret if you applied the currency
format to the dollar amounts. Also, you feel that adding the date to the worksheet will help give
meeting attendees a better idea of how current the information is.

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In this activity, students

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use the currency format.
Consider having 1. Format the quarterly and total sales data as currency with no decimal places
students format one of
displayed.

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the ranges as
accounting to a) Select the range C5:G27.
demonstrate the b) Select Home→Number→dialog box launcher.
differences between the
two format types.
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In the Format Cells dialog box, ensure that the Number tab is selected.
c) In the Category section, select Currency.
d) Set the Decimal places spin box to 0 and then select OK.
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2. Format the remaining sales data as currency with two decimal places
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displayed.
a) Select the range H5:K27.
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b) Select Home→Number→Number Format drop-down arrow.

c) Select Currency.
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3. Add the date to the worksheet and apply date formatting to suit your needs.
a) Select cell Q1.
If the current date b) Enter the current date in the mm/dd/yyyy format, and then press Ctrl+Enter.
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contains a single-digit c) Select Home→Number→dialog box launcher.

month or day, let the
In the dialog box, on the Number tab, in the Category section, ensure that Date is selected.
students know that Excel
will drop the leading d) In the Type list, scroll to the bottom, select 14-Mar-2012, and then select OK.
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zero. For example, it will Verify that Excel applied the date formatting to cell Q1.
appear as 1/1/2015 and
not 01/01/2015. 4. Save the workbook.
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Students will work with

dates and serial
numbers in more detail
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in Part 2 of the Excel

2019 course series.
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Lesson 4: Formatting a Worksheet | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 115

TOPIC C
Align Cell Contents
So far, you have formatted worksheets by applying formatting to text and numbers. You may also
want to consider making your worksheets easier to read and interpret by controlling where data is
displayed within cells. Would it be easier to view row totals if the numbers were displayed to the left

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or the right of the final cell? Should a worksheet title be displayed centered along the top of the
worksheet or all the way to the left? The answers to these questions and more will largely depend on

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your particular needs. Familiarizing yourself with the text alignment options available in Excel 2019
will prove to be yet another asset in keeping your organizational data orderly, readable, and

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functional.

Alignment Options

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Excel 2019 provides you with the ability to control where your content appears horizontally and Alignment Options

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vertically within your worksheet cells. By default, Excel aligns numeric data to the right side and
along the bottom of worksheet cells, and textual data to the left side and along the bottom of

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worksheet cells.

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Figure 4-12: A worksheet with data aligned in various ways.

There are six basic alignment options in Excel, which appear in the Alignment group on the Home
tab.

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Alignment Option Command Button Aligns Text

Top Align Vertically along the top of the cell.

Middle Align Centered vertically in the cell.

Bottom Align Vertically along the bottom of the cell.

Align Left Horizontally to the left side of the cell.

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Center Centered horizontally in the cell.

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Align Right Horizontally to the right side of the cell.

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Orientation Options

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Orientation Options In order to display data in a worksheet legibly, you may need to change the orientation of some of

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your text. For example, if a column's header text takes up more horizontal space than the data in the
column's cells, you might want to change the display angle to avoid having to make the column too

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wide. Not only does this make your worksheet layout more visually appealing, but it can also help
you fit more columns on the same screen or printed page. Excel 2019 provides you with a number
of preset orientation options. You can also specify an exact orientation angle in the Format Cells

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dialog box from the Orientation section on the Alignment tab. Changing cell orientation can
affect row height and column width.
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Figure 4-13: Column header cells angled counterclockwise.

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You can access the preset orientation options from the Orientation button in the Alignment
group on the Home tab. These options cannot be used in conjunction with one another, and are
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not configurable. Essentially, you can only toggle these on or off, or switch from one orientation
preset to another. You can, however, use orientation and alignment options in conjunction with one
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another to achieve the desired text placement.

Orientation Preset Option Description

Angle Counterclockwise Rotates the text in the selected cell or range 45 degrees
counterclockwise.
Angle Clockwise Rotates the text in the selected cell or range 45 degrees clockwise.
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Orientation Preset Option Description

Vertical Text Orients the text in the selected cell or range vertically from top to
bottom, but keeps the letters, numbers, and symbols upright.
Rotate Text Up Rotates the text in the selected cell or range 90 degrees
counterclockwise.
Rotate Text Down Rotates the text in the selected cell or range 90 degrees clockwise.
Format Cell Alignment Opens the Format Cells dialog box with the Alignment tab

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automatically selected. From here, you can set more precise

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orientation configurations.

The Indent Commands

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You can use the indent commands to increase or decrease the amount of space between cell data The Indent Commands

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and cell borders. If your cell content is aligned to the left side of cells, selecting the Increase Indent
command will move the content to the right, increasing the amount of space between the left cell

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border and the content. Selecting the Decrease Indent command will move the content to the left.
The opposite is true of content aligned to the right side of cells.

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If your content is centered within the cell, selecting the Decrease Indent command has no effect,
while selecting the Increase Indent command will automatically change the alignment to left
aligned and then increase the amount of space between the left border and the content.

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Figure 4-14: The indent commands on the ribbon.

The Wrap Text Command

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By default, when a cell contains a large amount of text, the text spills over into the next column if The Wrap Text
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the adjacent cells are empty. Excel truncates the display of the text if the adjacent cells are Command
populated. Often, neither of these options is what worksheet users are looking for. But you can use
the Wrap Text command to automatically adjust row height to accommodate large amounts of text
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while preserving column width.

When the Wrap Text command is enabled on a cell, and the textual content in that cell exceeds the
column width, Excel automatically drops the text down to the next line by increasing the row height
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of the row containing the cell. This feature enables you to preserve your worksheet layout while still
allowing worksheet users to view all of the content in cells.
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Figure 4-15: The ways in which text appears when its contents exceed normal cell boundaries.

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The Merge & Center Options

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The Merge & Center In Excel 2019, you can merge multiple, contiguous cells across either rows or columns into a single
Options cell, and revert merged cells back to individual cells. It is important to note, however, that this can

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have a significant effect on the data in those cells. Excel will display a warning message if you
attempt to merge cells where data will be impacted.

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If you revert a merged cell back to individual cells, lost data will not be recovered. You can,
however, use the Undo command to restore the data if you mistakenly merge cells.

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Figure 4-16: The worksheet's title is merged and centered across cell range A1:L3.
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You can access the Merge & Center options from the Merge & Center drop-down arrow in the
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Alignment group on the Home tab.

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Merge & Center Option Description

Merge & Center Merges all selected cells across rows and columns into a single cell
and centers the text horizontally in the new, larger cell. Only the
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data in the top-leftmost cell is retained.

Merge Across Merges selected cells together one row at a time. Only the data from
the leftmost cell in each row is retained and the data is not centered.
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Merge Cells Merges all selected cells across rows and columns into a single cell.
Only the data in the top-leftmost cell is retained and it is not
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centered.
Unmerge Cells Reverts a merged cell back into the original, individual cells. Data
that was lost in the merge process is not restored.
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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Align Cell Contents.
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 Microsoft® Office Excel® 2019: Part 1 | 119

ACTIVITY 4-3
Aligning Cell Contents
Activity
Before You Begin

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The My Sales Data.xlsx workbook file is open.

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Scenario
Your worksheet is coming along nicely. You have formatted the text and applied number and date

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formatting to make it easier to read and interpret. But you still feel some of the text doesn't line up
quite right, and you would like to make adjustments. Specifically, you want to align some of the
column labels with the cell content for their respective columns, center the worksheet title above the

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worksheet data, and use the Wrap Text command to make one of the cells seem less crowded.

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1. Right-align some of the column labels and the related data.

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a) Select the range C4:L4.

b) Select Home→Alignment→Align Right.

2.
c) Align the cells in the range L5:L27 to the right.

Merge and center the title text over the sales data.
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a) Select the range A1:L3.
b) Select Home→Alignment→Merge & Center.
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c) Select Home→Alignment→Middle Align.

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3. Revise the text in cell N2 and then wrap the text to better fit the column width.
a) Select cell N2, type Total number of employees and press Enter.
b) Verify that Excel truncates the display of the text in cell N2.
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c) Select cell N2 and then select Home→Alignment→Wrap Text.

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4. Save the workbook.

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 120 | Microsoft® Office Excel® 2019: Part 1

TOPIC D
Apply Styles and Themes
If you create and analyze data in a number of large worksheets on a regular basis, you'll quickly find
that individually applying formatting to the various sections, data types, and worksheet elements can
be a massive, tedious chore. This sense of monotony and wasted effort will only grow as you create

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multiple worksheets with the same type of formatting requirements over and over. The good news is
that Excel provides you with a number of options for quickly applying a variety of formatting

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options to your worksheet cells. This will not only save you time and effort, but can also help you
consistently present data to your audiences in ways that are clear and instantly recognizable.

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Cell Styles

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Cell Styles If you looked at a large number of Excel worksheets from a number of different organizations in a
variety of fields, you would probably quickly notice that a lot of them contain very similar data types.

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Sales figures, column and row totals, calculations, and column and row labels are just a few of these.
Because a fairly small variety of data types appear over and over in many, if not most, worksheets, it

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would make sense to have a way to distinguish these data types from other types of data quickly and
easily. Fortunately, there is a way—by using cell styles.
A cell style is a unique set of formatting options that you can apply to a cell or a range on a

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worksheet. Styles can include any type of formatting options, and you can select from a wide variety
of predefined cell styles or create custom styles. In addition to visual formatting options, styles can
include cell protection options to prevent people from altering your important organizational data.
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You can access the commands you will use to apply cell styles to your worksheets and create new
styles from the Cell Styles command in the Styles group on the Home tab.
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Figure 4-17: Predefined cell styles applied to a worksheet.

Galleries
Galleries For many types of formatting options, Excel 2019 and other Office 2019 applications present you
with a visually oriented type of menu for making selections: galleries. Galleries behave very much
like standard drop-down or pop-up menus but, instead of simply listing your options in the form of
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text, galleries present your options in the form of thumbnail images or icons that give you an
indication of what the formatting options will look like once applied. Most galleries also use the Live
Preview feature, so when you place the mouse pointer over an option in a gallery, Excel displays a
temporary preview of what the formatting will look like on the selected cells.
When you select the Cell Styles command on the ribbon, Excel displays the Cell Styles gallery.
This particular gallery presents you with several predefined styles divided into various functional
sections. For example, if you wanted to highlight where sales performance is strongest or weakest in
your worksheet, you might apply any of the styles from the Good, Bad and Neutral section.
Remember that you are not confined to using just the predefined styles in this gallery—you may also

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define your own custom styles that will appear in a Custom section of the Cell Styles gallery.

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Figure 4-18: The Cell Styles gallery.

The Style Dialog Box

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You will use the Style dialog box to modify existing cell styles and create custom cell styles. The The Style Dialog Box
Style dialog box contains a set of formatting option check boxes that you can use to quickly toggle
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particular formatting options on and off. From the Style dialog box, you can also access the Format
Cells dialog box, where you can make more detailed changes to your cell styles. You can access the
Style dialog box by selecting Home→Styles→Cell Styles→New Cell Style or by selecting
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Home→Styles→Cell Styles, right-clicking an existing cell style, and then selecting Modify.
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Figure 4-19: The Style dialog box.

The Merge Styles Dialog

The Merge Styles Dialog Box or
By default, Excel saves custom cell styles with the associated workbook file and they are not
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Box available in other workbooks. However, Excel 2019 provides you with a tool you can use to import
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custom styles from existing workbooks into other workbooks. The Merge Styles dialog box
searches all open workbook files for custom styles that you can merge into the active workbook file.
You can access the dialog box by selecting Home→Styles→Cell Styles→Merge Styles.
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Figure 4-20: The Merge Styles dialog box.

Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Work with Cell Styles.

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Themes
Themes are collections of formatting options that you can apply to an entire workbook, as opposed Themes
to a particular cell or range. Theme formatting includes colors, fonts, and effects but, unlike cell
styles, does not include number formatting, cell protection, alignment, or fill formatting. Several
predefined themes are included with Excel 2019, and you can manually set the formatting of a
workbook and then save it as a new custom theme.
You can use Excel themes to create numerous workbooks that all have a consistent, professional
look. Customizing themes enables you to apply organizational branding across all of your

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spreadsheet documents. You can access the Themes gallery by selecting Page

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Layout→Themes→Themes. By default, all new, blank workbooks have the Office theme applied
to them.
Note: Changing theme formatting does not affect the default text in cells without cell styles

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applied to them.

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Figure 4-21: Themes make it easy for you to create multiple workbooks that all have a consistent
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look and feel.

Theme Components
As previously mentioned, Excel themes consist of colors, fonts, and effects. More specifically, and Theme Components
more accurately, Excel themes contain combinations of multiple fonts and colors and a predefined

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set of theme effects. In order to fully understand how changing theme formatting will affect your
worksheets, let's take a closer look at what each of the formatting components does.
At this point, what's most
important is that Theme Colors
students have a general
understanding of the
All Excel themes, both pre-existing and custom, contain a set of 12 colors: 4 text and background
workbook elements that colors, 6 accent colors, and 2 hyperlink colors. The colors that appear on the Colors button in the
themes affect. Time Themes group on the Page Layout tab represent the text and background colors for the currently
permitting, you may wish applied theme. When you select the Colors button, the gallery that appears enables you to view the
to go into detail on accent and the hyperlink colors for all of the included themes and your custom themes. If you select

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colors, fonts, and Page Layout→Themes→Colors→Customize Colors, Excel displays the Create New Theme
effects, or simply let

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Colors dialog box, which enables you to customize the theme colors and lets you view what, exactly,
students know this is affected by each color selection.
information is here as a
reference.

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Note: Applying various themes to your workbooks will also change the available colors in the
Theme section of both the Fill Color and the Font Color drop-down menus.

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Figure 4-22: The Create New Theme Colors dialog box.

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The following table describes in detail what each of the theme colors affects.

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Theme Color Element Description

Text/Background - Dark 1 Defines the default text color for the workbook. This will be the
text color for all data displayed in cells unless otherwise
formatted, along with the color of text displayed on light-colored
backgrounds in graphical objects such as charts and in cells with
light-colored fills.
Text/Background - Light 1 Defines the default color of text displayed on dark backgrounds
in graphical objects and in cells with dark-colored fills.

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Text/Background - Dark 2 Defines the default dark background color for graphical objects.

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Text/Background - Light 2 Defines the default light background color for graphical objects.
Accent 1-6 Defines the color of graphical objects such as the individual bars

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or lines on a graph that represent different sets of data.
Hyperlink Defines the default color of hyperlink text for the theme.

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Followed Hyperlink Defines the color of hyperlink text once it has been selected.

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Theme Fonts

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All Excel themes, both pre-existing and custom, contain two fonts: a heading font and a body font.
The heading font defines the default font type for the Title cell style, and the body font defines the
font type for labels, titles, and other text on some graphical objects, such as charts. You can access

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the theme fonts by selecting Page Layout→Themes→Fonts. You can also define a set of custom
theme fonts by using the Create New Theme Fonts dialog box, which you can access by selecting
Page Layout→Themes→Fonts→Customize Fonts.
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Note: The theme fonts do not affect the default font type for cell data. That is an application-
wide setting, which is also customizable. The default font type for cell data is Calibri.
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Theme Effects
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All Excel themes contain a set of effects that define how graphical elements, such as line styles, line
weights, object shading, and drop shadows, appear on worksheets. You cannot customize theme
effects in Excel, but Excel 2019 includes a gallery of 15 predefined theme effect configurations. You
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can access the theme effects by selecting Page Layout→Themes→Effects.

Custom Themes Considerations

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You have already seen that Excel themes can be customized. But there are a few important points to
keep in mind when it comes to creating custom themes. The first is that you may want to find an
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existing theme that contains some of the formatting options you desire and then make the necessary
changes to tweak the theme to suit your needs. This is far easier than trying to build one from
scratch. Also, Excel saves all themes to a default folder that is installed along with Excel. Do not
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save your custom themes in any other folders. Excel will look for custom themes only in the default
directory.
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Excel enables you to create custom sets of theme colors and custom theme fonts, as well as entire
custom themes. Each will be displayed at the top of their respective galleries in a section called
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Custom once saved.

Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Apply and Manage Themes.

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Guidelines for Using Themes

Guidelines for Using
Themes Note: All of the Guidelines for this lesson are available as checklists from the Checklist tile on
the CHOICE Course screen.

Applying themes is an important step in enhancing the visual appeal of your workbooks, and
keeping that visual appeal consistent across multiple documents. Take the following guidelines into
account when using themes.

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Use Themes

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When using themes:
• Apply themes to worksheets whenever possible. It will be more difficult to format a worksheet's

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data without a theme applied.
• Create a custom theme and set each individual element (fonts, colors, effects) to your liking if
you don't like any of the default themes.

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• Remember it is easier to modify an existing theme than to build one from scratch.
• Keep in mind that themes are meant to facilitate reuse—think of how your themes could

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enhance future workbooks.
• Remember all themes need to be stored in the default folder created by Excel.

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• Be consistent with themes across worksheets or related workbooks.
• Keep in mind that manually changing the format of data outside of themes will override that
theme format. For example, if you change the text color in one cell to red, it will stay red even if
you change the theme of the worksheet.
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• Make sure that your cell styles work with your themes—if you change a worksheet's theme, it
may also alter the formatting of any cell styles you have applied.
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• Choose colors that blend well together when creating custom themes. Having an excessive
amount of disparate colors that clash with one another can be eye-straining to your readers.
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• Choose disparate colors primarily to highlight specific parts of your data, but keep this to a
minimum. Consider the saying, "When everything is bold, nothing is."
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• Choose an easily readable font at an appropriate size. Large, ornate fonts may be acceptable in
worksheet titles, but the raw data itself needs to be visually efficient.
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 Microsoft® Office Excel® 2019: Part 1 | 127

ACTIVITY 4-4
Applying Cell Styles and Themes
Activity
Before You Begin

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The My Sales Data.xlsx workbook file is open.

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Scenario
You like the progress you have made formatting the sales data worksheet, but you think it's

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important for the people who will be viewing the worksheet at the sales meeting to be able to
distinguish between raw data and data that has been calculated using formulas and functions. You'd
also like to set off the sales reps' names a bit more from the rest of the worksheet data. So, you

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decide to apply cell styles to differentiate among the various data types. You also feel it would be a
good idea to modify the default Title cell style to align more with your current formatting. You

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want to use the modified cell style in other sales-related workbooks to ensure consistency. After
reviewing your worksheet cell styles, you decide to go with a slightly more subtle color palette for

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the worksheet. By applying a different theme to the workbook, you'll be able to consistently change
the color palette throughout.

1. Apply the Title cell style to the worksheet title.

a) Select cell A1.
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b) Select Home→Styles→Cell Styles.
c) In the Cell Styles gallery, in the Titles and Headings section, select Title.
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2. Modify the Title cell style to use the text formatting you applied earlier.
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a) Select Home→Styles→Cell Styles, and then right-click the Title cell style and select Duplicate.
b) In the Style name field, type Sales Department Title
c) Select Format.
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d) In the Format Cells dialog box, select the Font tab.

e) In the Font style section, select Bold.
f) In the Size section, select 16.
g) Select the Color drop-down menu, then, in the Standard Colors section, select Blue.
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h) Select OK.
i) In the Style dialog box, ensure that the Font check box is checked, uncheck the Number check box,
and then select OK.
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3. Verify that Excel saved the modified cell style.

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a) Select Home→Styles→Cell Styles.

b) In the Cell Styles gallery, in the Custom section, place the mouse pointer over the modified cell style
to view its ScreenTip.
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Verify that the ScreenTip appears as Sales Department Title.

c) Select the custom style to apply it.
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4. Apply a cell style to the items in the Employee Name column and the
quarterly sales columns.
a) Select the range A5:A27.
b) Select Home→Styles→Cell Styles, and then, in the Themed Cell Styles section, select 20% -
Accent6.

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c) Apply the same cell style to the raw sales data in C5:F27.

5. Apply a cell style to cells containing formulas or functions.

a) Select the range G5:K27.
b) From the Cell Styles gallery, in the Data and Model section, select the Output cell style.
c) Deselect the range to view the newly applied cell style.

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6. Preview several themes to determine how they will affect the overall look of
your workbook.

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a) Select Page Layout→Themes→Themes.

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b) In the Themes gallery, point the mouse pointer at various themes to preview them.

Note: Remember, the text in cells without cell styles applied to them will not be

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affected by changing the theme.

7.

8. Save the workbook.

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Scroll to select the Savon theme to apply it to the workbook.
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 Microsoft® Office Excel® 2019: Part 1 | 129

TOPIC E
Apply Basic Conditional Formatting
As your Excel skill level increases and you begin to perform more and more data analysis with the
information in your workbooks, you may find yourself looking for a way to make certain bits of
information stand out based on particular conditions. For example, if you're analyzing the budgets

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for various departments, you may want to highlight in red any departments that have exceeded their
budgets. Rather than doing this manually, Excel 2019 allows you to automatically format particular

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data that meets defined criteria. This kind of functionality can transform enormous sets of seemingly
random bits of data into useful organizational intelligence that you can use to make sound decisions.

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Conditional Formatting

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Using conditional formatting, Excel displays data that meets specified criteria with the specified Conditional Formatting
formatting applied. Essentially, data that meets certain conditions you define can stand out from the This topic represents a

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rest of your data. basic examination of
conditional formatting.
For example, on a budget worksheet, you may want all line items that are still under budget to

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Conditional formatting is
appear in green text and line items that are over budget to appear in red text. Or perhaps you want covered in much greater
to highlight in yellow all product lines on a sales summary that have increased in sales by more than detail in Part 2 of this
five percent. Conditional formatting can perform these, and many other, tasks for you. course series.

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Figure 4-23: Various conditional formats applied to a worksheet.

The Conditional Formatting Dialog Boxes

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Each of the conditional formatting options covered in this topic has its own dialog box. These are The Conditional
all basically the same dialog box with a few minor exceptions for option-specific considerations. For Formatting Dialog Boxes
example, the Between dialog box has two fields for values, whereas the Greater Than and Less
Than dialog boxes have only a single value field. And, each of the dialog boxes is labeled with its
corresponding conditional formatting option as the name.
The conditional formatting dialog boxes enable you to select both the criteria by which Excel
analyzes the selected data and the formatting it will apply. You can select from among a small array
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of preconfigured formatting options or access the Format Cells dialog box to configure more
specific formatting.

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Figure 4-24: The Greater Than dialog box.

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The Highlight Cells Rules

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The Highlight Cells One of the most common types of conditional formatting that Excel users perform is highlighting
Rules cells that contain data meeting specific numeric criteria. To do this, you can select one of the

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options from the Highlight Cells Rules menu. These options enable you to select the criteria by
which you wish to format your cell data and the specific formatting options you wish to apply to the
data that meets the criteria. You can access the menu by selecting Home→Styles→Conditional

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Formatting→Highlight Cells Rules.
In the following example, the applied conditional format highlights cells in green when the data is

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greater than 250,000. In other words, the worksheet is drawing attention to sales reps who have
made more than $250,000 in sales for a single quarter.
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Figure 4-25: In this conditional format, cells are colored green when their data is greater than
250,000.
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There are seven conditional formatting options in the Highlight Cells Rules menu.

Highlight Cells Rules Option Applies the Selected Conditional Formatting To

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Greater Than Cells with values greater than the specified value.
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Less Than Cells with values less than the specified value.
Between Cells with values between two specified values.
Equal To Cells with values equal to the specified value.
Text that Contains Cells that contain the exact text or value specified.
A Date Occurring Cells that contain a date that falls within the specified time range.
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Highlight Cells Rules Option Applies the Selected Conditional Formatting To

Duplicate Values Cells in a range that contain the same value as other cells in the
selected range.

The Top/Bottom Rules

Another common use of conditional formatting involves highlighting cells that contain either the The Top/Bottom Rules
highest or the lowest values in a particular range or cells that are above or below average for the

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selected cells. The options in the Top/Bottom Rules menu can help you do just that. You can

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access the Top/Bottom Rules menu by selecting Home→Styles→Conditional
Formatting→Top/Bottom Rules.

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Figure 4-26: In this conditional format, cells are colored green when they are in the top 10% of
total sales and red when they are in the bottom 10%.
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There are six conditional formatting options in the Top/Bottom Rules menu.

Top/Bottom Rules Option Applies the Selected Conditional Formatting To

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Top 10 Items The cells in the selected range containing the 10 largest values.
Top 10% The 10 percent of cells in the selected range containing the largest
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values.
Bottom 10 Items The cells in the selected range containing the 10 smallest values.
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Bottom 10% The 10 percent of cells in the selected range containing the smallest
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values.
Above Average All cells in the selected range with values that are greater than the
average of all values in the selected range.
Below Average All cells in the selected range with values that are less than the
average of all values in the selected range.

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Note: The top and bottom 10 and the top and bottom 10-percent criteria are default settings
that you can modify when applying conditional formatting to cells. For example, you can
conditionally format the top 20 values or the bottom 33 percent of values.

Data Bars
Data Bars Data bars are graphical representations of the relative value of data in a range of cells. Data bars
appear in worksheet cells behind displayed values, giving worksheet viewers an instant picture of

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where particular cell values lie when compared to other cell data. The larger the value is in a
particular cell, the longer the data bar will be. Excel includes a variety of pre-formatted data-bar

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styles and provides you with several options for customizing their appearance and behavior. You
can access the data bars commands and options by selecting Home→Styles→Conditional

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Formatting→Data Bars.

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Figure 4-27: Data bars comparing each salesperson's commission to their colleagues'
commissions.
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Color Scales
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Color Scales Like data bars, color scales give worksheet viewers a graphical representation of the relative values
of cell data. Instead of appearing as bars of various lengths, however, color scales use various shades
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of either two or three colors to represent relative values. In a two-color scale, Excel displays high
and low values in various shades of the two colors; the darker the color, the closer the value is to
either the very highest or the very lowest values. You can use a three-color scale to represent low-,
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middle-, and high-range values. Excel includes a number of pre-formatted color scales and provides
you with various options for customizing these to suit your needs. You can access the color scales
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commands and options by selecting Home→Styles→Conditional Formatting→Color Scales.

Note: It is possible to apply more than one type of conditional formatting to the same range of
cells.

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Figure 4-28: A three-color scale comparing each salesperson's commission to their colleagues'
commissions.

Icon Sets or
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Icon sets function in much the same way as data bars and color scales, but they use sets of icons to Icon Sets
represent relative values. For example, you could use a downward-facing red arrow to represent low
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values and an upward-facing green arrow to represent high values.

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Figure 4-29: A colored arrow icon set comparing each salesperson's commission to their
colleagues' commissions.

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Note: Data bars, color scales, and icon sets appear only in cells that contain some type of
numeric data, such as values or dates. They do not work with text.

Or, you could use icon sets to identify relative values using a star-rating system: one star could
represent very low values, three stars could represent mid-range values, and five stars could
represent the highest values. Excel includes an extensive set of pre-formatted icon sets and provides
you with further customization options. You can access the icon sets commands and options by
selecting Home→Styles→Conditional Formatting→Icon Sets.

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Note: You may have noticed that the primary conditional format options are divided into two
groups in the Conditional Formatting menu. The Highlight Cells Rules and Top/Bottom

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Rules options both compare each individual cell to a condition; the Data Bars, Color Scales,
and Icon Sets options compare values in cells to each other. This is an important distinction
between these two groups.

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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Apply Basic Conditional Formatting.

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 Microsoft® Office Excel® 2019: Part 1 | 135

ACTIVITY 4-5
Applying Basic Conditional Formatting
Activity
Before You Begin

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The My Sales Data.xlsx workbook file is open.

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Scenario
Your supervisor had some suggestions after reviewing the sales data worksheet. He asked you to

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highlight all sales figures greater than $250,000 for each quarter, highlight the bottom 25 percent of
sales reps based on sales totals for the year, and highlight the top 10 percent of sales reps based on
average quarterly sales. Given how competitive your reps are, you also think it'll be helpful to

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visually compare each rep's commission earnings against the others. You decide that the easiest way
to accomplish this is to apply conditional formatting to the worksheet columns.

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1. Highlight all quarterly sales figures of $250,000 or more.
a) Select the range C5:F27.
b) Select Home→Styles→Conditional Formatting→Highlight Cells Rules→Greater Than.
c)
d)
e)
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In the Greater Than dialog box, in the Format cells that are GREATER THAN field, type 250000
From the with drop-down menu, select Green Fill with Dark Green Text.
Select OK.
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f) Deselect the range to verify that Excel applied the formatting as expected.
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2. Highlight the lowest 25 percent of performers in total sales and the highest 10
percent of performers in average quarterly sales.
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a) Select the range G5:G27.

b) Select Home→Styles→Conditional Formatting→Top/Bottom Rules→Bottom 10%.
c) In the Bottom 10% dialog box, in the Format cells that rank in the BOTTOM spin box, set the value
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to 25.
d) From the with drop-down menu, select Light Red Fill and then select OK. Let students know they
e) Select all of the cells in the Average column, then select Home→Styles→Conditional can either use the spin
box arrows to set values
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Formatting→Top/Bottom Rules→Top 10%.

f) Verify that 10 is the default value, then select Green Fill with Dark Green Text from the with drop- or type the desired
down menu. Select OK to apply the format. value.
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g) Deselect the Average column's cells to verify that Excel applied the formatting.

3. Add data bars for each rep's commission earnings.

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a) Select the range K5:K27.

b) Select Home→Styles→Conditional Formatting→Data Bars.
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c) Under Gradient Fill, select Blue Data Bar.

d) Deselect the Commission column's cells to verify that Excel applied the formatting.
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4. Save the workbook.

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TOPIC F
Create and Use Templates
For many Excel users, it's not uncommon to create and work with pretty much the same workbook
over and over again with few, if any, significant changes. In these cases, it can be a waste of time to
have to lay out the basic framework of your worksheets every time you create a new workbook.

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Fortunately, Excel enables you to leverage your existing workbooks to create similar new
workbooks. By taking advantage of this functionality, you can essentially store all the time, effort,

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and research that went into creating your workbooks for future use.

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Templates
An Excel template is a file that contains a number of preconfigured or pre-entered workbook

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Templates
elements, such as formatting, formulas, themes, and functions, that you can use to create and work
with new workbooks. Essentially, templates are files that contain the desired structure for future

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workbook files. You can search for and download thousands of Excel template files from
Office.com and a number of other websites, or you can create your own custom templates, either

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by building them from scratch or by modifying existing templates, to suit your needs.
The default file format for Excel 2019 template files is the XLTX file format. You can access your
local Excel template files and search for others from Office.com from the New tab in the

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Backstage view. Excel template files are saved to a default folder on your computer, and custom
templates will always be available to you if you use Excel on the same computer. You can transfer
template files to other machines or simply re-download them from Office.com when you have to
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work with Excel on a different computer.
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Figure 4-30: Office.com templates in the Backstage view.

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 Microsoft® Office Excel® 2019: Part 1 | 137

Templates and the Backstage View

You can access both templates from Office.com and any templates you have saved locally to your Templates and the
computer from the Backstage view. You can access these either from the Excel screen, if you're Backstage View
just opening Excel, or from the New screen, if you already have Excel open. In either case, the
screen is divided into two tabs.
The FEATURED tab displays a list of new and popular templates you can quickly choose from,
and it presents you with the tools and commands necessary to search for and download templates
for a wide variety of uses. When you download a template from the FEATURED tab, Excel opens

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the template as a standard Excel workbook. If you wish to keep a local copy of the template file, you

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must save it as a template file to your computer's hard drive.
The PERSONAL tab displays a list of all of the workbook template files you have saved to your
computer. In order for your saved templates to appear on the PERSONAL tab, however, you must

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save them to the C:\Users\<name>\Documents\Custom Office Templates folder. If you
save your Excel template files to any other location, you will not be able to directly access them
from the PERSONAL tab.

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Note: The FEATURED and PERSONAL tabs may appear only after you've saved a custom

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template or downloaded a template to your computer.

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Figure 4-31: The FEATURED and PERSONAL tabs for viewing Excel templates.
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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Create and Use Templates.

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Lesson 4: Formatting a Worksheet | Topic F
 138 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 4-6
Creating a Template
Activity
Before You Begin

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The My Sales Data.xlsx workbook file is open.

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Scenario
You're nearly done developing the worksheet you will present during the upcoming sales meeting.

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As you are likely to need the same sales data for future periods and other meetings, you decide to
save the current workbook as an Excel template from which to create future workbooks. Because
you don't want to include all of the current sales data in the template, you decide to delete most of

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the worksheet data before saving the file as a template.

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1. Delete cell content not needed in the template file.

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a) Select the range A5:F27 and press Delete.
b) Delete the cell content in the following ranges and cells: L5:L27, O1:O3, Q1, and Q3.

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Note: Do not select cell Q3 directly, as that will activate the link. Instead,
select a cell near it and use the arrow keys to navigate to it.
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2. Save the workbook as an Excel template file.
a) Select File→Save As.
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b) From the Save As screen, select Browse.

c) In the Save As dialog box, in the File name field, type My Sales Data Template
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d) From the Save as type drop-down menu, select Excel Template (*.xltx).
For step 2e, be prepared e) Ensure that Excel is saving the file to the Custom Office Templates folder, and then select Save.
to assist students with
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identifying the correct file Note: If you don't save the template to this default folder, it won't appear in the
path in the Save As list of personal templates in the Backstage view.
dialog box.

Verify that the template file name appears in the Title bar with the .xltx file
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3.
extension and close the template file.
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4. Verify that the template is available for future use.

a) Select File→New→PERSONAL.
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b) Verify that the My Sales Data Template file appears, then select it.
c) Verify that the template opens with all of your formatting intact. Enter data into any one of the cells,
then close the template file without saving when you're done.
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5. Leave Excel open.

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Lesson 4: Formatting a Worksheet | Topic F
 Microsoft® Office Excel® 2019: Part 1 | 139

Summary
In this lesson, you formatted worksheets in a variety of ways to enhance their readability. This
robust set of formatting functionality will help you create highly functional, professional-looking
workbooks without the need to waste time tweaking and adjusting numerous settings. Being able to
quickly generate visually useful workbooks will allow you to focus on what's really important: what
your data can tell you about your organization.

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Encourage students to
What are some of the ways you will use conditional formatting in your use the social
workbooks?

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networking tools
A: Answers will vary, but will likely include to highlight critical organizational data, to evaluate employee provided on the CHOICE
or product performance, or to make it easy to locate specific figures within large workbooks. Course screen to follow

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up with their peers after
What are some of the reasons you would create custom templates for use within the course is completed
your organization? for further discussion

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and resources to support
A: Answers will vary, and this will likely depend on the student's role and organization. People who continued learning.
regularly work with complex worksheets on a cyclical basis and people who develop external-facing

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worksheets will likely use them often because of branding guidelines or to save effort.

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Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
peers, and the larger CHOICE online community about the topics covered in this course or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
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 5 Printing Workbooks

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Lesson Time: 45 minutes

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Lesson Introduction

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You put a lot of work into creating, populating, and formatting your workbook. Now you
may need to print hard copies of your workbooks to share with your colleagues, supervisor,

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or organizational leaders. Your workbooks may contain multiple worksheets, each of which
could contain thousands of data entries, formulas, and results. Instead of printing all of this
indiscriminately, you will need to print only what is necessary to deliver critical information
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to your audience. Microsoft® Office Excel® 2019 has a wide variety of printing options that
can save your document recipients from having to sift through mounds of irrelevant data.
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Lesson Objectives
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In this lesson, you will:

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• Preview and print a workbook.

• Set up the page layout.
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• Configure headers and footers.

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 142 | Microsoft® Office Excel® 2019: Part 1

TOPIC A
Preview and Print a Workbook
Although most information these days exists digitally, you will likely still, on occasion, require hard
copies of a document. But spreadsheets are not the same as most other documents. They can
contain nearly any number of rows and columns, and the amount of data you can include on

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worksheets can be staggering. So, what defines a page for printed workbooks largely depends on
your preferences. Excel 2019 includes a variety of printing options you can take advantage of—

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knowing what these are and how they work means you'll be able to generate hard copies of your
data, exactly as you need to, quickly and easily.

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The Print Tab

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The Print Tab You can access the commands and settings you will need to print your workbooks by selecting the
Print tab in the Backstage view. Selecting this tab displays the Print screen. From here you can

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select a printer, adjust numerous print settings, and view a preview of what your printed pages will
look like based on the current settings.

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Figure 5-1: The Print tab in the Backstage view provides you with numerous options for
determining how your workbooks will print.
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The following table describes the functions of the various elements on the Print tab.
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Print Tab Element Allows You To

Print section Access commands for selecting the number of copies you wish to
print and for executing a print job.
Printer menu Select the printer, device, or printer driver you wish to use.
Printer Properties link Access the Properties dialog box for your selected printer, device, or
printer driver.
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Lesson 5: Printing Workbooks | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 143

Print Tab Element Allows You To

Settings section Configure general print settings, such as which worksheets to print,
how to orient the printed pages, and what magnification level to use.
Page Setup link Access the Page Setup dialog box, which enables you to configure
the page layout of your worksheets.
Print preview pane View a preview of how your workbook pages will look once printed.

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Print Settings

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To ensure that your printed pages look exactly as you want them to, you'll likely need to adjust some Print Settings
of the print settings before you print. The Settings section of the Print screen contains all of the

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commands you will use to configure general print settings for your workbook. It is important to
keep in mind that the print settings buttons appear with different text depending on your current
selection, so the command buttons will not always match the following figure.

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Figure 5-2: Settings commands.

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The Settings commands give you control over the final printed copies of your workbooks.
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Print Settings Command Allows You To

Print selection settings Decide among printing all worksheets in a workbook, printing the
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currently selected worksheet, or printing the currently selected cell or

range. If you have defined a print area, you can also choose to ignore
that in favor of whatever setting you select from this command.
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Pages and to spin boxes Select which range of pages to print. The content that appears on each
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page and the number of printable pages for a workbook depends on

your other print settings.
Duplexing settings Decide between one-sided and two-sided printing if your printer
supports that functionality.

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 144 | Microsoft® Office Excel® 2019: Part 1

Print Settings Command Allows You To

Collating settings Decide between collating and not collating your pages. Collated print
jobs print each copy of a multiple-page document in sequential order,
so each copy is in the correct page order. Non-collated print jobs
print all copies of the first page and then all copies of the second page,
and so on.
Orientation settings Decide between the portrait and landscape orientations for your
printed pages.

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Paper size settings Decide what size paper to print on. These settings depend on your

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printer's capabilities.
Margins settings Set the margin size for your printed pages.

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Scaling settings Determine whether or not Excel changes the magnification level of
your printed data and how it applies magnification to printed pages.

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Page Orientation

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Page Orientation Page orientation is a page layout setting that determines the general, overall layout of each printed

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page. This setting specifies whether pages should print in portrait orientation or landscape
orientation. In portrait orientation, page height is greater than page width; this enables you to fit
more rows of data, but fewer columns, than landscape orientation. Landscape orientation is just the

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opposite; the page width is greater than the page height, allowing for more columns, but fewer rows,
than portrait orientation.
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Figure 5-3: The same worksheet printed in both the portrait and landscape orientations.

Margins
Margins Page margins are invisible boundaries that define where particular content is located on printed
worksheets. Margins determine how much space there is between the worksheet content and the
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Lesson 5: Printing Workbooks | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 145

edge of the paper. Excel provides you with a set of common margin configurations to choose from,
and it allows you to customize margin sizes to suit your needs. Margins can define where worksheet
data, headers, and footers are arranged on printed pages. The Margins tab on the Page Setup
dialog box also provides you with options for centering your content vertically or horizontally on
the page.

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Figure 5-4: Page margins displayed on a worksheet page in print preview.

Print Preview
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With so many options when it comes to printing your workbooks, you'll want to be sure you have Print Preview
configured your print settings properly before you print. Excel 2019 provides you with the ability to
view a preview of your workbook print jobs. The print preview is displayed in the right pane of the
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Print screen in the Backstage view. You can access this by selecting File→Print or by selecting
either the Print or the Print Preview button in the Page Setup dialog box.
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 146 | Microsoft® Office Excel® 2019: Part 1

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Figure 5-5: A workbook document displayed in print preview.

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The commands in the print preview pane enable you to inspect each page of a print job before
printing.
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Print Preview Element Description
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Preview image Displays how the currently selected page will print on paper.
Navigation controls Enables you to navigate through and inspect each page in the
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current print job.

Show Margins button Toggles the display of page margins on and off.
Zoom to Page button Toggles between two magnification levels for viewing the print
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preview.
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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Preview and Print a Workbook.
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Lesson 5: Printing Workbooks | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 147

ACTIVITY 5-1
Configuring and Previewing a Print Job
Activity
Data File

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C:\091078Data\Printing Workbooks\Sales Data Final.xlsx

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Before You Begin
Excel 2019 is open.

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You have a printer driver installed and available. If you don't have a printer installed, you can use
Microsoft Print to PDF as your driver.

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Be prepared to help
Scenario students select the

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correct printer driver if
Due to a request from senior managers, you've included a number of other sales teams' data in your multiple are available.
workbook. Your workbook is now complete and you're ready to print copies for attendees at the

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upcoming sales meeting. Before you do, you want to make sure the content will print correctly. You
decide to configure and preview the print settings before you print actual hard copies.
Students will print the

1. Open the Sales Data Final.xlsx workbook file. or workbook at the end of
this lesson, after they've
configured more of the
page layout.
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2. Select File→Print.
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3. Preview the print job.

a) In the right pane, review the first page of the print preview.
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b) Use the navigation controls to view the remaining pages of the preview and then navigate to page 1.

4. Configure print settings.

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a) Set the collating settings to Uncollated. Depending on your

b) Set the orientation to Landscape Orientation. available printer drivers,
you can have students
c) Set the scaling settings to Fit All Columns on One Page.
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adjust other print

d) Select the Show Margins button in the lower right to view the page content in reference to the settings and preview the
margins. results.
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 148 | Microsoft® Office Excel® 2019: Part 1

e) Drag the top margin down slightly, and drag the bottom margin up slightly. Refer to the following
screenshot for an approximate end result.

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Make sure students f) Select the Show Margins button again to toggle the margin view off.
don't spend too much
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time adjusting their 5. Preview the print job to view the changes made by adjusting the print settings.
margins. They don't
need them to be exactly
6. Save the workbook to the C:\091078Data\Printing Workbooks folder as My
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like the screenshot.

Sales Data Final.xlsx
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 Microsoft® Office Excel® 2019: Part 1 | 149

TOPIC B
Set Up the Page Layout
Although the general print settings provide you with a solid base to print your workbooks, there's
much more you can do when printing with Excel. As mentioned, workbook printing can be highly
complex for a large number of reasons. You will, from time to time, need to be able to fine-tune

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how to print your workbook pages. Luckily, Excel 2019 has many options for just this purpose.
Knowing what configurations are available and how to set them will allow you to create more

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visually helpful and appealing printouts.

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The Page Setup Dialog Box
The Page Setup dialog box provides you with more options for configuring your workbooks for

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The Page Setup Dialog
printing than the print settings in the Backstage view. The dialog box is organized into four tabs Box
that contain task-related commands and settings for configuring your workbooks to print. You can

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access the dialog box either by selecting the Page Setup link at the bottom of the Settings section
of the Print screen in the Backstage view, or by selecting any of the dialog box launchers on the

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Page Layout ribbon tab.

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Figure 5-6: The Page Setup dialog box displaying the Print and Print Preview buttons.

Note: The Print and Print Preview buttons are displayed on the Page Setup dialog box only if
you open it from the dialog box launchers on the Page Layout tab. You can also access most of
Excel's print settings in the command groups on the Page Layout tab.
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Lesson 5: Printing Workbooks | Topic B
 150 | Microsoft® Office Excel® 2019: Part 1

The following table identifies the commands you will find on the various Page Setup dialog box
tabs.

Page Setup Dialog Box Provides You with Access To

Element

Page tab Commands to set page orientation and magnification level, the paper
size, the print quality, and which page to start printing from.
Margins tab Commands to adjust page, header, and footer margins and to

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determine how to center content on printed pages.

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Header/Footer tab Commands for inserting, modifying, and deleting headers and
footers.
Sheet tab Commands for defining a print area, determining which rows and

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columns print on every page, determining which page elements print
on paper, and defining the order in which pages print.

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Options button The Properties dialog box for the currently selected printer, device,
or printer driver. This command appears on all of the Page Setup

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dialog box tabs.

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The Print Area
The Print Area

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The Print Area feature enables you to select specific cells and ranges to print from your workbooks.
Once you've set a print area, only those cells within the print area will print. Cells within the print
area appear surrounded by a thin, gray border. You can expand the print area by adding cells to it,
and you can clear the print area to print the entire workbook or any other areas you designate via
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other methods. You cannot add objects, such as graphs, to print areas. Once you've set a print area,
it is saved along with the workbook; it won't affect other workbook files.
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Figure 5-7: The print area is set from A7:G12 in this example.

Print areas are also worksheet-specific, so you have to configure them for each worksheet
individually. If you select the Print Entire Workbook option from the print settings, any
worksheets on which you have set print areas will print only those areas, whereas worksheets
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 Microsoft® Office Excel® 2019: Part 1 | 151

without print areas will print in their entirety. You can access the Print Area options by selecting
Page Layout→Page Setup→Print Area.

The Ignore Print Area Option

Excel 2019 gives you the option of temporarily ignoring a defined print area if you wish to print
content outside the print area. You can toggle this option on and off from the print selection
settings on the Print screen in the Backstage view.

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The Print Titles Command

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Because Excel worksheets can contain thousands of columns' and rows' worth of data, it can be The Print Titles
difficult for people to interpret printed worksheets if column and row labels don't print on all pages. Command
Excel 2019 includes a feature that enables you to determine which rows and columns will print on

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every page: the Print Titles command. By using this feature, you can save your worksheet viewers
from having to flip back to the first page to understand the data they're looking at. Selecting Page

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Layout→Page Setup→Print Titles opens the Page Setup dialog box with the Sheet tab
automatically selected. This is where you can enter row and column references to determine which
cells appear on all printed pages.

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Figure 5-8: The Sheet tab in the Page Setup dialog box.
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Page Breaks
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Sometimes scaling your worksheets up or down to fit on the desired number of pages doesn't quite Page Breaks
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give you the results you're looking for in terms of what content prints on which page. In these cases,
you may want to manually tell Excel where one printed page ends and another one begins. To do
this, you can insert page breaks.
Page breaks are, essentially, boundaries that divide worksheet pages for printing purposes only.
Excel 2019 enables you to insert and delete specific page breaks and to remove all page breaks on a
given worksheet. Default page breaks appear as dashed lines on Excel worksheets, whereas manual
page breaks appear as solid lines.
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 152 | Microsoft® Office Excel® 2019: Part 1

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Figure 5-9: A default page break on an Excel worksheet.

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Page breaks are worksheet-specific, so you need to set them for each worksheet in a workbook
individually. When you insert page breaks, Excel divides the pages by creating page breaks above
and to the left of the selected cell. You can access the page break commands by selecting Page

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Layout→Page Setup→Breaks, or by using the Page Break Preview view.

Workbook Views
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Workbook Views You may not have even realized it, but you've probably been viewing your Excel workbooks in the
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The Page Layout view Normal view, which is the default workbook view in Excel 2019. There are other preconfigured
will be discussed in the workbook views that display the Excel user interface (UI) and your worksheets in vastly different
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next topic, and custom configurations. A workbook view is, simply, the way Excel displays an open workbook.
views will be discussed
in the next lesson.
Workbook views can affect the placement and layout of worksheets and the Excel UI, and can
affect whether or not particular elements, such as page breaks, appear. They are meant to configure
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the Excel environment to be easier to work with for a number of different tasks. Aside from
including several preconfigured views, Excel 2019 provides you with the ability to create custom
workbook views. You can access the commands you will use to change your workbook views in the
Workbook Views group on the View tab.
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Figure 5-10: The commands in the Workbook Views group.

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Note: The Normal view is the default because it is designed to be the best all-around view for
most workbook tasks.

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 Microsoft® Office Excel® 2019: Part 1 | 153

The Page Break Preview View

The Page Break Preview view is ideal for inserting, deleting, and arranging page breaks on your Page Break Preview
Excel worksheets and for defining print areas. In this view, default page breaks appear as blue View
dashed lines, whereas manual page breaks appear as solid blue lines. To arrange page breaks when in
this view, simply drag them to the desired location. Once you move a default page break, it becomes
a manual page break.
When you set a print area in the Page Break Preview view, only cells within the print area will appear
in full color. Cells outside the print area appear grayed-out. You can manually adjust the boundaries

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of print areas in this view just as you can manually adjust page breaks. When you right-click any cell

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in the Page Break Preview view, the context menu that appears contains commands for working
with page breaks and print areas.

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Figure 5-11: The Page Break Preview view.

Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Set Up the Page Layout.

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 154 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 5-2
Setting Up the Page Layout
Activity
Before You Begin

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The My Sales Data Final.xlsx workbook file is open.

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Scenario
Having previewed the sales data worksheet, you now have a better idea of the precise page layout

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you would like to define before printing the pages. You decide to make the column labels print on
each page so it's easier to read the data no matter what page you're looking at. You also think that
the supplementary information (commission rate, number of employees, etc.) isn't relevant to your

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audience, so you'll define a print area to exclude that part of the worksheet. Lastly, you want each
page to divide more evenly, so you'll adjust where the pages break.

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1. Set the column labels to print on each page.
a) Select Page Layout→Page Setup→Print Titles.
b) In the Page Setup dialog box, ensure that the Sheet tab is selected.

button.
d) Select row 4 and press Enter.
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c) In the Print titles section, to the right of the Rows to repeat at top field, select the Collapse Dialog
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e) Select OK.
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It may be difficult for 2. Define a print area to exclude the supplementary information.
students to verify the
a) Select the range A1:L54.
print area in this view, as
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the change to the b) Select Page Layout→Page Setup→Print Area→Set Print Area.
gridlines is subtle. c) Deselect the range.
Consider having them
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verify the print area in 3. Adjust where the pages break.

the next step when they
a) Select View→Workbook Views→Page Break Preview.
enter Page Break
Preview view, or in the b) In the preview, drag the horizontal dotted blue line up to the half-way point of the sheet, around row
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step after when they

look at the print preview.
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 Microsoft® Office Excel® 2019: Part 1 | 155

c) Verify that the blue line becomes solid, indicating that you have manually set the page break.

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4. Preview the page layout.
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a) Select File→Print.
b) Verify the following:
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• All columns fit on the page.

• The supplementary information (commission rate, total employees, etc.) doesn't appear.
• Only about half of the rows appear on the first page.
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c) Navigate to page 2 and verify that the worksheet title and the column headers all appear on the
second page, and that the other half of the rows also appear.

5. Save the workbook.

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Lesson 5: Printing Workbooks | Topic B
 156 | Microsoft® Office Excel® 2019: Part 1

TOPIC C
Configure Headers and Footers
Although you've set up the page layout to your liking, you may still want to enhance your printed
worksheets by adding supplementary information. For example, numbering each individual page can
make it much easier for your readers to navigate your printed workbooks. There's also plenty of

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other identifying information you might want to include on all or most of your printed pages—like
your company's name, the date the workbook was printed, and so on. Excel 2019 makes adding

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these print-only elements quick and easy through the use of headers and footers.

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Headers and Footers
Headers and footers are small content placeholders that display additional information or images in

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Headers and Footers
certain Excel views and on printed pages. Headers appear along the top of the page, whereas footers
appear along the bottom. They are not considered part of the worksheets themselves and cannot be

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referenced by formulas and functions. Headers and footers are worksheet-specific, so you have to
configure them for each worksheet in a workbook individually.

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Excel 2019 includes a number of preconfigured headers and footers, and you also have the option
of creating custom headers and footers. Headers and footers can contain text or images, and can be
placed to the left or right, or centered, along the top or the bottom of the page. Common items

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included in headers and footers include page numbers, the date, the name of the person who created
the worksheet, the name of your organization, and organizational logos.
You can also create different headers and footers for odd and even pages, and exclude them from
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the first printed page or create unique headers and footers for the first page.
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Figure 5-12: Headers and footers on an Excel worksheet.

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 Microsoft® Office Excel® 2019: Part 1 | 157

The Page Layout View

The Page Layout view displays worksheets as they would print on separate pages based on the Page Layout View
current print settings. When you select the Page Layout view, Excel also automatically displays rulers
along the top and left sides of the UI to assist with the placement of on-screen objects. Page Layout
view displays all header and footer placeholders, which enables you to graphically create, edit, and
delete headers and footers. When you select a header or a footer placeholder while in the Page
Layout view, Excel displays the Header & Footer Tools tab, providing you with access to the
various commands you can use to create and customize headers and footers.

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Figure 5-13: A worksheet in Page Layout view.
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Contextual Tabs
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The Header & Footer Tools tab is one example of a contextual tab. Contextual tabs are Contextual Tabs
specialized, temporary ribbon tabs that display commands for working with a particular type of Contextual tabs are
worksheet content. Contextual tabs appear when you select the associated content type, such as a introduced here as
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graph or an image, and they close when you change your selection. Contextual tabs can contain one students are likely
or multiple other tabs that contain command groups like any of the other ribbon tabs. encountering them for
the first time with
headers and footers.
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However, contextual
tabs appear more often
in Parts 2 and 3 of the
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Excel 2019 course

series.
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Figure 5-14: The Picture Tools contextual tab contains only one tab, whereas the Chart Tools
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contextual tab contains two.

The Header & Footer Tools Contextual Tab

When you select a header or footer placeholder in Page Layout view, Excel displays the Header & The Header & Footer
Footer Tools contextual tab. From here, you have access to the commands you can use to work Tools Contextual Tab

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with headers and footers in the ribbon environment. These enable you to enter specific text or
images to create unique customized headers and footers.

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Figure 5-15: The Header & Footer Tools contextual tab.

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Note: You can also immediately switch to Page Layout view and activate the Header & Footer
Tools contextual tab by selecting Insert→Text→Header & Footer.

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The Header and Footer Dialog Boxes

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The Header and Footer The Header and Footer dialog boxes are an alternative to using the Header & Footer Tools

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Dialog Boxes contextual tab in Page Layout view. You can access these dialog boxes by selecting the Custom
Header or Custom Footer buttons from the Header/Footer tab in the Page Layout dialog box.

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Figure 5-16: The Header dialog box.

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Header and Footer Options

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There are several header and footer options that warrant covering in a bit more detail. These options
provide you with a greater level of control over configuring your worksheet headers and footers.
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You can access these settings either from the Header & Footer Tools contextual tab or on the
Header/Footer tab of the Page Setup dialog box.
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Header and Footer Description

Option

Different First Page Tells Excel that you want to configure unique headers and footers for
the first page of your document. This is useful, for example, if you want
to include a document title.

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 Microsoft® Office Excel® 2019: Part 1 | 159

Header and Footer Description

Option
Different Odd & Even Tells Excel that you want to configure your headers and footers
Pages differently for odd and even pages.
Scale with Document Selecting this option tells Excel to scale header and footer text up or
down when scaling other worksheet content.
Align with Page Selecting this option automatically aligns headers and footers with the

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Margins left and right page margins.

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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Configure Headers and Footers.

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ACTIVITY 5-3
Configuring Headers and Footers
Activity
Before You Begin

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The My Sales Data Final.xlsx workbook file is open.

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Scenario
You also decide to add headers and footers to the workbook to include the date of the sales

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meeting, a title for the workbook, and page numbers. Adding this information will make printed
copies easier to read, while not using up any actual cells in the worksheet.

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1. Add headers to the worksheet.

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a) Select View→Workbook Views→Page Layout.
b) Select the box to the left of the Add header box.

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Note: You may need to scroll to see the correct box.

c)
d)
e)
Type Develetech Industries
or
Select the next header box to the right.
Type US Sales
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f) Select the next header box to the right.
g) Select Header & Footer Tools Design→Header & Footer Elements→Current Date.
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If students are 2. Add a page numbering footer to the worksheet.

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wondering why this a) Select Header & Footer Tools Design→Navigation→Go to Footer.
footer ended up in the b) Verify that Excel activated the rightmost footer box.
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middle rather than on

the right, explain that Note: You may need to scroll to see the correct box.
some header and footer
elements are
preconfigured to print in c) Select Header & Footer Tools Design→Header & Footer→Footer→Page 1 of ?.
a certain location,
overriding any choice of
location that the user 3. Preview the worksheet and verify that your headers and footer will print.
makes.
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Lesson 5: Printing Workbooks | Topic C
 Microsoft® Office Excel® 2019: Part 1 | 161

4. (Optional) Print the worksheet. If students are printing to

a) Select the Print button. PDF, they can open the
file with the Microsoft
b) If you're printing to a file, save it to C:\091078Data\Printing Workbooks as Sales Data Print
Edge browser. If they
c) Navigate to the file with File Explorer and open it. If you printed a physical copy, retrieve it. are printing to XPS, the
d) Verify that the printed copy appears correctly. file will automatically
e) Close any open files and folders and return to your workbook in Excel. open in XPS Viewer
when double-clicked.
5. Save and close the workbook.

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 162 | Microsoft® Office Excel® 2019: Part 1

Summary
In this lesson, you configured, previewed, and printed a workbook. You also defined the worksheet
page layout to print only the desired content. Taking advantage of all of the print functionality
available in Excel will enable you to create hard copies of your workbook content for nearly any
situation. By limiting what content you print to only what is necessary, you will save on printer
resources and prevent your document viewers from having to sift through irrelevant or unimportant
data.

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Encourage students to
Which page layout options do you expect to use most frequently? Why?

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use the social
networking tools A: Answers will vary, but may include the orientation options, as worksheets often vary in overall layout,
provided on the CHOICE and the header and footer options, as they provide critical additional information for the audience

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Course screen to follow when you present data.
up with their peers after
the course is completed What do you see as being the main benefit of using the Print Area option?

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for further discussion
and resources to support A: Answers will vary, but may include the ability to print only a small segment of data for quick data
checks or reviews, the ability to present specific data to specific audiences easily, and the fact that

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continued learning.
you can save time and resources (such as toner and paper) when presenting only limited data to a
large number of people. All of this, of course, also saves you the effort of significantly revising your

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worksheets first.

Note: Check your CHOICE Course screen for opportunities to interact with your classmates,

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peers, and the larger CHOICE online community about the topics covered in this course or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
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Lesson 5: Printing Workbooks |
 6 Managing Workbooks

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Lesson Time: 45 minutes

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Lesson Introduction

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So far, you have largely worked within workbooks and worksheets to enter, view, analyze,
format, and present your organizational data. But there's more to being proficient in

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Microsoft® Office Excel® 2019 than simply working within your workbooks. Managing the
overall structure of your workbooks, manipulating how you view your workbooks, and
knowing how to find the workbook you need, when you need it, are all critical tasks you'll
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need to perform from time to time. Understanding what functionality is available and
knowing how to use it will ensure you're able to get the most out of the workbooks,
worksheets, and data you've already worked so hard to create.
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Lesson Objectives
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In this lesson, you will:

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• Manage worksheets.
• Manage workbook and worksheet views.
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• Manage workbook properties.

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 164 | Microsoft® Office Excel® 2019: Part 1

TOPIC A
Manage Worksheets
Workbooks with just a few worksheets are fairly easy to manage without much effort. But what if
you're developing a workbook with dozens of worksheets or more? You want to be able to clearly
and easily recognize your worksheets, arrange them in the proper order, and, possibly, remove some

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from view to display or work with only particular worksheets at any given time. Fortunately, Excel
2019 can save you from having to navigate through a disorganized or unwieldy workbook.

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Methods of Inserting and Deleting Worksheets

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Methods of Inserting and By default, new blank Excel 2019 workbooks contain one worksheet. But you can add up to as
Deleting Worksheets many worksheets as your system's RAM (memory) will support. Likewise, if you don't need all of

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the worksheets you've added to a workbook, you can delete any you aren't using. You can also
change the default number of worksheets Excel will include in new, blank workbooks.

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Figure 6-1: Some of the Insert and Delete commands for Excel 2019 worksheets.

Excel 2019 provides you with three options for inserting worksheets in your workbooks, and two
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for deleting them.

Insert/Delete Option Description

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Selecting the New sheet button This inserts a new worksheet to the right of the selected
worksheet in a workbook. Alternatively, you can use the Shift
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+F11 keyboard shortcut to insert a new worksheet to the left of

the selected worksheet.
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Right-clicking any worksheet tab This opens the Insert dialog box with Worksheet automatically
and then selecting Insert selected. From here, you can simply select OK to insert a new
worksheet to the left of the worksheet you right-clicked.
Using the Insert ribbon Select Home→Cells→Insert down arrow→Insert Sheet to
command insert a worksheet immediately to the left of the currently
selected worksheet.
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 Microsoft® Office Excel® 2019: Part 1 | 165

Insert/Delete Option Description

Right-clicking a worksheet tab, This deletes the worksheet tab you right-clicked.
and then selecting Delete
Using the Delete ribbon Selecting Home→Cells→Delete down arrow→Delete Sheet
command deletes the currently selected worksheet.

Tab Formatting Options

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By default, worksheet tabs in Excel 2019 appear with generic sheet names, such as Sheet1, Sheet2, Tab Formatting Options

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Sheet3, and in the default gray user interface (UI) color scheme. As you add more and more
worksheets to a workbook, it's easy to see how this could become difficult to navigate. You may
wonder if your critical sales data is on Sheet11 or Sheet12 and, if you don't format your worksheet

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tabs, you'll have no visual cues to help you out. This is why Excel 2019 provides you with a number
of options for formatting your worksheet tabs. The most basic of these are the options to rename

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your worksheets and to change the color of worksheet tabs. You can access the commands for
doing either of these by right-clicking the desired worksheet tab.

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Figure 6-2: Renamed worksheet tabs with color formatting.
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Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Format Worksheet Tabs.
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Methods of Repositioning Worksheets

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Excel 2019 provides you with two methods for repositioning your worksheets. The first method is
to simply drag the desired worksheet tab or tabs to the desired new location. When you use this
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method, the tabs you're moving appear as small file icons and Excel displays a black location marker
that indicates where the tabs will be located when you drop them in place. To use this method to
move more than one worksheet simultaneously, you must first group the worksheets. You can drag
worksheets to a different location in the same workbook or into any other open Excel workbook.
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Drag to Reposition
Worksheets
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Figure 6-3: The location marker indicates where the worksheets will land when dropped.
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The second method for repositioning worksheets is to use the Move or Copy dialog box. You can
use this dialog box to reposition worksheets within the same workbook, move worksheets to
another open workbook, or create a new workbook into which you can place existing worksheets.
You also have the option of making a copy of a worksheet to paste to another location, an option
not available when you drag worksheets into place. However, you can move only one worksheet at a
time when using the Move or Copy dialog box. You can access the dialog box either by right-
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Lesson 6: Managing Workbooks | Topic A
 166 | Microsoft® Office Excel® 2019: Part 1

clicking any worksheet tab and then selecting Move or Copy, or by selecting
Home→Cells→Format→Move or Copy Sheet.
The Move or Copy
Dialog Box

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Figure 6-4: The Move or Copy dialog box.

The following table describes the various elements of the Move or Copy dialog box.

Move or Copy Dialog Box

Element
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Description
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To book drop-down menu Use this to select the workbook you want to move the selected
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worksheet to. By default, this is set to the currently selected

workbook. You can also choose to create a new workbook as the
destination for the existing worksheet.
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Before sheet list Select where to position the worksheet you're moving. Excel will
place the relocated worksheet to the left of the worksheet you
select here.
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Create a copy check box Check this check box to copy and paste the worksheet instead of
moving it from one location to another.
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The Hide and Unhide Worksheets Options

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The Hide and Unhide If you need to work with or display only some of the worksheets in your workbooks, you can
Worksheet Options choose to hide the worksheets you don't want to see. This can be especially helpful when working in
workbooks that contain numerous worksheets or when you need to display a workbook that
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contains sensitive information not meant for all audiences. Like hidden columns and rows, hidden
worksheets retain their data, and formulas and functions can still reference their cells.
You can access the commands for hiding and unhiding Excel worksheets either by right-clicking the
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worksheet tabs or by selecting Home→Cells→Format→Hide & Unhide. Selecting the Hide or

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Hide Sheet command, respectively, will hide all currently selected worksheets. Selecting the
Unhide or the Unhide Sheet command opens a dialog box, which enables you to unhide only one
worksheet at a time.

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 Microsoft® Office Excel® 2019: Part 1 | 167

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Figure 6-5: The Hide & Unhide Sheet ribbon commands. The Unhide Sheet command is inactive
until you hide a worksheet.
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Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Manage Worksheets.

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 168 | Microsoft® Office Excel® 2019: Part 1

ACTIVITY 6-1
Managing Worksheets
Activity
Data File

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C:\091078Data\Managing Workbooks\Sales Data Global.xlsx

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Before You Begin
Excel 2019 is open.

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Scenario

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Develetech's management is pleased with the report you gave at the sales meeting. Now they'd like
you to present information about sales in several key global regions at several more meetings. You

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have already created a global sales workbook with separate tabs for each of the regions, but it's
difficult to navigate the workbook because the worksheet tabs still have the default names and there
is no other formatting applied to them to help you tell them apart. You decide to rename and format

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the worksheet tabs to make the workbook easier to navigate.
Management has hinted that they'll be expecting more sales data from a number of other regions in

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the upcoming weeks. You decide to proactively add more worksheets to accommodate the
additional data. You also feel it's a good idea to sequence the worksheets according to your needs
and to hide the blank worksheets until you are able to populate them with data.
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1. Open the Sales Data Global.xlsx workbook.
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2. Rename the tabs to better reflect the data on each worksheet.

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a) Right-click the Sheet1 tab and select Rename.

b) Type US and press Enter.
c) Double-click the Sheet2 tab, type Canada and press Enter.
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d) Rename the Sheet3 tab Mexico

3. Add color to the worksheet tabs to help further distinguish them from each
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other.
a) Right-click the US tab and select Tab Color.
b) In the Standard Colors section, select Blue.
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c) Select the Canada tab and select Home→Cells→Format.

d) In the Format menu, in the Organize Sheets section, select Tab Color.
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e) In the Standard Colors section, select Dark Red.

f) Color the Mexico worksheet tab green.
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4. Move the Mexico tab so that it is displayed between the US tab and the
Canada tab.
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a) Drag the Mexico tab to the left until the black location marker points to the spot in between the US
and the Canada tabs.
b) Drop the tab in place.
Verify that the Mexico tab appears between the US and Canada tabs.

5. Make a copy of the Canada worksheet to reuse for the European region.
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 Microsoft® Office Excel® 2019: Part 1 | 169

a) Right-click the Canada tab and select Move or Copy.

b) In the Move or Copy dialog box, in the To book drop-down menu, ensure that Sales Data Global.xlsx
appears.
c) In the Before sheet list, select (move to end).
d) Check the Create a copy check box and select OK.

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6. Modify the new worksheet.
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e) Verify that the Canada (2) worksheet tab appears at the end of the other worksheet tabs.
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a) Rename the Canada (2) tab Europe
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b) Change the color of the Europe tab to orange.

c) Select cell A1, type European Sales Ledger and press Enter.
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d) Change the color of the title text to orange.

e) Select the range A5:F15 and press Delete.

7. Add a new worksheet you can use as a master employee list for all regions.
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a) To the right of the worksheet tabs, select the New sheet button.
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b) Rename the new tab Employee Summary

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8. Hide the newly added worksheet tabs.

a) With the Employee Summary tab selected, press and hold down Shift, then select the Europe tab.
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This groups both worksheet tabs together.

b) Right-click either tab in the group, and then select Hide. Check with students to
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ensure they are able to

9. Save the workbook to the C:\091078Data\Managing Workbooks folder as My group the tabs before
hiding them.
Sales Data Global.xlsx

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Lesson 6: Managing Workbooks | Topic A
 170 | Microsoft® Office Excel® 2019: Part 1

TOPIC B
Manage Workbook and Worksheet Views
You've likely already noticed that large worksheets can be difficult to read. You may have to scroll
quite a bit vertically or horizontally to view cell data and, when you do, you can't always see row and
column labels. Also, you may want to compare data that exists in cells that are nowhere near each

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other or that are entered into completely different workbooks. By leveraging Excel's different view
options, you'll be able to easily review data from different sources simultaneously, copy and paste

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data to the correct location without risking error, and save yourself time and headaches by avoiding
scrolling through endless rows and columns of data.

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Custom Views

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Custom Views You've already encountered Excel's preconfigured workbook views: Normal, Page Break Preview,
Throughout this topic, and Page Layout. But if none of these quite suits your needs, you can create a custom view.

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consider demonstrating Custom views save all of your print settings along with any display settings you have currently
the various views and applied to a worksheet. Custom views are worksheet-specific, so you'll have to create them for each

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display functionality not worksheet in a workbook. You can create multiple custom views for each worksheet.
covered in the activity to
the students. This may Custom views retain the following display and print settings: cell and column dimensions, hidden
be especially helpful for rows and columns, cell and range selections, page layout, print areas, margins, and headers and
features such as
synchronous scrolling,
arranging multiple
workbooks on screen,
footers.
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All custom views you have saved for a particular worksheet will be displayed in the Custom Views
dialog box. From here, you can opt to create new custom views, delete existing custom views, or
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and freezing panes. apply a custom view to the currently selected worksheet. You can access the dialog box by selecting
View→Workbook Views→Custom Views.
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Figure 6-6: The Custom Views dialog box.

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The Add View Dialog Box

The Add View Dialog When you select the Add button in the Custom Views dialog box, Excel displays a dialog box,
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Box which you can use to create and save new custom views. The Add View dialog box enables you to
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name your custom views and to decide whether or not to include print settings or hidden rows,
columns, and filter settings in your custom views.

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 Microsoft® Office Excel® 2019: Part 1 | 171

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Figure 6-7: The Add View dialog box.

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The Split Command

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If you need to view various sections of the same worksheet simultaneously, you can use the Split The Split Command
command to do so. The command divides your worksheet view into either two separate panes,

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vertically or horizontally, or into four separate panes to enable you to view up to four different
places in a worksheet at the same time. You can also drag the split bars to adjust how much space is
dedicated to each of the panes.

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Excel displays separate scroll bars on either side of the split bars that divide the view, so you can
independently scroll to view any area of the worksheet in the various panes. You can access the
Split command by selecting View→Window→Split.
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Selecting either a column or a row header before selecting the Split command will split the view in
half either vertically or horizontally. Selecting a cell before selecting the command will split the view
into four panes above and to the left of the selected cell.
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Figure 6-8: The Split command dividing a worksheet horizontally.

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The Freeze Panes Options

You've already seen with the print settings how helpful it can be to ensure column and row labels The Freeze Panes
print on each page. Likewise, Excel 2019 enables you to "freeze" particular cells so they always Options
appear on screen regardless of how far you scroll down or to the right. This way, you can always
reference column and row labels so you can more clearly read and interpret your worksheets and
enter and analyze data accurately.
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 172 | Microsoft® Office Excel® 2019: Part 1

You use the Freeze Panes command to freeze the cells you wish to always have in view. The
command provides you with several options for freezing cells, enabling you to customize precisely
how your worksheet cells scroll. You can access the Freeze Panes options by selecting
View→Window→Freeze Panes. The command is worksheet-specific, so you can set different
options for each worksheet in your workbooks.

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Figure 6-9: Cells that have been "frozen" in a workbook.
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The following table details what each of the Freeze Panes options will freeze.
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Freeze Panes Option Description

Freeze Panes Freezes all rows above and all columns to the left of the currently
selected cell. Use this option to keep both row and column labels in
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view at all times.

Freeze Top Row Freezes the top row of the currently selected worksheet.
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Freeze First Column Freezes the first column of the currently selected worksheet.
Unfreeze Panes Unfreezes all cells on the currently selected worksheet. This option
appears only once you've frozen panes on the worksheet.
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The Arrange All Command

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The Arrange All By default, all open workbooks in Excel 2019 appear within their own instance of the Excel UI.
Command And, although you can manually resize and arrange each of the windows individually to view them
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all on screen at once, Excel 2019 gives you an easier method of doing so. The Arrange All
command provides you with a number of options for arranging multiple workbooks on screen
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simultaneously, depending on your particular needs. You can access the Arrange All command by
selecting View→Window→Arrange All.

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Figure 6-10: Multiple workbooks displayed on screen simultaneously.

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The Arrange Windows Dialog Box

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You can select the desired view option for the Arrange All command in the Arrange Windows
dialog box. Selecting the Arrange All command automatically displays the Arrange Windows
dialog box, which provides you with four display options.
The Arrange Windows
Dialog Box
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elements, such as the ribbon.

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Figure 6-11: The Arrange Windows dialog box.

The following table describes each of the display options for the Arrange All command.
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Option Displays Open Workbook Windows

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Tiled In rows and columns, with an even amount of space allotted to each
workbook window, depending on the number of open workbooks.
Horizontal One on top of the other, with each window taking up the full amount of
horizontal space. Excel divides the vertical space evenly depending on the
number of open workbooks.

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 174 | Microsoft® Office Excel® 2019: Part 1

Option Displays Open Workbook Windows

Vertical Side by side, with each window taking up the full amount of vertical space.
Excel divides the horizontal space evenly, depending on the number of
open workbooks.
Cascade In an offset stack, with just enough of the title bar for each workbook
window in view so you can select the workbook you'd like to bring to the
front. In this view, the workbook windows do not automatically adjust
when you select windows from the back. So, you may need to rearrange the

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windows manually to view subsequent workbooks.

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The View Side by Side Command

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The View Side by Side The View Side by Side command is sort of a cross between the Split command and the Arrange
Command All command. It enables you to view worksheets from two different workbooks side by side for easy

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comparison.

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Note: If you have more than two workbooks open, Excel prompts you to select which
workbook you want to compare to the actively selected workbook in the Compare Side by
Side dialog box.

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By default, the View Side by Side command synchronizes the scrolling of both worksheets so you
can review them simultaneously with ease. You have the option of toggling that functionality on or

or
off by using the Synchronous Scrolling command.
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Figure 6-12: The View Side by Side command positioning two open workbooks.
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Note: By default, the View Side by Side command positions workbooks horizontally. You can
use the Arrange All command to position them vertically while retaining the View Side by Side
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functionality.
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The Switch Windows Command

The Switch Windows The Switch Windows command enables you to easily switch among multiple open workbooks.
Command This way, you can change which open workbook you want to view without having to minimize or
manually arrange your workbook windows. This feature can be helpful when you select the

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 Microsoft® Office Excel® 2019: Part 1 | 175

Cascade option in the Arrange Windows dialog box, but works with any Excel view. You can
access the Switch Windows command in the Window group on the View tab.

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Figure 6-13: The Switch Windows command.

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The New Window Command

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The New Window command enables you to open another instance of any workbook so you can The New Window
view and work in different parts of the same workbook simultaneously. You can use this command Command

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in conjunction with the Arrange All or View Side by Side command to arrange all instances of the
workbook to suit your needs.

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When you open multiple new instances of the same workbook, Excel appends the workbook file
name with a colon and a sequential number, indicating which copy of the workbook is contained in
each window.

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Changes made in any subsequent workbook instance affect all instances of the workbook and
become part of the original file when saved.
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Figure 6-14: Multiple instances of the same workbook open simultaneously. Note the
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The content on
sequentially numbered file names. workspaces is included
because this is a popular
feature with Excel users.
Workspaces Students are likely to
encounter some
In prior versions of Excel, because separate workbooks all opened within the same instance of the workspace files that
Excel UI, users were able to save multiple workbook arrangements as a workspace. Workspaces were created in previous
enabled users to save a particular configuration or arrangement of workbook windows as a versions of Excel.
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 176 | Microsoft® Office Excel® 2019: Part 1

workspace file. Although you can no longer save a workspace file in Excel 2019, you can open
workspace files created in previous versions of Excel. When you open a workspace file, Excel
automatically opens all workbooks saved in the workspace and arranges the workbook windows
exactly as they were configured. This saves you the time and effort of opening multiple files and
then rearranging them to be able to work as you need to. Workspaces can include multiple
workbook files and they can contain multiple instances of the same workbook window opened by
using the New Window command. The file format for Excel workspaces is the XLW format.
Note: You must have access to the original workbook files that are included in a workspace file

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in order to open and view the workspace.

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Access the Checklist tile on your CHOICE Course screen for reference information and
job aids on How to Manage Workbook and Worksheet Views.

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 Microsoft® Office Excel® 2019: Part 1 | 177

ACTIVITY 6-2
Managing Workbook and Worksheet Views
Activity
Data File

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C:\091078Data\Managing Workbooks\Sales Data.xlsx

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Before You Begin
The My Sales Data Global.xlsx workbook file is open.

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Scenario

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You'd like to verify that you have copied all of your sales data into the sales data and global sales
workbooks correctly, so you decide to open both workbooks at the same time and compare some of

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the entries. As the sales data worksheet has grown well beyond what can easily be viewed on one
screen, and you need to review data from two different workbooks, you realize you will want to
change your workbook views to be able to compare some of the data side by side. You also want

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your column headings, employee names, and regions to always be visible no matter where you've
scrolled to in the spreadsheet, so you'll freeze the appropriate cells.

1. Open the Sales Data.xlsx workbook. or

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2. Split the workbook window to view different parts of the sales data worksheet
simultaneously.
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a) Select all of row 16.

b) Select View→Window→Split.
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c) In the bottom pane, scroll to the bottom of the worksheet so you can compare the data in row 54
with the data in row 15.
d) Select View→Window→Split again to return to the Normal view.
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3. View the My Sales Data Global.xlsx and the Sales Data.xlsx workbooks side
by side.
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a) Select View→Window→View Side by Side.

Verify that the two workbooks are displayed side by side, in two separate windows.
b) In the My Sales Data Global.xlsx workbook window, select the US worksheet tab.
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Note: You may need to select the tab twice to activate it.
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c) Scroll down and up through either of the workbooks and verify that both scroll simultaneously.
d) Select View→Window→Synchronous Scrolling in both workbooks and verify that the workbooks scroll
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independently.
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4. Close the Sales Data.xlsx workbook without saving changes.

5. Verify that the My Sales Data Global.xlsx workbook file is now displayed fully
maximized.

6. Freeze panes so rows 1:4 don't scroll vertically and columns A and B don't
scroll horizontally.
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 178 | Microsoft® Office Excel® 2019: Part 1

a) Select cell C5.

b) Select View→Window→Freeze Panes→Freeze Panes.
c) Scroll vertically to verify that Excel froze the first four rows, and scroll horizontally to verify that Excel
froze the first two columns.

7. Leave the workbook open.

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Lesson 6: Managing Workbooks | Topic B
 Microsoft® Office Excel® 2019: Part 1 | 179

TOPIC C
Manage Workbook Properties
You and your colleagues may end up generating a large number of Excel workbook files in your
day-to-day tasks. Because many people often provide input or collaborate on the same projects,
there are likely numerous versions of the same workbook files on your network shares and on

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people's computers. With all of these workbook files floating around, and with so many of them
having similar titles and content, how can you find the exact file you're looking for? Fortunately,

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Excel 2019 provides you with a way to include identifying information about your workbooks
within the workbook files themselves. This type of information can help you search through

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numerous workbook files to find precisely the one you need.

Workbook Properties

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A workbook property is, quite simply, a bit of information about a workbook file. This kind of "data If students are familiar

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®
about your data" is also known as metadata. Workbook properties can help identify key pieces of with SharePoint , you
information such as who created a particular file, when it was created, when it was last modified, and might want to point out

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what its current status is. that properties are
commonly used to
Workbook properties even enable you to include tags about a workbook file, similar to the tags web categorize files hosted
developers use to help people search for particular websites. Tags are short descriptions, or on SharePoint sites.

or
keywords, that help identify the kind of content you will find within a file. For example, a sales
workbook might be tagged with the territories it covers, the department it's associated with, and
terms such as sales, quarter, and commission. When a user searches for any of these terms on a network
This makes finding these
files much easier,
especially if the site
contains a large amount
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or within a directory, the relevant sales workbook is more likely to show up in search results.
of files shared amongst
Excel generates some workbook properties automatically, such as the dates the file was created and many people.
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last modified, the size of the file, and its current location. There are other workbook properties, such
as tags and the workbook category, that are user-specified. Excel 2019 also provides you with the
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ability to create custom properties to better suit your organization's particular needs.

Workbook Properties in the Backstage View

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Perhaps the simplest and most direct way to view and modify your workbook properties is on the Workbook Properties in
Info tab of the Backstage view. When you select the Info tab, some of the most common the Backstage View
document properties appear in the right pane. Some of these are automatically created, saved, and
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updated by Excel, and others can be modified. Properties that you can change here appear as text
boxes when you place your pointer over the property value.
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The Show All Properties link at the bottom of the right pane expands the view of workbook
properties in the Backstage view so you can view and modify more of them. Once expanded, you
can select the Show Fewer Properties link to collapse the view back to its default state.
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Figure 6-15: Workbook properties displayed on the Info tab in the Backstage view.

The Properties Dialog Box or

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The Properties Dialog If you want to view all of the document properties for your workbook or create custom document
Box properties, you can open the Properties dialog box. The dialog box is divided into five tabs that
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enable you to work with all properties associated with the current workbook.
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Figure 6-16: The Properties dialog box.

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 Microsoft® Office Excel® 2019: Part 1 | 181

To open it, select File→Info, select the Properties drop-down arrow in the right pane, and then
select Advanced Properties.
Note: The Properties dialog box displays the file name of the currently selected workbook file
before the word "Properties" in the title bar.

The following table identifies the workbook properties that are displayed on the various tabs in the
Properties dialog box.

Properties Dialog Contains

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Box Tab

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General General information about the workbook file, such as the file type, the file
size, where the file is saved, and the dates when the file was created and last
modified. Excel creates and updates these workbook properties

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automatically.
Summary The default document properties that you can modify. Workbook

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properties on this tab include the document title, the author, keywords, and
any included comments.

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Statistics System-level information about the workbook file, such as when it was
created, last accessed, last modified, and last printed. Excel creates and

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updates these properties automatically.
Contents The names of all worksheets in the document, and any named cell ranges.

Custom or
Excel creates and updates these properties automatically.
The commands you will use to create custom document properties.
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Custom Workbook Properties
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If you would like to create workbook properties that more specifically help you identify your files Custom Workbook
based on your organization's processes, departments, terminology, client list, or other standards, you Properties
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can create custom workbook properties.

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Figure 6-17: The Custom tab in the Properties dialog box.

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Lesson 6: Managing Workbooks | Topic C
 182 | Microsoft® Office Excel® 2019: Part 1

Excel 2019 includes a number of preset categories of custom workbook properties, or you can
create an entirely unique property. You can also restrict the values users can enter into custom
property fields to ensure a large number of users will be able to successfully search for workbook
files.
The following table describes the various elements of the Custom tab.

Custom Tab Element Description

Name field If you select an existing name from the Name list, it will appear

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here. Or you can type a unique, new property name in this field.

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Name list Displays a list of the preset property categories. When you select a
name from this list, it appears in the Name field.
Type drop-down menu Allows you to select a content type to restrict what users can enter

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into your custom properties. You can select text, date, or number
for values that can be typed into the property. Or you can select the

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Yes or no option to require users to select one of those two values.
(This could be a useful option for properties such as "Approved" or

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"Review Complete.")
Value field This is where you enter the value for the property.

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Properties field Displays all custom properties for the workbook.
Add button Once you've configured a new custom property, the Add button

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adds it to the Properties field. When you select an existing custom
property in the Properties field, the Add button becomes the
Modify button, which enables you to save changes to existing
custom properties.
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Delete button Deletes the selected custom property from the Properties field.
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Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Manage Workbook Properties.

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Lesson 6: Managing Workbooks | Topic C
 Microsoft® Office Excel® 2019: Part 1 | 183

ACTIVITY 6-3
Managing Workbook Properties
Activity
Before You Begin

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The My Sales Data Global.xlsx workbook file is open.

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The C drive on your computer has been indexed.

Scenario

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It has dawned on you that you will be creating a large number of workbook files that will contain
similar types of data and have similar file names. You decide to include key information in your

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workbook file, in the form of workbook properties, to make it easier for you to search through
these files. You also want to add a custom property so document recipients can easily tell if a file is

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the approved, final copy.

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1. Select File→Info.
This activity may not key
2. Add workbook properties to the file.
or
a) In the right pane, below the Properties drop-down menu, next to Title, select Add a title.
as written if the C drive,
or wherever the course
data files are located for
all participant
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workstations, was not
indexed per the course
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setup instructions.
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b) Type Global Sales Data

c) Next to Tags, select Add a tag.
d) Type sales data, global, regions, US, Mexico, Canada, Europe, employee list
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e) Next to Categories, select Add a category and type Sales

3. Create a custom workbook property.

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a) Select the Properties drop-down arrow and then select Advanced Properties.
b) In the Properties dialog box, select the Custom tab.
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c) In the Name field, type Approved and Final

d) From the Type drop-down menu, select Yes or no.
e) In the Value section, ensure that the Yes radio button is selected.
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f) Select Add.
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 184 | Microsoft® Office Excel® 2019: Part 1

g) Verify that the new custom workbook property appears in the Properties field and select OK.

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4. Save and close the workbook and then close Excel 2019.
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5. Search for the workbook by using the modified workbook properties.

a) Select the search box on the Windows 10 taskbar.
b) Type Europe
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 Microsoft® Office Excel® 2019: Part 1 | 185

c) Select the Find results in documents icon at the top.

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d) Verify that the C:\091078Data\Managing Workbooks\My Sales Data Global.xlsx workbook file
appears in the search results.
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e) Select outside of the search pane to close it.

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Lesson 6: Managing Workbooks | Topic C
 186 | Microsoft® Office Excel® 2019: Part 1

Summary
In this lesson, you managed worksheets, workbook and worksheet views, and workbook properties.
By keeping your workbook files well-structured and organized, you'll save time, work more
efficiently, and always know exactly where your critical data is. As you develop and work with a
greater number of workbooks, these skills will be invaluable in helping you maintain control over
the information that is critical to your organizational success.

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Encourage students to
use the social Which of the worksheet or workbook management options do you think you'll
use most often?

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networking tools
provided on the CHOICE A: Answers will vary, but people who work in relatively few but large workbooks may find it more helpful
Course screen to follow to manage the worksheets within a workbook. On the other hand, people who work in many related

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up with their peers after
workbooks will likely find it more helpful to view a number of workbooks at once for easy comparison.
the course is completed
for further discussion What are some creative ways you can use workbook properties to your

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and resources to support
continued learning.
advantage?
A: Answers may vary, but one trick students may discover is that using a unique term such as a

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workbook property makes it easy to search for Excel files, even on a large network share with
thousands of related workbooks and files.

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Note: Check your CHOICE Course screen for opportunities to interact with your classmates,
peers, and the larger CHOICE online community about the topics covered in this course or

or
other topics you are interested in. From the Course screen you can also access available
resources for a more continuous learning experience.
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Lesson 6: Managing Workbooks |
 Microsoft® Office Excel® 2019: Part 1 | 187

Course Follow-Up
Congratulations! You have completed the Microsoft® Office Excel® 2019: Part 1 course. You have
successfully created and developed Excel workbooks to enter, modify, and present critical
organizational data.
As technology progresses, organizational data will continue to grow to staggering levels. With that
growth will come an increasing need for people like you to capture, organize, and make sense of that
data. After all, data is useless unless someone can make sense of it, isolate issues, recognize

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opportunities, and communicate their findings to the people who make decisions. The more you can
understand about your data, and the more insight you can glean from it, the better positioned your

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organizational leaders will be to make the decisions that will foster success.

What's Next?

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Microsoft® Office Excel® 2019: Part 2 is the next course in this series. In that course, you will build
upon the skills you have acquired by working with more advanced functions and formulas, using

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lists and tables to organize and analyze your data, and presenting your data visually using charts. You
will also perform some higher-level analysis by using PivotTables, slicers, and PivotCharts.

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Microsoft® Office 365™ Online (with Skype® for Business) provides an introduction to using Office in a
cloud-based environment. In this course, you will use Microsoft® Outlook® mail, Skype for

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Business instant messaging and online meetings, the Teams, Planner, and Yammer apps, and
Microsoft® SharePoint® to work and collaborate on Office Online documents.
Additionally, you are encouraged to explore Excel further by actively participating in any of the

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social media forums set up by your instructor or training administrator through the Social Media
tile on the CHOICE Course screen.
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Course Follow up
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 A Mapping Course Content
to Excel Associate (Office

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365 and Office 2019):

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Exam MO-200

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Obtaining Microsoft Certified Excel Associate Certification requires candidates to pass the

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Excel Associate (Office 365 and Office 2019) certification exam.
To assist you in your preparation for the exam, Logical Operations has provided a reference

or
document that indicates where the exam objectives are covered in the Logical Operations
Microsoft® Office Excel® 2019: Part 1 courseware.
The exam-mapping document is available from the Course page on CHOICE. Log on to
your CHOICE account, select the tile for this course, select the Files tile, and download
e
and unzip the course files. The mapping reference will be in a subfolder named Mappings.
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Best of luck in your exam preparation!

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 B Mapping Course Content
to Excel Expert (Office

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365 and Office 2019):

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Exam MO-201

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Obtaining Microsoft Certified Excel Expert Certification requires candidates to pass the

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Excel Expert (Office 365 and Office 2019) certification exam.
To assist you in your preparation for the exam, Logical Operations has provided a reference

or
document that indicates where the exam objectives are covered in the Logical Operations
Microsoft® Office Excel® 2019: Part 1 courseware.
The exam-mapping document is available from the Course page on CHOICE. Log on to
your CHOICE account, select the tile for this course, select the Files tile, and download
e
and unzip the course files. The mapping reference will be in a subfolder named Mappings.
at

Best of luck in your exam preparation!

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 C Microsoft® Office Excel®
2019 Common Keyboard

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Shortcuts

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The following table lists common keyboard shortcuts you can use in Microsoft® Office
Excel® 2019.

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Function Shortcut

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Switch between worksheet tabs, from left to right. Ctrl+PgDn
Switch between worksheet tabs, from right to left. Ctrl+PgUp

content in the surrounding cells).

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Select the region around the active cell (requires there to be Ctrl+Shift+*
or
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Ctrl+* (from the
number pad)
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Select the cell at the beginning of the worksheet or pane. Ctrl+Home

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Select the cell at the end of the worksheet. Ctrl+End

Select the cell at an edge of the worksheet. Ctrl+Arrow keys
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Insert the current time. Ctrl+Shift+:

Insert the current date. Ctrl+;
Display the Insert dialog box. Ctrl+Shift++
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Display the Delete dialog box. Ctrl+-

Display the Format Cells dialog box. Ctrl+1
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Select the entire worksheet. Ctrl+A

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Apply or remove bold formatting. Ctrl+B

Apply or remove italic formatting. Ctrl+I
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Copy the selected cells. Ctrl+C

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Cut the selected cells. Ctrl+X

Paste copied content. Ctrl+V
Display the Find and Replace dialog box. Ctrl+F
Display the Insert Hyperlink or Edit Hyperlink dialog box. Ctrl+K

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 194 | Microsoft® Office Excel® 2019: Part 1

Function Shortcut

Create a new workbook. Ctrl+N

Close an open workbook. Ctrl+W
Display the Open tab on the Backstage view. Ctrl+O
Display the Print tab on the Backstage view. Ctrl+P
Save the file. Ctrl+S

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Repeat the last command or action, if possible. Ctrl+Y or F4 (when the

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insertion point is not in
the Formula Bar)

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Undo the last command or action. Ctrl+Z
Redo the last undo. Ctrl+Y

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Enter data in a cell while keeping it the active cell. Ctrl+Enter

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Select all contiguously populated cells in a column from the Ctrl+Shift+Up Arrow
selected cell to the end of the range. or

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Ctrl+Shift+Down
Arrow

cell to the end of the range. or

Select all contiguously populated cells in a row from the selected Ctrl+Shift+Right
Arrow
or
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Ctrl+Shift+Left Arrow
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Toggle among relative, absolute, and mixed references when the F4

insertion point is in or next to a cell reference in the Formula
Bar.
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Open the Save As dialog box. F12

Activate the Tell Me text box. Alt+Q
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Appendix C : Microsoft® Office Excel® 2019 Common Keyboard Shortcuts |
 D Adding Borders and
Colors to Worksheets

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Appendix Introduction

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In addition to the formatting options discussed in the course, Microsoft® Office Excel®
2019 also allows you to add borders and fill coloring to your worksheets.

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TOPIC A
Add Borders and Colors to Worksheets
Advertisers know how to use a variety of colors and design layouts to catch your eye and get you to
focus on key elements of their messages. In much the same way, you can apply particular types of
formatting to your worksheet borders and cells to help draw your audience to the important

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information in your workbooks. By doing so, you can reduce clutter on your worksheets and
organize your content visually, while maintaining a professional, polished look.

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Border Options

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Border Options It's easy to distinguish one cell from another on an Excel worksheet; by default, they are displayed
with light grey gridlines that define them. You may wish to distinguish particular areas of your

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worksheets from others and you may not always want to have empty spaces between them to do so.
Fortunately, Excel 2019 allows you to apply a variety of border formatting options to your

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worksheet cells to help highlight and define various sections of your data. Excel allows you to define
the color and style of your cell borders. You can select from a number of quick-configuration

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border formatting options, manually draw borders on worksheets, or format a selection of cells by
using the Border tab in the Format Cells dialog box.

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Figure D-1: Various cell borders applied to a range of data.

The Borders Drop-Down Menu

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The Borders Drop-Down To quickly apply border formatting to your worksheet cells, you can use the options in the Borders
Menu drop-down menu. It is important to note that selecting most of these options will apply border
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formatting to the selected cells based on the color and style options currently selected in the Line
Color and Line Style menus, which are located near the bottom of the drop-down menu. The only
exception to this is the bottom group of border options in the Borders section of the drop-down
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menu. These options apply predefined border formatting.

The command button for this drop-down menu, which is located in the Font group on the Home
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tab, will be displayed as the last option you selected from the drop-down menu. This makes it easy
to quickly apply the same formatting to multiple sections of a worksheet.
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This drop-down menu also provides you with access to the commands you can use to manually
draw borders on your worksheets. These are located in the Draw Borders section. The options
selected in the Line Color and Line Style menus also apply to manually drawn borders.

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Appendix D : Adding Borders and Colors to Worksheets | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 197

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Figure D-2: The Borders drop-down menu.

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The Border Tab

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You can access a few more options for formatting your worksheet borders on the Border tab of the The Border Tab
Format Cells dialog box. From here, you can apply all of the same formatting options you can
access from the Borders drop-down menu. The tab also displays a border preview, so you can
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configure and adjust your border formatting as necessary.

You can also add diagonal borders that split cells in half. It is important to remember, however, that
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diagonal borders do not actually create two separate cells. You need to format your text manually to
display it properly, and Excel cannot distinguish between the two halves for calculating.
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Appendix D : Adding Borders and Colors to Worksheets | Topic A
 198 | Microsoft® Office Excel® 2019: Part 1

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Figure D-3: The Border tab in the Formal Cells dialog box.
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The commands on the Border tab allow you to customize and modify your worksheet borders.
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Border Tab Element Allows You To

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Style menu Select the desired border style.

Color drop-down menu Select the desired border color. You can select from a set of
common, predetermined colors or use the Colors dialog box to
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customize your border colors.

None button Remove all borders from the currently selected cell or range.
Outline button Apply a border around the outer edge of the currently selected cell
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or range.
Inside button Apply a border to all internal cell borders in the currently selected
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range. Basically, this applies a border to any lines not along the
outer edge of a range.
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Border toggle switches Apply formatting to or remove formatting from any of the
particular lines within the currently selected cell or range.
Border preview View the result of your currently selected border options.
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Fill Options
Fill Options Another, more colorful way to draw attention to particular sections of your worksheets is to apply a
fill. A fill is a type of worksheet formatting that allows you to add colors, patterns, and gradient
shading to the background of a cell or a range. Excel 2019 enables you to select from a predefined
set of colors, create custom colors, and blend colors to create gradient effects for use as cell

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Appendix D : Adding Borders and Colors to Worksheets | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 199

backgrounds. You can also select from a set of predefined pattern backgrounds and select a color to
apply to the patterns.
The Fill Color drop-down menu in the Font group on the Home tab provides you with quick
access to solid color fill options, whereas the Fill tab in the Format Cells dialog box provides you
with access to all of the commands you can use to format cell fills.

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Figure D-4: Fill colors applied to a range of cells.

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The Fill Tab
Use the commands on the Fill tab of the Format Cells dialog box to customize your worksheet The Fill Tab

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fills. From here, you can add pattern and gradient fills, which are not available from the Fill Color
drop-down menu on the ribbon.

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Figure D-5: The Fill tab in the Format Cells dialog box.

The following table describes the functions of the various elements on the Fill tab.
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Appendix D : Adding Borders and Colors to Worksheets | Topic A
 200 | Microsoft® Office Excel® 2019: Part 1

Fill Tab Element Use This To

Background Color section Select a solid color fill for worksheet cells.
Fill Effects button Open the Fill Effects dialog box, which you can use to
configure multi-color shading and gradient fill effects.
More Colors button Open the Colors dialog box, which you can use to create
custom fill colors.
Pattern Color drop-down menu Select a color to apply to a pattern fill.

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Pattern Style drop-down menu Select a specific pattern to apply to cells as a fill.

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Sample section View the results of your currently selected fill options.

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Sheet Backgrounds

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Sheet Backgrounds Excel 2019 also provides you with the ability to add a picture to act as a worksheet background.
Sheet backgrounds are background images that are not technically a part of your worksheets. Sheet

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backgrounds are for display purposes only, and will not print when you print your worksheets. You
can use sheet backgrounds to enhance the visibility of your worksheets when presenting data in
front of a live audience. You may need to toggle off the visibility of cell gridlines if you use these. If

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the image is not large enough to fill the entire sheet, Excel will repeat, or tile, the image until the
entire worksheet is filled. You can add a sheet background by selecting Page Layout→Page
Setup→Background.
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Figure D-6: An Excel worksheet with a sheet background.

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The LearnTO Add a

Non-Tiling Background Note: To learn more about adding background images to your worksheets, check out the
to a Worksheet LearnTO Add a Non-Tiling Background to a Worksheet presentation from the LearnTO
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presentation is available tile on the CHOICE Course screen.

from the LearnTO tile on
the CHOICE Course
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screen. You may choose Access the Checklist tile on your CHOICE Course screen for reference information and
to include it in your
job aids on How to Add Borders and Color to Worksheets.
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instructional plans, or
you can remind students
about the tile and the
supplemental
information it contains.

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Appendix D : Adding Borders and Colors to Worksheets | Topic A
 E Basic Excel
Customization

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Appendix Introduction

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Like other Microsoft® Office 2019 applications, Excel® 2019 provides you with a variety of
ways to customize the basics of your environment.

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 202 | Microsoft® Office Excel® 2019: Part 1

TOPIC A
Customize General Options and the Excel UI
More advanced Excel's user interface (UI) is designed to be as accessible as possible to a broad audience. But
customization options depending on what you use Excel for, you may regularly use whole sets of commands that most
are included in Part 3 of users barely touch. Or perhaps you simply want certain commands to be better categorized on the

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the Excel 2019 course Excel UI based on your specific needs. Being able to customize the ribbon, the Quick Access
series. Toolbar, and other basic options will help you create an experience that streamlines your workflow,

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leading to greater productivity and reduced frustration.

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The Excel Options Dialog Box
You can adjust and configure global Excel 2019 system settings by using the Excel Options dialog

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The Excel Options
Dialog Box box. It is divided into a series of tabs, each of which contains a set of related system settings
options. You can access the Excel Options dialog box by selecting File→Options.

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This is meant to serve
as an overview of the

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options available in
Excel 2019; it is not
meant to be a
comprehensive
exploration of all of
them. Consider orienting
the students, from a high
or
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level, to where they can
locate the various
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options and settings, but

not covering each in
great detail.
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Figure E-1: The Excel Options dialog box.

The following table lists the types of system settings you will find on the various Excel Options
dialog box tabs.

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Appendix E : Basic Excel Customization | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 203

Excel Options Dialog Box Contains Options For

Tab

General Adjusting the display of certain on-screen elements and toolbars,

configuring the default settings for new workbooks, personalizing
Excel for a particular user, and determining how Excel behaves when
opened.
Formulas Configuring formula, calculation, and error checking settings.

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Data Configuring options for data import and data analysis, including
adding in legacy data import wizards.

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Proofing Configuring AutoCorrect settings, configuring spelling check settings,
and selecting the desired dictionary and language to use for proofing

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features.
Save Selecting how often and to which directory Excel automatically saves

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workbook files, configuring offline editing settings, and preserving
visual aspects of workbooks when opening workbook files in previous

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versions of Excel.
Language Selecting the desired language for Excel editing, display, and help

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features.
Advanced Adjusting settings that directly affect a variety of common Excel tasks.
Customize Ribbon
Quick Access Toolbar
Add-Ins
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Customizing the tabs, groups, and commands on the ribbon.
Customizing the Quick Access Toolbar.
Installing, activating, and deactivating supplemental Excel features and
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functionality.
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Trust Center Configuring privacy and security settings that affect all Office 2019
applications.
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General Options
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The General tab in the Excel Options dialog box contains settings that affect some common
Excel functionality.

General Tab Section Contains Options For

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User Interface options Managing the display of the Mini toolbar, the Live Preview feature,
ScreenTips, and Quick Analysis options.
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When creating new Managing default workbook settings, such as the font and font size,
workbooks the view workbooks open in, and the number of worksheets in a new
blank workbook.
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Personalize your copy of Selecting the theme and modifying the default user name for all Office
Microsoft Office 2019 applications. This is the name that will be displayed as the author
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in Office file properties and in comments you add to documents.

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Start up options Choosing the file types that automatically open in Excel, toggling on
or off the startup prompt for whether or not Excel is the default
application for spreadsheet files, and determining whether Excel
displays the Start screen or a new blank workbook when opened.

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Appendix E : Basic Excel Customization | Topic A
 204 | Microsoft® Office Excel® 2019: Part 1

The Customize Ribbon Tab

The Customize Ribbon The commands on the Customize Ribbon tab of the Excel Options dialog box enable you to
Tab modify the Excel ribbon so that all of the commands you use are right where you need them. You
can rearrange the existing ribbon tabs and the groups within each tab. You can even move a group
from one tab to another. Additionally, you can rename any tab or group, and you can remove any
tab from the ribbon and any group from a tab.
Excel 2019 also enables you to create new custom tabs and groups if modifying the existing ones
doesn't suit your needs. When you create a new custom tab, Excel automatically creates a group

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within that tab. You can add groups to existing tabs, and custom groups enable you to add or

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remove commands.

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Figure E-2: The Customize Ribbon tab in the Excel Options dialog box.
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Customizing the ribbon does have some limitations. You cannot rearrange the default commands in
any of the existing groups and you cannot remove the default commands. And, although you can
rename tabs and groups, you cannot rename any of the commands, whether they are in custom or
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existing groups.
This is a good Once you have customized the ribbon, you can export your modified ribbon as a file and import it
opportunity to poll the on another computer that has Excel 2019 installed on it. In this way, you can enjoy the same custom
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students about what environment regardless of where you work. The default file extension for exported ribbon
they like or dislike about customizations is .exportedUI. These files also include any customizations you have made to the
the ribbon. What would Quick Access Toolbar.
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they change? Use the

chat or whiteboard The following table describes the various elements of the Customize Ribbon tab.
features of your web
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conferencing system if Customize Ribbon Tab Element Description

polling isn't available.
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Choose commands from drop- Selects which commands are displayed in the Choose
down menu commands from list.
Choose commands from list Displays the commands you can add to custom ribbon
groups.

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Appendix E : Basic Excel Customization | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 205

Customize Ribbon Tab Element Description

Customize the Ribbon drop- Selects which tabs display in the Customize the Ribbon list.
down menu You can select all tabs, just the main tabs, or just the tool
(contextual) tabs.
Customize the Ribbon list Displays the tabs, groups, and commands in their current
organizational structure.
Add button Adds commands selected in the Choose commands from

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list to the currently selected custom group.

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Remove button Removes the currently selected command, group, or tab from
the ribbon. You cannot remove any of the default commands
from their groups.

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Move Up button Moves the currently selected tab, group, or command up one
place in the hierarchy. You cannot move default ribbon

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commands.
Move Down button Moves the currently selected tab, group, or command down in

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the hierarchy. You cannot move default ribbon commands.
New Tab button Adds a new custom tab after the currently selected tab. Excel

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automatically includes a new custom group on all new custom
tabs.
New Group button
Rename button or
Add a new custom group after the currently selected group.
Opens the Rename dialog box, enabling you to rename the
currently selected tab or group. You cannot rename
commands.
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Reset button Enables you to reset either the currently selected tab to its
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default state or the entire ribbon and the Quick Access

Toolbar to their default states.
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Import/Export button Enables you to export your current ribbon customization

configuration for use on other computers, or import a ribbon
customization from another computer.
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The Customize the Ribbon List Hierarchy

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The Customize the Ribbon list is arranged in a tree hierarchy. The top level of the tree represents The Customize the
the ribbon tabs. The groups are contained within the tabs, one level down in the hierarchy. The Ribbon List Hierarchy
commands are contained within the groups. Commands with a drop-down menu contain another
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sub-level, which displays the commands that are contained within the drop-down menu.
Note: Custom tabs and groups appear with the text (Custom) next to their names.
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Appendix E : Basic Excel Customization | Topic A
 206 | Microsoft® Office Excel® 2019: Part 1

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Figure E-3: The tree hierarchy within the Customize the Ribbon list.

The Quick Access Toolbar Tab or

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The Quick Access You can use the commands and other elements of the Quick Access Toolbar tab to customize the
Toolbar Tab Quick Access Toolbar. This works in much the same fashion as the Customize Ribbon tab, with
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a few minor differences. As there is much less of an organizational structure to the Quick Access
Toolbar, your options here are mainly limited simply to adding or removing commands and
rearranging the order of commands. But you can also add sections to the Quick Access Toolbar
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for the purpose of organizing commands by using visual borders called separators.
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Figure E-4: The Quick Access Toolbar tab.

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Appendix E : Basic Excel Customization | Topic A
 Microsoft® Office Excel® 2019: Part 1 | 207

Note: When you add commands to either the ribbon or the Quick Access Toolbar, you can
access those commands using the KeyTips Excel displays when you press the Alt key.

The following table describes the various elements of the Quick Access Toolbar tab.

Quick Access Toolbar Tab Element Description

Choose commands from drop- Selects which commands are displayed in the Choose
down menu commands from list.

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Choose commands from list Displays the commands you can add to the Quick Access
Toolbar.

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Customize Quick Access Toolbar Selects whether Quick Access Toolbar customizations
drop-down menu apply to all workbooks or just the current workbook.

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Customize Quick Access Toolbar Displays the current Quick Access Toolbar configuration.
list

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Add button Adds commands selected in the Choose commands from
list to the Quick Access Toolbar.

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Remove button Removes the currently selected command from the Quick
Access Toolbar.

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Move Up button Moves the currently selected command up one place in the
Customize Quick Access Toolbar list.
Move Down button

Reset button
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Moves the currently selected command down one place in
the Customize Quick Access Toolbar list.
Enables you to reset either the Quick Access Toolbar or
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the Quick Access Toolbar and the ribbon to the default
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configuration.
Import/Export button Enables you to export your current Quick Access Toolbar
customization configuration for use on other computers or
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import a Quick Access Toolbar customization from

another computer.
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The Customize Quick Access Toolbar Menu

You can also add or remove commands from the Quick Access Toolbar by using the Customize The Customize Quick
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Quick Access Toolbar menu, but your options here are a bit more limited. From the Customize Access Toolbar Menu
Quick Access Toolbar menu, you can add or remove commands from a limited set of some of the
most commonly used Excel commands. You cannot rearrange commands or add separators to the
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Quick Access Toolbar from here.

The Customize Quick Access Toolbar menu also provides you with the ability to move the
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Quick Access Toolbar so it is positioned below the ribbon. To access the Customize Quick
Access Toolbar menu, select the Customize Quick Access Toolbar button to the right of
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the Quick Access Toolbar.

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Appendix E : Basic Excel Customization | Topic A
 208 | Microsoft® Office Excel® 2019: Part 1

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Figure E-5: The Customize Quick Access Toolbar menu.
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Access the Checklist tile on your CHOICE Course screen for reference information and
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job aids on How to Customize the Excel User Interface.

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Appendix E : Basic Excel Customization | Topic A
 Mastery Builders

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Mastery Builders are provided for certain lessons as additional learning resources for this

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course. Mastery Builders are developed for selected lessons within a course in cases when
they seem most instructionally useful as well as technically feasible. In general, Mastery

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Builders are supplemental, optional unguided practice and may or may not be performed as
part of the classroom activities. Your instructor will consider setup requirements, classroom

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timing, and instructional needs to determine which Mastery Builders are appropriate for you
to perform, and at what point during the class. If you do not perform the Mastery Builders
in class, your instructor can tell you if you can perform them independently as self-study,

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and if there are any special setup requirements.
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 210 | Microsoft® Office Excel® 2019: Part 1

Mastery Builder 1-1

Creating and Saving a Workbook

Activity Time: 10 minutes

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Scenario

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You're the sales manager for your organization and you've decided to create a
workbook to track your sales reps by quarter. You want to determine who should be
assigned to the most competitive regions and who should receive incentive rewards. As

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this year's first quarter sales figures are already in, you will add that data before saving
the workbook.

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Additionally, you're thinking of making the worksheet a bit more visually appealing.
You decide to search for and find more information about SmartArt, a feature your

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colleagues have suggested to you.

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1. Open Excel 2019 and create a new blank workbook.

2.
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Enter the following text labels and data on the Sheet1 worksheet.
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3. Use the Backstage view to save the workbook to the C:

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\091078Data\Getting Started with Excel 2019 folder as My Sales

Tracker.xlsx
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4. Use Tell Me to search for SmartArt.

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5. From the search results, select the link to get help on SmartArt.

6. Use Excel Help to select a link to access more information on

SmartArt.

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Mastery Builders
 Microsoft® Office Excel® 2019: Part 1 | 211

7. Close Excel Help, save your workbook, then close Excel 2019.

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Mastery Builders
 212 | Microsoft® Office Excel® 2019: Part 1

Mastery Builder 2-1

Creating and Reusing Formulas and
Functions

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Activity Time: 10 minutes

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Data File
C:\091078Data\Performing Calculations\Sales Tracker.xlsx

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Scenario

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You have just finished entering the past fiscal year's sales data into your sales tracker
workbook. Now you wish to calculate the yearly total and the quarterly average sales

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for each of your reps, along with the overall total and average sales for your
department. You decide to use Excel formulas and functions to do so. Additionally,
you want to identify the highest and lowest quarterly sales figures out of all sales rep

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sales to get a sense of the range of sales your organization generates.

1.

2.
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Open the Sales Tracker.xlsx workbook file in Excel 2019.

Enter a formula in cell F2 that adds up the quarterly sales figures

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for Andy.
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3. Enter a SUM function in cell F3 to total the quarterly sales figures

for Evan.
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4. Use the AutoSum feature to total the quarterly sales figures for
Sara in cell F4.
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5. Copy the function in cell F4 down the range F5:F10.

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6. In cell F12, enter a function that calculates the overall sales total
for the year.
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7. Enter an AVERAGE function in cell G2 to calculate the quarterly

sales average for Andy.
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8. AutoFill the function in cell G2 down the range G3:G10.

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9. In cell G12, enter a function to calculate the overall average

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quarterly sales for your entire team.

10.Enter a MAX function in cell B12 that returns the highest single
quarterly sales figure for all of the sales reps.

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Mastery Builders
 Microsoft® Office Excel® 2019: Part 1 | 213

11.Enter a MIN function in cell B13 that returns the lowest single quarterly sales
figure for all of the sales reps.

12.In
cell B14, use a simple formula to calculate the difference between the
greatest and the smallest quarterly sales figures.

13.Savethe workbook to the C:\091078Data\Performing Calculations folder as

My Sales Tracker.xlsx

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14.Close Excel.

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Mastery Builders
 214 | Microsoft® Office Excel® 2019: Part 1

Mastery Builder 3-1

Modifying a Worksheet

Activity Time: 10 minutes

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Data File

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C:\091078Data\Modifying a Worksheet\Employee Roster.xlsx

Scenario

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You are in charge of maintaining the employee master list for your organization. A
colleague has already entered all of the raw information. While looking over the

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worksheet, you realize there are several data entry errors that you need to correct.
Some of the departmental entries for the Finance department are entered incorrectly,

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so you decide to use the Replace command to correct those as needed. Your colleague
has also mistakenly entered ENF instead of ENG for all employees in the Engineering
department. You realize you'll be able to correct those all at once. You also decide it

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would be a good idea to check the spelling of the entries for the employee position
column to ensure that it contains no errors.

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In addition to these corrections, you want to temporarily hide all rows containing
employee information for the sales department. All other employees are eligible for an
annual bonus (the sales reps are rewarded through commission payments), and you'd
like to compile a list of only bonus-eligible employees to forward to the payroll
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department. Because you'd also like to track all employee bonuses, you decide to add a
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new column to the worksheet to accommodate that information.

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1. Open the Employee Roster.xlsx workbook file in Excel 2019.

2. Adjust the width of all columns as needed to accommodate the

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employee information.

3. Use the Find and Replace dialog box to correct both instances of
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FIM to FIN in the Department column one at a time.

4. Correct all instances of ENF to ENG in the Department column

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simultaneously.
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5. Check the spelling of entries in the Position column to verify they

are all spelled correctly.
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6. Hide rows 104:125.

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7. Insert a column between the Pay Scale Code column and the
Salary column, and label it Bonus

8. Save the workbook to the C:\091078Data\Modifying a Worksheet

folder as My Employee Roster.xlsx

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Mastery Builders
 Microsoft® Office Excel® 2019: Part 1 | 215

9. Close Excel.

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 216 | Microsoft® Office Excel® 2019: Part 1

Mastery Builder 4-1

Formatting a Worksheet

Activity Time: 15 minutes

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Data File

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C:\091078Data\Formatting a Worksheet\Employee Roster.xlsx

Scenario

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You've built out your employee master list and have asked a colleague in the payroll
department to include bonus information and a calculation of total compensation for

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all employees. When you get the workbook back, you realize that your colleague
removed all of the number formatting you had already applied to the various columns.

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You realize you'll need to reapply the appropriate formatting to the columns. You'd
also like to make the worksheet generally easier to read, so you decide to format some
of the text, apply cell styles to some of the cells, and realign some of the data.

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You've also been asked to keep track of employee bonuses, specifically the largest
ones, so you decide to conditionally format the cells in the Bonus column to highlight

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the top 20 percent of all bonuses paid. In addition, you'll likely need to create similar
workbooks in the future, so you decide to create a template from the workbook for
future use.
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Open the Employee Roster.xlsx workbook file.
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1.

2. Reapply the number formatting your colleague removed.

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a) Apply the Short Date number format to the cells below the column label in the Start
Date column.
b) Format the cells below the column label in the Years with Company column to be
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displayed as numbers with only two decimal places showing.

c) Apply the Currency number format to all cells below the column labels in the Bonus,
Salary, and Total Compensation columns.
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3. Apply other formatting to the worksheet to make it easier to read.

a) Center the text in column I.
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b) Increase the font size to 12 and apply bold text formatting to the employee ID values.
c) Apply the Heading 3 cell style to the column labels.
d) Apply the Input cell style to the values in the Bonus and Salary columns.
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e) Apply the Calculation cell style to the values in the Total Compensation column.

4. Apply the Integral theme to the workbook.

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5. Conditionally format the cells in the Bonus column to highlight the

top 20 percent of bonuses with a green fill with dark green text.

6. Save the workbook to the C:\091078Data\Formatting a Worksheet

folder as My Employee Roster.xlsx and leave the workbook open.

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 Microsoft® Office Excel® 2019: Part 1 | 217

7. Save the workbook as a template.

a) Delete all data from columns A:K except the column labels.
b) Save the workbook to the Custom Office Templates folder as a template file named My Employee
Roster.xltx

Note: There is a copy of the template file in the solutions folder for this lesson
as a reference. Do not save your template to this folder; save it in the default
Custom Office Templates folder.

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8. Close Excel.

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 218 | Microsoft® Office Excel® 2019: Part 1

Mastery Builder 5-1

Printing Workbooks

Activity Time: 10 minutes

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Data File

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C:\091078Data\Printing Workbooks\Employee Roster.xlsx

Before You Begin

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You have a printer driver installed.

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Scenario
Your supervisor has asked you for printed copies of the employee master list to hand

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out to participants at an upcoming management meeting. You print a test copy and
realize you will have to configure the print settings and define the page layout for the

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worksheet so document recipients can make sense of the data. Because the workbook
will be presented to senior managers, you decide to add headers and footers to give it a
more polished, official appearance.

1.
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Open the Employee Roster.xlsx workbook file in Excel 2019.
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Note: View the print preview for the workbook before configuring the
print settings and defining the page layout to get a sense of what the
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printed document would look like if you didn't make the adjustments.
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2. Configure the print settings for the worksheet.

a) Change the orientation from portrait to landscape.
b) Scale the document so that all columns print on a single page.
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3. Use the Print Titles command to ensure that row 1 prints on every
page.
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4. Add custom headers and footers to the document.

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a) Create a custom header that prints the file name in the top-middle of the first page
only.
b) Create customer headers that print the current date in the top-right corner of all
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pages.
c) Create custom footers that print the page number in the bottom-right corner of all
pages.
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5. Use page breaks to force Excel to print a relatively even amount of

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data on each printed page.

a) Set the workbook view to the Page Break Preview view.
b) Manually drag the first page break up so that it falls between rows 35 and 36.
c) Manually drag the second page break up so that it falls between rows 70 and 71.

6. View the print preview.

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 Microsoft® Office Excel® 2019: Part 1 | 219

7. If you are connected to a printer, print one copy of the document.

8. Save the workbook to the C:\091078Data\Printing Workbooks folder as My

Employee Roster.xlsx

9. Close Excel.

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 220 | Microsoft® Office Excel® 2019: Part 1

Mastery Builder 6-1

Managing Workbooks

Activity Time: 15 minutes

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Data Files

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C:\091078Data\Managing Workbooks\Sales Tracker FY2017.xlsx
C:\091078Data\Managing Workbooks\Sales Tracker FY2018.xlsx

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Scenario
You're looking over the net sales totals for your company for the past fiscal year. One

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of your staff members prepared the workbook for you, so you are reviewing the figures
to give final approval. As you review the workbook, you notice the person who

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prepared it neglected to apply the proper worksheet tab formatting, has left the
worksheets out of order, and has included two unnecessary worksheets. You decide to

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format the tabs and remove the unneeded worksheets. Because you have the
worksheet open, you'd like to compare the annual figures to those from last year so
you can begin preparing your annual report for senior managers. Also, because the

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workbook will be stored on a central network share and other users will likely need the
data, you decide to configure the workbook's properties to ensure other users will be
able to easily search for and find the document.
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Open the Sales Tracker FY2018xlsx workbook file in Excel 2019.
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1.

2. Place the worksheets in sequential order by worksheet tab name.

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3. Delete the empty Sheet6 and Sheet7 worksheets.

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4. Rename the worksheet tabs.

a) Change the name of worksheet Sheet1 to Q1
b) Change the name of worksheet Sheet2 to Q2
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c) Change the name of worksheet Sheet3 to Q3

d) Change the name of worksheet Sheet4 to Q4
e) Change the name of worksheet Sheet5 to FY 2018 Totals
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5. Apply color formatting to the worksheet tabs.

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a) Group the following sheets together: Q1, Q2, Q3, and Q4.
b) Apply a dark-blue background color to the grouped worksheet tabs.
c) Apply a red background color to the FY 2018 Totals worksheet tab.
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6. Save the workbook to the C:\091078Data\Managing Workbooks

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folder as My Sales Tracker FY2018.xlsx

7. Compare the net sales figures for 2017 and 2018.

a) Open the Sales Tracker FY2017.xlsx workbook file.
b) Freeze the top row of the Q1 worksheet in both workbooks.

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 Microsoft® Office Excel® 2019: Part 1 | 221

c) View both workbooks side by side to verify that the first quarter sales for 2018 were better than
those for 2017.
d) View the fiscal year totals tabs for both workbooks side by side and verify that overall 2018 sales
were better than 2017.
e) Close Sales Tracker FY2017.xlsx without saving.

8. Add properties to the My Sales Tracker FY2018.xlsx file.

a) Navigate to the document's properties.
b) Give the document a title of Sales Tracker for Fiscal Year 2018

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c) Give the document the following tags: net sales, sales summary, products, fiscal year, and 2018.

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d) Set Sales as the document category.

9. Save the workbook and close Excel.

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Mastery Builders
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 Glossary

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absolute references cell
Cell or range references that do not change A singular object on an Excel worksheet

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when users move or copy a formula from that you can use to input, store, and
one cell to another. manipulate data.

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active cell cell references

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The currently selected cell a user can Alphanumeric values used to identify
directly put data into. particular cells on an Excel worksheet. Cell
references consist of a row header and a
application window
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The outermost element of the Excel 2019
user interface. The application window
column header, which identify the cell at
the intersection of the row and the
column.
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contains the commands used to develop
and work with Excel workbooks, and it cell styles
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displays particular information about Unique sets of formatting options that

workbook files. users can apply to cells and ranges.
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arguments color scales

Elements of Excel functions that define A type of conditional formatting that
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the values and references the function will visually compares each cell in a range of
use to perform a particular calculation. data to the rest of the cells in that range.
Color scales change the color of a cell
AutoCorrect based on its relative value.
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A Microsoft Office feature that

automatically corrects common column headers
misspellings as users enter them. Alphabetic labels that appear along the top
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of an Excel worksheet and are used to

AutoFill differentiate individual columns.
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An Excel feature that recognizes data

patterns in worksheets and fills in Compatibility Checker
additional cells based on those patterns. A Microsoft Office feature that enables
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users to determine which elements of

Backstage view application files are not compatible with
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The "behind the scenes" view of previous versions of the applications.

commands that provides users with access
to file-level commands and settings such as Compatibility mode
saving, opening, or printing a file. A feature of Microsoft Office applications
that allows users to open and work with

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 224 | Microsoft® Office Excel® 2019: Part 1

files created in previous versions of the options related to the functionality of the
applications. particular group's commands.

conditional formatting fill

Formatting applied to cells or ranges to A type of worksheet formatting that
make data visually stand out based on the enables users to add colors, patterns, and
data meeting particular criteria. gradient shading to the background of a
cell or a range.
constants

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The numbers and text in a formula that do Flash Fill

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not change unless manually altered. A feature which automatically recognizes
patterns across rows as data is entered, and
context menus then copies those patterns down a column

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Small, floating menu windows that appear of entries.
when users right-click particular worksheet

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or workbook objects. Context menus fonts
provide users with quick access to Unique collections of alphanumeric and

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commonly used commands and options other characters.
related to the selected object.
footers

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contextual tabs Small content placeholders that display
Specialized, temporary ribbon tabs that additional information or images in certain
display commands for working with a
particular type of worksheet content.

Convert option
or Excel views and on printed pages. Footers
appear along the bottom of the page.

Formula Bar
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A Microsoft Office feature that enables Element of the Excel user interface that
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users to convert files created in previous enables users to enter and edit data and
versions of Office applications to the formulas, view cell contents, and quickly
newer file types. insert any of Excel's built-in formulas.
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custom view formulas

A user-defined workbook view that is Equations that perform simple or complex
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specific to a particular worksheet. mathematical computations in Excel

worksheets.
custom workbook properties
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User-defined workbook properties that can functions

help users search for workbook files based Built-in, pre-existing formulas users can
on certain conditions. insert into Excel worksheets.
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data bars galleries

A type of conditional formatting that A type of Microsoft Office application
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visually compares each cell in a range of menu that displays commands and options
data to the rest of the cells in that range. as thumbnail previews or icons, which
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Data bars change in size depending on the provide visual clues as to how the
cell's relative value. commands or options will affect a
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document.
dialog box launcher
Downward-facing arrow command button headers
that appears in the bottom-right corner of Small content placeholders that display
some ribbon groups. These commands additional information or images in certain
open dialog boxes that provide users with Excel views and on printed pages. Headers
access to complete sets of commands and appear along the top of the page.
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Glossary
 Microsoft® Office Excel® 2019: Part 1 | 225

hyperlinks dates and times, fractions, decimal places, and

Links within a document that, when selected, negative numbers.
perform a particular action, such as navigating
to a different location within the document, page breaks
opening another document, creating a new Boundaries that divide worksheet pages for
document, navigating to a web page, or starting printing purposes only.
an email message.
page margins
icon sets Invisible boundaries that define where

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A type of conditional formatting that visually particular content can be displayed on printed

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compares each cell in a range of data to the worksheets.
rest of the cells in that range. Icon sets change
the icon in a cell based on its relative value. page orientation

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A page layout setting that determines the
KeyTips general, overall layout of each printed page.

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An alternate method of executing Excel Pages can either print in the portrait
commands other than keyboard shortcuts and orientation, where the page is taller than it is

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user interface commands. KeyTips appear wide, or in the landscape orientation, where the
when the user presses the Alt key and, when page is wider than it is tall.

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active, provide the user with single keystroke
actions that they can use to navigate the Excel Print Area
user interface and execute commands. An Excel feature that allows users to select

Live Preview
A Microsoft Office feature that enables users
to view a temporary preview of particular
or
specific cells and ranges to print from
workbooks.

Quick Access Toolbar

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formatting options before applying the A component of the Microsoft Office user
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formatting. interface that, by default, is displayed above the

left side of the ribbon. The Quick Access
mathematical operators Toolbar provides users with easy access to
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Mathematical symbols that specify the kind of commonly used commands.

calculation that Excel should perform on the
elements of a formula. range
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A contiguous group of cells that typically

Microsoft Excel Help contains related data.
An Excel feature that provides users with
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access to information, in a variety of formats, range references

on a number of Excel topics. Alphanumeric values used to identify particular
ranges of data in Excel worksheets. Range
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Mini toolbar references consist of two cell references,

A small, floating element of the Excel user separated by a colon, that represent cells at the
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interface that appears when users right-click top-left and bottom-right in the range.
certain worksheet objects. The Mini toolbar
provides users with quick access to commonly reference operators
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used commands related to the selected object. Single characters that define how Excel deals
with particular cell and range references in
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mixed references calculations performed by formulas and

A cell or range reference that includes both functions.
relative and absolute references.
references
number formats The cell or range references that Excel uses as
Formatting options that enable users to control value(s) to perform the calculations in a
the display of such values as currency figures, formula.
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Glossary
 226 | Microsoft® Office Excel® 2019: Part 1

region templates
A group of contiguous, populated cells. A file that contains pre-configured or pre-
populated workbook elements that can be used
relative references to standardize new workbooks.
Cell or range references that change when
users move or copy a formula from one cell to themes
another. Collections of formatting options that users
can apply to an entire workbook, as opposed
ribbon to a particular cell or range.

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A component of the Microsoft Office user

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interface that contains all of the most workbook
commonly used commands for that An Excel file that serves as a container to store
application. The ribbon is divided into a series related Excel worksheets.

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of tabs that contain functionally related groups
of commands. workbook properties

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Individual elements of information about
row headers workbook files that help users search for and

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Numeric labels that appear along the left side identify particular workbook files. Workbook
of an Excel worksheet and are used to properties can provide information such as

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differentiate individual rows. who created a file, when a file was created or
last modified, and whether or not a file has
ScreenTips been reviewed and approved.

some other elements of the Excel user

or
Small pop-up windows that appear when users
place the mouse pointer over commands and

interface. ScreenTips provide information such

workbook views
Specific configurations that affect the way
Excel displays an open workbook. Workbook
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as a command's name, a description of what views are meant to configure the Excel
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the command or screen element does, and the environment to be easier to work with for a
keyboard shortcut that performs the same number of different tasks.
function.
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workbook window
spreadsheet The innermost element of the Excel 2019 user
A paper or an electronic document, arranged in interface. The workbook window displays
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tabular form, that is used to store, manipulate, worksheets and their data, and provides users
and analyze data. with access to common navigation features.
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syntax worksheet
The structure necessary to properly express An electronic spreadsheet that is used for
Excel functions and to define their arguments. entering, storing, and analyzing data in Excel.
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tags
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Short descriptions, or keywords, that help

identify the kind of content users will find
within a particular file.
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Tell Me
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A Microsoft Office 2019 feature that allows

users to type into a search box to find
particular ribbon commands.

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Glossary
 Index

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A adjusting width and height 79
defined 3

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absolute references 68
formatting 102
active cell 10, 11
highlighting 130
Alignment group

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merging 118
alignment options 115
modes 10
indent commands 117
Cell Styles command
Merge & Center options 118
orientation options 116
Wrap Text command 117
application window 15
or Merge Styles dialog box 122
overview 120
Style dialog box 121
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Cell Styles gallery 120
Arguments tooltip 61
clipboard
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Arrange All command 172

Cut, Copy, and Paste 30
Arrange Windows dialog box 173
paste options 65
AutoCorrect 93
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Colors dialog box 103

AutoFill
column headers 3
and formulas 70
commands
options 32
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Clear 34
overview 32
Cut, Copy, and Paste 30, 65
AutoFit feature 79
Find 84
AutoSum feature 57, 58
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Hide/Unhide 80
AVERAGE function 59
Insert and Delete 78
Replace 85
B
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Save and Save As 23

background options 200 Undo and Redo 31
Compatibility Checker 25
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Backstage view
Info tab 179 Compatibility mode 24
New tab 22 conditional formatting
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overview 7 color scales 132

templates in 137 data bars 132
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border options 196, 197 dialog boxes 129

Highlight Cells Rules 130
icon sets 133
C overview 129
cell references 3, 68, 69 Top/Bottom Rules 131
cells

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 228 | Microsoft® Office Excel® 2019: Part 1

constants 46 defined 44
context menus 19 elements of 45
contextual tabs 157 mathematical operators 47
Convert option 25 order of operations 47
COUNT function 60 reference operators 48
Custom Views dialog box Freeze Panes command 171
Add View 170 functionality 2
overview 170 Function Arguments dialog box 56

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Function Library group 53
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arguments 53
data AVERAGE 58
entry 10, 11

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basic syntax 59
types 29 commonly used 58
Delete command 78 COUNT 58

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dialog box launcher 15 defined 53
drag-and-drop editing 31 graphical cell/range references 56

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Insert Function dialog box 54
E MAX 58

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Edit mode 11 MIN 58
error indicators 73 SUM 58
errors 72
Excel Options dialog box
Customize Ribbon tab 204
General tab 203
or
G
galleries 120
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Go To dialog box 86
Quick Access Toolbar tab 206 Go To Special dialog box 87
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tab settings 202

H
F
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Header & Footer tools 157

file formats 23 Header and Footer dialog boxes 158
fill options 198, 199 headers 156–158
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Flash Fill 33 Help system 38

fonts Hide/Unhide command 80
Font group 100 hyperlinks 104
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overview 100
footers 156–158
Format Cells I
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Alignment tab 116 Insert/Edit Hyperlink dialog box 104

Number tab 110–112 Insert command 78
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options 102 Insert Function dialog box 54

Format Painter 105
formatting K
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conditional 129, 131

Formula AutoComplete feature 61 keyboard navigation 10
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Formula Bar KeyTips 18

described 5, 44
options 45 L
formulas Live Preview 101, 120
AutoFill 70
Cut, Copy, and Paste 65

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Index
 Microsoft® Office Excel® 2019: Part 1 | 229

M Q
mathematical operators 46 Quick Access Toolbar
MAX function 60 customizing 206, 207
merging overview 18
cells 118
styles 122 R
MIN function 60
Mini toolbar 19 range references 4, 68, 69

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mixed references 69 ranges
defined 3

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mode
Compatibility 24 references 46
Edit 11 regions

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mouse navigation 8 defined 3
Move or Copy dialog box 165 relative references 68
ribbon

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Customize Ribbon tab 204
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Customize the Ribbon list 205
Name Box 5 elements 15
navigation 8, 10 overview 15

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New Window command 175 Ribbon Display Options button 6
number formats tabs 16
custom formats 112
format options 111
in general 110 S
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row headers 3
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Save As command
O screen options 23
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orientation options 116 ScreenTips 17

separators 206
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P Smart Lookup task pane 94

Spelling dialog box 92
Page Break Preview view 153 Split command 171
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page breaks 151 spreadsheets

Page Layout tab 149 defined 2
Page Layout view 157 status bar 5
Page Setup
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Styles group
Breaks 151 Cell Styles 120, 122
options 149 SUM function 59
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Print Area feature 150 Switch Windows command 174

Sheet tab 151 syntax 59
paste options 65
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Paste Special command 67

Print Preview 145 T
Print settings Tell Me feature 16
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overview 143 templates 136, 137

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page margins 144 themes

page orientation 144 colors 124
Print tab 142 custom 125
Print Titles command 151 effects 125
Properties dialog box fonts 125
Custom tab 181 overview 123
options 180 Thesaurus task pane 93
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Index
 230 | Microsoft® Office Excel® 2019: Part 1

title bar 5

U
UI
inner elements 5
outer elements 4
user interface, See UI

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V

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view/zoom controls 5
View Side by Side command 174

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W

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window commands 6
workbook properties

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Backstage view 179
custom properties 181

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Properties dialog box 180
tags 179
workbooks
defined 2
Workbook Views group 152, 170
workbook window 8
or
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worksheets
custom views 170
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defined 2
Hide and Unhide options 166
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inserting and deleting 164

references 71
repositioning 165
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tab formatting 165

workspaces 175
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X
XLSX file format 23
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Index
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091078S rev 1.01

ISBN-13 978-1-4246-3871-0
ISBN-10 1-4246-3871-2

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