I N T R O D U C T I O N

INSTRUCTOR-LED COURSEWARE

Excel 365 – Level 2

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Table of Contents
TABLE OF CONTENTS .......................................................................................................................2

EXCEL 365 LEVEL 2 – INTRODUCTION ............................................................................................5

COURSE REQUIREMENTS ...............................................................................................................5
COMPONENTS OF THE MANUAL ....................................................................................................6
TRAINING FILES ............................................................................................................................7
WHAT’S NEW IN EXCEL 365? ........................................................................................................8
LESSON 1 – WORKING WITH TABLES ............................................................................................10
1.1 CREATING A TABLE ..........................................................................................................11
1.2 ENTER DATA INTO A TABLE .............................................................................................15
1.3 DELETING ROWS AND COLUMNS......................................................................................17
1.4 FORMATTING A TABLE .....................................................................................................19
1.5 TOTALING DATA IN A TABLE ...........................................................................................23
1.6 SORTING DATA IN A TABLE ..............................................................................................26
1.7 SORTING MULTIPLE COLUMNS.........................................................................................28
1.8 FILTERING DATA USING AUTOFILTER ..............................................................................32
1.9 CREATING CUSTOM FILTERS ............................................................................................36
1.10 CONVERTING A TABLE TO A RANGE .............................................................................42
LESSON 1 QUIZ............................................................................................................................44
LAB 1 – ON YOUR OWN .........................................................................................................46
LESSON 2 – WORKING WITH CHARTS ............................................................................................47
2.1 CREATING A CHART .........................................................................................................49
2.2 MOVING A CHART ............................................................................................................52
2.3 RESIZING A CHART ...........................................................................................................54
2.4 CHANGING THE LAYOUT AND STYLE ...............................................................................56
2.5 LABELING CHART ELEMENTS...........................................................................................61
2.6 FORMATTING CHART TEXT ..............................................................................................68
2.7 FORMATTING CHART ELEMENTS ......................................................................................74
2.8 CHANGING THE CHART TYPE ...........................................................................................82
2.9 SHOWING OR HIDING GRIDLINES .....................................................................................87
2.10 CUSTOMIZING AXES......................................................................................................90
2.11 CREATING A PIE CHART ................................................................................................98
2.12 CREATING A MAP CHART ...........................................................................................103
2.13 CREATING A FUNNEL CHART ......................................................................................106
2.14 CHANGING A CHART’S SOURCE DATA ........................................................................110
2.15 MOVING A CHART TO A DIFFERENT WORKSHEET .......................................................114
2.16 SAVING A CHART TEMPLATE ......................................................................................116
2.17 FILTERING CHART DATA.............................................................................................119
2.18 USING SPARKLINES .....................................................................................................122
2.19 CUSTOMIZING SPARKLINES .........................................................................................125
LESSON 2 QUIZ..........................................................................................................................128
LAB 2 – ON YOUR OWN .......................................................................................................131
LESSON 3 – WORKING WITH GRAPHICS ......................................................................................132
3.1 ADDING PICTURES .........................................................................................................134

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3.2 INSERTING ONLINE IMAGES ...........................................................................................137

3.3 ADDING SHAPES .............................................................................................................142
3.4 ADDING ICONS ...............................................................................................................146
3.5 ADDING 3D MODELS......................................................................................................152
3.6 FORMATTING DRAWING OBJECTS ..................................................................................157
3.7 INSERTING WORDART....................................................................................................162
3.8 INSERTING SMARTART ...................................................................................................167
3.9 INSERTING AN ORGANIZATION CHART ...........................................................................175
3.10 MODIFYING AN ORGANIZATIONAL CHART..................................................................179
3.11 TAKING A SCREENSHOT ..............................................................................................183
3.12 USING DRAWING TOOLS .............................................................................................186
3.13 DRAWING SIMPLE MATH EQUATIONS .........................................................................190
3.14 GENERATING COMPLEX EQUATIONS ...........................................................................194
LESSON 3 QUIZ..........................................................................................................................199
LAB 3 – ON YOUR OWN ...........................................................................................................201
LESSON 4 – WORKGROUP COLLABORATION...............................................................................202
4.1 E-MAILING A WORKBOOK ..............................................................................................203
4.2 WEB PAGE PREVIEW ......................................................................................................207
4.3 CONVERTING WORKSHEETS INTO WEB PAGES ..............................................................211
4.4 INSERTING HYPERLINKS .................................................................................................214
4.5 VIEWING AND EDITING COMMENTS ...............................................................................219
LESSON 4 QUIZ..........................................................................................................................224
LAB 4 – ON YOUR OWN .......................................................................................................226
LESSON 5 – FINANCIAL & LOGICAL FUNCTIONS ........................................................................227
5.1 USING THE IF FUNCTION ................................................................................................228
5.2 USING NESTED FUNCTIONS ............................................................................................230
5.3 USING THE IFS FUNCTION ..............................................................................................232
5.4 USING THE PMT FUNCTION ...........................................................................................235
5.5 USING THE FV FUNCTION ..............................................................................................240
5.6 USING AUTOCALCULATE ...............................................................................................244
LESSON 5 QUIZ..........................................................................................................................246
LAB 5 – ON YOUR OWN .......................................................................................................248
LESSON 6 – DATE AND TIME FUNCTIONS ....................................................................................249
6.1 UNDERSTANDING DATE/TIME FUNCTIONS .....................................................................250
6.2 ADDING A DATE AND A DATE INTERVAL .......................................................................254
6.3 SUBTRACTING DATES.....................................................................................................256
6.4 CALCULATING TIME INTERVALS ....................................................................................259
LESSON 6 QUIZ..........................................................................................................................261
LAB 6 – ON YOUR OWN .......................................................................................................263
LESSON 7 – MANAGING WORKBOOKS .........................................................................................264
7.1 CREATING A WORKBOOK USING A TEMPLATE ...............................................................265
7.2 CREATING A NEW TEMPLATE .........................................................................................269
7.3 EDITING A TEMPLATE.....................................................................................................275
7.4 SHOWING OR HIDING WORKBOOK ELEMENTS ...............................................................278
7.5 CREATING A WORKSPACE ..............................................................................................280
7.6 COMPARING TWO WORKBOOKS SIDE BY SIDE ...............................................................283
7.7 SAVING A WORKBOOK IN A DIFFERENT FILE FORMAT ...................................................286
7.8 USING DATA CONSOLIDATION .......................................................................................289
LESSON 7 QUIZ..........................................................................................................................294

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LAB 7 – ON YOUR OWN .......................................................................................................296

CLASS PROJECT ............................................................................................................................298

INDEX ............................................................................................................................................299

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Excel 365 Level 2 – Introduction

Welcome to PCM Courseware! PCM Courseware is a distinctive, flexible system for
an instructor-led environment that facilitates learning via auditory, visual and hands-
on experiences by each student. The manual is broken down into several lessons
with each lesson subdivided into several sections. Each section covers a particular
skill or concept related to the main lesson topic. In each section you will find:

1. A brief introduction to the section topic.

2. Step-by-step “how to” instructions.
3. A hands-on “Let’s Try It” exercise which students perform with the instructor.
4. An independent “On Your Own” activity at the end of each lesson to identify
any problem areas and to ensure that learning has taken place.
5. Chapter quiz to ensure that learning has taken place.

Rather than having to sift through blocks of paragraphs of written text, the
introductions are brief and easy to understand, illustrated with diagrams, lists, tables
and screen shots to aid in comprehension and retention. The step-by-step format of
the manual enables for quick scanning by the instructor during teaching time and the
ability to pull out the main points quickly without having to filter the desired
information from chucks of text.

Course Requirements
It is assumed that the student has a fundamental understanding of the Windows
operating system and how to maneuver with a mouse. Students should also be
familiar with the concepts taught in the Excel 365 – Level 1 class.

A full installation of Microsoft Excel 365 should be available on each desktop, with a
fresh installation strongly encouraged.

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Components of the Manual

The Excel 365 manual consists of the following components:

A Table of Contents To allow the students to quickly find desired concepts

Introduction Discussion of manual components, course requirements,
courseware philosophy and training lab set.
Lessons The lessons are the manual chapters, each of which is
composed of several sections relating to the lesson topic or
skill.
Sections Each section begins with a brief introduction to the section
topic and is followed by step-by-step instructions on how
the student is to accomplish a particular task. The students
then perform the task with the instructor in a “Let’s Do It!”
exercise. Each step in the Let’s Do It exercise provides the
How (step-by-step) and Why (the reason for performing the
step) of each phase necessary to accomplish the task.
Labs Each section concludes with an independent “On Your
Own” exercise called a Lab. The Lab gives the opportunity
for the student to practice what he/she has learned and to
discover any problem areas with the topic in the section.
Each lab covers the skills taught in that particular lesson
(chapter).
Chapter Quiz Each section concludes with an independent “Chapter
Quiz” to test the level of learning that has taken place. The
quiz is in multiple choice and short answer format and can
be done in class together or as an end of chapter test.
Class Project The course concludes with an independent “Class Project”
to test the level of learning that has taken place. In this
project, the student utilizes skills learned throughout the
class.
Index Allows students to quickly find desired concepts.

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Training Files
Each PCM Courseware course comes with a set of Lesson Files and Lab Files
designed to employ real-world situations and examples. The Lesson Files are
designed to be used in the Let’s Do It exercises that the students perform with the
instructor. The Lab Files are to be used for the On Your Own exercises at the end of
each Lesson. Both the lesson files and lab files should be stored on each student’s
Desktop in the folder Lesson Files.

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What’s New in Excel 365?

What’s New Description of Feature
3-D Models You can now insert 3-D Models into your spreadsheets as well
as rotate them.
Accessibility Improved Accessibility Checker and the ability to turn on Audio
Cues to guide you as you work.
AutoComplete AutoComplete is much improved and faster.
Charts Excel 365 includes two new charts: Map Charts, which to
compare values and show categories across geographical regions
and Funnel Charts, which show values across multiple stages in
a process.
Co-authoring Multiple users can edit the same workbook at the same time
when the file is stored on either the SharePoint or OneDrive
platform.
Custom Functions Excel now allows you to insert custom functions using
JavaScript.
Get & Transform Many improvements to the Get & Transform feature, allowing
you to import data quicker and easier.
Ink Improvements Excel includes several new ink effects, a new pencil texture, a
customizable pen set and the ability to insert complex ink
equations. Additionally, you can convert ink drawings to
shapes, a Lasso Select tool a free-form tool for selecting ink
shapes, and the ability to use a Surface Pen to select and modify
objects.
New Functions Excel now includes several new functions: Excel now includes
several new functions: CONCAT, IFS, MAXIFS, MINIFS,
SWITCH and TEXTJOIN.

PivotTable Many PivotTable enhancements, including the ability to

personalize the default PivotTable layout. This comes in handy
if you regularly change your preferences for PivotTables.
Power Pivot Updates include faster and more accurate data relationships,
Updates save relationship diagram view as a picture, and table and
column selection using the keyboard.
Publish to Power You can now publish files that are stored locally to Power BI.
BI
Recent Folders Quickly save files to recently accessed folders.

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What’s New Description of Feature

Sharing You can attach links to recent cloud-based files or websites as
well as create display names for people using screen readers.
You can now also easily view and restore changes in shared
workbooks.
Slicer When using a touch device, you can now select multiple items in
an Excel Slicer.
Superscript & You can now add Superscript and Subscript commands to the
Subscript Quick Access Toolbar.
SVG Graphics You can now insert Scalable Vector Graphics as well as
transform SVG graphics into Microsoft Office shapes. Excel
includes over 500 built-in SVG icons.
Themes Excel includes many new themes including the high-contrast
black theme.
Translation You can now translate words, phrases and sentences using
Microsoft Translator from the Review Ribbon.

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 1
Lesson
L E S S O N 1 – W O R K I N G W I T H T A B L E S

Lesson 1 – Working with Tables

Lesson Topics:
1.1 Creating a Table
1.2 Entering Data into a Table
1.3 Deleting Rows and Columns from a Table
1.4 Formatting a Table
1.5 Totaling Data in a Table
1.6 Sorting Data in a Table
1.7 Sorting by Multiple Columns
1.8 Filtering Data using AutoFilter
1.9 Creating Custom Filters
1.10 Converting a Table to a Range

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1.1 Creating a Table

In this lesson, you will learn how to organize related information into an Excel table.

I
n Excel 365, an organized, related consecutive collection of data in rows and
columns is called a Table (referred to in older versions of Excel as “Lists”).
Entering your data in table format allows you to easily sort, analyze, format and
manage your data later.

Excel uses column labels in the first row of your table. If you do not designate the first
row as a column heading, Excel will insert a generic header row with the titles Column 1,
Column 2, etc.

An Excel Table

When your data is converted to a table, you can easily sort your table data any way you
wish, filter your data to display only those records that meet a specific criteria, and quickly
apply formatting to the table. As soon as your data is converted to a table, the contextual
Table Tools tab is displayed, under which you can access the Design Ribbon. From
the Design Ribbon, you can apply formatting with one click from the Table Styles
Gallery.

Some things to keep in mind when creating Excel tables:

 Each column should contain a column heading (field names)
 There should be no spaces between the column heading and the first row of data

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 There should be no spaces between the rows or columns in the data range
 Separate other data not related to the list by blank rows or columns

To Create an Excel Table

1. Click anywhere within a range of consecutive data that is to make up your
table.
Or
Select the cell range that is to make up your table.
2. Click the Insert Tab on the Ribbon and click the Table button
Or
Click the Format as Table button on the Home Ribbon and then choose a
table style (don’t worry – you can change the style later if you choose).
3. If your table contains column headings, click the My Table has headers
checkbox.
4. If the cell range indicated in the Format as Table or Create Table dialog box is
not correct:
a. Click the Collapse Dialog box button.

b. Select the correct cell range.

c. Click the Expand Dialog box button.
5. Click OK.

Let’s Try It!

What Why
1. Start Excel. Launches the Excel Application.

2. Click Open Other Workbooks in Displays the Open pane.

the left pane of the Welcome
Screen

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What Why
3. Click the Browse icon in the Displays the Open dialog box.
center pane.
4. Click the Desktop folder on the Displays the contents of the Desktop
left side of the screen. folder.
5. Double-click the Lesson Files Displays the contents of the Lesson
folder in the right pane. Files folder.
6. Select Lesson1 and then click Opens the Lesson 1 workbook file in
Open. Excel.
7. Select cell A1. Makes A1 the active cell. Activate any
cell in the cell range that it to be
included in your table.
8. Click the Format as Table icon Displays the Table Styles gallery from
on Styles group on the Home where you choose the format for your
Ribbon as shown below. table.

9. Click the second style in the Selects the style we want for our table.
second row under the Light area
as shown below.

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What Why
10. Ensure that cell range is Ensures that the cell range A1:E138
$A$1:$E$128 as shown below. makes up our list.

11. Ensure that the My table has Designates that the first row of the
headers check box is checked. data range contains column
headings.
12. Click OK. Closes the Create List dialog box
and creates our list.
13. Observe the table. Formatting is automatically applied
to the table and the table range is
surrounded by a border.

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1.2 Enter Data into a Table

In this lesson, you will learn how to enter data into a table.

I
n older versions of Excel, the final row of your table was referred to as the insert
row, into which you would add records to your table. Now, you simply enter new
data in the first row beneath the table. The table will automatically expand to
include your new row of data.

You can also insert a new row anywhere within your table. The table range will
automatically expand to accommodate the new row.

When working in a large table with many rows of data, it is not necessary to freeze the
heading row as you scroll through your worksheet. Anytime a cell within your table is
activated, the columns headings (A, B, etc.) are replaced by your table headings on top of
your screen.

To Enter Data into a Table

1. Click in the first row beneath the table where you wish to begin entering
data.
2. Type your data.

Let’s Try It!

What Why
1. Press the Ctrl + G keystroke Displays the Go To dialog box from
combination. where we can quickly jump to a
specific cell.

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What Why
2. Type: A129 in the Reference box Makes A129 the active cell.
and then click OK.
3. In cell A129, type: Sleepy Hollow as Enters the title for the film and then
shown below and then press the Tab moves to the next field. After you
key. move to the next cell, the table
header appears.

4. In the Category field, type: Horror Enters the category for the film and
and then press the Tab key. then moves to the next field.
5. In the Price field, type: 69.99 and Enters the price for the film and
then press the Tab key. then moves to the next field.
6. In the Acquired field, type: Enters the acquired date for the film
1/22/2003 and then press the Tab and then moves to the next field.
key.
7. In the Rating field, type R. Enters the rating for the film.

8. Click the Save button on the Quick Saves our changes. The table
Access toolbar. automatically expands to include the
new row of data.

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1.3 Deleting Rows and Columns

In this lesson, you will learn how to delete rows and columns from a table.

I
f you no longer need a column or a row of data in your table, you can easily remove
it by selecting the row or column you wish to remove and then clicking the Delete
button on the Home Ribbon. The table range automatically adjusts to reflect the
deleted item.

If you wish to simply clear the data from a row or column (and not the row or column
itself), select the row or column and then press the Delete key on your keyboard.

To Delete a Row or Column from a Table

1. Click the Home tab on the Ribbon.
2. Select the row or column heading for the row or column you want to delete.
3. Click the Delete button on the Cells group on the Ribbon.

Let’s Try It!

What Why
1. Press the Ctrl + Home keystroke Moves to the first cell in the table.
combination.
2. Press the Ctrl + F keystroke Displays the Find and Replace
combination. dialog box, allowing us to search for
the record we want to delete.
3. In the Find What box, type: Never Enters the movie title we want to
Cry Wolf as shown below. find.

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What Why
4. Click the Find Next button. Activates the cell that meets our
search criteria.
5. Click the Close button on the Find Closes the Find and Replace dialog
and Replace dialog box. box.
6. Click the row heading (click on the Selects the entire row.
number 64).
7. Click the Delete button on the Cells Removes the row from the table.
group on the Ribbon.
8. Click the Save button on the Quick Saves the current workbook.
Access toolbar.

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1.4 Formatting a Table

In this lesson, you will learn how to apply a Table Style to a table.

E
xcel provides several predefined table styles (previously called Quick Styles)
that you can use to quickly and easily format a table. Table styles include
professional looking combinations of fill colors, fonts, borders, font colors and
patterns. If none of the predefined table styles meets your needs, you can create
your own custom styles.

Table Styles are found on the contextual Design tab under Table Tools. The Ribbon
displays only a few of the available styles. To scroll the style gallery, click the previous or
next buttons. To display the entire table gallery, click the More button.

Table Styles Gallery

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You can further modify the formatting of your table by modifying table style options such
as hiding or displaying the header row, adding special formatting to the first or last
columns, or displaying banded rows or columns, in which the even rows or columns are
formatted differently from the odd rows and columns, much like an accounting greenbar
report.

To remove a table style, click the More button on the Table Styles group and choose
Clear from the menu. The table will display in the default table format.

To Format a Table
1. Click anywhere within the table to activate it.
2. Click the contextual Design tab under Table Tools on the Ribbon.
3. Click the More button on the Table Styles group to display the styles gallery.
4. Move your mouse pointer over any of the styles to display a preview of the
style.
5. Click the style that you want.
6. To remove a table style, click the More button on the Table Styles group and
click Clear on the menu.

To Format Table Elements

1. Click anywhere within the table to activate it.
2. Click the contextual Design tab under Table Tools on the Ribbon.
3. On the Table Style Options group, do one of the following:
a. To turn the header row on or off, select or clear the Header Row
check box.
b. To display special formatting for the first or last column of the table,
select the First Column or Last Column check box.
c. To display odd and even rows with different formatting, select the
Banded Rows check box.
d. To display odd and even columns with different formatting, select
the Banded Columns check box.
e. To turn the totals row on or off, select or clear the Total Row check
box.
f. To turn the filter button on the columns headings on or off, select or
clear the Filter Button check box.

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Let’s Try It!

What Why
1. Click in cell A1. Selects a cell in your table.

2. Click the contextual Design tab on Displays table design options.

the Ribbon.
3. Click the More button on the Table Displays the Table Styles gallery.
Styles group as shown below.

4. Move your mouse pointer over any Temporarily formats your table to
of the styles in the gallery. display a preview of the style. This
is an example of Excel’s Live
Preview feature.
5. Click the second style in the first row Applies the Medium 2 style to the
under the Medium category table.
(Medium 2) as shown below.

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What Why

6. If the Banded Row check box is not Applies banded rows to the table
checked, click it to select it as shown (odd rows are formatted differently
below. than even rows).

7. Click the First Column check box to Applies different formatting to the
check it. first column of the table.
8. Click the Save icon. Saves our changes.

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1.5 Totaling Data in a Table

In this lesson, you will learn how to total data in a table.

Y
ou can quickly total data in a table using the Total Row feature on the Table
Style Options group of the contextual Design Ribbon. Clicking the Total Row
check box adds a new row at the end of the table, with the word Total in the
leftmost cell. Clicking in any of the cells in a total row displays a drop-down list
from where you can choose an aggregate function to apply to the data in the row, such as
Sum or Average.

Typing a formula directly in the row beneath a table will automatically create a total row
for you.

To Total Data in a Table

1. Activate any cell within your table.
2. Click the contextual Design tab under Table Tools on the Ribbon.
3. Click the Total Row check box in the Table Style Options group on the
Ribbon. The Total row will appear below the table and display the word Total
in the leftmost cell.
4. Click in the cell in the total row for the column that you want to calculate.
5. Click the drop-down arrow in the cell and select the aggregate function that
you want to use.

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Let’s Try It!

What Why
1. Click in cell A1. Selects a cell in your table.

2. Click the contextual Design tab on Displays table design options.

the Ribbon.
3. Click the Total Row check box in Adds a total row at the end of the
the Table Style Options group on the table.
Ribbon as shown below.

4. Click in the Total Row under the A drop-down arrow appears

Price column as shown below. allowing us to choose the function
we want to use.

5. Click the drop-down arrow and select Applies the Sum function to the list
Sum from the list as shown below. and displays the total in the total
row.

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What Why

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1.6 Sorting Data in a Table

In this lesson, you will learn how to sort data in a table.

O
nce you have entered data into a table, you can reorganize it in alphabetical or
numerical order. For example, you may want to sort a list of customers
alphabetically by last name or sort the list numerically by sales. Excel allows
you to sort in either ascending (A to Z for alphabetical data, smallest to
largest for numbers and oldest to most recent for date) or descending order (Z to A for
alphabetical data, largest to smallest for numbers and most recent to oldest for dates).

To quickly sort a single column of data in a table, click anywhere in the column that you
wish to sort and click the Sort Ascending or Sort Descending icon on the Sort & Filter
group on the Data Ribbon. Excel will sort all of the data in the selected column, as well
as the other columns in your table so that all of your rows are sorted correctly.

To Quickly Sort a Table

1. Click anywhere in the column that you wish to sort.
2. Click the Data tab on the Ribbon.
3. Click the Sort Ascending or Sort Descending icon on the Sort & Filter
group on the Data Ribbon.

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Let’s Try It!

What Why
1. Click in cell A1. Selects a cell in the column by which
we want to sort.
2. Click the Data tab on the Ribbon. Switches to Data commands and
tools.

3. Click the Sort Ascending icon on the Sorts the data in the Title column in
Sort & Filter group as shown below. ascending order.

4. Click the Sort Descending icon on Sorts the data in the Title column in
the Sort & Filter group as shown descending order.
below.

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1.7 Sorting Multiple Columns

In this lesson, you will learn how to sort data in a table by multiple columns.

E
xcel also allows you to sort by multiple columns. To sort by more than one
field, use the Sort dialog box. From here, you can choose which columns you
want to sort and the order that are to be sorted. You can sort by up to 64
columns.

To Sort a Table by Multiple Columns

1. Activate any cell within your table range.
2. Click the Data tab on the Ribbon.
3. Click the Sort button on the Sort & Filter group on the Data Ribbon.
4. Select the field by which you want to sort in the Sort By drop-down list.
5. Click the Sort on arrow to select on what to sort (values, cell, color, font color or
cell icon).
6. Click the Order arrow to choose the sort order.
7. To add another level, click the Add Level button. To copy an existing level, click
anywhere on the level you want to copy and click the Copy Level button.
8. To change the sort order, click the Move Up or Move Down buttons (arrows).
9. To delete a sort order, click anywhere on the level and click the Delete button.
10. When finished, click OK.

In the Let’s Try It exercise, we will sort films by category, then by acquisition
date, and then by rating.

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Let’s Try It!

What Why
1. Click in cell A1. Selects a cell in the table.

2. Click the Sort button on the Sort Displays the Sort dialog box.
& Filter group on the Data Ribbon
as shown below.

3. Click the drop-down list in the Sort Designates the “Category” field as the
By area, choose Category as first sort field.
shown below.

4. Make sure that “Cell Values” is Specifies that we want to sort our data by
displayed in the Sort On box. values (and not cell color, etc.).

5. Click the Order drop-down arrow Specifies that the columns is to be sorted
and select A to Z as shown below. in ascending order.

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What Why

6. Click the Add Level button. Adds a second sorting level.

7. Click the drop-down list in the Designates the “Acquired” field as the
Then By area in the new level and second sort field.
choose Acquired as shown below.

8. Ensure that “Cell Values” is Ensures that we are sorting the Acquired
displayed in the Sort On box and field by date in ascending order.
“Oldest to Newest” is displayed
in the Order box.

9. Click the Add Level button. Adds a third sorting level.

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What Why
10. Click the drop-down list in the Designates the “Rating” field as the third
Then By area in the new level and sort field.
choose Rating as shown below.

11. Ensure that “Cell Values” is Ensures that we are sorting the Rating
displayed in the Sort On box and field in ascending order by value.
“A to Z” is displayed in the Order
box.

12. Click OK and observe the data. Closes the Sort dialog box and executes
the sort. The table is now sorted by
Category, then by the Acquired Date and
then by Rating.

13. Click the Save button. Saves the current workbook.

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1.8 Filtering Data using AutoFilter

In this lesson, you will learn how to display only desired records in your list using
AutoFilter.

M
any times, rather than working with an entire table, you may wish to work
with only a subset of your data. Using the AutoFilter feature, you can
display only the records with which you wish to work and hide all others
from view. For example, in working with our films workbook, we could
automatically filter our list to display only films with a category of Adventure.

When creating a table in Excel 365, the AutoFilter option is automatically enabled and a
drop-down arrow appears to the right of each column heading in the list. To apply the
filter, click on the arrow and then uncheck the box next to the entries you do not want to
display. To redisplay all fields, click on the arrow again and then choose All from the
drop-down list or click the Clear button to remove all filters in your table.

You can also change the sort order using AutoFilter by choosing the desired sort order
from the AutoFilter list.

To AutoFilter a List
1. Activate any cell in your table area.

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2. Click the arrow next to the field name to which you want to apply a filter.
3. Uncheck the box next to any entries that you do not wish to display.
4. Repeat steps 3 & 4 for any additional fields you want to filter.
5. To show all records, click the box next to (Select All).
6. To clear a filter, click the arrow for the column whose filter you want remove
and choose Clear from the list. Click Reapply to reapply a filter.
7. To remove all filters from the table, click the Clear button on the Sort & Filter
group on the Data Ribbon.
8. To remove the AutoFilter arrows, click the Filter button on the Sort & Filter
group on the Data Ribbon to deselect it.

Let’s Try It!

What Why
1. Click the arrow to the right of Opens the filtering drop-down list for
Category field name as shown the Category field.
below.

2. Click the (Select All) check box to Removes the check mark next to all
remove the check mark as shown of the categories, thus hiding all
below. categories.

3. Click the check box next to Horror Filters the list by the Horror category.
as shown below. Click OK.

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What Why

4. Click the arrow to the right of Opens the filtering drop-down list for
Acquired field name as shown the Acquired field.
below.

5. Click the (Select All) check box to Removes the check mark next to all
remove the check mark. of the categories, thus hiding all
categories.
6. Click the plus (+) symbol next to Expands the 2003 category.
2003 as shown below.

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What Why

7. Click the plus (+) symbol next to Expands the January category.
January.
8. Click the check box next to 14 as Filters our list further by the acquired
shown below and then click OK. date of 1/14/2003

9. Click the Clear button on the Sort & Restores all hidden records.
Filter group as shown below.

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1.9 Creating Custom Filters

In this lesson, you will learn how to display only desired records in your list using a custom
filter.

T
he AutoFilter feature allows you to select only one specific value. However, you
may at times want to search for records that meet multiple criteria. For
instance, you may want to list products that are greater than $20 or display only
dates that fall between a specific date range. Using the Custom AutoFilter
dialog box, you can create complex criteria using comparison operators such as:

 Equals/does not equal

 Is greater than/is less than
 Is greater than or equal to
 Is less than or equal to
 Begins with/does not begin with
 Ends with/does not end with
 Contains/does not contain

You can also combine multiple criteria for a single column by using the logical operator
AND or the logical operator OR. For example, you may wish to display products that
are greater than $20 and less and $50.

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To Create a Custom Filter

1. Activate any cell in your list area.
2. Click the arrow next to the field name to which you want to apply a filter.
3. Point to the Filter type (Text Filters, Number Filters, Date Filters) to
display a menu of comparison operators
Or
Point to the Filter type and choose Custom Filter.
4. Click the leftmost combo box and choose the desired comparison operator
from the list.
5. Click the rightmost combo box and type in your criteria.
6. To enter multiple criteria, click the AND or the OR radio button and repeat
steps 4 and 5 for the next row.
7. Click OK when finished.

Let’s Try It!

What Why
1. Click the arrow to the right of Opens the filtering drop-down list
Acquired field name. for the Acquired field.
2. Point to Date Filters and then select Chooses Between as the comparison
Between from the comparison operator we want to use and displays
operator list as shown below. the Custom AutoFilter dialog box.
The comparison operators are
automatically added to the combo
boxes.

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What Why

3. Click in the text box to the right of Enters the beginning date in the date
the combo box that reads “is after or range.
equal to” and type: 10/1/2002 as
below.

4. Click in the text box to the right of Enters the ending date in the date
the combo box that reads “is before range.
or equal to” and type: 11/30/2002
as shown below.

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What Why
5. Click OK. Applies the filters. Only movies
acquired between 10/1/02 and
11/30/02 are displayed.
6. Click the arrow to the right of Title Opens the filtering drop-down list
field name. for the Title field.
7. Point to Text Filters and then select This time, we will choose our
Custom Filter from the comparison comparison operators from the
operator list as shown below. Custom AutoFilter dialog box.

8. Click the arrow on the leftmost Chooses “begins with” as the first
combo box and choose begins with comparison operator.
from the comparison operator list as
shown below.

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What Why
9. Click in the text box to the right of Enters our comparison criteria.
the combo box that reads “begins
with” and type: B as shown below.

10. Click the Or radio button. Chooses Or as the logical operator,

allowing us to perform a multiple
criteria search.
11. Click the arrow on the leftmost Chooses “begins with” as the next
combo box in the second row and comparison operator.
choose begins with from the
comparison operator list as shown
below.

12. Click in the rightmost text box in the Enters the next comparison criteria.
second row and type: H as shown
below.

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What Why

13. Click OK. Filters our table even further,

displaying only Titles that begin with
“B” or “H”
14. Click the Clear button on the Sort & Removes all filters from our table.
Filter group on the Data Ribbon.

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1.10 Converting a Table to a Range

In this lesson, you will learn how to convert a table to a normal range of data.

I
f you decide for whatever reason that you want to remove the Excel table from
your worksheet and convert it to a normal range, you can do so from the Convert
to Range icon on the Tools group of the contextual Design tab. This will keep the
table style that you applied but will remove any table filters and the contextual
Design tab and Table Tools tab will no longer be accessible.

To Convert a Table to a Range

1. Click anywhere within the table to activate it.
2. Click the contextual Design tab under Table Tools on the Ribbon.
3. Click the Convert to Range icon on the Tools tab of the Ribbon.
4. Click Yes.

Tip: If you only want to change the range of the table (add or remove rows from the
range), click the Resize Table command and type in the new range in the Resize
Table box.

Let’s Try It!

What Why
1. Click in cell A1. Selects a cell in your table.

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What Why
2. Click the contextual Design tab on Displays table design options.
the Ribbon.
3. Click the Convert to Range icon on Displays a message box asking if
the Tools group of the Design you want to convert the table to a
Ribbon as shown below. normal range.

4. Click Yes. Converts the table to a normal

range.
5. Click the File tab on the Ribbon and Saves and closes the workbook file.
then click Close. Save your changes.

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Lesson 1 Quiz
1. A table is:
A. Data in a column.
B. Data in a row.
C. The title row of your spreadsheet.
D. Related data in columns and rows.

2. Which of these is NOT a good method for creating a table?

A. Each column should contain a column heading.
B. There should be a blank row between the title row and the first row of data.
C. Other data that is not related to the list should be separated by blank rows and
columns.
D. There should be no spaces between the rows or columns in the data range.

3. How can you add a new row of data into a table?

A. Click in the first blank row outside of your table in type in your data.
B. Click the Rows button on the Insert Ribbon and type in your data.
C. Click the Add Rows button on the contextual Design Ribbon and type in your
data.
D. Press the Ctrl + D keystroke combination.

4. You want to format your table but only four table styles are displayed. How can
you display the complete Table Styles gallery?

5. What do banded rows refer to?

A. Each row contains multi-colored bands.
B. Only even rows are displayed.
C. Even and Odd rows have different formatting.
D. Rows that are switched to column position.

6. What are the steps to add a total row and then total a column of data?

7. To quickly sort a table by one column you:

A. Click the Sort button on the Home Ribbon.
B. Click the Sort Ascending button or the Sort Descending button on the
contextual Design Ribbon.
C. Click the Sort Ascending button or the Sort Descending button on the
contextual Data Ribbon.

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D. Click the Filter button on the Data Ribbon and then choose Sort Ascending or
Sort Descending from the menu.

8. How can you sort a table by more than one column?

A. Click the Filter button for each column you want to sort and then choose Sort
Ascending or Sort Descending from the menu.
B. Click the Multiple Sort button on the Data Ribbon and then choose which
columns you want to sort from the Multiple Column dialog box.
C. Select the columns you wish to sort from the drop-down list of the Sort dialog
box.
D. Excel only allows you to sort by one column at a time.

9. How can you add another sort row from the Sort dialog box, allowing you to sort by
more than one column?
A. Click the Add Row button.
B. Click the Add Level button.
C. Click the Add Sort Row button.
D. Click the New button.

10. How do you apply an AutoFilter to a data table?

A. Click the arrow next to the column you want to filter and uncheck the boxes
next to any data that you want to hide.
B. Click the AutoFilter button on the Data Ribbon and uncheck the boxes next to
any data that you want to hide.
C. Click the arrow next to the column you want to filter and check the boxes next
to any data that you want to hide.
D. Click the Sort button on the Data Ribbon, click the Filter tab and then uncheck
the boxes next to any data that you want to hide from the AutoFilter list.

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LAB 1 – ON YOUR OWN

1. Open the Lab1 workbook file in the Lesson Files folder.

2. Create a table using the cell range A8:C43.

3. Apply the Medium 12 table style to the table (second row, fifth column under
the medium category.

4. Enter the following new records into your table:

Month Category Amount

August Video Rentals 985

August Video Sales 502

August Investment Interest 194

August DVD Sales 705

August Snack Sales 695

5. Sort the list in ascending order by Month and then in descending order by
Amount using the Sort dialog box.

6. Apply an AutoFilter to display records only for the month of June.

7. Redisplay all records.

8. Add a total row that displays the Average sales amount.

9. Create a Custom Filter that only displays records whose dollar amount is
greater than $300.

10. Save your file as MyLab1.

11. Close the workbook.

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Lesson
L E S S O N 2 – W O R K I N G W I T H C H A R T S

Lesson 2 – Working with Charts

Lesson Topics:
2.1 Creating a Chart
2.2 Moving a Chart
2.3 Resizing a Chart
2.4 Changing the Layout and Style
2.5 Labeling Chart Elements
2.6 Formatting Chart Text
2.7 Formatting Chart Elements
2.8 Changing the Chart Type
2.9 Showing or Hiding Gridlines
2.10 Customizing Axes
2.11 Creating a Pie Chart
2.12 Creating a Map Chart
2.13 Creating a Funnel Chart
2.14 Changing a Chart’s Source Data
2.15 Moving a Chart to a Different Worksheet
2.16 Saving a Chart Template
2.17 Filtering Chart Data

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2.18 Using Sparklines

2.19 Customizing Sparklines

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2.1 Creating a Chart

This lesson will guide you through the process of creating a new chart in Excel

A
chart is a graphical representation of data and is an effective way to illustrate
relationships and/or trends in data. Charts can be a powerful tool when used to
provide data analysis and data comparisons. For example, you may wish to
illustrate the change in sales trends from one quarter to the next — or the
productivity of one store compared to another.

Excel can create a wide variety of charts — bar charts, line charts, pie charts, column
charts, etc. and Excel 365 makes creating charts easy with its numerous charting tools.
To insert a chart, select the data you want to include in your chart, click the chart type
button on the Insert Ribbon and then choose the chart type you want from the gallery.

If you’re not quite sure which chart is the best for your data layout, click the
Recommended Charts button on the Charts group of the Ribbon. Excel will display
suggested chart types for your data layout.

To Create a Chart
1. Select the data you wish to include in your chart.
2. Click the Insert tab on the Ribbon.
3. Click the button for the chart type you want on the Chart Types group on the
Ribbon.
4. Click the Chart Type you want.

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5. To display all chart types, click the Charts dialog launcher, click the All Charts tab
on top of the dialog box and then choose the Chart Type you want.
6. To allow Excel to recommend the best chart type for your data layout, click the
Recommended Charts button on the Charts group of the Ribbon
Or
Click the Charts dialog launcher and click the Recommended Charts tab on top of the
dialog box.

Let’s Try It!

What Why
1. Open the Lesson2 workbook from the Opens the Lesson 2 workbook file in
Lesson Files folder. Excel.

2. Click on the Sheet 1 tab. Ensures that Sheet 1 is the active

worksheet.

3. Select the cell range A4:E7 as shown Selects the cell range to be included in
below. the chart.

4. Click the Insert tab on the Ribbon. Displays Insert commands and tools.

5. Click the Column icon on the Charts Displays a gallery of all Column Chart
group as shown below. types.

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What Why
6. Click the Clustered Column chart type Inserts an embedded clustered column
(the first selection under the 2-D Column chart in the active worksheet.
category) as shown below.

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2.2 Moving a Chart

In this lesson, you will learn how to move a chart to different areas of your worksheet.

W
hen you insert a chart into the same worksheet as its underlying data (instead
of its own worksheet), the chart is embedded and can then be moved and
resized like a standard graphical object. Most of the time, you will not be
satisfied with the placement of the chart in the worksheet and will want to
move it to a more desirable location. In order to move a chart, you must first activate it
by clicking on the chart’s white area or on the border of the chart object. Do not click on
an object such as the plot area (the gray section) or a data series as you will select that
particular area rather than the entire chart. Once the chart is activated, click inside the
chart area, hold down your mouse button and drag the chart to the new location.

Another option for moving a chart is using the Cut and Paste method. Select the chart
and click the Cut button on the Home Ribbon (or press Ctrl + X). Then, select the cell
where you wish to paste your chart and click the Paste button on the Home Ribbon (or
press Ctrl + V).

To Move a Chart by Dragging

1. Click the white Chart Area or on the
chart’s border to select the chart and
hold down your left mouse button.
2. Drag the chart to the new location on
your worksheet.

To Move a Chart Using Cut and Paste

1. Click the chart to select it.
2. Click the Cut button on the Home Ribbon (or press Ctrl + X).
3. Select the cell where you wish to paste the chart.
4. Click the Paste button on the Home Ribbon (or press Ctrl + V).

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Let’s Try It!

What Why
1. Click anywhere on the White Chart Activates the chart and enters drag
Area and hold down your left mouse mode.
button.

2. Drag the chart until the left corner of the Positions the chart with the left corner
chart’s border (which appears as you in cell A12.
drag) rests in cell A12 as shown below.

3. Release the mouse button. Drops the chart in the new worksheet
area.

4. Click the Save icon on the Quick Access Saves the current workbook.
toolbar.

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2.3 Resizing a Chart

In this lesson, you will learn how to increase or decrease the size of a chart.

Y
ou can change the size of an embedded chart by holding your mouse pointer
over any of the chart’s sizing handles until the pointer transforms into a double
arrow. Then, drag either inwards or outwards, depending on whether you want
to decrease or increase the size of the chart. As you drag, you will see a dark
bordered outline which represents the size of chart.

To Resize a Chart
1. Select the chart by clicking on the white chart area.
2. Position your mouse pointer over a sizing handle until the pointer transforms
into a double arrow.
3. Click the sizing handle and drag it inward to reduce the size of the chart or
outward to increase the size of the chart.
4. Release the mouse button when the chart is the desired size.

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Let’s Try It!

What Why
1. Click anywhere on the White Chart Activates the chart and enters drag
Area. mode.

2. Position your mouse pointer over the Enters sizing mode.

lower right sizing handle until the
pointer transforms into a double arrow.

3. Click and drag the chart outward and Resizes the chart outward.
down until the lower right edge of the
chart is flush with column G34 as
shown below.

4. Release the mouse button. Completes the process of resizing.

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2.4 Changing the Layout and Style

In this lesson, you will learn how to change the layout and style of a chart.

A
fter creating your chart, two contextual Ribbons appear under Chart Tools when
the chart is selected: Design and Format. These two Ribbons contain tools
and commands that you can use to format your chart, apply various styles and
change the chart layout.

The tools under the contextual Design Ribbon allows you to apply various predefined
chart layouts and chart styles as well as change the chart type and modify the existing
chart data. There are a wide variety of chart styles both in 2-D and 3-D formats that you
can apply from the Chart Styles group on the Ribbon. Click the More button to display
a gallery of all available chart styles.

For each chart type, you can also apply a preset layout from the Quick Layout button.

Another way to change the chart layout is by clicking the Chart Styles button which
appears whenever a Chart is selected. Click the button and choose the style you want to
use from the Gallery.

For each chart type, you can also apply a preset layout from the Quick Layout button.

Changing the Layout and Style of a Chart

1. Click the chart to select it.

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2. To change a chart layout click the contextual Design tab under Chart Tools.
Make your desired selection from the Chart Styles group.
3. Click the More button on the Chart Layouts or Chart Styles group to display
additional style thumbnails.
4. To change the layout, click the Quick Layouts button and choose the layout
you want to use from the Gallery.

Changing the Style of a Chart using the Chart Styles

Button
1. Click the chart to select it.
2. Click the Chart Styles button when it appears (the center button).
3. Click the Style tab.
4. Click the style you want to apply from the gallery.

Let’s Try It!

What Why

1. Click on the border of the chart. Selects the chart and displays the
contextual Design, Layout and Format
Ribbons.

2. Click the Design tab under Chart Switches to chart design options.
Tools on the Ribbon.

3. Click the Quick Layout button on Applies the Layout 3 layout to the chart.
the Chart Layouts group of the
Ribbon and choose the third
thumbnail in the first row as shown
below.

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What Why

4. Click the Quick Layout button again Changes the chart layout back to Layout
and click the first thumbnail in the 1.
first row.

5. Click the More button on the Chart Displays the Chart Styles gallery.
Styles group as shown below.

6. Click the last style in the last row Applies Style 14 to the selected chart.
(Style 14).

7. Click the Chart Styles button in the Displays the Chart Styles Gallery
Chart buttons group as shown below.

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What Why

8. Scroll down and click the Style 8 Applies the style to the chart.
thumbnail as shown below.

9. Click the Chart Styles button in the Hides the Chart Styles Gallery
Chart buttons group (the paintbrush
icon) as shown below.

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What Why

10. Click the Save icon on the Quick Saves the active workbook.
Access toolbar.

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2.5 Labeling Chart Elements

In this lesson, you will learn how to add labels to a chart’s elements.

A
fter creating your chart, you may wish to customize its various elements,
depending on the chart layout you have chosen. Labeling a chart element inserts
a small text box on or near the chart element. For instance, you may wish to
display or reposition a chart title, axis titles, the chart legend or add data labels or
the data table. To add or modify a chart element, click the Chart Elements button (the
first button in the Chart buttons group) and move your mouse pointer over the chart
element you want to add. As you do so, a black disclosure triangle appears, indicating
additional options. Click the disclosure triangle and then make your selections.

You can then format the actual text of the labels by clicking inside of the text box, drag-
selecting the existing text and then typing your changes.

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You can also insert chart elements from the contextual Design tab on the Ribbon. Click
the Add Chart Element button on the Ribbon, point to the element you want to add
and then click the location and/or type of object.

To Add/Modify a Chart’s Labels

1. Click the chart to select it.
2. Click the Chart Elements button in the Chart Buttons group when it appears.
3. Click on the Chart Element you want to add.
4. To set additional options, click the disclosure triangle when it appears for the
object you want to modify and select the location and/or type of element.
Or
1. Click the Chart to select it
2. Click the contextual Design tab under Chart Tools.
3. Click the Add Chart Element button on the Chart Layouts group of the
Ribbon.
4. Point to the element you want to use and select the location and/or type of
element from the submenu.

To Change Chart Text

1. Click on the Text Object you wish to edit.
2. Click inside of the selected object and begin typing.

Let’s Try It!

What Why

1. Click on the border of the chart. Selects the chart and displays the
contextual Design, Layout and Format
Ribbons.

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What Why

2. Click the Chart Elements button Displays the Chart Elements window.
as shown below.

3. Move your mouse pointer over Displays Chart Title options.

Chart Title in the list and click the
disclosure triangle when it appears
as shown.

4. Click Centered Overlay from the Inserts a Chart Title text box on the chart
menu as shown below. area.

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What Why

5. Click the Chart Title disclosure Inserts a Chart Title text box above the
triangle again and choose Above chart and resizes the chart to
Chart from the menu. accommodate it.

6. Click the Chart Elements icon. Hides the Chart Elements window.

7. Select the text in the Chart Title Enters a title for the chart in the chart title
box, type: Sales by Store as shown. box.

8. Click the contextual Design tab on Displays the Design Ribbon.

the Ribbon.

9. Click the Add Chart Element Inserts a text box below the Category X
button on the Ribbon, point to Axis axis.
Titles and click Primary
Horizontal as shown below.

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What Why

10. Select the text in the X-Axis Title Enters the text for the x-axis box.
box, type: Quarter as shown
below. Then, click anywhere on the
chart.

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What Why

11. Click the Add Chart Element Inserts a text box to the left of the Value
button on the Design Ribbon again, Z axis.
point to Axis Titles and click
Primary Vertical.

12. Click in the Value axis box as The Ctrl + A keystroke combination
shown below and press the Ctrl + selects all of the text in the text box.
A keystroke combination.

13. Type: Sales as shown below and Enters the text for the z-axis box.
then click anywhere on the chart
when finished.

14. Click the Chart Elements button Displays the Chart Elements window.
(the + icon) to the right of the
chart.

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What Why

15. Move your mouse pointer over Displays the Data Labels submenu.
Data Labels and then click the
disclosure triangle when it appears
as shown below.

16. Click Outside End from the menu. Inserts the data values above the data
series.

17. Click the Chart Elements button. Hides the Chart Elements window.

18. Click the lower-right sizing Increases the size of the chart.
handle and drag to the right and
downward until the right edge rests
in cell H35.

19. Click the Save button on the Quick Saves our changes.
Access toolbar.

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2.6 Formatting Chart Text

In this lesson, you will learn how to format chart labels.

Y
ou can format any text object on your chart, such as the chart title and chart axis
labels using the formatting techniques that you have already learned. For
instance, you can change the text or apply various formatting such as bold,
italics, font size, font type, text alignment, colors and patterns. Use the Mini-
Toolbar which displays whenever you right-click on highlighted text or any of the
commands on the Font group on the Home Ribbon.

Additionally, you can use the Format Object pane, which allows you to apply a wide
variety of formatting all from one location. Right-click the object and choose Format
[Selected Object] from the contextual menu. Make your selections in the pane on the
right side of your screen.

To Format Chart Text

1. Click on the border of the Text Object you wish to edit.
2. Click the Home tab and make any selections from the Font group on the Ribbon
Or
Right-click and choose Format [Selected Object], click the desired tab and make
your changes. Click OK.

Let’s Try It!

What Why
1. Click the Home tab on the Ribbon. Displays Home commands and tools.

2. Click any of the values on the Value Selects the numbers on the Value Axis.
Axis (the vertical axis on the left) as
shown below.

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What Why

3. Click the the Font Size drop-down list Changes the font size of the selection to
on the Font group of the Ribbon and 12 pt.
select 12.

4. Click the Sales By Store text object Selects the Chart Title.
on top of the chart as shown below.

5. Click the Font Size drop-down list Changes the Font Size of the text to 24
and select 24. pt.

6. Click the Font Color button on the Changes the font color to yellow.
Ribbon and click the Yellow color
swatch under Standard Colors as
shown below.

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What Why

7. Click the Quarter text object as Selects the Category Axis title.
shown below.

8. Click the Font Size drop-down list Changes the Font Size of the text to 14
and select 14. pt.

9. Click the Sales text object as shown Selects the Value Axis title.
below.

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What Why

10. Click the Font Size drop-down list Changes the Font Size of the text to 14
and select 14. pt.

11. Right-click on the Chart Title (Sales by Displays the Format Chart Title Pane on
Store) and click Format Chart Title the right side of your screen.
from the menu.

12. Click on Border in the Format Chart Displays Border options.

Title pane as shown below.

13. Click the Solid Line radio button as Sets the text box to be bordered by a
shown below. solid line.

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What Why

14. Click the Color button as shown Sets orange as the border color.
below and choose Orange from the
Theme color category.

15. Click the Close button as shown below. Closes the Format Chart Title pane
and applies the changes.

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What Why

16. Click anywhere in the worksheet. Deactivates the text box.

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2.7 Formatting Chart Elements

In this lesson, you will learn how to format individual chart elements.

F
rom the contextual Format tab, you can apply formatting such as fill color
(solid, gradient, picture or texture) and borders as well as visual effects like
shadows, reflection, glow, and bevel to the individual elements of your chart. In
order to do so, you must first select the object and then choose the formatting
you wish to apply. For instance, if you wanted to change the fill color for one of the bars
for a specific data series, you would select the bar you want to change, click the Shape Fill
button on the Ribbon and choose the desired color from the color palette.

Use the Shape Fill, Shape Outline or Shape Effects buttons on the Shape Styles group
to apply effects to your chart shapes. The Shape Styles gallery also includes some
interesting effects. To add effects to the text on your chart, use the Text Fill, Text
Outline or Text Effects buttons on the WordArt group.

Another handy way to format chart elements is by using the Format Selection button on
the Design Ribbon. When clicked, the Format Object pane appears on the right side of
your screen from where you can apply multiple formatting.

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To Apply Formatting to Chart Elements

1. Click the chart object that you want to format.
2. Click the contextual Format tab under Chart Tools.
3. To apply a fill color to the object, click the Shape Fill arrow on the Shape
Styles group and choose the desired color from the color palette. Click Picture,
Gradient or Texture to fill the object with any of these items.
4. To apply or modify the lines or border of an object, click the Shape Outline
arrow on the Shape Styles group and choose the options you want.
5. To apply an effect to an object, click the Shape Effects arrow on the Shape
Styles group, point to the desired category from the list and then click the
effect you want to apply from the gallery.
6. To apply effects to chart text, use the tools on the WordArt Styles group.

Let’s Try It!

What Why

1. Click on the border of the chart. Selects the chart and displays the contextual
Design, Layout and Format Ribbons.

2. Click the Format tab under Chart Displays the chart Format Ribbon.
Tools.

3. Click any of the values on the Value Displays the Format Axis pane. You can
Axis (the vertical axis) and click the also double-click on any chart element to
Format Selection button under the display the pane.
Current Selection group as shown
below.

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What Why

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What Why

4. Scroll down and click the Number Displays number formatting options.
link in the right pane as shown.

5. In the Category box in the right Changes the number formatting of the data
pane, select Number as shown. series from Currency to Number.

6. In the Decimal places box, type: 0. Set the number formatting to no decimal
Click the Close button. places.

7. With the value series still selected, Displays the WordArt gallery.
click the More button on the
WordArt Styles gallery as shown
below.

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What Why

8. Click the gallery style in the fourth Applies the White Accent Fill Outline style
column, second row as shown below. to the selected text.

9. Click on the Sales text box. Selects the chart element we want to
format.

10. Click the More button on the Shape Displays available shape styles.
Styles gallery as shown below.

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What Why

11. Click the blue Shape Style in the last Applies the Shape Style to the selected
row, second column of the Theme shape.
Styles area as shown below.

12. Click on the Quarter text box. Selects the chart element we want to
format.

13. Click the first Shape Style in the The most recently used style row is
Shapes Gallery on the Ribbon as displayed as the active row in the Shape
shown below. Style gallery.

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What Why

14. Click on any of the blue bars for Selects the data object we want to format.
New York City (the leftmost bar in
each group) as shown below.

15. Click the Shape Fill button on the Changes the bar color for New York City
Shape Styles group as shown below to purple.
and click the Purple color swatch
under the Standard Colors category.

16. Click on any of the green bars for Selects the data object we want to format.
Dallas (the right-most bar in each
group).

17. Click the More button on the Shape Displays available shape styles.
Styles gallery.

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What Why

18. Click the orange Shape Style in the Applies the Shape Style to the selected
last row, last column of the Theme shape.
Styles area.

19. Click the Shape Effects button on Displays a list of available shape effects.
the Shape Styles group as shown
below.

20. Point to Glow and click the glow Applies a light orange glow to the chart
style in the last row, last column as element.
shown below.

21. Click the Save button on the Quick Saves the active workbook.
Access toolbar.

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2.8 Changing the Chart Type

In this lesson, you will learn how to change the chart type.

E
xcel offers many different chart types to aid you in communicating various
types of information. Once your chart is created, you can change the type of
chart to a pie chart, a line chart, an area chart, a histogram, and more. To
change the chart type, click the Change Chart Type button on the Type group
under the contextual Design tab under Chart Tools to display the Chart Type dialog
box. From there, you can choose from a wide array of chart types.

Change Chart Type dialog box

To Change the Chart Type:

1. Click the chart to select it.
2. Click the contextual Design tab under Chart Tools on the Ribbon.
3. Click the Change Chart Type button on the Type group.
4. Click the chart type category that you want in the left pane.

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5. Click the chart type that you want in the right pane.
6. To view recommended chart types based upon your data, click the
Recommend Charts tab.
7. Click OK when finished.

Let’s Try It!

What Why

1. Click anywhere on the chart. Selects the chart whose chart type we
want to change.

2. Click the contextual Design tab on Switches to chart design tools and
the Ribbon. commands.

3. Click the Change Chart Type Displays the Chart Type dialog box.
button on the Type group as shown
below.

4. Click Line in the left pane. Displays chart types in the Line category.

5. Click the fourth chart type from the Chooses the Line with Markers chart
left in the top right pane in the Line type.
category (Line with markers) as
shown below.

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What Why

6. Click OK. Closes the Chart Type dialog box and

applies the new chart type.

7. Click the Change Chart Type Displays the Chart Type dialog box.
button on the Type group.

8. Click Bar in the left pane. Displays chart types in the Bar category.

9. Click the first chart type from the Chooses the Clustered Bar chart type.
left in the top right pane in the Bar
category (Clustered Bar) as shown
below.

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What Why

10. Click OK. Closes the Chart Type dialog box and
applies the new chart type.

11. Click the Add Chart Element Removes the data labels from the chart.
button on the Chart Layouts group,
point to Data Labels and select
None from the submenu as shown
below.

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What Why

12. Click the Save icon. Saves the active workbook.

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2.9 Showing or Hiding Gridlines

In this lesson, you will learn how to show or hide gridlines on your chart.

G
ridlines are horizontal or vertical lines displayed in the plot area that help you
to visualize the value point values in a chart. There are two types of gridlines:
Major gridlines and Minor gridlines. Major gridlines are displayed at each
value on an axis while minor gridlines occur between the values of an axis.

Depending on the chart style, gridlines can help improve the readability of a chart;
however, they should be using sparingly so as not to make your chart appear too
cluttered.

To Add/Modify a Chart’s Labels

1. Click the chart to select it.
2. Click the Chart Elements button in the Chart Buttons group when it appears.
3. Point to the Gridlines.
4. Click the disclosure triangle when it appears.
5. Point to Primary Major Vertical, Primary Major Horizontal, Primary Minor
Vertical or Primary Major Horizontal.
6. To apply custom formatting to gridlines, click More Options from the
submenu.
Or
1. Click the Chart to select it
2. Click the contextual Design tab under Chart Tools.
3. Click the Add Chart Element button on the Chart Layouts group of the
Ribbon.

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4. Point to the Gridlines and choose Primary Major Vertical, Primary Major
Horizontal, Primary Minor Vertical or Primary Major Horizontal from the list.

Let’s Try It!

What Why

1. Click anywhere on the chart. Displays the Chart Buttons group.

2. Click the Chart Elements button Displays the Chart Elements window.
(the button with the + symbol in
the 3-button group).

3. Point to Gridlines and click on the Displays the Gridlines submenu.

disclosure triangle when it appears.

4. Click the checkbox next to Primary Displays both the Major & Minor
Major Vertical and Primary Vertical Gridlines.
Minor Vertical so that they are
checked, as shown below.

5. Click the checkbox next to Primary Displays both the Major & Minor
Major Horizontal and Primary Horizontal Gridlines.
Minor Horizontal so that they are
checked.

6. Click the checkbox next to Primary Hides the Minor Vertical Gridlines.
Minor Vertical to uncheck it as
shown below.

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What Why

7. Click the Chart Elements button. Hides the Chart Elements window.

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2.10 Customizing Axes

In this lesson, you will learn how to change the values of the X and Y Axis.

F
or most charts, data is plotted along the horizontal (X) axis and along the
vertical (Y) axis (3-D charts contain a (Z) axis as well). Categories are generally
plotted on the horizontal axis and values are plotted on the vertical axis. Thus,
the x-axis is referred to as the category axis and the y-axis is referred to as the
value axis. We have already seen that you can change various formatting options such as
font type, color and size, alignment of text, formatting of numbers and patterns of both
category and value axis data.

When you create a chart, Excel automatically creates a default scale for the horizontal and
vertical axis. Sometimes, the default scale is not ideal and your chart may prove difficult
to read. The Axis command button on the Layout group allows you to display values in
thousands, millions, etc. Additionally, you can set the minimum and maximum values for
the value axis, as well as the major and minor units of measurement (you will need to turn
on minor gridlines as you learned in the last lesson for the minor gridlines to display)
from the Format Axis dialog box.

If axis readability is an issue, you may wish to also consider changing the axis alignment
from the Format Axis pane.

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Format Axis Pane

To Format the Category and Value Axis

1. Click on any values of the axis you want to modify.
2. Click the Chart Elements button in the Chart Buttons group when it appears.
3. Point to the Axes.
4. Click the disclosure triangle when it appears.
5. Click More Options to display the Format Axis pane.
6. To change how the values are displayed on the Primary Vertical Axis, choose
the desired display (Default Axis, Thousands, Millions, Billions, or Log Scale)
in the Format Axis pane.
7. To modify the layout of the horizontal axis, choose the desired options from
the Format Axis pane.
8. Choose any other desired options.
Or
Select the axis you want to format and click the Format Selection button on
the Current Selection group of the Format Ribbon.
9. Select the desired axis options in the Format Axis pane.

Tip: You can also right-click on an axis and choose Format Axis from the menu to
display the Format Axis pane.

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Let’s Try It!

What Why
1. Click anywhere on the chart. Selects the chart whose chart type we
want to change.

2. Click the contextual Design tab on Switches to chart design tools and
the Ribbon. commands.

3. Click the Change Chart Type Displays the Chart Type dialog box.
button on the Type group of the
Ribbon.

4. Click the Recommended Charts Displays recommended chart types

tab as shown below. based upon our data layout.

5. Click the first thumbnail in the left pane Changes the chart type to Clustered
(Clustered Column) and then click OK. Column.

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What Why

6. Click anywhere on the chart and then Displays Chart Elements options.
click the Chart Elements icon (the +
icon).

7. Click the Axis Titles checkbox so Removes Axis Titles from the chart.
that it is unchecked as shown below. When changing chart types,
When finished, click the Chart sometimes the axis titles get messed
Elements button to hide the menu. up. When they do, it’s best to
remove them and then add them
back in.

8. Click the contextual Format tab on Switches to chart formatting tools

the Ribbon. and commands.

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What Why
9. Click on any of the values on the Y- Selects the axis we want to modify.
Axis as shown below.

10. Click the Format Selection button Displays the Format Axis pane.
on the Current Selection group on the
Ribbon as shown below.

11. Click the Display Units drop-down list Displays the values on the Vertical
and choose Thousands as shown below. Axis in thousands.

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What Why

12. Select the value in the Maximum box Displays the maximum value on the
under the Bounds area and change the axis as 30000.
value to 30000 as shown below.

13. Select the value in the Major box under Displays the values on the Y-axis in
the Units area and change the Major increments of 10000.
Unit to 10000 as shown below.

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What Why

14. Click the Size & Properties icon on top Switches to Size & Properties options.
of the Format Axis pane as shown below.

15. In the Custom Angle box under the Changes the rotation of the text by 20
Alignment area, type: 20 as shown degrees.
below.

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What Why

16. Click the Close button on the Format Closes the Format Axis dialog box.
Axis pane.

17. Click the Save icon. Saves the active workbook.

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2.11 Creating a Pie Chart

In this lesson, you will learn how to create a Pie Chart.

P
ie Charts show the relative size of parts in a whole. Each data series in a pie
chart has a unique color (or pattern) and the data will be sorted with largest
numbers appearing first. Pie charts have no x-axis or y-axis and have only one
data series. Because of this, your data values should be arranged in one column
or one row, with an optional column or row for category names.

You can consider using a pie chart when:

 You have only a few numbers to chart (you should not have more than seven
categories).
 You have only one data series to plot.
 You don’t have any negative or zero values.
 Your data series does not include many low numbers (they will be too small to
compare).
 You want to show how each value in your series contributes to the whole.

Once your pie chart is created, you can then rotate the slices for different perspectives or
pull individual slices out of the chart to draw attention to them. Use the Layout, Data
Labels or More Data Labels options to specify the labeling of the pie slices.

To Create a Pie Chart

1. Select the data you wish to include in your chart.

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2. Click the Insert tab on the Ribbon.

3. Click the Pie Chart button on the Charts group and click the type of pie chart you
want to insert.
4. Use the Data Labels or More Data Labels Options from the Add Chart Element
button on the Design Ribbon or the Chart Elements button on the Chart Buttons
group to specify the labeling of the pie slices.

Let’s Try It!

What Why
1. Click the Sheet 2 tab on the bottom of Switches to the Sheet 2 worksheet.
the worksheet.

2. Select the cell range A4:B7 as shown Selects the range to be included in our
below. chart.

3. Click the Insert tab on the Ribbon. Switches to Insert commands and
tools.

4. Click the Pie button on the Charts Inserts a 3-D pie chart into our
group and choose the 3-D Pie chart as worksheet.
shown below.

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What Why

5. Click the Design tab on the Ribbon. Switches to Design commands and
tools.

6. Click the Add Chart Element button Displays the Format Data Labels pane
on the Chart Layouts group of the on the right side of your screen.
Ribbon, point to Data Labels and click
More Data Label Options from the
menu as shown below.

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What Why
7. Under Label Options, click on the Displays the cell value percentage of
Percentage checkbox to check it as the total next to the series on the
shown below. chart.

8. Click to uncheck the Value checkbox. Removes the actual cell value next to
the series on the chart.

9. Click the Center radio button under the Centers the data label within each
Label Position category as shown below. slice.

10. Click the Close button on the Format Closes the Format Data Labels pane.
Data Labels pane.

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What Why
11. Click on the Pie Slice for San Francisco Selects the pie slice for San Francisco.
(the red-colored slice).

12. Click and drag downward about ½-inch Pulls the selected pie slice out to draw
as shown below. attention to it.

13. Click the Add Chart Element button on Inserts the chart title above the chart.
the Chart Layouts group, point to Chart
Title and click Above Chart from the
menu.

14. Select the text in the Chart Title text box Enters text for the chart title.
and type: Yearly Sales by Store.

15. Click in the white chart area and drag Moves the chart to cell A10.
until the top left corner of the chart is in
cell A10.

16. Click the Save icon. Saves the active workbook.

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2.12 Creating a Map Chart

In this lesson, you will learn how to create a Map Chart.

M
ap Charts are a new feature in Excel. What they do, is read columns
containing geographic location data and turn that data into color-coded
charts. Map Charts come in handy for comparing values and displaying
various categories across geographical regions.

To insert a map, select the data (including the column heading identifying the type of data
such as city, state, zip code, country, province, etc.) you want to include and click the
Maps icon on the Insert Ribbon. Excel also automatically recognizes map data and will
display the Map Chart option when you click on Recommended Charts, allowing you
to then insert a map with just a click of the mouse.

The Maps feature uses data from Bing for countries, postal codes, states, provinces,
regions and more, and it’s impressive how smart it is. For instance, if you change the data
such as by adding in another country, the map immediately updates to include the new
region. Once you’ve created your Map chart, you can then format it just as you would
any other chart using the contextual Design and Format tabs on the Ribbon.

To Create a Map Chart

1. Select the data you wish to include in your chart. Be sure to include the column
headings that identify the geographic location of the data.

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2. Click the Insert tab on the Ribbon.

3. Click the Map Chart icon on the Charts group and click Filled Map.
Or
Click the Recommended Charts icon on the Charts group and click the Map Chart
thumbnail in the left pane.
4. Use the contextual Format and Design tabs on the Ribbon to format the
appearance of your chart.

Let’s Try It!

What Why
1. Click the Sheet 5 tab on the bottom of Switches to the Sheet 5 worksheet.
the worksheet.

2. Select the cell range A3:B12 as shown Selects the range to be included in our
below. Note the column heading needs chart.
to identify the kind of data, such as state,
country, province, etc.

3. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.

4. Click the Maps icon on the Charts Inserts a 3-D pie chart into our
group of the Ribbon and choose the worksheet.
Filled Map chart as shown below.

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What Why

5. If a message box stating: “Data needed Allows data to be sent to Bing and then
to create your map chart will be sent to creates the chart.
Bing” appears, click I Accept as shown
below.

6. Select the words Chart Title on top of Enters in the chart title.
the chart and type in: Sales by Region.

7. Click in cell A5 and type in: Quebec. Adds data from another country.
Tap Enter. Notice that the map automatically
adjusts to include the new region.

8. Click the Save icon. Saves our changes.

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2.13 Creating a Funnel Chart

In this lesson, you will learn how to create a Funnel Chart.

A
nother chart that was recently introduced in Excel is the Funnel Chart. What
this does is shows values across multiple stages in a process. One use for this
might be to show the number of sales prospects at each stage in a sales pipeline.
Many people like to use Funnel Charts when you have a large amount of
columnar data as it displays in an easy to read funnel-down chart format. Typically, you’ll
want to ensure the values you’re charting are sorted in descending order to allow the bars
to resemble a funnel.

To Create a Funnel Chart

1. Select the data you wish to include in your chart. One column should contain the
stages in the process and the other should contain the values.
2. Click the Insert tab on the Ribbon.
3. Click the Waterfall, Funnel, Stock, Surface or Radar chart icon on the Ribbon and
then click the Funnel thumbnail.

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Or
Click the Recommended Charts icon on the Charts group and then click the
Funnel Chart thumbnail in the left pane.
4. Use the contextual Format and Design tabs on the Ribbon to format the appearance
of your chart.

Let’s Try It!

What Why
1. Click the Sheet 6 tab on the bottom of Switches to the Sheet 6 worksheet.
the worksheet.

2. Select the cell range A4:B10 as shown Selects the range to be included in our
below. chart. Ideally, the data should be sorted
in descending order.

3. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.

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What Why
4. Click the Recommended Charts icon Display recommended charts based on
on the Ribbon as shown below. the format of the selected data.

5. Click the Funnel Chart thumbnail in Selects Funnel Chart as the chart type.
the left pane as shown below.

6. Click OK. Creates the Chart.

7. Click the contextual Design tab on the Switches to Design commands and tool.
Ribbon.

8. Click the More button on the Chart Changes the style of the chart.
Styles group and click the 6th style in the
first row from the Chart Styles gallery as
shown below.

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What Why

9. Click and drag the chart until the top-left Moves the chart to cell D3.
corner is in cell D3.

10. Click the Save button on the Quick Saves our changes.
Access toolbar.

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2.14 Changing a Chart’s Source Data

In this lesson, you will learn how to change the source data of a chart.

A
s you add additional columns or rows of information to your worksheet or
remove rows or columns of data that are no longer relevant, you will need to
modify the source data for your chart. The source data consists of the cell
references of the underlying data upon which a chart is based.

To change the source data of a chart, activate the chart, click the Select Data button on
the Data group of the Design Ribbon, click the collapse dialog box button and then
highlight the new range of data to be included in the chart.

You can also delete a data series by selecting the data series you want to remove and
clicking the Remove button. To reorder your data series, click the data series you
want to move and click the Move Up or Move Down arrows.

To Change the Source Data of a Chart

1. Select the Chart.
2. Click the contextual Design tab on the Ribbon.
3. Click the Select Data button on the Data group.
4. Click the Collapse Dialog Box button on the right side of the Chart Data Range
text box.

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5. Select the entire data range you wish to include in the chart.
6. Click the Expand Dialog button.
7. Click OK to close the Source Dialog box.

To Delete a Data Series

1. Select the Chart.
2. Click the contextual Design tab on the Ribbon.
3. Click the Select Data button on the Data group.
4. Click the Data Series name you want to delete and click the Remove button.

Tip: You can also modify an individual data series by clicking the Add button to add a
new data series or Edit to change the range of an existing data series. You will
need to select the range for both the Series Name (category value) and the Series
Values.

Let’s Try It!

What Why
1. Click the Sheet 3 tab on the bottom of Switches to the Sheet 3 worksheet.
the worksheet.

2. Click the border of the Chart. Activates the Chart.

3. Click the Design tab on the Ribbon. Switches to Design commands and tools.

4. Click the Select Data button on the Displays the Select Source Data dialog
Data group as shown below. box.

5. Click the Collapse Dialog button next Collapses the Source Data dialog box to
to the Chart Data Range text box as allow you to select a data range.
shown below.

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What Why

6. Select the cell range A4:E8 as shown Modifies the Source Data to include
below. Philadelphia.

7. Click the Expand Dialog button as Returns to the Source Data dialog box.
shown below.

8. Click OK. Closes the Source Data dialog box.

Notice that Philadelphia is now included

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What Why
in our chart.

9. Click the Save button. Saves our changes.

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2.15 Moving a Chart to a Different

Worksheet
In this lesson, you will move a chart to a different worksheet.

B
y default, all new charts are created in the active worksheet as embedded objects.
To move a chart to a new worksheet or to a different worksheet, click the Move
Chart button on the Location group of the Design Ribbon. The Move Sheet
dialog box will display, allowing you to select an existing worksheet to which to
move your chart or to specify the name for a new worksheet.

To Move a Chart to a Different Worksheet

1. Select the chart.
2. Click the contextual Design tab on the Ribbon.
3. Click the Move Chart button on the Location group.
4. To move a chart to an existing sheet, click the Object in drop-down list and choose
the worksheet from the list.
5. To move a chart to a new sheet, click the New Sheet radio button and type in the
name for the new sheet if desired.
6. Click OK.

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Let’s Try It!

What Why
1. Click the Chart to activate it. Selects the chart we want to move.

2. Click the Move Chart button on the Displays the Move Chart dialog box.
Location group on the right side of the
Ribbon.

3. Click the New Sheet radio button. Sets the option to move our chart to a
new worksheet.

4. Type: Sales Chart in the New Sheet box Enters a name for the new worksheet.
as shown below.

5. Click OK. Moves the chart to a new worksheet

called Sales Chart.

6. Click the Sales Chart tab on the bottom Notice that the chart takes up the
of the screen and observe the chart. entire worksheet window.

7. Click the Save button. Saves our changes.

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2.16 Saving a Chart Template

In this lesson, you will learn how to save a custom chart as a template.

I
f you have spent some time extensively customizing a chart, you can save its
formatting as a chart template. Saving a chart as a template will save any
customization you have made to a chart and will be available for use in other
workbooks. This is especially handy for companies who like to maintain a
collection of standard charts to maintain consistency in their reporting.

All chart templates that you save appear in the Templates category of the Insert Chart
dialog box. This means that you can create new charts based on your template or apply
the template to an existing chart. If need to copy your templates to another computer,
click the Manage Templates button on the Insert Chart or Change Chart Type dialog
box to open an Explorer window. From there, you can copy and paste your templates to
another folder or disk drive.

To Save a Chart as a Template

1. Select the chart.
2. Right-click on the chart.
3. Click Save as Template from the contextual menu.
4. Type a name for your chart.
5. Click Save.

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Let’s Try It!

What Why
1. Click the Sheet 1 tab on the bottom Switches to the Sheet 1 worksheet.
of the worksheet.

2. Click the border of the Chart. Activates the Chart.

3. Right-click on the chart and then Displays the Save Chart Template dialog box.
choose Save as Template from the
contextual menu as shown below.

4. In the File Name box, type: Sales Enters a meaningful name for the chart.
3-D Chart as shown below.

5. Click Save. Saves our template.

6. Click the Sales Chart worksheet tab Switches to the Sales Chart worksheet.
on the bottom of the worksheet.

7. Click the chart area. Selects the chart.

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What Why
8. Click the Design tab on the Ribbon. Switches to Design commands and tools.

9. Click the Change Chart Type icon Displays the Change Chart Type dialog box.
on the Type group.

10. Click Templates in the left pane. Displays all chart templates that have been
saved.

11. Click the thumbnail for the Sales 3-D Applies the template to the selected chart.
Chart template as shown below and
then click OK.

12. Click the Save icon. Saves our changes.

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2.17 Filtering Chart Data

In this lesson, you will learn how to filter data in your chart.

E
xcel 2019 allows you to filter the data display in your chart using the Chart
Filters button. You can filter by either series or category. To hide a series or
category from view, click the checkbox next to it to uncheck it. Click the item
again to redisplay it.

To Filter Chart Data

1. Select the chart.
2. Click the Chart Filters button.
3. To deselect all data, click the Select All check box to deselect it.
4. Uncheck the checkbox next to any items you want to hide.
5. To redisplay an item, click the check box to check it.
6. When finished, click Apply.

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Let’s Try It!

What Why
1. Click the chart in Sales Chart tab. Selects the chart we want to filter.

2. Click the Chart Filters button as Displays the Chart Filters window.
shown below.

3. Click the box next to Philadelphia Sets the option to hide Philadelphia data.
to uncheck it as shown below.

4. Click the box next to Dallas to Sets the option to hide Dallas data.
uncheck it as shown below.

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What Why
5. Click the Apply button. Applies our changes. Notice that data for
Philadelphia and Dallas is no longer included
in the chart.

6. Click the check box next to Dallas Sets the option to redisplay Dallas data.
to check it.

7. Click the check box next to Sets the option to redisplay Philadelphia data.
Philadelphia to check it.

8. Click the Apply button. Applies our changes. Notice that data for
Philadelphia and Dallas is now included in
the chart.

9. Tap the Esc key on your keyboard. Hides the Chart Filters window.

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2.18 Using Sparklines

In this lesson, you will learn how to insert Sparklines into your worksheet.

A
handy feature in Excel is Sparklines. A Sparkline is a little chart that is
displayed in the background of a cell and can help you to spot data trends at a
glance. Sparklines take little room (the contents of one cell) and allow you to see
your underlying data and a graphical representation of data trends right next to
each other. What’s especially handy, is that if you change any of the underlying data, the
Sparklines update instantly.

Sparklines can be added from the Insert tab of the Ribbon.

To Insert Sparklines into your Worksheet

1. Click the Insert tab on the Ribbon.
2. Choose Line, Column or Win/Loss (shows a basic positive or negative
representation of your data set) from the Sparklines group.
3. Select or enter the range of cells that will serve as the underlying data for the
Sparklines.
4. Click in the Location Range box and then select or enter the range of cells where
you wish the Sparklines to appear.
5. Click OK.

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Let’s Try It!

What Why
1. Click the Sheet 4 tab on the bottom Switches to the Sheet 4 worksheet.
of the worksheet.

2. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.

3. Click in cell A5. Selects any cell within the data range.

4. Click the Column button under the Displays the Create Sparklines dialog box.
Sparklines group as shown below.

5. Ensure that your cursor is in the Data Allows us to select our underlying data.
Range box.

6. Select the cell range B5:E8 as shown Selects the range of data upon which our
below (move the Create Sparklines Sparklines will be based.
dialog if necessary).

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What Why
7. Select the data in the Location Deletes any existing data in the Location
Range box and then press the Delete Range box.
key.

8. Highlight the cell range F5:F8 (move Selects the cell range were the Sparklines will
the Create Sparklines dialog if be placed.
necessary).

9. Click OK. Observe the Sparklines. Inserts Sparklines into the cell range F5:F8.

10. Click in cell D7. Makes D7 the active cell.

11. Type: 16000 and then press Enter. The Sparkline immediately adjusts to the new
Observe the Sparkline in cell F7. data.

12. Click the Save icon. Saves our changes.

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2.19 Customizing Sparklines

In this lesson, you will learn how to modify existing Sparklines into your worksheet.

O
nce you have added Sparklines, you can then customize them from the
contextual Design tab on the Ribbon. The Design Ribbon contains options
such as displaying high and low points, displaying negative points, changing the
style of the Sparklines, or changing the marker color. Axis options also allow
for additional customization.

Sparklines contextual Design tab

To Customize Sparklines
1. Click on any one of the Sparklines to display the contextual Design tab.
2. Click the Design tab.
3. To change the type of Sparkline, chose Line, Column or Win/Loss from the Type
group.
4. To display or hide data Points and Markers, check or clear the checkbox next to the
desired option on the Show group.
5. To change the style of the Sparklines, choose the style you want from the Style group.
Click the More button to display additional styles.
6. To change the color of the Sparklines, click the Sparkline Color button on the Style
group and choose the desired color from the color palette.
7. To change marker color, click the Marker Color button on the Style group, point to
the marker whose color you want to change and choose the desired color from the
color palette.
8. To modify axis options, click the Axis button and make your selections.
9. To ungroup a Sparkline so that you can apply separate formatting to it, select the cell
that contains the Sparkline that you wish to separate from the others and click the
Ungroup button. To Group Sparklines, select all of the Sparklines you wish to
group and click the Group button.
10. To change the underlying data source for or the location of the Sparklines, click the
Edit Data button on the Sparklines group and make your desired selections.

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Let’s Try It!

What Why
1. Click in cell F5. Select the entire Sparklines group.

2. Click the contextual Design tab Shows Sparkline commands and tools.
(under Sparkline Tools) on the
Ribbon.

3. Click the Line button on the Type Changes the style of the Sparklines to Line.
group as shown.

4. Click the Markers checkbox on the Displays a marker at each data point.
Show group as shown below.

5. Click the More button on the Style Displays additional Sparkline styles.
gallery as shown below.

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What Why

6. Click the second style in the first row. Applies the style. Positive values will be
marked by a red marker and negative values
by a green marker.

7. Click the Sparkline Color button Changes the color of the Sparklines to
and click the orange color swatch orange.
from the color palette as shown
below.

8. Click the File tab and then click Saves and closes the Lesson2 file.
Close. Click Save when prompted
to save your changes.

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Lesson 2 Quiz
1. To insert a chart in a worksheet, you:
A. Click the Chart button on the Data Ribbon.
B. Click the Chart Wizard button on the Home Ribbon.
C. Click the button for the type of chart you want to insert on the Insert Ribbon.
D. Click the Chart button on the contextual Design Ribbon.

2. From where can you add a title to your chart?

A. From the Titles button on the Format Ribbon.
B. From the Data Labels button on the Design Ribbon.
C. From the Legend button on the Format Ribbon.
D. From the contextual Chart Elements button.

3. The horizontal axis located at the bottom of the chart is also called:
A. The Category (X) Axis
B. The Category (Y) Axis
C. The Category (Z) Axis
D. The Value (Y) Axis

4. How do you resize a chart?

A. Select the chart, click the Resize button on the Format Ribbon and then enter
the width and height in the appropriate boxes.
B. Drag the chart to the left to reduce its size or drag the chart to the right to
increase its size.
C. Click on one of the sizing hands and drag inwards or outwards.
D. Select the chart, click the Chart Size button on the Design Ribbon and then
enter the width and height in the appropriate boxes.

5. Name three chart types that you can apply to your chart. How can you change the
chart type of an existing chart?

6. What three contextual buttons appear when you select a chart, allowing you to apply
additional formatting and elements to your chart?
A. Chart Design, Chart Styles, Chart Layouts
B. Chart Format, Chart Outline, Chart Layout
C. Chart Format, Chart Labels, Chart Elements
D. Chart Elements, Chart Styles, Chart Filters

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7. To change the text of a chart label, you can click directly in the text box and type
your changes.
A. True
B. False

8. The Chart Styles group on the Ribbon only displays 5 thumbnails but you know that
there are more styles available. How can you display the entire Chart Styles gallery?

9. What is one way to change the color of a data series?

A. Select the data series, click the Fill button on the Chart Ribbon and choose the
desired color from the Color palette.
B. Select the data series, click the Shape Fill button on the Format Ribbon and
choose the desired color from the Color palette.
C. Select the data series, click the Color and Lines button on the Design Ribbon
and choose the desired color from the Color palette.
D. Select the data series, click the Axis button on the Layout Ribbon, click the
Color tab and choose the desired color from the Color palette.

10. You inserted a new row of data in your spreadsheet but your chart does not reflect
the new row. Describe the process to change the chart’s source data.

11. What does the Collapse Dialog Box button do?

A. Collapses the dialog box so that you can select a data range.
B. Closes the dialog box so that you can select a data range.
C. Hides the dialog box so that you can select a data range
D. Allows you to switch to a different dialog box tab.

12. You decide that instead of a column chart, you want to change your chart type to a
pie chart. To do this, you:
A. Click the Layout button on the Design Ribbon and choose the desired layout.
B. Click the Change Chart Type button on the Design Ribbon and choose the
desired layout.
C. Click the Table Styles button on the Format Ribbon and choose the desired
table format.
D. Click the Pie Chart button on the Layout Ribbon.

13. Pie Charts can have only one category and two data series.
A. True
B. False

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14. To add special formatting to a data series such as shadows, glow, and bevel, what
command button would you use?
A. Shape Fill
B. Special Formatting
C. Shape Outline
D. Shape Effects
15. What are the three types of Sparklines that you can add to your worksheet?
A. Pie, Column, Bar
B. Column, Line, Area
C. Line, Column, Win/Loss
D. Column, Bar, Win/Loss

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LAB 2 – ON YOUR OWN

1. Open the Lab2 workbook file from the Lesson Files folder.

2. Select the cell range A4:E8.

3. Insert a 2-D Clustered Column chart.

4. Move the chart so that the top left corner is in cell A13.

5. Add a Title above the chart that reads: Weekly Sales for January.

6. Select the values for the Y-Axis and using the Format Selection button, change the
Maximum value to 10000 and the Major Unit to 2000. Close the Format Axis
pane when finished.

7. Change the Chart Title to: Weekly Sales – January 2015.

8. Select the Categories for the X-Axis and using the Format Selection button, change
the orientation to 90 degrees (Hint: Click the Size & Properties icon).

9. Apply Bold formatting to the values in both the X and the Y axes.

10. Change the chart’s source data so so that it includes the cell range A4:F8.

11. Select the values for the Y-Axis and using the Format Selection button, change the
Maximum value to 30000 and the Major Unit to 5000. Close the Format Axis
pane when finished.

12. Change the chart type to a Line with Markers Chart. Click OK.

13. Display the entire Chart Styles Gallery. Change the chart style to the style in the last
row, second column.

14. Select the Chart Title and display the WordArt Styles gallery (located under the
Format tab). Click the More button on the WordArt Styles gallery and apply the
WordArt style in the 2nd row, 2nd column to the title.

15. Save the chart as a template with the name: MyLabTemplate

16. Insert Column Sparklines using B5:E8 as the data range. Insert the Sparklines in
the cell range G5:G8. Change the colors of the Sparklines to red.

17. Save and close the file.

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Lesson
L E S S O N 3 – W O R K I N G W I T H G R A P H I C S

Lesson 3 – Working with Graphics

Lesson Topics:
3.1 Adding Pictures
3.2 Inserting Online Images
3.3 Adding Shapes
3.4 Adding Icons
3.5 Inserting 3-D Shapes
3.6 Formatting Drawing Objects
3.7 Inserting WordArt
3.8 Inserting SmartArt
3.9 Inserting an Organization Chart
3.10 Modifying an Organization Chart
3.11 Taking a Screen Shot
3.12 Inserting a Drawing

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3.13 Inserting Simple Equations

3.14 Inserting Complex Equations

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3.1 Adding Pictures

In this lesson, you will learn how to insert pictures into your worksheets.

M
icrosoft Office allows you to insert graphical images into your worksheets
from your computer drive, an external drive or network drive. These can be
images that you have created in another program such as Adobe
Photoshop™, images that you have uploaded from a digital camera or
images that have been purchased. Excel supports a wide variety of graphical formats
such as .jpg, .gif, .bmp, etc. Adding images can really add an extra touch to your
spreadsheets.

To Insert a Picture
1. Activate the worksheet on which you wish to insert the image.
2. Click the Insert tab on the Ribbon.
3. Click the Illustrations icon and then click the Pictures icon to display the
Insert Picture dialog (if you’re working on a wide monitor, click the Pictures
icon on the Illustrations group of the Ribbon).
4. Navigate to the folder that contains the image you wish to insert.
5. Click the file to select it and then click the Insert button.

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Let’s Try It!

What Why

1. Open the Lesson3 file in the Opens the Lesson 3 workbook.

Lesson Files folder.

2. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.

3. Click the Illustrations icon and Displays the Insert Picture dialog box.
then click the Pictures icon as
shown below (if you’re working on
a wide monitor, click the Pictures
icon on the Illustrations group of
the Ribbon).

4. Click on the Desktop folder icon Switches to the Desktop folder.

on the left.

5. Double-click the Lesson Files Switches to the Lesson Files folder.

folder in the right pane.

6. Click on the file named: Selects the image to be inserted in our

video_cassette as shown below. worksheet.

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What Why

7. Click Insert. Inserts the image into our worksheet. As

the picture came in much larger than we
would like, we will modify its height as we
did with the Clip Art image in the last
lesson.

8. Click in the Height box on the Size Changes the height of the image to 1 inch.
group on the contextual Format
Ribbon and type in: 1.0 as shown
below. Press Enter.

9. Click on the picture and drag it to Repositions the picture to cell F2.
cell F2.

10. Click the Save button on the Quick Saves the active workbook.
Access toolbar.

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3.2 Inserting Online Images

In this lesson, we will learn how to insert online images into Excel.

Y
ou can also insert images from the Internet into your worksheets by using the
Online Pictures icon on the Insert Ribbon. What this does is allows you to
search for images using Bing Image Search. Type in the description for what
you are searching for in the Search Box and results matching your search term
will display. You can then download the image and insert it into your worksheet.

Images are subject to copyright so be sure you obtain permission from the website’s
owner before using any image publicly. Many images are covered under the Creative
Commons license, which allows you to use the image in certain situations as long as
attribution is made to the image creator.

To Insert an Online Picture

1. Activate the worksheet on which you wish to insert the image.
2. Click the Illustrations icon and then click the Online Pictures icon (if you’re
working on a wide monitor, click the Online Pictures icon on the Illustrations
3. Click the Online Pictures button on the Illustrations group of the Ribbon.

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4. Click in the Bing search box and type in the search term for the image you
want and then press Enter. If you want to insert images from your OneDrive
account, click Browse in the OneDrive area.
5. Click the image that you want to insert.
6. Click the Insert button.

Let’s Try It!

What Why

1. Click the Insert tab on the Ribbon. Ensures that the Insert tab is the active
tab.

2. Click the Illustrations icon and then Displays the Online Pictures dialog box.
click the Online Pictures icon as
shown below (if you’re working on a
wide monitor, click the Online
Pictures icon on the Illustrations group
of the Ribbon).

3. Click in the Image Search box and Enters our search term.
type: film as shown below.

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What Why

4. Press Enter. Searches for our term and then displays

matching images in the window.

5. Click the first image in the window as Selects the image we want to use (the
shown below. second film image displayed on your
computer may be different than the one
pictured below).

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What Why

6. Click Insert. Inserts the image into the worksheet.

7. Click in the Height box on the Size Changes the height of the image to .7
group on the contextual Format inches.
Ribbon and type in: .7 as shown
below. Press Enter.

8. Click on the image and drag it to cell Repositions the image to cell A2 and
A2 as shown below. When finished, deselects the image and the author
clicked on any white area of the attribution box.
worksheet.

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What Why

9. Click inside of the author attribution Repositions the author attribution box
(not on a link) box and then click on to cell A14.
the border of the box to select it.
Then, drag it to cell A14.

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3.3 Adding Shapes

In this lesson, you will learn how to add Shapes to your worksheets.

E
xcel contains many powerful ready-made drawing tools such as lines arrows,
rectangles, circles, cubes, block arrows, callouts, stars and banners that you can
add to your worksheets. Move your mouse pointer over any drawing icon to
display an informational box explaining what the drawing tool is. These tools
are located on the Illustrations group under the Insert Ribbon.

The Shapes are grouped for you by the following categories:

 Recently Used Shapes

 Lines
 Rectangles
 Basic Shapes
 Block Arrows
 Equation Shapes
 Flowchart
 Stars and Banners
 Callouts

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One of the more common tools you may use is the text box. Text boxes allow you to
place text anywhere on your worksheet. For example, you can add a caption to a picture
by creating a text box and situating it near the picture. Using text boxes as well as the
other drawing tools can draw attention to particular areas of your worksheet, helping you
to convey your message more easily and effectively, and can also add a bit of pizzazz to
your Excel documents.

To draw an object on your worksheet, click on the desired drawing object button and
with your left mouse button held down, drag the object onto your worksheet until it is the
size that you want.

To Add a Shape
1. Activate the worksheet onto which you want to place a Shape.
2. Click the Insert tab on the Ribbon.
3. Click the Illustrations icon and then click the Shapes icon (if you’re working
on a wide monitor, click the Shapes icon on the Illustrations group of the
Ribbon).
4. Click the Shape that you want to add to your worksheet from the Shapes
gallery.
5. Click on the worksheet and draw the Shape until it is the desired size.

Let’s Try It!

What Why
1. Click the Insert tab on the Ribbon. Switches to Insert commands and
tools.
2. Click the Illustrations icon and then Displays the Shapes Gallery.
click the Shapes icon as shown below
(if you’re working on a wide monitor,
click the Shapes icon on the
Illustrations group of the Ribbon).

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What Why
3. Under the Lines category, click the Activates the Arrow drawing object.
Arrow tool as shown below.

4. Move your cursor to the bottom right Establishes the beginning point for
hand corner of cell G14 – do not click. drawing the arrow.
5. Press and hold your left mouse button Draws an arrow object from cell
and drag to the lower right hand corner G14 to cell F9. The contextual
of cell F9 as shown below. Release Format Ribbon also appears, on
the mouse button. which is located the Insert Shape
group, allowing you to add
additional shapes without having to
return to the Insert Ribbon.

6. Click the Text Box shape on the Activates the text box drawing
Insert Shapes group of the contextual object.
Format Ribbon as shown below.

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What Why

7. Move your cursor to the top left corner Establishes the beginning point for
of cell G14 – do not click. drawing the text box.
8. Press and hold your left mouse button Draws a text box on your worksheet
and drag down and to the right until from cell G13 to H17.
the right hand corner of the rectangle
rests at the lower right edge of cell
H17. Release the mouse button.
9. Type: Up $10,000 from last month! as Enters text into the text box.
shown below.

Text Box and Arrow Objects

10. Click outside of the text box anywhere Deselects the text box.
on the worksheet.

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3.4 Adding Icons

In this lesson, you will learn how to add Shapes to your worksheets.

A
nother type of online images that you can add to your worksheets from the
Insert tab on the Ribbon is Icons. These are Scalable Vector Graphics (SVG)
which you can rotate, resize and recolor with no loss of image quality, regardless
of the size.

The only downside of adding icons as of this writing is that there is no search feature; that
is to say, there isn’t any way to find specfic keyworded icons. However, they are broken
out into several helpful categories so it is easy to browse through the icons until you find
the one you want.

To Add an Icon
1. Activate the worksheet onto which you want to place a Shape.
2. Click the Insert tab on the Ribbon.
3. Click the Illustrations icon and then click the Icons icon (if you’re working
on a wide monitor, click the Icons icon on the Illustrations group of the
Ribbon).
4. Click the category for the icons you wish to see in the left pan
Or

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Scroll through the icons using the scrollbar.

5. Select the icon that you want to add and then click Insert. Insert multiple
icons at the same time by clicking each of them before clicking Insert.
6. To resize an icon, select it and then click and drag any of the sizing handles
until the icon is the size you want.
7. To colorize an icon, right-click it, choose Fill from the floating toolbar and
choose the desired color.

Let’s Try It!

What Why
1. Click in cell A19 and type: Enters in the email address of the
[email protected]. spreadsheet creator.
2. Click in cell A21 and type: 555-262-9482 Enters in the phone number of the
spreadsheet creator.
3. Click the Insert tab on the Ribbon. Switches to Insert commands and
tools.
4. Click the Illustrations icon and then Displays the Icons Gallery.
click the Icons icon as shown below (if
you’re working on a wide monitor, click
the Icons icon on the Illustrations group
of the Ribbon).

5. Click the Communication category in Displays icons relating to

the left pane as shown below. communication.

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What Why

6. Click the icon of the Envelope as shown Selects the envelope icon
below.

7. Click the icon of the Telephone as Selects the telephone icon in addition
shown below. to the envelope icon.

8. Click Insert. Inserts both icons into our

spreadsheet.

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What Why
9. Click on any blank area of your Deselects the icon.
spreadsheet.
10. Double-click the icon of the envelope. Displays the contextual Format tab.

11. Type: .4 in the Height box on the Size Reduces the size of the envelope
group of the Ribbon as shown below. icon.

12. Click the Phone icon and then type: .25 Reduces the size of the phone icon.
in the Height box on the Size group of
the Ribbon.
13. Drag the envelop icon to the right of the Repositions the email icon.
email address as shown below.

14. Drag the telephone icon to the right of Repositions the email icon.
the telephone number as shown below.

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What Why

15. Right-click the icon of the telephone Displays the fill color palette.
and then click Fill on the floating toolbar
as shown below.

16. Click the dark red color square in the last Changes the color of the telephone
row, last column of the color palette as to dark red.
shown below. Click on any blank area of
the worksheet.

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What Why
17. Click the Save icon on the Quick Access Saves our changes.
Toolbar.

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3.5 Adding 3D Models

In this lesson, you will learn how to add Shapes to your worksheets.

E
xcel now allows you to insert and manipulate 3D models. You can insert your
own 3D Model files or insert them from the Online Gallery. Once inserted,
you can then use the various controls to manipulate the image. Using the 3D
control in the center of the image, you can rotate or tilt the object in any
direction by simply clicking and dragging with your mouse. You can also resize the image
by using the sizing handles or rotate the image clockwise or counterclockwise using the
Rotation Handle. You will learn how to rotate and resize images in a later lesson.

When you select a 3D Model, the contextual Format Ribbon appears. From here, you
can choose a Preset style from the 3D Model Views gallery to view your object in
different ways.

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With the Pan & Zoom tool, you can control how your 3D image fits within the frame.
When the tool is activated, click and drag the object to move it within the frame. To make
the object appear larger or smaller within the frame, click the Zoom tool on the right side
of the frame and drag upwards or downwards until the object is the way you want it.

To return to the original position of the model, click the Reset 3D Model icon on the
Ribbon. This resets the model to its original position but retains any sizing that you may
have done to the image. To reset both its position and sizing, click the arrow on the 3D
Model icon and choose Reset 3D Model and Size.

To Insert & Manipulate a 3D Model

1. Activate the worksheet onto which you want to place a Shape.
2. Click the Insert tab on the Ribbon.
3. Click the Illustrations icon and then click the 3D Models icon (if you’re
working on a wide monitor, click the 3D Models icon on the Illustrations
group of the Ribbon).

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4 To search for a specific model, type a keyword in the Search box and then tap
Enter.
5. To browse 3D Models, click any of the categories in the main screen.
6. To insert an object, click the one(s) you wish to insert and then click the
Insert.
7. To rotate or tilt the object, click the 3D icon in the center of the object and
drag until the object is the way you want. To rotate an object clockwise or
counterclockwise, drag the rotate handle above the object.
8. To resize the model, click on any of the sizing handles and drag inwards or
outwards until the image is the way you want. To resize an object within the
frame, click the contextual Format tab on the Ribbon, click the Pan & Zoom
tool and drag up or down on the Zoom icon until the image is the way you
want.
9. To apply a preset view to the image, click the Format tab on the Ribbon, click
the More button on the 3D Model Views gallery and choose the view you
want.

Tip: To insert your own 3-D Model, click the arrow on the 3-D Models icon and
choose From a File.

Let’s Try It!

What Why
1. Click the Insert tab on the Ribbon. Switches to Insert commands and
tools.
2. Click the Illustrations icon and then Displays the Shapes Gallery.
click the 3D Models icon as shown
below (if you’re working on a wide
monitor, click the 3D Models icon on
the Illustrations group of the Ribbon).

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What Why
3. Click in the Search box on top of the Displays 3D Models matching our
window and type: Video Camera. search term.
Tap Enter.
4. Click the image in the 1st row, 2nd Selects the 3D Model we want to
column as shown below. insert.

5. Click Insert. Inserts the 3D Model into our

worksheet.
6. Move your mouse pointer over the Repositions the model on the page.
model until the cursor transforms into
a 4-way arrow. Click and drag the
object to Column H, directly across
from the data table as shown below.

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What Why
7. Click the icon in the center of the 3D Rotates the object to the left.
Model and drag until the camera lens is
facing to the left as shown below.

8. Click the contextual Format tab on the Displays formatting tools for 3D
Ribbon. Models.

9. Click the More button on the 3D Applies the view to the model.
Model Views Gallery and click the
second view in the top row as shown
below.

10. Click the Reset 3D Model icon on the Resets the object to its original
Ribbon. rotation.
11. Click the Save icon on the Quick Saves our changes.
Access Toolbar.

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3.6 Formatting Drawing Objects

In this lesson, you will learn how to format drawing objects.

C
hances are that after having drawn your object, you will want to apply
formatting to it so that it blends in with the rest of your worksheet. The Shape
Styles group on the contextual Format Ribbon contains several tools with
which you can modify such settings as line color, width and style and fill color.
You can also apply special effects such as shadows, bevel, glow, and 3-D or also apply a
predesigned Shape Style to your object from the Shape Styles gallery. The selections
available from the Shape Styles gallery depend on the type of object selected.

To apply formatting to your objects, you first need to select the object and then click on
the appropriate formatting tool on the Ribbon. To apply formatting to more than one
object at a time, hold down the Ctrl key and then select the desired objects.

To Apply Formatting to Drawing Objects

1. Click the object to activate it.
2. Click the contextual Format tab under Drawing Tools.
3. To apply a fill color to the object, click the Shape Fill arrow on the Shape
Styles group and choose the desired color from the color palette. Click Picture,
Gradient or Texture to fill the object with any of these items.
4. To apply or modify the lines or border of an object, click the Shape Outline
arrow on the Shape Styles group and choose the options you want.
5. To apply an effect to an object, click the Shape Effects arrow on the Shape
Styles group, point to the desired category from the list and then click the
effect you want to apply from the gallery.

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6. To apply a quick Shape Style which contains a combination of various effects,

fill, and outline formatting, click the Shape Style More button and choose the
desired style from the gallery.
Tip: You can see a preview of most formatting and styles by moving your mouse
pointer over any gallery thumbnail or color swatch button. The effect will be
temporarily applied to the selected object. This is an example of Excel’s Live
Preview feature.

Let’s Try It!

What Why

1. Click the arrow object that you drew in Activates the arrow object and displays
a previous lesson and then click on the Format commands and tools.
contextual Format tab of the Ribbon.

2. Click the More button on the Shape Displays a gallery of quick formatting that
Styles gallery on the contextual Format you can apply to the selected object.
tab as shown.

3. Move your mouse pointer over the Displays a preview of the arrow as it would
style in the second row, third appear if we applied the style to it.
column as shown below.

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What Why

4. Click the style in the second row, third Applies the style to the line.
column in the gallery.

5. With the arrow still selected, click the Displays various shape outline options.
Shape Outline icon as shown below.

6. Click the black color swatch in the Changes the color of the selected object to
color palette. black.

7. Click the Shape Outline icon again Displays a gallery of various line thickness
and point to Weight as shown below. formatting that we can apply.

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What Why

8. Click on ¾ pt in the gallery as shown Changes the thickness of the selected arrow
above. to ¾ pt.

9. Click the text box object. Select the text box.

10. Click the Shape Fill icon and select Applies a yellow fill to the text box.
Yellow under the Standard Colors
category.

11. Click the More button on the Shape Displays all available shape styles.
Styles gallery.

12. Click the purple 3-D style in the last Applies the purple style to the text box.
row, fifth column under the Theme
Styles area.

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What Why

13. Click on the number $10,000 in the text Selects the text to which we want to apply a
box. style.

14. Click the More button on the Displays the WordArt styles gallery.
WordArt Styles gallery as shown
below.

15. Click the fourth WordArt style in the Applies the style to the selected text.
first row as shown below.

16. Click Save. Saves our changes.

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3.7 Inserting WordArt

In this lesson, you will learn how to insert WordArt into your worksheets.

W
ordArt is a gallery of text styles and effects that you can add to your
spreadsheets. With WordArt, you can add spectacular effects to the text of
your worksheets – you can shadow it, bevel it, mirror it, and make it glow.
As with text boxes, you can apply formatting to WordArt shapes as well as
change the text itself.

The WordArt button is located on the Insert Ribbon on the Text group and will
display the WordArt Gallery when clicked. From the Gallery, select the style of
WordArt you wish to add and then type the text for your WordArt object.

From the contextual Format tab (which displays when the WordArt object is selected),
you can apply a variety of text effects by clicking the Text Effects button on the
WordArt styles group.

To Insert WordArt
1. Click the Text icon on the Insert Ribbon and then click the WordArt icon (if
you’re working on a wide monitor, click the WordArt icon on the Text group
of the Ribbon).
2. Click on the desired WordArt format in the WordArt Gallery.

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Let’s Try It!

What Why
1. Click the film image in cell A2 and Deletes the ClipArt image.
press the Delete key.
2. Click on the Row Heading for row 2. Selects row 2.

3. Right-Click and then choose Row Displays the row height pop-up
Height from the pop-up menu. menu.
4. Type 110 in the row height box as Changes the height of row 2 to 110.
shown and then click OK.

5. Click the Insert tab on the Ribbon. Switches to Insert commands and
tools.

6. Click the Text icon on the Ribbon Displays the WordArt Gallery.
and then click the WordArt icon as
shown below (if you’re working on a
wide monitor, click the WordArt icon
on the Text group of the Ribbon).

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What Why
7. Select the WordArt Style in the first Chooses a WordArt Style.
row, third column as shown below.

8. Type: January Sales as shown Enters the text for the WordArt
below. object.

9. With the object selected, move Enters drag mode.

your mouse pointer over the object
border until the pointer transforms
into a 4-way arrow.

10. Drag the object so that the word Moves the WordArt object to cell A2.
January rests in the bottom of cell
A2.
11. Click the Home tab on the Switches to Home commands and
Ribbon. options.

12. With the WordArt object still Changes the size of the WordArt text
selected, click the Font Size drop- to 44 pt.
down list and choose 44.

13. With the object still selected, click Switches to object formatting options.
the contextual Format tab under
the Drawing Tools tab.

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What Why
14. Click the Text Effects icon on Displays the Text Effects gallery.
the WordArt Styles group as
shown below.

15. Point to Glow and select the Applies the Orange, 18 pt. glow, Accent
Glow style in the last row, last Color 6 style to the WordArt text.
column as shown below.

16. Click the Text Effects icon on Displays available Transform styles.
the WordArt Styles group again
and point to Transform.

17. Click the Arch Up transform Applies Arch Up transform style to the
style, the first style under the WordArt text.
Follow Path category as
shown.

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What Why
18. Click the WordArt object and move Selects the WordArt object and
your mouse pointer over the border enters drag mode.
until your pointer changes into a 4-way
black arrow. Click and hold down
your left mouse button.
19. Drag the object downward about ½- Moves the WordArt object about
inch. ½-inch downward.
20. Click on the Row Heading for row 1. Selects row 1.

21. Right-Click and then choose Delete Deletes row 1.

from the pop-up menu.
22. Click the Save button. Saves the active workbook.

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3.8 Inserting SmartArt

In this lesson, you will learn how to insert SmartArt graphics into your worksheets.

S
martArt is a feature in Microsoft Office that allows you to insert grapical objects
such as diagrams, organization charts, flow charts, graphical lists, matrix, and much
more to illustrate processes and relationships. With the wide-range of formatting
tools available such as colors, bevels, and shadows etc., you can easily create
extremely impressive spreadsheets.

After you have inserted a SmartArt object, you can manipulate and format the object in
many ways from the contextual Design tab and the Format tab on the Ribbon.
Options include appying a quick style to a SmartArt graphic, changing its orientation,
changing its layout, and changing its colors, just to name a few.

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The quickest way to add text is to click directly into the SmartArt object and begin typing.
You can also use the Text Pane to enter your text. Click the Text Pane button on the
contextual Design tab on the Create Graphic group or click the control with two arrows
along the left side of the object to display the text pane.

To Insert SmartArt into a Worksheet

1. Click the Insert tab on the Ribbon.
2. Click the Illustrations icon and then click the SmartArt icon (if you’re
working on a wide monitor, click the SmartArt icon on the Illustrations group
of the Ribbon).
3. Click the desired category in the left pane.
4. Click the SmartArt graphic you want to use in the center pane.
5. Click OK.
6. Click in the SmartArt object and type in your text
Or
Click the Text Pane button on the contextual Design tab and type in your
text in the text pane.
7. Click the contextual Design or Formatting tabs on the Ribbon to modify the
SmartArt object.

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Let’s Try It!

What Why

1. Click the Sheet2 tab on the bottom of Makes Sheet2 the active worksheet.
the worksheet.

2. Click the Insert tab on the Ribbon. Switches to Insert commands and tools.

3. Click the Illustrations icon and then Displays the SmartArt gallery.
click the SmartArt icon as shown
below (if you’re working on a wide
monitor, click the SmartArt icon on
the Illustrations group of the Ribbon).

4. Click the List category in the left pane. Displays SmartArt objects in the List
category.

5. Click the Trapezoid List thumbnail in Displays information about the object in
the second column, eighth row as the right pane.
shown below (you may have to scroll
down).

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What Why

6. Click OK. Inserts the SmartArt graphic into our

worksheet.

7. Click in the title Text bullet in the left Enters text into our SmartArt Object
pane and type: Process as shown
below.

8. Click in the second level bullet text area Enters second level text into our
below Process in the first pane and SmartArt Object.
type: Benefits

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What Why

9. Click in the second level bullet text area Enters second level text into our
below Benefits in the first pane and SmartArt Object.
type: Results

10. Click in the title Text bullet in the Enters first level text into our SmartArt
center pane and type: Employees as Object.
shown below.

11. Click in the second level bullet text area Enters second level text into our
below Employees in the center pane SmartArt Object.
and type: Office

12. Click in the second level bullet text area Enters second level text into our
below Office in the center pane and SmartArt Object.
type: Union

13. Press Enter Inserts a new bulleted item.

14. Click in the second level bullet text area Enters second level text into our
below Union in the center pane and SmartArt Object.
type: Management

15. Click the contextual Design tab on Switches to SmartArt design options.
the Ribbon under the SmartArt Tools
tab.

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What Why

16. Move your mouse pointer over any of Displays a preview of the style.
the style thumbnails in the SmartArt
Styles group.

17. Click the More button on the Displays the SmartArt Styles gallery.
SmartArt Styles group as shown
below.

18. Click the last style in the gallery (Birds Applies the Birds Eye Scene style to the
Eye Scene) as shown below. SmartArt Object.

19. Click the More button on the Layouts Changes the layout to the Grouped List.
group and choose the Grouped List
layout as shown below.

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What Why

20. Click the More button on the Layouts Displays the SmartArt Layout gallery.
group.

21. Click More Layouts on the bottom of Displays the entire SmartArt gallery
the gallery.

22. Click the List category in the left pane. Displays SmartArt objects in the List
Category.

23. Click the Hierarchy List thumbnail in Converts the text box to the Hierarchy
the first column, last row as shown List SmartArt object.
below and then click OK.

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What Why

24. Click the Change Colors button on Displays the Colors gallery.
the SmartArt Styles group on the
Ribbon (under the Design Tab).

25. Click the third thumbnail under the Applies the new theme color to our
Colorful category as shown below. SmartArt object.

26. Click the Save button Saves our changes.

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3.9 Inserting an Organization Chart

In this lesson, you will learn how to insert an Organization Chart into your worksheets.

M
icrosoft Office provides the ability to insert diagram objects into your
worksheets. One of these diagram objects that is often used is the
Organization Chart which allows you to illustrate hierarchical relationships
such as the structure of a business (i.e. names, titles and departments of
managers).

The organization chart is the 1st object located in the Hierarchy category of the
SmartArt gallery.

To Insert an Organization Chart:

1. Select the worksheet into which you wish to insert an Organization Chart.
2. Click the Insert tab on the Ribbon.
3. Click the Illustrations icon and then click the SmartArt icon (if you’re
working on a wide monitor, click the SmartArt icon on the Illustrations group
of the Ribbon).
4. In the left pane, click Hierarchy.
5. In the middle pane, click the type of Organization chart you wish to insert.
6. Click OK.
7. Click inside the text box shape to add text to a shape.
Or

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Type your text in the Text Pane (click the Text Pane button on the Create
Graphic group to display the Text Pane).
8. Click outside of the Organization Chart shape when finished.

Let’s Try It!

What Why

1. Click the Sheet3 tab on the bottom Makes Sheet3 the active worksheet.
of the worksheet.

2. Click the Insert tab on the Ribbon. Displays Insert commands and tools.

3. Click the Illustrations icon and Displays the SmartArt dialog box.
then click the SmartArt icon (if
you’re working on a wide monitor,
click the SmartArt icon on the
Illustrations group of the Ribbon).

4. In the left pane, click Hierarchy. Displays available Organization Chart

shapes.

5. Click on the Organization Chart Selects the Organization Chart object.

thumbnail (1st row, 1st column) in
the center pane.

6. Click OK. Inserts the Organization Chart into your

worksheet.

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What Why

7. Click in the topmost box and then Enters the first line of text into the
type: topmost shape.
Rodney Davis.
8. Press Enter. Moves to the next line.

9. Type: Owner as shown below. Enter the second line of text in the
topmost row.

10. Click the border of the leftmost shape Deletes the second level of our
on the second row and press the Organization chart.
Delete key
11. Click in the leftmost shape on the Enters text into the leftmost box on
second row and type the following two the second row.
lines:
Diane Harrison
Regional Mgr.

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What Why

12. Click in the middle shape on the Enters text into the middle box on
second row and type the following two the second row.
lines:
Richard Lane
District Mgr.

13. Click in the rightmost shape on the Enters text into the rightmost box on
second row and type the following two the second row.
lines:
Debra Browne
Area Mgr.

14. Click outside the shape anywhere on Deselects the Organization Chart
the active worksheet. object.

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3.10 Modifying an Organizational

Chart
In this lesson, you will learn how to modify the structure of an existing Organizational
Chart.

A
fter you create your Organization Chart, you can add additional
shapes/relationships (or nodes) at any time by clicking on the shape to which
you want to add a relationship, clicking the Add Shapes arrow on the Create
Graphic group and selecting the position where you wish to insert the new
shape. You can also add new shapes from the Text Pane by setting the insertion point in
the shape where you want to add a new shape and pressing the Enter key. You can then
press the Tab key to indent the shape or the Shift + Tab keystroke combination to
demote the position of the shape.

To delete a shape/relationship, select the relationship, and then press the Delete key.

Like the other graphical objects with which we have been working, you can format your
Organization Chart by adding special effects such as glow, 3-D rotation and bevel as well
as changing the layout or applying SmartArt Styles to the object.

To Add New Shapes/Relationships

1. Click the shape to which you want to add a new relationship.

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2. Click the Add Shapes arrow on the Create Graphic group under the
contextual Design Ribbon and select the position where you wish to insert the
new shape (before, after, above, below or assistant).
3. Click in the new shape to enter text.

To Format an Organization Chart

1. Click anywhere in the Organization Chart to select it.
2. Click the contextual Design tab under SmartArt Tools.
3. Click the desired Layout or SmartArt Style that you want to apply to the
Organization Chart. To see additional styles or layouts, click the scroll up or
scroll down buttons or click the More button to display the entire Layout or
SmartArt Style gallery.
4. To format individual nodes (shapes), select the shape you want to format, click
the contextual Format tab and make your formatting selections.

Let’s Try It!

What Why
1. Click the shape containing the text: Selects the topmost object.
Rodney Davis.
2. Click the contextual Design tab under Displays SmartArt design
SmartArt Tools on the Ribbon. commands and tools.
3. Click the arrow under the Add Shape Displays a menu of available shape
button on the Create Graphic group as positions.
shown below.

4. Choose Add Assistant from the menu Establishes an Assistant relationship

as shown below. for the new shape.

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What Why

5. Click inside the new object and type Enters the text for the new object.
the following two lines of text:
Paul Hoffman
Assistant Mgr.

6. Click outside the shape. Deselects the new shape.

7. Click the shape containing the text: Selects the lower right object.
Debra Browne.
8. Click the arrow under the Add Shape Displays a menu of available shape
button on the Create Graphic group. positions.
9. Choose Add Shape After from the Inserts a new shape to the right of
menu. the existing shape.
10. Click inside the new object and type: Enters the text for the new object.
Stan Darby
Area Mgr.
11. Click the More button on the SmartArt Displays the SmartArt Styles
Styles group. gallery.
12. Click the first style (polished) under Applies the Polished SmartArt
the 3-D category as shown below. style to the Organization Chart.

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What Why

13. Click the Save icon on the Quick Access Saves the active workbook.
toolbar.

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3.11 Taking a Screenshot

In this lesson, you will learn how to use the Screenshot feature

A
handy feature in Excel is the ability to take a screenshot directly from within an
Excel document. The Screenshot tool is located on the Illustrations group of
the Insert Ribbon. When you click the Screenshot button, several screenshot
samples from your open documents will display. You can either choose from
the available sample screenshots or take your own screenshot by clicking the Screen
Clipping option. If you select Screen Clipping, the active Excel document will be
minimized and a resizable window will appear over next open window (whether this be
another open document or your Desktop).

Note that the Screenshot feature is not available in documents saved in Excel 2003
format or earlier.

To Take a Screenshot
1. Open the Excel document into which you wish to insert the Screenshot (you
can also insert screenshots into Word and PowerPoint documents).
2. Click the Insert tab on the Ribbon.
3. Click the Illustrations icon and then click the Screenshot icon (if you’re
working on a wide monitor, click the Screenshot icon on the Illustrations
group of the Ribbon).
4. To insert one of the available screenshots from open windows, click the
thumbnail for the screenshot you wish to use under the Available Windows
area.

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5. To take your own screenshot, click Screen Clipping on the Screenshot menu
and then trace around the area you wish to capture.

Let’s Try It!

What Why
1. Press the Ctrl + N keystroke Creates a new blank Excel workbook.
combination.
2. Click the Insert tab on the Ribbon. Switches to Insert options.

3. Click the Illustrations icon and then Displays the Screenshot menu.
click the Screenshot icon as shown
below (if you’re working on a wide
monitor, click the SmartArt icon on
the Illustrations group of the Ribbon).

4. Click Screen Clipping on the menu. Minimizes the active document and
displays the next window in the
background, in this case, the My Org
Chart document.

5. Click your left mouse button and Selects the area of the document of
draw a box around the Org Chart which we want to take a screenshot.
on the page as shown below.

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What Why

6. Release the mouse button. Redisplays the new document and

inserts the screen shot into it.
7. Click the File tab and then click Closes the new file without saving
Close. Click Don’t Save when your changes.
prompted.

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3.12 Using Drawing Tools

In this lesson, we will learn how to handwrite your notes.

U
sing the Ink technologies in Excel, you can add handwritten text to your
worksheets using a stylus, your finger or your mouse (though this does require a
certain adeptness with the mouse). This ability comes in especially handy if you
are using Excel on a tablet, a pen device such those put out by the Wacom
company, or a touch-screen computer. You can find the Handwriting tool on the Draw
tab of the Ribbon.

To Handwrite Text
1. Click the Draw tab on the Ribbon.
2. Click the desired pen from the Pens gallery. To change pen color, click the
Pen in the gallery that you want to modify and then click the downward-
pointing arrow when it appears. Choose the desired thickness and color from
the drop-down menu.

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3. To add in a new pen, click the Add Pen icon on the Pens group of the Ribbon
and choose Pencil, Pen or Highlighter. Set the desired thickness or color from
the drop-down list.
4. To begin drawing, ensure that the Draw with Touch icon is activated and
using your finger, stylus or mouse, click and drag to handwrite your text.
5. To erase all or part of your text, click the Eraser icon and then drag across the
areas of the text you want to remove.
6. To move the text to a different area of your worksheet, move your mouse
pointer over the text until the cursor transforms into a 4-way arrow. Click and
drag the text to the new location.
7. To deactivate drawing mode, click the Select icon on the Ribbon.

Note: You must have a trackpad or another touch device to complete the
Let’s Trying it exercise.

Let’s Try It!

What Why

1. Click the Sheet 2 worksheet tab. Switches to Sheet 2.

2. Click the Draw tab on the Ribbon. Displays commands and tools related to
drawing.

3. In the Pen gallery, click the light Selects a 1 mm light pen.

blue pen in the gallery as shown
below (if you don’t see a light blue
pen, click the second pen from the left
and click the light blue square in the
gallery).

4. Click the disclosure triangle (the Displays the Pen menu from where we
downward-pointing arrow) next to the can change the pen thickness and ink
pen as shown below. color.

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What Why

5. Click the red color square in the top Changes the pen color to red.
row as shown below. Tap the Esc key
when finished.

6. Using your finger, stylus or mouse, Adds handwritten text to our

type the words: Remove this as worksheet.
shown below. Then, draw an arrow
from the text to the 3rd row of our
SmartArt object.

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What Why

7. Click the Select icon on the Ribbon. Deactivates drawing mode.

8. Click the Save icon on the Ribbon. Saves our changes.

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3.13 Drawing Simple Math Equations

In this lesson, we will learn how to convert simple math equations to text.

A
nother drawing feature in Excel is the ability to handwrite simple math
equations and then convert them to text. As you drag, a preview of the
converted text appears in the Preview box. If nothing shows up, you can erase
what you’ve written using the Eraser tool and give it another try. Drawing
more complex equations will be discussed in the next lesson.

To Draw a Simple Math Equation

1. Click the Insert tab on the Ribbon.
2. Click the Symbols icon and then click Equation (if you’re working on a wide
monitor, click the Equation icon on the Symbols group of the Ribbon).
3. Click the Ink Equation icon on the Tools group of the Ribbon.
4. Using your finger, stylus or mouse, click and drag to handwrite your equations
in the Ink Equations window. Observe the Preview box to ensure that
OneNote interpreted your writing correctly.
5. If necessary, use the Erase tool on the bottom of the window and drag over
any part of the equation to erase it. Click Clear to erase everything from the
window.

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6. To repair a portion of the equation, click the Select and Correct icon, drag
over the part of the equation you wish to correct, and choose the correct
number or symbol from the menu.
7. When finished, click Insert.

Let’s Try It!

What Why

1. Click the New Sheet icon on the Inserts a new worksheet.

bottom left of the worksheet.

2. Click the Insert tab on the Ribbon. Displays the Insert Ribbon

3. Click the Symbols icon and then click Displays the contextual Equation Tool
the Equation icon as shown below (if Ribbon.
you’re working on a wide monitor,
click the Equation icon on the
Symbols group of the Ribbon).

4. Click the Ink Equation icon on the Displays the Math Input Control dialog.
Tools group of the Ribbon as shown
below.

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What Why

5. In the yellow Write Math Here area, Writes the equation and displays a
Use your finger, stylus or mouse to preview of it in the Preview box.
handwrite the following formula: 3/4
+ 1/4 = 1 as shown below. Use the
Erase tool to correct any mistakes.

6. When the correct formula displays in Inserts the formula into the note.
the Preview box, click the Insert
button as shown below.

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What Why

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3.14 Generating Complex Equations

In this lesson, you will learn how to insert a complex math equation

I
f creating equations is part of your workflow, you’ll be pleased to learn that you can
easily insert professional-looking complex math equations using Excel, with no
drawing required. Click on the Equation icon on the Insert Ribbon to display a
gallery of pre-built editable equations that you can insert into your worksheets.
Once you’ve inserted your equation, click on the desired portion of the equation to edit it.

To create a custom equation, click the Equation icon and then build your equation from
the Structures and Symbols groups on the Ribbon.

To Create a Complex Equation

1. Click the Insert tab on the Ribbon.
2. Click the Symbols icon and then click the Equation icon (not the Equation
arrow) as shown below (if you’re working on a wide monitor, click the
Equation icon on the Symbols group of the Ribbon).
3. Type your equation.

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4. To insert complex structures such as a fraction, radical or integral, click the

desired structure on the Structures group of the Ribbon. To edit the structure,
click on the placeholder and type in your changes.
5. To insert a preset complex equation, click the arrow on the Equation icon
on the Insert Ribbon and click the equation that you want to insert. Add any
additional equation elements from the contextual Design tab under Equation
Tools.

Let’s Try It!

What Why

1. Click the Insert tab on the Ribbon. Displays Insert commands and tools.

2. Click the Symbols icon and then Inserts a new equation.

click the Equation icon (not the
Equation arrow) as shown below (if
you’re working on a wide monitor,
click the Equation icon on the
Symbols group of the Ribbon).

3. Type: 1/3 + 2/3 = 1. Observe Enters the equation. Notice that

how Excel changes the format of OneNote changes the format to fractions.
the fractions as shown below.

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What Why

4. Click the border of the equation to Repositions the equation object.

select it and then drag it to cell A23.

5. Click in any blank cell. Deselects the equation object.

6. Click the Insert tab on the Ribbon. Ensures that the Insert tab is the active
tab.

7. Click the Symbols icon and then Displays the contextual Equation Tools
click the Equation icon (if you’re Ribbon.
working on a wide monitor, click
the Equation icon on the Symbols
group of the Ribbon).

8. Click the Fraction icon on the Displays a gallery of preset fraction

Structures group of the Ribbon as equations that you can insert.
shown below.

9. Click the first fraction preset from Inserts the preset into our note.
the gallery as shown below.

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What Why

10. Click the X symbol (multiplication) Add a multiplication symbol to the

in the Symbols gallery as shown equation.
below.

11. Click the Fraction icon on the Inserts the fraction preset.
Structures group of the Ribbon and
click the first preset in the gallery.

12. Click on the top placeholder in the Replaces the top placeholder with a
first fraction and type: 1 as shown number.
below.

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What Why

13. Click on the bottom placeholder Replaces the bottom placeholder with a
and type: 3 as shown below. number.

14. Click on the top placeholder in the Replaces the top placeholder in the
second fraction and type: 2. second fraction with a number.

15. Click on the bottom placeholder in Replaces the bottom placeholder with a
the second fraction and type: 3. number.

16. Observe the formula. You can add much more complex
formulas using the buttons on the
Structures group of the Ribbon. If
creating such formulas is part of your
workflow, you may want to spend some
time exploring these.

17. Click the File tab and then click Saves and closes the workbook.
Close. Save any changes.

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Lesson 3 Quiz
1. To insert an image using Bing search results, you use which command button?
A. Pictures
B. Bing Images
C. Online Pictures
D. Internet Pictures

2. Name five drawing objects that you can find in the Shapes gallery on the Insert
Ribbon.

3. How do you add a text box to a worksheet?

A. Click the Text Box button on the Shapes Gallery and then draw your text box
on your worksheet.
B. Right-click on your worksheet, choose “Text Box” from the contextual menu
and then draw your text box on your worksheet.
C. Click the Rectangle button on the Insert Ribbon and then draw your text box
on your worksheet.
D. Click the Text Box icon on the Home Ribbon and then draw your text box on
your worksheet.

4. The SmartArt Layouts gallery and SmartArt styles gallery are displayed under which
Ribbon tab?
A. Format
B. Styles
C. Design
D. Insert

5. Shapes are:
A. Ready-made pictures that you can add to your worksheet.
B. Fancy text that you can add to your worksheet.
C. Ready-made 3-D text boxes that you can add to your worksheet.
D. Ready-made drawing shapes that you can add to your worksheet.

6. What is an Organization Chart? How do you add one to the active document?

7. To change the width of an arrow or the border of a shape, you:

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A. Click the Shape Fill box, point to weight and choose the desired thickness from
the gallery.
B. Click the Shape Effects box, point to weight and choose the desired thickness
from the gallery.
C. Click the Shape Outline box, point to weight and choose the desired thickness
from the gallery.
D. Click the Shape Fill box, point to line and choose the desired thickness from
the gallery.

8. To add a shape or node to an organization chart, you:

A. Click the shape to which you want to add a relationship and press the Tab key.
B. Click the shape to which you want to add a relationship and press the Enter
key.
C. Click the shape to which you want to add a relationship, click the Add Node
button on the Home Ribbon and choose the position of the new shape.
D. Click the shape to which you want to add a relationship, click the Add Shape
button arrow on the Design Ribbon and choose the position of the new shape.

9. After you add a SmartArt shape to a worksheet, you can later change it to a different
SmartArt shape.
A. True
B. False

10. You have a company logo graphic in .gif format that you want to add to your
worksheet. Describe the process to accomplish this.

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LAB 3 – On Your Own

1. Open the Lab3 workbook file from the Lesson Files folder.

2. Click in cell F8.

3. Draw an arrow from cell F8 to the intersection of cell C15 and D15 (to the
$1,350 dollar amount).

4. Draw a text box from cell F8 to G10.

5. Type: High Sales for May! inside the text box.

6. Apply an orange fill color to the text box.

7. Change the thickness of the lines of the text box to 3 pt.

8. Delete the video graphic in cell A1.

9. Insert a WordArt object (any style you wish) with the text: Monthly Sales.

10. Drag the new WordArt object to cell A1.

11. Delete rows 4 & 5.

12. Activate Sheet2 and create an Organization Chart. Add yourself as the
owner and add three of your friends as your subordinates (employees). Add
two new assistant (to you) relationship shapes to your chart. Use any
names you wish for your new assistants.

13. Save the workbook as MyLab3

14. Close the document.

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 4
Lesson
L E S S O N 4 – W O R K G R O U P C O L L A B O R A T I O N

Lesson 4 – Workgroup Collaboration

Lesson Topics:
4.1 E-mailing a Workbook
4.2 Web Page Preview
4.3 Converting Worksheets into Web Pages
4.4 Inserting Hyperlinks
4.5 Viewing and Editing Comments

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4.1 E-mailing a Workbook

In this lesson, you will learn how to email a workbook to others for review.

E
xcel allows you to easily share your workbooks with others for their review and
comments by clicking the File tab and then clicking Share. If your workbook is
stored on OneDrive, the Share pane will display on the right side of your
screen.

From here, you can enter in the email addresses of anyone with whom you’d like to share
the workbook and Excel will automatically email the recipients a link to the file on
OneDrive. If you’d like to send the workbook via an email attachment, choose the Send
as Attachment option. This will launch your email program and attach the active
workbook to a new message. You can also get a link to the workbook that you can share
with others via whatever method you choose.

If your workbook isn’t stored on OneDrive, a window appears, informing you that your
workbook needs to be on OneDrive in order to share it. That’s not entirely true,
however. If you click the Excel Workbook or the PDF icon on the bottom of the
window, your default email program will launch with the workbook attached in the
format that you specified.

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You will then need to fill in the e-mail addresses of the recipients, the message subject,
and any message text that you would like to include with the message.

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To E-mail a Workbook Stored on OneDrive

1. Open the workbook file that you would like to send as an e-mail attachment.
2. Click the File tab and then click Share
Or
Click the Share icon on any Ribbon.
3. To have Excel automatically send a link to the file:
a. Enter in the email addresses of the recipients (or choose them from your
address book).
b. Click the drop-down list under the invite people box and choose Can Edit
or Can View, depending on whether you wish to allow others to edit the
file.
c. If desired, type in a personal message in the message box.
d. When finished, click Share.
4. To send the workbook as an attachment in an email, click Send as
Attachment on the bottom of the Share pane. Enter in the recipient
information and send the email.

To E-mail a Workbook Not Stored on OneDrive

1. Open the workbook file that you would like to send as an e-mail attachment.
2. Click the File tab and then click Share. A new window will display.
3. Under the Attach a Copy Instead area, choose Excel Workbook or PDF.
Your default email program will launch and the file will be attached to a new
blank message.
4. Type in the message subject, the email address of the recipients and a message,
if desired.
5. Send your message.

Let’s Try It!

What Why

1. Open Lesson4 workbook file in the Opens the Lesson4 exercise file.
Lesson Files folder.

2. Click the File tab and then click Displays the floating Share window
Share.

3. Click the Excel Workbook icon on Launches your default email program and
the bottom of the window as shown includes the workbook as an attachment.
below.

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What Why

4. In the e-mail address box, type: Enters the email address of the recipient.
[email protected].

5. In the message subject box, type: Enters a subject for the message.
January Sales Data

6. Click the Close button on the e- Closes the default email program without
mail window. Click Don’t Save saving the message.
when asked to save your changes.

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4.2 Web Page Preview

In this lesson, you will learn how to view a workbook in a Web browser.

O
one of the strengths of Excel is the ability to save your worksheets and
workbooks as Web Pages that can be accessed via the World Wide Web. The
Excel document is saved in HTML (Hypertext Markup Language) format,
allowing anyone with a Web browser to view the worksheets.

Before saving your document as a Web page, you should preview it in a Web browser to
see what it will look like once saved in HTML format. As this feature is not displayed by
default on the Excel Ribbon, you will need to add it to the Quick Access Toolbar. Once
it has been added, you can click the Web Page Preview button to automatically display the
workbook in your default Web browser. The worksheet tabs will appear at the bottom of
your screen, allowing you to navigate from one worksheet page to another.

To Add the Web Page Preview Command to the

Quick Access Toolbar
1. Click the drop-down arrow to the right of the Quick Access Toolbar.
2. Select More Commands from the menu.

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3. Select Commands Not in the Ribbon from the Choose Command from: drop-
down list.
4. Click the Web Page Preview command in the list box and then click the Add
button.
5. Click OK.

To View a Workbook in Web Page Preview

1. Click the Web Page Preview button on the Quick Access Toolbar.
2. Click the sheet tabs at the bottom of the browser window to navigate from one sheet
to the next.
3. Click the browser’s Close button to close the Web browser.

Let’s Try It!

What Why
1. Click the Sheet 1 worksheet tab. Switches to the Sheet 1 worksheet.

2. Click the drop-down arrow to the Displays available Quick Access

right of the Quick Access Toolbar as Toolbar commands.
shown.

3. Click More Commands from the Displays the Customize tab of the
menu. Excel Options dialog box.
4. Click the drop-down list under Choose Displays a list of commands that are
Commands from and click not available by default in the
Commands Not in the Ribbon as Ribbon.
shown below.

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What Why

5. From the left-hand list box, scroll Selects the command we want to
down and choose Web Page Preview add to the Quick Access Toolbar.
as shown below.

6. Click the Add button and then click Adds the command to the Quick
OK. Access Toolbar list.
7. Click the Web Page Preview button Displays the workbook in your
on the Quick Access Toolbar as shown default Web browser.
below.

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What Why

8. Click on the Sheet2 tab at the bottom Displays Sheet 2 in the Web
of the browser window. browser.
9. Click the browser’s Close button. Closes the browser and returns to
Excel.

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4.3 Converting Worksheets into Web

Pages
In this lesson, you will learn how to save an Excel document as a Web page

O
nce you have previewed your document in a Web browser and are happy with
the display, you can then save it in HTML format. Click the File tab, click
Save As and then choose Web Page from the Save as Type drop-down list to
display the Save As dialog box, which provides additional Web options such
as:
 Changing the page title of the Web page
 Changing the file name of the Web page
 Choosing the folder where the Web page is to be saved
 Saving the entire workbook or just the active worksheet
 Publishing options

To Save a Workbook as a Web Page

1. If you want to only save a particular sheet as a Web page, click the desired sheet tab.
2. Click the File tab.

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3. Click Save As from the File Options pane.

4. Click the Browse icon.
5. Choose Web Page from the Save as Type drop-down list.
6. Select either Entire Workbook or Selection: Sheet.
7. Navigate to the folder where you want the Web page to be stored.
8. To change the Web Page title of the page, click the Change Title button and make
your changes.
9. Click Save.

Tip: You can also use the Save As command to save a workbook as a Single File
Web Page (.mhtml). Single File Web Page format saves all the elements of a
Web site, including text and graphics, into one single file. Note however,
that .mhtml files may not display correctly in all browsers.

Let’s Try It!

What Why
1. Click the File tab and then click Save Displays the Save As pane.
As.
2. Click the Browse icon. Displays the File Explorer.

3. Click the Save as Type drop-down list Selects Web Page as the file format.
and choose Web Page from the list as
shown below.

4. Click the radio button next to Entire Sets the option to save the entire
Workbook. workbook as a Web page.
5. Navigate to Lesson Files on your Switches to the folder where we
Desktop, if necessary. want to save the Web page file.
6. Click Save. Saves the workbook file as a Web
page and closes the Save As dialog
box.
7. Click Yes if the message box displays. Closes the warning message box.

8. Press the Windows Key + E Launches Windows Explorer.

keystroke combination.

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What Why
9. Click Desktop in the left pane and Navigates to the Lesson Files folder.
then double-click the Lesson Files
folder.

10. Double-click the Lesson4.htm file as Opens the Lesson4.htm file in your
shown below. default web browser.

11. Click the browser’s Close button. Closes the Web browser.

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4.4 Inserting Hyperlinks

In this lesson, you will learn how to create hyperlinks in Excel for quick navigation.

H
yperlinks are links in a document that when clicked, open another document,
another workbook or move to another location in the current document.
Often, hyperlinks are used to open another Web page although the
destination can also be an e-mail address or another software application.
The destination document or application can be on your local hard drive, network server,
Web pages on the Internet or simply another worksheet in your workbook.

A hyperlink is represented by underlined blue text although you can add a hyperlink to
graphical objects and clip art as well. In Excel, you may wish to create hyperlinks that
jump you to another worksheet, another workbook or another file. For example, if you
link to a PowerPoint file, the PowerPoint application will launch automatically on the
user’s machine and display the document when the user clicks the hyperlink.

If you link to a Web Page on the Internet, the user’s default Web browser launches and
displays the Web page.

To Insert a Hyperlink to a File or Web Page:

1. Activate the cell containing the text or select the graphic where you want to
insert a hyperlink.
2. Click the Insert tab on the Ribbon.

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3. Click the Link icon on the Links group

Or
Press the Ctrl + K keystroke combination.

4. Click the Existing File or Web Page button.

5. To link to an existing file, navigate to the folder and then highlight the desired
file.
6. To link to a Web page, type the Web address in the Address text box.
7. Click OK.

To Insert a Hyperlink to a Location in an Open

Document
1. Activate the cell containing the text or select the graphic where you want to
insert a hyperlink.
2. Click the Insert tab on the Ribbon.
3. Click the Link icon on the Links group
Or
Press the Ctrl + K keystroke combination.
4. Click the Place in This Document button
5. Enter the cell reference in the Type the Cell Reference text box.
6. Choose the worksheet where the reference is located under the Or Select a
Place in this Document area.
7. Click OK.

Tip: To delete a hyperlink, right-click the hyperlink and choose Remove

Hyperlink to remove only the hyperlink or Clear Contents to remove the
hyperlink and the text.

Let’s Try It!

What Why

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What Why
1. Click the Sheet 1 worksheet tab. Ensures that Sheet 1 is the active
sheet.
2. Click in cell A11. Selects the cell where we will place
the text for our hyperlink.
3. Type: Income Statement. Enters the text for our link.

4. Press the Enter key. Confirms the entry.

5. Click in cell A11. Activates cell A11.

6. Click the Insert tab on the Ribbon. Switches to Insert commands and
tools.
7. Click the Link icon on the Links Displays the Insert Hyperlink dialog
group. box.
8. Click the Existing File or Web Page Chooses an existing file or a Web
Button on the left side of the screen as page for the destination document.
shown below.

9. Click the Look in: combo box and Switches to the folder where the
then navigate to the Lesson Files destination file resides.
folder (if necessary) as shown below.

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What Why

10. Highlight the file named Income Designates the file that will open
Statement. when the link is clicked.
11. Click OK. Closes the Insert Hyperlink dialog
box.
12. Click on the Income Statement link Opens the IncomeStatement
in cell A11. workbook file.
13. Click in cell F1 in the Income Selects the cell where we will place
Statement workbook. the text for our next hyperlink.
14. Type: See Estimate. Sets the text for our link.

15. Press the Enter key. Verifies the entry.

16. Click in cell F1. Activates cell F1.

17. Click the Insert tab on the Ribbon. Switches to Insert commands and
tools.
18. Click the Link icon on the Links Displays the Insert Hyperlink dialog
group. box.
19. Click the Place in this Document Chooses a reference in the open
icon on the left side of the screen as document as the destination area for
shown below. the hyperlink.

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What Why

20. Type B5 in the Type a Cell Designates the cell to which the user
Reference text box as shown below. will jump when the link is clicked.

21. Select Estimate under the Or select a Designates the worksheet to which
place in this document area as shown the user will jump when the link is
above. clicked.

22. Click OK. Closes the Insert Hyperlink dialog

box.
23. Click the link in cell F1. Switches to cell B5 in the Estimate
worksheet.
24. Click the File tab and select Close Saves and closes the Income
from the menu. Save any changes. Statement workbook.

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4.5 Viewing and Editing Comments

In this lesson, you will learn how to add informational notes to specific cells in your
worksheet.

I
f you’re using Office 365, you may have noticed that Excel has now changed the
way that comments work. Comments allow you to add informational text to
particular cells which are now threaded, allowing you to have discussions with other
people about the cell contents. You can tell you’re viewing a comment if you see a
reply box on the bottom of a comment. As others add to the conversation, you can see a
virtual thread in the workbook. A small pink arrow appears on the upper-right corner of
any cells containing a comment thread. To view a comment, move your mouse pointer
over the cell to display a box containing all the comments for that cells.

Notes, on the other hand (which were formerly called Comments in Excel), are simply
used for making annotations or reminders in cells. They don’t have a reply box; so if you
don’t need to discuss the data with others, use a Note instead of a Comment. A small red
triangle appears in the top right-hand corner of any cells that contain comments. To
display an attached comment, position your mouse pointer over the cell that contains the
comment. A small text box containing the comment text will then appear on your screen.

To Add a Comment to a Cell

1. Activate the cell to which you wish to attach a comment.
2. Click the Review tab on the Ribbon.
3. Click the New Comment icon on the Comments group on the Ribbon.
Or
Right-click and then choose Insert Comment from the contextual menu.
4. Type your comment in the Start a Conversation box.
5. Click the Post icon (the paper airplane icon) to post the comment.

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6. Move your mouse pointer over the cell to display the comment.
7. To reply to a comment, type in your reply in the Reply box and then click the
Post icon.
8. To display all comments in the worksheet in a separate pane, click the Show
Comments icon on the Comments group of the Review Ribbon.
9. To delete a comment, click the Delete icon on the Comments group of the
Review Ribbon
Or
Right-click the cell and then choose Delete Comment from the contextual
menu.

To Add a Note to a Cell

1. Activate the cell to which you wish to attach a comment.
2. Click the Review tab on the Ribbon.
3. Click the Notes icon on the Comments group on the Ribbon and then click
New Note.
Or
Right-click and then choose New Note from the contextual menu.
4. Type the text for your note in the yellow box that appears. When finished,
click outside the note box.
5. To edit a note, click the cell containing the note, click the Notes icon on the
Comments group on the Ribbon and then click Edit Note. Make your
changes.
6. To delete a note, right-click the cell containing the Note and choose Delete
Note from the contextual menu.

Let’s Try It!

What Why
1. Click in cell B6. Activates cell B6.

2. Click the Review tab on the Ribbon. Displays Review commands and
tools
3. Click the New Comment icon on the Displays the Comment Text Box.
Comments group as shown below.

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What Why
4. In the Start a Conversation box, type: Enters text into the comment box.
Why were sales so low this week? as
shown below.

5. Click the Post icon as shown below. Posts the comment.

6. Click in any blank area of your Deselects the cell.

worksheet.
7. Move your mouse pointer over cell B6. Moving your mouse pointer over
the cell containing the comment
displays the comment text on your
screen.

8. Click in the Reply box and type: Store Replies to the comment.
closed 2 days for renovations as
shown below. When finished, click the
Post icon.

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What Why

9. Click in cell E5. Activates cell E5.

10. Click the Notes icon on the Ribbon Displays the Notes window.
and click New Note as shown below.

11. Type: Great job! as shown below. Enters the text for the note.

12. Click in any blank area of your Deselects the cell.

worksheet.

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What Why
13. Move your mouse pointer over cell Moving your mouse pointer over
E5. the cell containing the note displays
the note window on your screen.

14. Click the Show Comments icon on Displays the Comments pane, which
the Ribbon. displays all comments in the
worksheet.

15. Click in cell B6. Activates the cell containing the

comments thread.

16. Click the Delete icon on the Deletes the comment thread.
Comments group of the Ribbon as
shown below.

17. Click the File tab and choose Close Saves and closes the workbook.
from the File Options pane. Click Yes
when asked to save your changes.

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Lesson 4 Quiz
1. To insert a comment into a document, you use which command button?
A. Insert Comment on the Review Ribbon.
B. Insert Comment on the Insert Ribbon.
C. Add Comment on the Insert Ribbon.
D. New Comment on the Review Ribbon.

2. To delete a comment from a cell, you can (select all that apply):
A. Right-click in the cell and select Delete Comment from the contextual menu.
B. Click in the cell and press the Delete key.
C. Click in the cell and select Delete Comment from the Edit menu.
D. Click in the cell and click the Delete button on the Review Ribbon.

3. Where can you find the command to attach a workbook to an e-mail message?
A. On the Review Ribbon.
B. On the Insert Ribbon
C. On the Share pane.
D. On the Send pane.

4. What is a hyperlink? How do you insert one into your worksheet?

5. When using the Web Page Preview command, the document will be displayed in:
A. Internet Explorer
B. Your default Web browser
C. Microsoft Word’s built in Web browser
D. The active document

6. When saving a document as Web page, only the active worksheet will be saved.
A. True
B. False

7. How do you change the Web Page title of a workbook that you are saving as a Web
page?

8. The Web Page Preview command is by default not available on the Ribbon. You
must add it to the Quick Access Toolbar.
A. True
B. False

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9. What is the keyboard shortcut to insert a hyperlink?

A. Ctrl + H
B. Ctrl + I
C. Ctrl + K
D. Ctrl + L

10. How can you delete a hyperlink?

A. Click in the cell containing the hyperlink and press the Delete key.
B. Click in the cell containing the hyperlink and press the Delete Hyperlink button
on the Insert Ribbon.
C. Right-click in the cell containing the hyperlink and select Delete Hyperlink
from the contextual menu.
D. Click in the cell containing the hyperlink and press the Delete button on the
Review Ribbon.

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LAB 4 – ON YOUR OWN

1. Open the Lab4 workbook file from the Lesson Files folder.

2. Click in Cell E1.

3. Insert a hyperlink in Cell E1 with the text “Operating Income” that jumps
the user to cell A37 in the current worksheet (Income Statement).

4. Test the hyperlink.

5. Click in Cell A39.

6. Insert a hyperlink in Cell A39 with the text “Top of Page” that jumps the user
to cell A1.

7. Test the hyperlink.

8. Insert a Comment in Cell B9 that reads: Unable to acquire inventory.

9. Insert a Comment in Cell F9 that reads: Obtained new snack vendor.

10. Delete the comment in Cell B9

11. Save the entire workbook as a Web Page with the name: MyWebPage.

12. Open the saved document (MyWebPage) in your Web browser.

13. Close the Web browser.

14. Close the Excel document.

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Lesson
L E S S O N 5 – F I N A N C I A L & L O G I C A L F U N C T I O N S

Lesson 5 – Financial & Logical

Functions
Lesson Topics:
5.1 Using the IF Function
5.2 Using Nested Functions
5.3 Using the IFS Function
5.4 Using the PMT Function
5.5 Using the FV Function
5.6 Using AutoCalculate

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5.1 Using the IF Function

In this lesson, you will learn how to perform a calculation based on given conditions using
the IF function.

U
sing the IF function, you can tell Excel to evaluate a condition and perform
one of two calculations based on that condition. The two calculations are
dependent on whether the condition is true or false. For example, if the sales
of a store was greater than 5000, you could give the manager a $2,000 bonus
(condition is true); if the sales were less than $5000, the manger would get a $500 bonus
(condition is false).

You can either type the IF function directly into the cell or click the Insert Function
button and use the Insert Function dialog box.

Using the example above, the format of the IF function is:

Value if True

=IF(B16 > 5000, 2000, 5000)

Value if False
Function
Condition

To Use the IF Function

1. Activate the cell in which you want to place the formula.
2. Type: =IF(
3. Enter the condition for which to test, followed by a comma.
4. Enter the value if the condition is true followed by a comma.
5. Enter the value if the condition is false.
6. Type ) to close the formula.
7. Press the Enter key to verify the formula.

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Let’s Try It!

What Why
1. Open the Lesson5 workbook in the Opens the Lesson5 workbook file.
Lesson Files folder.
2. Click in cell E3. Activates cell E3.

3. Type: =IF(D3 > 5000, 2000, 500) Enters the formula in cell E3 using
cell D3 as the condition.
4. Press Enter. Verifies the formula.

5. Drag copy the formula down to cell Copies the formula to the cell range
E14 as shown below. E4:E14.

IF Statement entered in cell range E3:E14

6. Click the Save icon. Saves the active workbook.

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5.2 Using Nested Functions

In this lesson, you will learn how to use Nested functions (functions within functions).

A
t times, you may want Excel to perform a calculation based on more than one
condition. For example, if a store has more than $5,000 in sales, the manager
receives a 20% bonus. But if a store has more than $7,000 in sales, the manager
would receive a 35% bonus. However, if the store has sales less than $5,000, the
manager would only receive a 5% bonus. To accomplish this, we need to use a Nested
IF Statement.

In a nested function, Excel reads the function from left to right. The first part of the
formula consists of the first condition and the value if true. If the value does not meet
the true condition, Excel continues to the next IF function and evaluates the second
condition. The last part of the formula will contain the value if all conditions are false.

A nested IF function is illustrated below:

Value if both conditions

are False
Condition 1 Condition 2

=IF(D3 > 7000, D3 * .35,IF(D3>5000, D3*.20, D3*.05))

Function Value if True Value if True

In the above example, we are looking at the value in cell D3. If the value is greater
than $7000, then Excel calculates a 35% bonus (.35 * the value of cell D3). If the
value is not greater than $7000, Excel continues on to the next IF statement which
evaluates whether the value in D3 is greater than 5000. If the value is greater than
$5000, Excel calculates a 20% bonus (.20 * the value of cell D3). If the value is not
greater than $5000 or, in other words, both of the conditions are false, Excel
continues on and instead calculates a 5% bonus.

Note that because the formula contains two IF statements, we need to

terminate the formula with two closing parenthesis.

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Let’s Try It!

What Why
1. Click in cell E3. Activates cell E3.

2. Press the Delete key. Deletes the contents of cell E3.

3. Type: =IF(D3 > 7000, D3*.35, If the store’s sales are over $7,000
then the manager receives a 35%
bonus.
4. Type: IF(D3 > 5000, D3 * .20, If the store’s sales are over $5,000
then the manager receives a 20%
bonus. This is the second IF
function.
5. Type: D3*.05)) If neither condition is met, the
manager receives a 5% bonus.
6. Press the Enter key. Verifies the formula.

7. Drag copy the formula down to cell Copies the formula to the cell range
E14 as shown. E4:E14.

Nested IF Statement entered in cell range E3:E14

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5.3 Using the IFS Function

In this lesson, you will learn how to use the IFS Function.

T
he IFS function in a new function in Excel and can be used to check whether
one or more conditions are met. It will then return a value that corresponds to
the first TRUE condition. You can replace multiple nested IF statements with
the IFS function as it can be much easier to read when the function contains
multiple conditions.

The syntax for the IFS function is:

=IFS(Something is True1, Value if True1,Something is True2,Value if

True2,Something is True3,Value if True3, TRUE, Value if all
conditions are false).
If you want to add in a value if none of the conditions are true, you add the word TRUE
after the last condition, insert a comma and then provide the value if all conditions are
false.

Like the nested function that we worked with in the last section, Excel reads the function
from left to right. The first part of the formula consists of the first condition and the
value if true. If the value does not meet the true condition, Excel continues to the next IF
function and evaluates the second condition. The last part of the formula contains the
value if all conditions are false. This is preceded by the word TRUE.

An example of the IFS function is below:

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This is the same example we used in the last section, where we are looking at the
value in cell D3. If the value is greater than $7000, then Excel calculates a 35%
bonus (.35 * the value of cell D3). If the value is not greater than $7000, Excel
continues on to the next IF statement which evaluates whether the value in D3 is
greater than 5000. If the value is greater than $5000, Excel calculates a 20% bonus
(.20 * the value of cell D3). If the value is not greater than $5000 or, in other words,
both of the conditions are false, Excel continues on and instead calculates a 5%
bonus. This works the same way as the nested IF statement we worked with, except
that the formula only contains one IFS statement and one set of parentheses,
rendering it much easier to read.

Let’s Try It!

What Why
1. Select the cell range E3:E14. Selects the cells in the Bonus
column.
2. Press the Delete key. Deletes the contents of cell E3.

3. Type: =IFS(D3 > 7000, D3*.35, If the store’s sales are over $7,000
then the manager receives a 35%
bonus.
4. Type: D3 > 5000, D3 * .20, If the store’s sales are over $5,000
then the manager receives a 20%
bonus. This is the second IF
function.
5. Type: TRUE,D3*.05) If neither condition is met, the
manager receives a 5% bonus.
6. Press the Enter key. Verifies the formula.

7. Drag copy the formula down to cell Copies the formula to the cell range
E14 as shown. E4:E14.

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What Why

Nested IF Statement entered in cell range E3:E14

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5.4 Using the PMT Function

In this lesson, you will learn how to use the PMT Function to calculate payments on a
loan.

T
he PMT function is used to calculate payments due on a loan based on
constant payments and assuming a constant interest rate. With the PMT
function, you can easily figure out what your monthly payments will be on a
mortgage or car loan.

To calculate loan payments, the PMT function uses 3 arguments:

1. rate – the interest rate. If you had a loan that you had to pay monthly with an interest
rate of 8%, this argument would read: .08/12 (interest rate divided by 12 months).

2. nper – the total number of payments of the loan. If the loan is a 30 year mortgage
and you make a monthly payment, this argument would read: 12 * 30 (12 months
times 30 years - or you can enter 360).

3. pv – the present value of the loan. This is the total loan amount upon which you
want your formula to be based and is typically entered as a negative number. Thus,
if your loan was for a $150,000 mortgage, then this argument would read: -150000.

Thus, the format of the PMT function is:

=PMT(rate, nper, pv)

The PMT function can also be used to calculate an investment goal. For example,
you can calculate how much money you need to invest in order to achieve a specific
dollar amount, assuming a constant interest rate and number of payments. So rather
than using the present value (pv) we need to enter the future value (fv). The format
of the PMT function to calculate an investment goal would be:

=PMT(rate, nper,, fv)

As an example, suppose you wanted to save $15,000 in the next 5 years and you
know that the interest rate for the account will be 7%. To calculate what your
monthly investment would be, the formula would read:

=PMT(.07/12,12*5,,-15000)

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Note: You can either type in the formula for the PMT function manually, or
use the Insert Function button.

To Calculate a Loan with the PMT Function

1. Activate the cell in which you want to place the formula.
2. Click the Insert Function icon to the left of the toolbar

Or
Click the Formulas tab and click the Insert Function button on the Function
Library group (you can also click the Financial button on the Function
Library and choose PMT from the list. Then, skip to step 6).
3. Select Financial from the Select a Category drop-down list.
4. From the Insert Function box, Select PMT from the Select a Function list
box.
5. Click OK.
6. Enter the interest rate per period (ie. Monthy: rate /12, Semiannual: rate /6,
etc.) in the Rate text box.
7. Enter the total number of payments of the loan in the Nper text box.
8. For loan payments, enter the loan amount as a negative number in the Pv text
box
Or
For future value amount, enter the future value to be achieved as a negative
number in the Fv text box.
9. Press the Enter key to verify the formula.

In this Let’s Try It exercise, we will calculate the payments on a 5 year car
loan of $17,500 at an 8% interest rate. We will use the Insert Function button
to accomplish this rather than typing in the function manually.

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Let’s Try It!

What Why
1. Click on the Sheet 2 worksheet tab. Switches to the Sheet 2 worksheet.

2. Click in cell A1. Activates cell A1.

3. Click the Insert Function button to Displays the Insert Function dialog
the left of the Formula bar as shown box.
below.

4. Choose Financial from the Select a Lists all built-in financial functions.
Category drop-down list as shown
below.

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What Why
5. Scroll down and choose PMT from the Chooses the PMT function.
Select a Function list box as shown
below.

6. Click OK. Displays the Function Arguments

dialog box.
7. In the Rate text box, type in: .08/12 as Enters an 8% interest rate on a
shown below. monthly payment.

8. In the Nper text box, type in: 12 * 5 Enters the total number of payments
of the loan.
9. In the PV text box, type: -17500 as Enters the total amount of the loan.
shown below.

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What Why

10. Click OK. Closes the Function Arguments

dialog box.

11. Observe the Formula bar. Verifies the format of the function.

12. Click the File tab and choose Close Closes the current workbook.
from the File Options pane. Click Save
when asked to save your changes.

Note: If your arguments already exist on your spreadsheet, you can reference
the cell address in the function, rather than hardcode the values (i.e.
PMT(A1/12, B1, C1).

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5.5 Using the FV Function

In this lesson, you will learn how to use the FV Function to calculate the future amount
of savings.

T
he FV function is used to calculate the future dollar amount you will have
saved assuming a fixed payment period at a set interest rate. For example, you
may wish to calculate the balance of your savings account if you deposit $75 a
week for 5 years at 6% interest.

To calculate future value, the FV function uses 3 arguments:

1. rate – the interest rate. If you are depositing an amount weekly into your account
with an interest rate of 6%, this argument would read:
.06/52 (rate divided 52 weeks).

2. nper – the total number of payments you want to make. To deposit an amount
weekly into your account for 5 years, this argument would read:
5 * 52 (5 years * 52 weeks)

3. pmt – the amount to be deposited each period. This is entered as a negative

number. Thus, if you were to deposit $75 a week, this argument would read:
-75.

Thus, the format of the FV function is:

=FV(rate, nper, pmt)

To Calculate a Future Value with the FV Function

1. Activate the cell in which you want to place the formula.
2. Click the Insert Function button.
3. Select Financial from the Select a Category drop-down list.
4. Select FV from the Select a Function list box.
5. Click OK.
6. Enter the interest rate per period in the Rate text box.
7. Enter the total number of payments of the loan in the Nper text box.
8. Enter the payment amount for each period as a negative number in the Pmt
text box.
9. Press the Enter key to verify the formula.

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Let’s Try It!

What Why
1. Open the Retirement workbook file in Opens the Retirement workbook.
the Lesson Files folder.
2. Click the Sheet 1 worksheet tab. Verifies that Sheet 1 is the active
worksheet.
3. Click in cell E5. Activates the cell where we wish to
place our formula.
4. Click the Formulas tab on the Displays Formulas commands and
Ribbon. tools.
5. Click the Financial icon on the Displays all available financial
Function Library group as shown functions. You can use individual
below. function buttons instead of using
the Insert Function button if you so
choose.

6. Click FV from the Financial Functions Displays the Function Arguments

list. dialog box for the FV function.
7. Click the Collapse Dialog Box button Minimizes the Function Arguments
to the right of the Rate textbox as dialog box and allows us to choose a
shown below. cell in our worksheet for the Rate
argument.

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What Why

8. Click in cell C5. Choose cell C5 as the Rate

argument.
9. Click the Expand Dialog Box button Reopens the Function Arguments
as shown. Dialog Box to full view.

10. Type: /52 as shown below. Divides the rate by the number of
time periods.

11. Click the Collapse Dialog Box button Minimizes the Function Arguments
to the right of the Nper textbox. dialog box and allows us to choose a
cell in our worksheet for the Nper
argument.
12. Click in cell D5 and click on the Chooses D5 as the Nper argument
Expand Dialog Box button. and reopens the Function
Arguments dialog box.
13. Type in: * 52 Multiplies the number of payments
by the time period.

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What Why
14. Click the Collapse Dialog Box button Minimizes the Function Arguments
to the right of the Pmt textbox. dialog box and allows us to choose a
cell in our worksheet for the Pmt
argument.
15. Click in cell B5 and click on the Chooses B5 as the Nper argument
Expand Dialog Box button. and reopens the Function Argument
dialog box.
16. Click in front of the B and type in: - Makes the value in B5 a negative
Your arguments should now read as number.
illustrated below.

The FV Function Arguments

17. Click OK. Closes the Function Arguments
dialog box.
18. Drag copy the value in cell E5 through Copies the formula in cell E5 to the
cell E12. cell range E6:E12.
19. Click the Save icon on the Quick Saves the active workbook.
Access Toolbar.

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5.6 Using AutoCalculate

In this lesson, you will learn how to use AutoCalculate to quickly perform a calculation on
a range of cells.

T
he fastest way to perform a calculation on a range of cells is by using the
AutoCalculate feature. And the best part is, you don’t even have to type in a
formula – it’s automatic! Whenever you highlight a range the cells, the sum, the
average and the count of that range is displayed in the Status bar.

However, you aren’t only limited to these functions. You can also calculate the
Numerical Count, Maximum, and Minimum of the range simply by right-clicking on
the Status Bar and choosing the desired function.

To Use the AutoCalculate Feature

1. Select the range of cells you wish to calculate.
2. Right-click on the Status bar to choose another function type and click the
box next to the function you want to display.
3. See result in the Status bar.

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Let’s Try It!

What Why
1. Select the cell range E5:E12. Chooses the cell range to be
included in the calculation.
2. Observe the Status bar. The result (Sum) of $340,111.14 is
displayed in the Status bar as well as
the Average and the Count.
3. Right-click on the status bar and Adds the Maximum function to be
choose Maximum from the pop-up displayed in the Status bar as well.
list as shown below. Then, press the
Esc key.

4. Observe the Status bar. Excel now calculates the average,

the sum, the maximum and the
count of the cell range.

5. Click the File tab and choose Close Closes the active workbook.
from the File Options pane. Click
Save when asked to save your changes.

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Lesson 5 Quiz
1. You are thinking of buying a house. Which function would you use to calculate
your monthly mortgage payment?
A. FV function
B. PMT function
C. IF function
D. NPER function

2. What does the argument “nper” represent?

A. The future value
B. The present value
C. The total number of payments
D. The amount to be deposited

3. What is the format of the IF function?

4. You want to calculate a bonus based on more than one condition. What function
would you use?
A. IF function
B. Nested IF function
C. FV function
D. PMT function

5. Instead of typing in your functions manually, you can also use the:
A. Insert Function button
B. The Status Bar
C. The FV function button
D. The Collapse Function button

6. Which of the following functions is incorrect?

A. =IF(D4 > 15000, 200, IF(D3 > 6000, 150, 25))
B. =IF(D4 > 15000, A1 * .35, IF(D3 > 6000, A1 * .20, 25))
C. =IF(D4 > 25000, 2000, IF(D3 > 6000, 50, 0))
D. =IF(D4 > 55000, 5000, IF(D3 > 6000, D4 * .25, 25)

7. You purchased an annuity in which you deposit $100 a week at a fixed rate of 4%
interest. What formula would you use to calculate its value at the end of 10 years?
A. =PMT(.04/12, 12 * 120, 100)
B. =FV(.04/12, 10 * 52, -100)
C. =PMT(.04/12, 12 * 120,, -100)
D. =FV(.04/12, 520, 100)

8. You want to add Minimum to the AutoCalculate function. To do this you:

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A. Click the Minimum button on the Formatting toolbar.

B. Click the Insert Function button and then choose Minimum from the list.
C. Right-click the Status bar and then choose Minimum from the list.
D. Right-click the Sum button and then choose Minimum from the list.

9. What function can be used as an alternative to the nested IF function?

10. Which default AutoCalculate functions appear in the Status Bar (check all that
apply)?
A. Minimum
B. Sum
C. Average
D. Maximum

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LAB 5 – ON YOUR OWN

1. Open the Lab5 workbook file from the Lesson Files folder.
2. Click in cell C2.
3. Using the IF function, create a formula that enters the value of “Pricey” if the
value in B2 is greater than $150 and “Normal” if it is less than $150.
Hint: Whenever using text in an IF statement, the text needs to be
surrounded by quotes (i.e. =IF B3 > 5000, “Bonus”, “No Bonus”)

4. Copy the formula to the cell range C3:C7.

5. Click on the Sheet 2 tab.

6. Click in Cell A1.

7. Using the PMT Function, calculate what your monthly mortgage payment
would be for a $150,000 loan at 6% interest for 30 years.

8. Click in cell A3.

9. Using the FV function, figure out how much money you will have in 25 years
if you save $50 a week and earn 5% interest on your savings.
(Hint: Since our payment is weekly rather than monthly, use 52 for the Rate and Nper
arguments.

10. Save and close the workbook.

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Lesson
L E S S O N 6 – D A T E A N D T I M E F U N C T I O N S

Lesson 6 – Date and Time Functions

Lesson Topics:
6.1 Understanding Date/Time Functions
6.2 Adding a Date and a Date Interval
6.3 Subtracting Dates
6.4 Calculating Time Intervals

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6.1 Understanding Date/Time

Functions
In this lesson, you will learn how to use date intervals in calculations.

A
t times, you may need to calculate the time interval between two dates in years,
months, days, hours or even minutes and seconds. Luckily, Excel supplies
several functions for calculating dates and times and the amount of time
between two dates and/or times. Below are some common date/time
functions and any arguments that they may take:

 DATE(year, month, day) – Creates a date based on the arguments. The arguments
can be hard coded (i.e. =DATE(2003, 1, 23) or cell references (=DATE(A1, B1, C1))
 TODAY() – Displays today’s date in a cell.
 NOW() – Displays the current date and time in a cell. It is only updated when the
worksheet is recalculated or a file is opened.
 DAY – returns the “day” value for a specific date.
 MONTH – returns the “month” value for a specific date.
 YEAR – returns the “year” value for a specific date.
 TIME(hour, minute, second) – Creates a time based on the arguments.
 HOUR – returns the “hour” value for a specific time.
 MINUTE – returns the “minute” value for a specific time.
 SECOND – returns the “second” value for a specific time.
 DAYS360(begin_date, end_date) – Returns the number of days between two
dates based on a 360-day year (twelve 30-day months), which is used in some
accounting calculations. Use this function to help compute payments if your
accounting system is based on twelve 30-day months.

The above date and time functions, as well as many others can be accessed by using the
Insert Function feature of Excel.

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To Use a Date or Time Function

1. Activate the cell where you wish to insert your date/time function.
2. Click the Insert Function button to the left of the formula bar
Or
Click the Formulas tab on the Ribbon and click the Insert Function button on
the Function Library group.
3. Select Date & Time from the Category drop-down list.
4. Select the desired date or time function from the Select a Function list box.
5. Click OK.
6. Type any required arguments or click the collapse dialog box to select them
manually in your worksheet.
7. Click OK when finished.

Tip: You can also display the Function Arguments dialog box by clicking the Date &
Time button on the Formulas Ribbon.

Let’s Try It!

What Why
1. Open the Lesson6 workbook file from Opens the Lesson 6 workbook file
the Lesson Files folder. in Excel.
2. Click on the Dates worksheet tab. Ensures that the Dates worksheet is
the active worksheet.
3. Click in cell A1 and type: =TODAY() Enters the current date in cell A1.

4. Press Enter. Confirms the entry.

5. Click in cell D4. Makes D4 the active cell.

6. Click the Insert Function button to Displays the Insert Function dialog
the left of the Formula bar. box.
7. Select Date & Time in the Category Displays available Date & Time
drop-down list as shown below. functions.

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What Why

8. Click the DATE function in the Chooses the DATE function.

Function list box as shown below.

9. Click OK. Displays the Function Arguments

dialog box.
10. Click in the Year text box and type: C4 Assigns the value in cell C4 as the
as shown below. year argument.

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What Why
11. Click in the Month text box and type: Assigns the value in cell A4 as the
A4. month argument.
12. Click in the Day text box and type: B4. Assigns the value in cell B4 as the
day argument.
13. Click OK. Closes the Function Arguments
dialog box and creates a date field
based on the month, day and year
fields.
14. Drag copy the formula in cell D4 to Copies the formula to cells D5
the cell range D5:D7. through D7.
15. Click in cell B24. Makes cell B24 the active cell.

16. Type =NOW() Enters the current date and time in

cell B24.

Using the DATE, NOW & TODAY Functions

17. Press Enter and observe the Confirms the entry.
worksheet.
18. Click the Save button. Saves the current workbook.

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6.2 Adding a Date and a Date

Interval
In this lesson, you will learn how to use date and date intervals in calculations.

O
ne of the most common date calculations used is that of adding together a date
and a date interval. For instance, if your customer invoices are due every 30
days, you would find the next due date by adding 30 to the last billing date. To
add the number of days to a date, just use basic addition. For instance, if you
wanted to add 30 days to today’s date, the syntax would be:

=TODAY + 30

Let’s Try It!

What Why
1. Click on the 30 Day Payment tab. Ensures that the 30 Day Payment
worksheet is the active worksheet.
2. Click in cell C2. Makes C2 the active cell.

3. Type: =B2 + 30 Adds 30 days to the date in cell B2.

4. Press Enter. Confirms the formula.

5. Drag copy the formula in cell B2 to the Copies the formula in cell B2 to
cell range B3:B9. cells B3 through B9.

Adding Months & Years to a Date

If we want to add months or years to a date, the formula becomes a little more complex.
To accomplish this, you will need to use the DATE function along with several
arguments. Let’s say we wanted to add 6 months to today’s date. The format would be:

=DATE(YEAR(TODAY()),MONTH(TODAY())+6,DAY(TODAY()))

This formula is broken down as follows:

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1. YEAR(TODAY()) – returns the Year portion of today’s date.

2. MONTH(TODAY())+6 – returns the Month portion of today’s date and adds 6

months to it.

3. DAY(TODAY())) – Returns the day portion of today’s date. The two closing
parenthesis close the DATE part of the formula and the last argument, the
MONTH part of the formula.

So if we wanted to add 45 days to the current date, our formula would read as follows:

=DATE(YEAR(TODAY()),MONTH(TODAY()),DAY(TODAY()) + 45)

Note that you may need to format the cell as a Date from the Format Cells dialog
box as Excel will return the date in serial number format.

Let’s Try It!

What Why
1. Click in cell D2. Activates Cell D2.

2. Type: =DATE(YEAR(TODAY()), Extracts the year portion of today’s

date.
3. Type: MONTH(TODAY())+6, Extracts the month portion of
today’s date and adds 6 months to
the current month.

4. Type: DAY(TODAY())) Extracts the day portion of date and

closes the formula.
5. Press the Enter key. Confirms the formula.

6. Click the File tab and click Close from Saves and closes the workbook.
the File Options pane. Click Save
when asked to save your changes.

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6.3 Subtracting Dates

In this lesson, you will learn how to calculate an interval of time between two dates.

I
f you want to calculate how much time has passed between two dates, you need
simply subtract the oldest date from the most recent date. For example, if the
value in cell A1 was 12/31/2014 and the value in cell B1 was 9/3/2014, your
formula would read:

=A1 – B1

The resulting answer would be 4/28/1900 – hardly what we expected. In order to get the
correct response, we need to format the cell where the formula resides as a Number
(Select Number from the drop-down list on the Number group on the Home Ribbon).
Our answer would then be 119 representing the number of days between the two dates.

To calculate the number of months between two dates, use the formula:

=MONTH(A1)-MONTH(B1)

Once again, you will need to apply a number format to the cell containing the formula.
One important note: This formula will only work if the months occur in the same
year.

To calculate the number of months between two dates falling in different years, use the
following formula:

=((YEAR(A1)-YEAR(B1))*12)+MONTH(A1)-MONTH(B1))

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In this formula, we take the oldest year, multiply it by 12 months, and then subtract it
from the most recent year. Then, subtract the month of the oldest year from the most
previous year and add it to the year result.

To calculate the number of years between two dates, our formula would read:

=YEAR(A10)-YEAR(B1)

Let’s Try It!

What Why
1. Open the Retirement workbook file Opens the Retirement workbook
from the Lesson Files folder. file in Excel.
2. Click on the tab for Sheet 2. Switches to the Sheet 2
worksheet.
3. Click in cell D5. Activates cell D5.

4. Type: =((YEAR(C5)-YEAR(B5))*12) Calculates the year portion of the

formula.
5. Type: +MONTH(C5)-MONTH(B5) Calculates the month portion of
the formula.
6. Press Enter. Confirms the entry.

7. Click in cell D5. Activates cell D5.

8. Right-click and choose Format Cells Displays the Format Cells dialog
from the contextual menu. box.
9. Click the Number tab and then choose Applies the number format with
Number from the Category box. Enter 0 no decimal places.
in the decimal places box as shown
below.

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What Why

10. Click OK. Closes the Format Cells dialog box.

11. Click in cell E5. Activates cell E5.

12. Type: =YEAR(C5)-YEAR(B5) Calculates the number of years

between two dates.
13. Press the Enter key. Confirms the entry.

14. Select cell E5. Activates cell E5.

15. Right-click and choose Format Cells Displays the Format Cells dialog
from the contextual menu. box.
16. Click the Number tab and choose Applies the number format with no
Number from the Category box. Enter decimal places.
0 in the decimal places box.

17. Click OK. Closes the Format Cells dialog box.

18. Drag copy the formulas in cells D5 and Copies the two formulas to cells
E5 to the cell range D6:E12. D6 through E12.
19. Click the File tab and choose Close Saves and closes the workbook file.
from the File Options pane. Click Save
when asked to save your changes.

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6.4 Calculating Time Intervals

In this lesson, you will learn how to calculate the interval between two time periods.

W
hen you want to calculate the number of hours between two times, you
subtract the least recent time from the most recent time. The result will be
displayed in days. To calculate the result in hours, multiply the result of the
calculation by 24.

For instance, suppose cell A1 had the value of 7:00 AM and B1 contained the value of
3:30 PM. To calculate the number of hours between the two times, our formula would
read:
=(B1-A1)*24

Note: The cells containing the formula need to be formatted as a Number.

Let’s Try It!

What Why
1. Open the Lesson6 workbook file from Opens the Lesson6 file in Excel.
the Lesson Files folder.
2. Click on the Time Sheet tab. Switches to the Time Sheet
worksheet.
3. Click in Cell D4. Activates cell D4.

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What Why
4. Type: =(C4-B4)*24 Subtracts the time in B4 from the
time in C4 then multiplies the value
by 24 to convert the value in hours.
5. Press the Enter key. Verifies the formula.

6. Drag copy the formula in D4 to the Copies the formula in D4 to cells

cell range D5:D8. D5 through D8.
7. Click the File tab and choose Close Saves the current workbook.
from the File Options pane. Click
Save when asked to save your changes.

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Lesson 6 Quiz
1. To display today’s date in a cell, what formula would you use?
A. NOW()
B. TODAY()
C. DATE()
D. CURENT()

2. Which formula is correct if you wanted to add 8 months to today’s date?

A. =DATE(YEAR(TODAY())+8,MONTH(TODAY()),DAY(TODAY()))
B. =DATE(YEAR(TODAY()),MONTH(TODAY()),DAY(TODAY()+8))
C. =DATE(YEAR(TODAY()),MONTH(TODAY())+8,DAY(TODAY()))
D. TODAY + 8

3. If a date formula in a cell returns a serial number value, you will have to format the
cell as:
A. Date
B. Number
C. Serial Date
D. Today

4. You are creating a time card spreadsheet in Excel which calculates the number of
hours worked. What is the correct formula to calculate the difference between the
punch-in time (in cell A1) and punch-out time (in cell B1)?
A. =(B1-A1)
B. =(A1-B1)
C. =(B1-A1) * 12
D. =(B1-A1) * 24

5. In the example above, the cell containing the formula would need to be formatted
as:
A. Date
B. Number
C. Serial Date
D. Time

6. What is the difference between the NOW() and the TODAY() functions?
A. NOW() returns the current date and time and TODAY() returns just the
current date.
B. TODAY() returns the current date and time and NOW() returns just the
current date.

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C. NOW() returns the current date and time and TODAY() returns the current
month.
D. There is no difference between the two – they both return the current date and
time.

7. You can access date functions from the Insert Function dialog box.
A. True
B. False

8. What formula would you use to add 45 days to the current date?

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LAB 6 – ON YOUR OWN

1. Open the Lab6 workbook file in the Lesson Files folder.

2. Click in cell C2

3. Create a formula that adds 6 months to the value in cell B2.

(Hint: When referring to the formula in Section 6.2, replace Today()
with the B2)

4. Click in cell D2.

5. Create a formula that adds 1 year to the value in cell B2.

6. Click in Cell F2

7. Calculate the number of months between today’s date and the date of last
review using the value in cell E2 (use formula in Section 6.3).
(Hint: Replace Value (A1) in formula example with (Today())

8. Save your changes and close the file.

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Lesson
L E S S O N 7 – M A N A G I N G W O R K B O O K S

Lesson 7 – Managing Workbooks

Lesson Topics:
7.1 Creating a Workbook Using a Template
7.2 Creating a New Template
7.3 Editing a Template
7.4 Showing or Hiding Workbook Elements
7.5 Creating a Workspace
7.6 Comparing Two Workbooks Side by Side
7.7 Saving a Workbook in a Different File Format
7.8 Using Data Consolidation

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7.1 Creating a Workbook Using a

Template
In this lesson you will learn how to create a new workbook using one of Excel’s pre-
defined templates.

E
xcel includes a few pre-defined templates which automate the process of
creating common forms such as invoices, expense statements, loan
amortizations, time cards and balance sheets. This is especially helpful if you
find yourself creating the same type of report over and over again. To use a
template, create a new workbook based on a template and fill in the data – the design and
formatting process is already done for you. You can use the installed templates that came
with Excel or download hundreds of additional templates from Microsoft Office Online.

To Create a Workbook from a Template

1. Click the File tab and then click New.
2. Click the Template category on top of your screen
Or

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Choose an existing template from the right pane

Or
Type a search term in the Search Box and tap the Enter key.
3. Click the template you want to view. A preview of the template is displayed in
the window.
4. To change categories, choose the category you want in the right pane.
5. Click the Create button. If it is an offsite template, the template is now
downloaded to your computer from Microsoft’s site.

Let’s Try It!

What Why
1. Click the File tab and then click New Displays the New Workbook Task
from the menu. Pane.

2. Click in the Search Box and type Loan Types in a template keyword for
as shown below. which we want to search.

3. Press Enter. Executes the search and displays

matching templates.

4. Click the Loan Amortization template Selects the template we wish to use
as shown below. and displays a preview of the template.

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What Why

5. Click Create. Creates a new workbook based on the

Loan Amortization template.
6. Type: 150000 in the Loan Amount Enters the value for the loan amount
Field as shown below and then press field and moves to the next cell.
the Enter key.

7. Type: 6.5 in the Annual Interest Rate Enters the value for the Interest Rate
field and then press the Enter key. field and moves to the next cell.
8. Type 30 in the Loan Period in Years Enters the value for the loan period
field and then press the Enter key. and moves to the next cell.
9. Type: 12 in the Number of Payments Enters the value in the number of
per Year field and then press the Enter payments field and moves to the next
key. cell.

10. Type: 1/1/2020 in the Start Date of Enters the value for the start date of
Loan field and then press the Enter the loan and calculates the loan
key. Observe the data as illustrated amortization.
below.

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What Why

11. Click the Save button on the Quick Excel prompts you to provide a new
Access Toolbar. filename for the workbook.
12. Click the Browse icon in the center Displays the Save As dialog box.
pane.
13. Navigate to the Lesson Files on the Navigates to the folder where we want
Desktop. to save our file.
14. Type in My_Loan in the filename text Names the workbook My_Loan and
box and then click the Save button. saves the file.
15. Click the File tab and choose Close Closes the active workbook.
from the File Options pane. Click Save
if asked to save your changes.

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7.2 Creating a New Template

This lesson will guide you through the process of creating a new Excel Template.

A
s we saw in the last section, Excel provides a variety of templates without you
having to add any design changes or formatting – all you need to do is enter in
the data. However, you also have the ability to create your own templates that
you can use in other workbooks. This is especially useful if you need to create a
particular type of report on a regular basis with consistent text, formatting or formulas.
Rather than starting from scratch each time, you can set up the design and formatting
ahead of time.

Excel templates are saved with the .xltx extension. By default, Excel stores any new
templates in the Custom Office Templates folder. If you wish your template to appear in
the Personal category when creating a new workbook, you must store your template in
the default folder.

To Create a New Template

1. Create a new Excel workbook with the desired formatting, design, formulas,
and headings.
2. Click the File tab and click Save As from the File Options pane.
3. Click the Browse button to display the Save As dialog box.

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4. Click the Save as type drop-down arrow and select Excel Template from the
list. If your template contains macros, choose Excel Macro-Enabled
Template.
5. Type the name for your template in the File Name text box.
6. Click the Save button.

Let’s Try It!

What Why
1. Open the Lesson7 workbook file from Opens the Lesson7 file in Excel.
the Lesson Files folder.
2. Click on the Time Sheet worksheet Verifies that the Time Sheet
tab. worksheet is the active worksheet.
3. Click in cell A1. Activates cell A1.

4. Type: Weekly Time Sheet and then Overwrites the contents of cell A1.
press Enter.
5. Highlight the cell range A4:C8 as Selects the cell range A4 through
shown below. C8.

6. Press the Delete key. Deletes the selected data.

7. Click the File tab and click Options in Displays the Excel Options dialog
the left pane. box.
8. In the left pane, click Advanced. Switches to Advanced Excel
options.

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What Why
9. Scroll down and under the Display Hides cell contents whose value is
Options for this Worksheet category, zero.
uncheck the Show a zero in cells that
have zero value check box as shown
below.

10. Click OK. Closes the Excel Options dialog

box.
11. Click in cell F1. Activates cell F1.

12. Type: Week Of: Enters text in cell F1.

13. Click in cell G1. Activates cell G1.

14. Type: =Today() and then press Enters today’s date.

Enter.
15. Highlight cells F1:G1. Select cells F1 & G1.

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What Why
16. Click the Bold button on the Home Applies bold formatting.
Ribbon.
17. Click the File tab. Displays the File Options pane.

18. Click Save As. Displays the Save As dialog box.

19. Click the Browse button in the center Displays the Save As dialog box.
pane.

20. Select Excel Template from the Save Chooses template as the file type.
as Type drop-down list as shown
below

21. Type: Weekly Timesheet in the File Provides a name for the template.
Name text box as shown below.

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What Why
22. Click Save Saves the file.

23. Click the File tab and choose Close Closes the workbook.
from the File Options pane.

24. Click the File tab and choose New Displays the New Workbook Task
from the File Options pane. Pane.
25. Click Personal (to the right of Displays the Personal Templates
Featured)in the right pane as shown pane.
below.

26. Select Weekly TimeSheet. Creates a new workbook file based

on the Weekly Timesheet template.
27. Click in cell A4 and type: 1/1/19 Enters the date value.

28. Click in cell B4 and type: 7:00 am Enters the time in value.

29. Click in cell C4 and type: 3:30 pm Enters the time out value.

30. Press Enter. Confirms the entry.

31. Click the Save button. Excel prompts for a name for the
new workbook file.
32. Press Esc. Closes the Save As pane without
saving the file.

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What Why
33. Click the File tab and choose Close Closes the new workbook without
from the File Options pane. Click saving changes.
Don’t Save when asked to save your
changes.

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7.3 Editing a Template

In this lesson, you will learn how to make changes to an existing template.

Y
ou make changes to a template just as you would make changes to a normal
workbook file — simply open the file directly, make your changes and then save
the file. Template files are saved in the Custom Templates folder (which is
located under your Documents folder) by default. You may need to navigate to
this folder to find your existing templates. Being able to find your template files is
especially handy if you want to copy your templates to another computer or make a back
up of any templates that you have created or downloaded.

Another way to edit a template (although a bit sloppier) is to create a new workbook
based upon the template that you want to edit. Make your changes and then save the
new workbook as a Template (with the same name as the original template), as we did in
the last lesson. Click Yes when asked if you wish to replace the existing file.

To Edit an Existing Template

1. Click the File tab and then click Open.
2. Click Computer in the center pane.

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3. Click Browse in the right pane.

4. Click Documents in the left pane (may be under the Libraries section).
5. Double-click Custom Office Templates.
6. Select the desired template file and click Open.
7. Make any changes to the template.
8. Click the Save button to save your changes.

Let’s Try It!

What Why
1. Click the File tab and choose Open. Launches the Open dialog box.

2. Click the Browse icon in the center Displays the Open dialog box.
pane.
3. Click Documents in the left pane. Displays the contents of your
Documents folder.
4. Double-click the Custom Office Displays all of your personal templates.
Templates folder.
5. Select the Weekly Timesheet Opens the Weekly Timesheet template
template file and then click Open. file.
6. Click on the Column Heading for Selects column A.
Column A.
7. Right-click and then choose Insert Inserts a new column to the left of
from the pop-up menu. column A.
8. Click the Arrow on the Insert Picks up the formatting from column B.
Options floating icon as shown
below and then choose Format same
as Right.

9. Click in cell A3 and then type: Employee Enters the word “Employee” in
cell A3.

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What Why
10. Press Enter. Confirms the entry.

11. Click in cell B2 and type: Time Sheet. Replaces the text in cell B2 with the
words “Time Sheet.”
12. Click the Save button. Saves the changes to the template.

13. Click the File tab and then click Close. Closes the template file.

14. Press the Alt + F keystroke Displays the New Workbook Task
combination and choose New from the Pane.
File Options pane.

15. Click Personal in the right pane. Displays all templates that you have
created.
16. Click Weekly TimeSheet. Creates a new workbook file based on
the Weekly Timesheet template.
17. Observe the worksheet. Notice the new row with the column
heading of “Employee”
18. Press the Alt + F keystroke Closes the new workbook without
combination and choose Close from saving changes.
the File Options pane. Click Don’t
Save if asked to save your changes.

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7.4 Showing or Hiding Workbook

Elements
In this lesson, you will learn how to hide various workbook elements.

N
ew workbooks contain a default set of elements: Ruler, Gridlines, Message
Bar, Formula Bar, Column Headings and Row Headings. Excel allows
you to display or hide these items by checking or clearing the box next to the
item. This feature can come in handy if you need extra room for formatting
or wish to see how your spreadsheet will look without gridlines.

To Display or Hide Workbook Elements

1. Click the View tab on the Ribbon.
2. Click or clear the check box for the element you wish to display or hide on the
Show/Hide group.

Let’s Try It!

What Why
1. Open the Lesson7 workbook from the Opens the Lesson7 workbook in
Lesson Files folder. Excel.
2. Click the View tab on the Ribbon. Displays View commands and tools.

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What Why
3. Click the check box next to Gridlines Removes the gridlines from the
on the Show/Hide Group to uncheck worksheet view.
the box as shown.

4. Click the check box next to Headings Removes the row and columns
on the Show/Hide Group to uncheck headings from the worksheet view.
the box.

5. Click the check box next to Gridlines Restores the gridlines.

to check it.
6. Click the check box next to Headings Restores the row and column
to check it. headings.

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7.5 Creating a Workspace

In this lesson, you will learn how to work on and view more than one worksheet in the
same window.

Y
ou may find yourself needing to compare two worksheets in the same workbook
simultaneously or needing to work on two worksheets at the same time. With
Excel, you can view multiple worksheets in your workbook in the same window
by using the New Window and Arrange All commands on the View Ribbon.
This is referred to as Creating a Workspace. You will first need to open a second
window and then position the worksheets in the desired arrangement (tiled, horizontal,
vertical or cascade). Note that the ability to save workspaces has been discontinued in
recent versions of Excel. However, you still can open workspaces saved in previous
versions of Excel.

To Create a Workspace
1. Open the workbook file(s) for which you want to create a workspace.
2. Click the View Tab on the Ribbon.
3. Click the New Window button on the Window group to add a second
window.
4. Click the Arrange All button on the Window group.
5. Click the check box next to Windows of Active Workbook.
6. Click the radio button next to the window arrangement you want.
7. Click the desired worksheet tab in each window.

Let’s Try It!

What Why
1. Click the New Window Opens a second window.
button on the Window group.
2. Click the View tab and then Displays the Arrange Windows dialog box.
click the Arrange All button
on the Window group of the
View Ribbon as shown below.

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What Why

3. Click the radio button to the Selects a vertical window arrangement using only
left of Vertical and click the the windows of the active workbook.
check box next to Windows
of Active Workbook as
shown.

4. Click OK and observe the new Closes the Arrange Windows Dialog Box.
window arrangement as
illustrated below.

5. Click the 30 Day Payment Switches to the 30 Day Payment worksheet.

Tab on the left pane
worksheet.

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What Why
6. Click the Time Sheet Tab on Switches to the Time Sheet worksheet.
the right pane worksheet.
7. Press the Alt + F4 keystroke Closes the workbook without saving changes to
combination. the Lesson 7:1 file.

8. Click the File tab and choose Closes the Lesson 7 file without saving changes.
Close from the File Options
pane. Click Don’t Save when
asked to save your changes.

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7.6 Comparing Two Workbooks

Side by Side
In this lesson, you will learn how to view two open workbooks side by side.

W
hen working with multiple workbooks, you may at times need to copy or
move data from one document to another or perhaps compare the content
of two documents. In addition to the New Window command, Microsoft
Excel includes the View Side by Side feature, located on the Window group
of the View Ribbon, allowing you to display two open workbooks alongside one another.
You need to have at least two different documents opened in order to use this feature.

The Synchronous Scrolling button on the Window group allows you to synchronize
scrolling – that is to say, when you move the scrollbar upwards or downwards, both
worksheets move in that direction. If you modify the window position of one of the
worksheets, you can restore the Side by Side view by clicking the Restore Window
Position button. To return to normal view, click the View Side by Side button.

To Display Two Documents Side By Side

1. Open the workbooks you wish to view.
2. Click the View tab on the Ribbon.
3. If you have only two open workbooks, click the View Side by Side button on
the Window group.

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4. If you have more than two open documents, click the View Side by Side
button on the Window group and then select the workbook you wish to
display along side of the active workbook from the list. Click OK.
5. Click the View Side by Side button when you are finished comparing the two
documents.

Let’s Try It!

What Why

1. Press the Ctrl + O keystroke Displays the Open dialog box, bypassing
combination. the File Options pane.

2. Click Browse in the center pane and Displays the Open dialog box.
then navigate to the Lesson Files on
your desktop.

3. Select the Lesson6 workbook from Opens the workbook named Lesson6.
the Lesson Files folder and then click
Open.

4. Press the Ctrl + O keystroke Opens the workbook named Lesson7.

combination and then click Lesson 7
under the Today workbooks area in
the right pane.

5. Click the View tab on the Ribbon. Switches to View commands and options.

6. Click the View Side by Side button Displays Lesson6 and Lesson7 along side
on the Window group as shown one other.
below.

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What Why

7. Ensure that the Synchronous Ensures that Synchronous Scrolling is

Scrolling button is lit as shown activated.
below. If not, click the button.

8. Drag the scrollbar downwards. Both workbooks scroll downwards at the

same time.

9. Click the Maximize button on the Maximizes the Lesson7 worksheet window.
Lesson7 worksheet window.

10. Click the Reset Window Position Restores the windows to Side by Side view.
button on the Window group

11. Click the Arrange All button on the Displays the Arrange Windows dialog box.
Window group.

12. Click Vertical and then click OK. Arranges the windows vertically.

13. Click the View Side by Side Returns to single workbook view.
button.

14. Press the Ctrl + W keystroke Closes the Lesson7 workbook.

combination. Do not save any
changes.

15. Press the Ctrl + W keystroke Closes the Lesson6 workbook.

combination again. Do not save
any changes.

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7.7 Saving a Workbook in a Different

File Format
In this lesson, you will learn how to save workbooks in a different file format.

I
n an earlier lesson, you saw how you can save an Excel workbook as a Template. In
addition, Excel allows you to save your workbooks in different file formats which
can then be read by other applications. For instance, you may need to save your file
in a previous version of Excel, an XML file or even a comma delimited text file
(CSV). Be aware, however, that saving Excel documents in different file formats can
result in the loss of some of the original formatting of the document.

For some of the file formats such as comma delimited or space delimited, Excel will only
allow you to save the active worksheet. If you have more than one worksheet that you
wish to save in a different file format, you will need to save each sheet individually.

To Save an Excel Workbook in a Different Format

1. Click the File tab.
2. Click Save As on the File Options pane.
3. Select the location where you want to save your file (Computer, OneDrive or
SharePoint).

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4. Click the Browse button and then navigate to the folder where you want to
save your file.
5. Click the arrow to the right of the Save as Type drop-down list.
6. Select the desired file format.
7. Type a new name for the document in the File name text box, if desired.
8. Click the Save button.

Let’s Try It!

What Why
1. Open the Lesson7 workbook file in Opens the Lesson 7 workbook file in
the Lesson Files folder. Excel.
2. Click the File tab. Displays the File Options pane.

3. Click Save As in the left pane and then Displays the Save As dialog box.
click the Browse icon in the center
pane. If necessary, navigate to the
Lesson Files folder.
4. Click the Arrow in the Save as Type Chooses Comma Delimited as the new
combo box and choose CSV (Comma file type.
Delimited) from the drop-down list as
shown below.

5. Click the Save button. Saves the new file.

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What Why
6. Click OK Closes the warning box telling us that
we can save only the active sheet.
7. Click the File tab and choose Close Closes the Lesson7.csv file.
from the File Options pane. Click
Don’t Save when asked to save your
changes.

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7.8 Using Data Consolidation

In this lesson, you will learn how to consolidate the values from several ranges of data.

E
xcel allows you to consolidate similar values from several ranges of data into a
single worksheet. For instance, you may have sales figures in separate
worksheets or workbooks for January through June. You can easily total the
figures in a new worksheet by using Data Consolidation and the SUM
Function. Additionally, you can create a live link to the data ranges of the worksheets that
you consolidate.

To Consolidate Data
1. Open all workbooks that contain the data you want to consolidate.
2. Select the cell range where you want the new consolidated data to show.
3. Click the Data tab on the Ribbon.
4. Click the Consolidate button on the Data Tools group.
5. Choose the desired function from the Function drop-down list.
6. Click the Collapse Dialog Box in the Reference text box and select the first cell
range you wish to add to the consolidation.
7. Click the Expand Dialog Box.
8. Click Add.

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9. Repeat Steps 6, 7, & 8 for each cell range you wish to add to the consolidation.
10. Click OK.

Let’s Try It!

What Why
1. Open the Consolidate workbook file Opens the Consolidate workbook in
from the Lesson Files folder. Excel.
2. Click on the Yearly Sales worksheet Switches to the Yearly Sales worksheet.
tab.
3. Click in cell A6. Selects the cell where we want our
consolidated data to appear.
4. Click the Data tab on the Ribbon. Switches to Data commands and tools.

5. Click the Consolidate button on the Displays the Consolidate dialog box.
Data Tools group as shown below.

6. Select the Sum function from the Chooses the function to perform on
Function drop-down list as shown the consolidated data.
below.

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What Why

7. Click the Collapse Dialog Box button Collapses the dialog box allowing you
to the right of the Reference text box. to manually select the cell range you
want include.

8. Click on the January Sales worksheet Switches to the January Sales

tab. worksheet.
9. Select the cell range B3:D6. Selects the cell range to add to the
consolidation.
10. Click the Expand Dialog Box button. Restores the Consolidate Dialog Box.

11. Click Add. Adds the selected cell range to the

consolidation list.
12. Click the Collapse Dialog Box button Collapses the dialog box allowing you
to the right of the Reference text box. to manually select the cell range you
want include.

13. Click on the February Sales Switches to the February Sales

worksheet tab. worksheet.
14. Select the cell range B3:D6. Selects the second cell range to add to
the consolidation.
15. Click the Expand Dialog Box button. Restores the Consolidate dialog box.

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What Why
16. Click Add. Adds the selected cell range to the
consolidation list.
17. Click the Collapse Dialog Box button Collapses the dialog box allowing you
to the right of the Reference text box. to manually select the cell range you
want include.

18. Click on the March Sales worksheet Switches to the March Sales
tab. worksheet.
19. Select the cell range B3:D6. Selects the cell range to add to the
consolidation.
20. Click the Expand Dialog Box button. Restores the Consolidate dialog box.

21. Click Add. Adds the selected cell range to the

consolidation list.
22. Click the Use Labels in Left Column Inserts the label of the original data in
check box as shown below. the far left column.

23. Click the Create Links to Source Creates a live link to the original data.
Data check box as shown above. Thus, if the original data is changed,
the consolidated data will automatically
be updated to reflect the change.
24. Click OK. Closes the Consolidate dialog box and
displays the consolidated data. .

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What Why
25. Change the width of Column D to Changes the width to display the
accommodate the text if necessary. values in Column D.
26. Press the Ctrl + W keystroke Closes and saves the workbook file.
combination. Click Save when asked
to save your changes.

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Lesson 7 Quiz
1. A template is:
A. A workbook that you have saved in a different file format.
B. A worksheet that contains consolidated data from other worksheets.
C. A workbook that contains more than one worksheet from different
workbooks.
D. A pre-designed worksheet that can help you automate the process of creating a
worksheet.

2. To use an existing template, you:

A. Click the File tab, select Open Template from the File Options pane and then
choose the template you wish to use from the New Workbook Pane.
B. Click the File tab, select New from the File Options pane, choose the desired
template category and then choose the template you wish to use.
C. Click the Insert tab on the Ribbon, click the Templates button and then choose
the template you wish to use.
D. Click the File tab, select Templates from the File Options pane, click the
Template category in the left pane of the New Workbook pane and then
choose the template you wish to use.

3. Any new templates you create will be stored in what category?

A. My Templates
B. Installed Templates
C. Personal
D. Microsoft Office Online

4. You cannot modify pre-designed templates that come packaged with Excel.
A. True
B. False

5. What file extension is added to a template file?

A. .xltx
B. .xlsx
C. .xls
D. .xtt

6. To create a new template, select Save As from the File Options pane, click the
Browse button and then:
A. Choose Template from the Save as Type drop-down list.
B. Choose .CVS (Comma Delimited) from the Save as Type drop-down list.
C. Choose Document Template from the Save as Type drop-down list.
D. Choose Excel Template from the Save as Type drop-down list.

7. When you create a new template, it is stored in which folder?

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A. In the Custom Office Templates folder in your Documents folder.

B. In the Microsoft/Templates folder in your Documents folder.
C. In the Data folder in your Documents folder.
D. In the Personal folder under your user folder.

8. You have three worksheets from which you wish to create a workspace. How
can you accomplish this?

9. What workbook elements can you show or hide from the View Ribbon (select
all that apply)?
A. Worksheet tabs
B. Gridlines
C. Row & Column Headings
D. The Consolidation Pane

10. Data Consolidation refers to:

A. Totaling a range of cells on your worksheet.
B. Copying & Pasting data from one or more worksheets into a new
worksheet.
C. Combining values from several ranges of data into a single worksheet.
D. Summing formulas from one or more workbooks.

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LAB 7 – ON YOUR OWN

1. Open the Lab7 workbook file.
2. Click the Income Statement worksheet tab. Click the File tab and click Save
As from the File Options pane.
3. Name the file: IncomeReport
4. Save the file as a Template using the default template folder.
5. Close the workbook.
6. Use the template to create a new workbook.
7. Enter the following values for January:

Video Rentals $2956

Video Sales $845
Investment Interest $130
DVD Player Sales $540
Snack Sales $654
8. Save the file in Excel 97-2003 Workbook format and name the file
Income2015

9. Create a Workspace with two windows displaying the Estimate and the
Income Statements Worksheets. Arrange the windows horizontally.

10. Save and close the file.

11. Close Excel.

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Congratulations!
You have completed Excel 365 – Level 2! You are now ready to use the skills that
you have learned in this class. Don’t be afraid to experiment with all you have
learned. If you would like to continue your Excel training, we have an Excel 365 –
Level 3 class in which you will work with importing and exporting data, formatting
numbers, working with ranges, working with macros and menus, working with data
analysis tools and more!

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Class Project
You are the owner of a small chain of bookstores. To catalog your inventory, create
a list of at least 25 books using an Excel table. Include the title, author, category and
price. Choose one of the available table formats. When finished adding books, sort
your list by category. Add relevant WordArt to your worksheet. Name this
worksheet “Inventory”. Save your workbook with the name: Odd_Books_ltd.xls.

Add a new worksheet that lists total sales by store for each quarter. Include 4 stores
in the following cities: Cleveland, Detroit, Ft. Lauderdale and Phoenix. Add a bar
chart in the same worksheet that displays your data. Format the chart to make it as
attractive as possible. Name this worksheet “Quarter_Sales”

In a new worksheet, create a pie chart that shows total sales for each store. Format
the chart to display the value and the percentage. Again, format the chart to make it
as visually appealing as possible. Name this worksheet “Sales by Store”

Add a hyperlink in the Sales by Store worksheet that jumps you to the Quarter Sales
worksheet. Name the link: “See Sales by Quarter”.

In another new worksheet, create an Organization Chart that displays the hierarchy
of your organization. Save your workbook as a Web page with the name: Odd
Books. Close all open worksheets.

Create a new workbook that displays time sheets for your individual employees for
one week including time in and time out. Include each employee in a separate
worksheet. Use a time interval function to calculate the hours worked for each
employee. Save the workbook with the name “Bookstore_Timesheet”

Insert an additional worksheet without any employee data but including fields such
as current date, employee name, time in, time out, and total hours worked. Save this
worksheet as a template with the name: Employee_Time_Sheet.

Close and save all open workbooks.

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Index
using ............................................................ 38

A
D
Arrange Window Command............................283
AutoCalculate Data
using ..........................................................247 entering into tables ..................................... 17
AutoFilter Data Consolidation
using ............................................................34 using .......................................................... 292
Axis Date Functions ............................................... 253
category and value - defined .......................92 Date Interval
adding ....................................................... 257
Dates
C adding months and years to ..................... 257
subtracting ................................................ 259
Charts Drawing Objects
adding labels to............................................63 formatting ................................................. 160
changing the source data of ......................112 Drawing Tools
chart type - changing ...................................84 using .......................................................... 145
creating ........................................................51
displaying gridlines ......................................89
editing chart text .........................................70 E
Filtering data in ..........................................121
formatting ....................................................58 Elements
formatting category and value axis .............92 showing or hiding ...................................... 281
formatting chart elements ...........................76 E-mail
formatting chart text ...................................70 workbooks................................................. 206
funnel charts ..............................................108 Equations
Layout ..........................................................58 inserting complex ...................................... 197
map charts .................................................105
moving to a different worksheet ...............116
moving using cut and paste .........................54 F
moving using drag-and-drop........................54
organization charts ....................................178 Filter
pie charts ...................................................100 chart data .................................................. 121
resizing .........................................................56 Filters
saving as Templates ...................................118 custom filters .............................................. 38
styles ............................................................58 Format
using Sparklines .........................................124 chart elements ............................................ 76
Comments Formatting
inserting .....................................................222 drawing objects ......................................... 160
viewing and editing ....................................222 tables .......................................................... 21
Compare Workbooks Side by Side ..................286 Functions
Consolidating Data ..........................................292 date and time ............................................ 253
Convert to Range command FV Function ............................................... 243
using ............................................................44 IF function ................................................. 231
Converting insert function button ............................... 231
handwriting to text ....................................189 nested ............................................... 233, 235
Custom Filters PMT ........................................................... 238
Funnel Charts

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creating ......................................................108 viewing and editing ................................... 222

FV Function .....................................................243

O
G
Online Images
Graphics inserting .................................................... 139
inserting into a worksheet .........................136 Organization Chart
Gridlines inserting into worksheets ......................... 178
displaying in charts ......................................89 Organization Charts
modifying .................................................. 182

H
P
Handwriting
to notes......................................................189 Pictures
Hiding inserting into a worksheet ........................ 136
worksheet elements ..................................281 Pie Charts
Hyperlinks creating ..................................................... 100
inserting .....................................................217 PMT Function ................................................. 238

I R
Icons Resize Table command
inserting .....................................................149 using ............................................................ 44
IF Function ......................................................231
Inserting
online images into a note ..........................139 S
Save As Command .......................................... 289
L Saving
workbooks in a different file format ......... 289
Labels Screenshot
adding or modifying .....................................63 taking ........................................................ 186
List Send Command
see Table ......................................................13 e-mailing workbooks using ....................... 206
Shapes
inserting .................................................... 144
M Show
worksheet elements ................................. 281
Map Charts SmartArt
creating ......................................................105 inserting and modifying ............................ 170
Math Sorting
creating simple equations ..........................193 ascending or descending order ................... 28
Math Equation data ............................................................. 28
creating complex .......................................197 multiple columns in an table ....................... 30
Microsoft Office Online Source Data
downloading templates from ....................268 changing in charts ..................................... 112
Sparklines
N customizing ............................................... 127
using .......................................................... 124
Nested Functions .................................... 233, 235
New Window Command .................................283 T
Notes
inserting .....................................................222 Table

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adding a total row to ...................................25 Time intervals

creating ........................................................13 calculating ................................................. 262
defined .........................................................13 Total Row
entering data into ........................................17 adding to tables .......................................... 25
formatting ....................................................21
removing from data .....................................44
sorting data in ..............................................28 W
sorting multiple columns in .........................30
Table Styles Web Browser
adding ..........................................................21 viewing a document in .............................. 210
removing ......................................................22 Web Page
Templates Web page preview .................................... 210
creating new ..............................................272 Web Pages
editing ........................................................278 converting worksheets into ...................... 214
location of templates folder ......................278 WordArt
saving charts as ..........................................118 inserting and modifying ............................ 165
using existing .............................................268 Workspace
Text Boxes creating ..................................................... 283
adding to worksheets ................................145 Writing
Time Functions ................................................253 notes by hand ........................................... 189

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