Introduction to Excel

Excel is a spreadsheet program that allows you to store, organize,

and analyze information. While you may believe Excel is only used by
certain people to process complicated data, anyone can learn how to take
advantage of the program's powerful features.

Features of MS Excel

1. Spreadsheet Layout

 Data is organized in rows and columns.

 Each intersection of a row and column forms a cell, which is used to store data.
 Each cell has a unique address (e.g., A1, B2).

2. Formulas and Functions

 Excel supports powerful formulas to perform calculations.

 It has built-in functions like:
o SUM() – Adds numbers
o AVERAGE() – Calculates average
o etc

3. Data Analysis Tools

 What-If Analysis: Tools like Goal Seek, Scenario Manager, and Data Tables.
 Data Filtering & Sorting: Helps organize and analyze information.

4. Charts and Graphs

 Excel allows creating different visualizations:

o Column Chart
o Bar Chart
o Line Chart
o Pie Chart
o Scatter Plot

5. Conditional Formatting

 Automatically formats cells based on conditions.

 Example: Highlighting values greater than 100 in red.

6. Data Validation

 Restricts the type of data entered in cells.

 Example: Allowing only whole numbers between 1 and 100.

7. Macros

 Automates repetitive tasks using VBA (Visual Basic for Applications).

  Saves time and reduces manual work.

8. Collaboration & Sharing

 Multiple users can work on the same Excel file (especially in Office 365).
 Features like Track Changes and Comments help in teamwork.

9. Importing and Exporting Data

 Can import data from external sources like databases, text files, and the web.
 Can export reports in formats like PDF, CSV, etc.

Editing a Workbook in MS Excel

A workbook in MS Excel is a file that contains one or more worksheets. Editing a workbook
involves making changes such as entering, modifying, formatting, and managing data. Below
are the important aspects of editing a workbook:

1. Opening and Saving a Workbook

 Open: Use File → Open to open an existing workbook.

 Save: Use File → Save (Ctrl + S) to save changes.
 Save As: To save the workbook with a new name or in a different format (e.g., .xlsx,
.csv, .pdf).

2. Inserting and Deleting Worksheets

 Insert: Click the “+” button at the bottom or use Home → Insert → Insert Sheet.
 Delete: Right-click the sheet tab → select Delete.
 Rename: Double-click the sheet tab and type the new name.
 Move/Copy: Right-click the sheet tab → select Move or Copy.

3. Entering and Editing Data

 Enter Data: Click a cell and type values (text, numbers, dates, etc.).
 Edit Data: Double-click the cell or press F2 to modify its content.
 Clear Data: Use Delete key or Home → Clear.

4. Formatting a Workbook

 Cell Formatting: Change font, size, color, and alignment from the Home tab.
 Number Formatting: Apply formats like Currency, Percentage, Date, and Custom.
 Borders and Shading: Use Borders and Fill Color for highlighting data.
 Cell Styles: Apply predefined themes for professional formatting.

5. Working with Rows and Columns

 Insert: Right-click on a row/column header → Insert.

 Delete: Right-click on a row/column header → Delete.
 Resize: Drag the row/column boundary or use Format → Row Height / Column
Width.
 Hide/Unhide: Right-click and choose Hide or Unhide.
6. Copying, Cutting, and Pasting Data

 Cut (Ctrl + X): Removes data and allows pasting elsewhere.

 Copy (Ctrl + C): Duplicates data for pasting.
 Paste (Ctrl + V): Inserts copied/cut data.
 Paste Special: Offers options like pasting only values, formulas, or formatting.

7. Find and Replace

 Find: Use Ctrl + F to locate specific text or numbers.

 Replace: Use Ctrl + H to replace data with new values.

8. Undo and Redo

 Undo (Ctrl + Z): Reverts the last action.

 Redo (Ctrl + Y): Repeats the last undone action.

9. Spell Check

 Use F7 or go to Review → Spelling to check for spelling errors in the workbook.

10. Protecting and Sharing a Workbook

 Protect Sheet/Workbook: Found under Review → Protect Sheet/Workbook to

prevent unauthorized editing.
 Share Workbook: Allows multiple users (especially in Office 365/OneDrive) to edit
simultaneously.

Opening and creating a new Workbook

Excel files are called workbooks. Whenever you start a new project in
Excel, you'll need to create a new workbook. There are several ways to
start working with a workbook in Excel. You can choose to create a new
workbook—either with a blank workbook or a predesigned template—
or open an existing workbook.

To create a new blank workbook:

1. Select the File tab. Backstage view will appear.

2. Select New, then click Blank workbook.

3. A new blank workbook will appear.

To open an existing workbook:

In addition to creating new workbooks, you'll often need to open a
workbook that was previously saved.
1. Navigate to Backstage view, then click Open.

2. Select Computer, then click Browse. Alternatively, you

can choose OneDrive to open files stored on
your OneDrive.

3. The Open dialog box will appear. Locate and select

your workbook, then click Open.

To save a workbook:

It's important to save your workbook whenever you start a new project
or make changes to an existing one. Saving early and often can prevent
your work from being lost. You'll also need to pay close attention
to where you save the workbook so it will be easy to find later.

1. Locate and select the Save command on

the Quick Access Toolbar.
2. You'll then need to choose where to save the file and
give it a file name. To save the workbook to your
computer, select Computer, then click Browse.
3. The Save As dialog box will appear. Select
the location where you want to save the workbook.
4. Enter a file name for the workbook, then click Save.
5. The workbook will be saved. You can click
the Save command again to save your changes as you
modify the workbook.

Inserting a Worksheet in MS Excel

Method 1: Using the Plus (+) Icon

1. Open your Excel workbook.

2. Look at the bottom where the sheet tabs are displayed (e.g., Sheet1, Sheet2).
3. Click on the “+” icon next to the sheet tabs.
4. A new worksheet (e.g., Sheet3) will be added.

Method 2: Using the Ribbon

1. Go to the Home tab on the Ribbon.

2. In the Cells group, click Insert.
3. Choose Insert Sheet.
4. A new worksheet will appear in the workbook.
Deleting a Worksheet in MS Excel

Method 1: Using Right-Click

1. Right-click on the sheet tab you want to delete.

2. Select Delete from the menu.
3. Confirm the deletion (Excel will warn you that data will be lost).

Method 2: Using the Ribbon

1. Select the sheet you want to delete.

2. Go to the Home tab.
3. In the Cells group, click Delete.
4. Choose Delete Sheet.

Introduction to Cells

Whenever you work with Excel, you'll enter information—or content—

into cells. Cells are the basic building blocks of a worksheet.

Understanding cells

Every worksheet is made up of thousands of rectangles, which are

called cells. A cell is the intersection of a row and a column—in other
words, where a row and column meet.

Columns are identified by letters (A, B, C), while rows are identified
by numbers (1, 2, 3). Each cell has its own name—or cell address—
based on its column and row.

You can select any cell by clicking in top of that cell. You can also
select multiple cells at the same time. A group of cells is known as a cell
range. Rather than a single cell address, you will refer to a cell range
using the cell addresses of the first and last cells in the cell range,
separated by a colon. For example, a cell range that included cells A1,
A2, A3, A4, and A5 would be written as A1:A5. Take a look at the different
cell ranges below:

Cell content

Any information you enter into a spreadsheet will be stored in a cell. Each
cell can contain different types of content,
including text, formatting, formulas, and functions.

 Text: Cells can contain text, such as letters, numbers,

and dates.
  Formatting attributes: Cells can contain formatting
attributes that change the way letters, numbers, and
dates are displayed. For example, percentages can
appear as 0.15 or 15%. You can even change a
cell's text or background color.

 Formulas and functions: Cells can

contain formulas and functions that calculate cell
values. In our example, SUM(B2:B8) adds the value of
each cell in the cell range B2:B8 and displays the total
in cell B9.

To insert content:
1. Click a cell to select it.
2. Type something into the selected cell, then
press Enter on your keyboard.

To delete (or clear) cell content:

1. Select the cell(s) with content you want to delete.
2. Press delete or backspace keys.
3. The cell contents will be deleted.

To copy and paste cell content:

1. Select the cell(s) you want to copy.
2. Click the Copy command on the Home tab, or
press Ctrl+C on your keyboard.
3. Select the cell(s) where you want to paste the
content.
4. Click the Paste command on the Home tab, or
press Ctrl+V on your keyboard.
5. The content will be pasted into the selected cells.

To cut and paste cell content:

Unlike copying and pasting, which duplicates cell content, cutting allows
you to move content between cells.

1. Select the cell(s) you want to cut..

2. Right-click the mouse and select the Cut command.
Alternatively, you can use the command on
the Home tab, or press Ctrl+X on your keyboard.
 3. Select the cells where you want to paste the content..
4. Right-click the mouse and select the Paste command.
Alternatively, you can use the command on
the Home tab, or press Ctrl+V on your keyboard.
5. The cut content will be removed from the original cells
and pasted into the selected cells.

Formatting Cells

All cell content uses the same formatting by default, which can make it
difficult to read a workbook with a lot of information. Basic formatting can
customize the look and feel of your workbook, allowing you to draw
attention to specific sections and making your content easier to view and
understand.

To change the font size: (already Done)

To change the font: (already Done)

To change the font color: (already Done)

To use the Bold, Italic & Underline: (Already Done)

Cell borders and fill colors

Cell borders and fill colors allow you to create clear and defined
boundaries for different sections of your worksheet. Below, we'll add cell
borders and fill color to our header cells to help distinguish them from
the rest of the worksheet.

To add a fill color:

1. Select the cell(s) you want to modify.
2. On the Home tab, click the drop-down arrow next to
the Fill Color command, then select the fill color you
want to use. In our example, we'll choose a dark gray.
 3. The selected fill color will appear in the selected cells.
We've also changed the font color to white to make it
more readable with this dark fill color.

To add a border:
1. Select the cell(s) you want to modify.
2. On the Home tab, click the drop-down arrow next to
the Borders command, then select
the border style you want to use. In our example, we'll
choose to display All Borders.

3. The selected border style will appear.

Cell styles
Instead of formatting cells manually, you can use Excel's predesigned
cell styles. Cell styles are a quick way to include professional formatting
for different parts of your workbook, such as titles and headers.

To apply a cell style:

1. Select the cell(s) you want to modify.
2. Click the Cell Styles command on the Home tab, then
choose the desired style from the drop-down menu.

3. The selected cell style will appear.

Text alignment

By default, any text entered into your worksheet will be aligned to the
bottom-left of a cell, Changing the alignment of your cell content allows
you to choose how the content is displayed in any cell, which can make
your cell content easier to read.

Left Align: Aligns content to the left border of the cell

Center Align: Aligns content an equal distance from the left and
right borders of the cell


Right Alig: Aligns content to the right border of the cell

Top Align: Aligns content to the top border of the cell

Middle Align: Aligns content an equal distance from the top and
bottom borders of the cell

Bottom Align: Aligns content to the bottom border of the cell

To change horizontal text alignment:

In our example below, we'll modify the alignment of our title cell to create
a more polished look and further distinguish it from the rest of the
worksheet.

1. Select the cell(s) you want to modify.

2. Select one of the three horizontal
alignment commands on the Home tab. In our
example, we'll choose Center Align.
 3. The text will realign.

To change vertical text alignment:

1. Select the cell(s) you want to modify.

2. Select one of the three vertical alignment commands

on the Home tab. In our example, we'll choose Middle
Align.

3. The text will realign.

You can apply both vertical and horizontal alignment settings to any cell.

Format Painter

If you want to copy formatting from one cell to another, you can use
the Format Painter command on the Home tab. When you click the
Format Painter, it will copy all of the formatting from the selected cell. You
can then click and drag over any cells you want to paste the formatting
to.

Watch the video below to learn two different ways to use the Format
Painter.

Introduction to number formats

Whenever you're working with a spreadsheet, it's a good idea to use
appropriate number formats for your data. Number formats tell your
spreadsheet exactly what type of data you're using, like percentages (%),
currency ($), times, dates, and so on.

Number formats don't just make your spreadsheet easier to read—they

also make it easier to use. When you apply a number format, you're telling
your spreadsheet exactly what types of values are stored in a cell. For
example, the date format tells the spreadsheet that you're
entering specific calendar dates. This allows the spreadsheet to better
understand your data, which can help ensure that your data remains
consistent and that your formulas are calculated correctly.

Applying number formats

Just like other types of formatting, such as changing the font color, you'll
apply number formats by selecting cells and choosing the desired
formatting option. There are two main ways to choose a number format:
  Go to the Home tab, click the Number
Format drop-down menu in
the Number group, and select the desired
format.

 You can also click one of the quick number-

formatting commands below the drop-down
menu.

You can also select the desired cells and press Ctrl+1 on your keyboard to
access more number-formatting options.

If you want to apply the Currency number format, which adds currency
symbols ($) and displays two decimal places for any numerical values.
Percentage formats
One of the most helpful number formats is the percentage (%) format. It
displays values as percentages, such as 20% or 55%. This is especially
helpful when calculating things like the cost of sales tax or a tip.

Date formats
Whenever you're working with dates, you'll want to use a date format to
tell the spreadsheet that you're referring to specific calendar dates, such
as July 15, 2014. Date formats also allow you to work with a powerful set of
date functions that use time and date information to calculate an answer.
Now that we have our date correctly formatted, we can do many different
things with this data. For example, we could use the fill handle to continue
the dates through the column, so a different day appears in each cell:

Other date formatting options

To access other date formatting options, select the Number Format drop-
down menu and choose More Number Formats. These are options to
display the date differently, like including the day of the week or omitting
the year.
The Format Cells dialog box will appear. From here, you can choose the
desired date formatting option.

As you can see in the formula bar, a custom date format doesn't change
the actual date in our cell—it just changes the way it's displayed.

Increase and Decrease Decimal

The Increase Decimal and Decrease Decimal commands allow you to
control how many decimal places are displayed in a cell. These commands
don't change the value of the cell; instead, they display the value to a set
number of decimal places.

Introduction to worksheet
Every workbook contains at least one worksheet by default. When
working with a large amount of data, you can create multiple
worksheets to help organize your workbook and make it easier to find
content. You can also group worksheets to quickly add information to
multiple worksheets at the same time.

To insert a new worksheet:

1. Locate and select the New sheet button near
the bottom-right corner of the Excel window.

2. A new blank worksheet will appear.

To copy a worksheet:
If you need to duplicate the content of one worksheet to another, Excel
allows you to copy an existing worksheet.

1. Right-click the worksheet you want to copy,

then select Move or Copy from the
worksheet menu.

2. The Move or Copy dialog box will appear.

Choose where the sheet will appear in
the Before sheet: field. In our example, we'll
choose (move to end) to place the
worksheet to the right of the existing
worksheet.
3. Check the box next to Create a copy, then
click OK.
 4. The worksheet will be copied. It will have the
same title as the original worksheet, as well
as a version number. In our example, we
copied the November worksheet, so our new
worksheet is named November (2). All
content from the November worksheet has
also been copied to the new worksheet.

To rename a worksheet:
1. Right-click the worksheet you want to
rename, then select Rename from the
worksheet menu.

2. Type the desired name for the worksheet.

 3. Click anywhere outside the worksheet tab, or
press Enter on your keyboard. The worksheet
will be renamed.

To move a worksheet:
1. Click and drag the worksheet you want to
move until a small black arrow appears
above the desired location.

2. Release the mouse. The worksheet will be

moved.

To change the worksheet tab color:

1. Right-click the desired worksheet tab, and
hover the mouse over Tab Color.
The Color menu will appear.
2. Select the desired color.
 3. The worksheet tab color will be changed.

To delete a worksheet:
1. Right-click the worksheet you want to delete,
then select Delete from the worksheet menu.

2. The worksheet will be deleted from your

workbook.

Switching between worksheets

If you want to view a different worksheet, you can simply click the tab to
switch to that worksheet. However, with larger workbooks this can
sometimes become tedious, as it may require scrolling through all of the
tabs to find the one you want. Instead, you can simply right-click the
scroll arrows in the lower-left corner, as shown below.

Grouping and ungrouping

worksheets
You can work with each worksheet individually, or you can work with
multiple worksheets at the same time. Worksheets can be combined
together into a group. Any changes made to one worksheet in a group will
be made to every worksheet in the group.

To group worksheets:
1. Select the first worksheet you want to
include in the worksheet group.

2. Press and hold the Ctrl key on your keyboard.

Select the next worksheet you want in the
group.

3. Continue to select worksheets until all of the

worksheets you want to group are selected,
then release the Ctrl key. The worksheets are
now grouped.
To ungroup worksheets:
1. Right-click a worksheet in the group, then
select Ungroup Sheets from
the worksheet menu.

2. The worksheets will be ungrouped.

Alternatively, you can simply click any
worksheet not included in the group
to ungroup all worksheets.

Introduction to Printing in Excel

There may be times when you want to print a workbook to view and
share your data offline. Once you've chosen your page layout settings, it's
easy to preview and print a workbook from Excel using the Print pane.

To access the Print pane: (already Done)

Choosing a print area
Before you print an Excel workbook, it's important to decide exactly what
information you want to print. For example, if you have multiple
worksheets in your workbook, you will need to decide if you want to print
the entire workbook or only active worksheets. There may also be times
when you want to print only a selection of content from your workbook.

To print active sheets:

Worksheets are considered active when selected.

1. Select the worksheet you want to print. To

print multiple worksheets, click the first
worksheet, hold the Ctrl key on your
keyboard, then click any other worksheets you
want to select.

2. Navigate to the Print pane.

3. Select Print Active Sheets from the Print
Range drop-down menu.

4. Click the Print button.

To print the entire workbook:

1. Navigate to the Print pane.
 2. Select Print Entire Workbook from
the Print Range drop-down menu.

3. Click the Print button.

To print a selection:
1. Select the cells you want to print.
2. Navigate to the Print pane.
3. Select Print Selection from the Print
Range drop-down menu.

4. A preview of your selection will appear in

the Preview pane.

5. Click the Print button to print the selection.

Adjusting content
On occasion, you may need to make small adjustments from the Print
pane to fit your workbook content neatly onto a printed page. The Print
pane includes several tools to help fit and scale your content, such
as scaling and page margins.

To change page orientation:

Landscape orients the page horizontally, while portrait orients the
page vertically. In our example, we'll set the page orientation to
landscape.

1. Navigate to the Print pane.

2. Select the desired orientation from the Page
Orientation drop-down menu. In our
example, we'll select Landscape
Orientation.

3. The new page orientation will be displayed in

the Preview pane.

To fit content before printing:

If some of your content is being cut off by the printer, you can
use scaling to fit your workbook to the page automatically.

1. Navigate to the Print pane. In our example,

we can see in the Preview pane that our
content will be cut off when printed.
2. Select the desired option from
the Scaling drop-down menu. In our example,
we'll select Fit All Columns on One Page.

3. The worksheet will be condensed to fit onto

a single page.

Keep in mind that worksheets will become more difficult to read as they
are scaled down, so you may not want to use this option when printing a
worksheet with a lot of information. In our example, we'll change the
scaling setting back to No Scaling.

To include Print Titles:

If your worksheet uses title headings, it's important to include these
headings on each page of your printed worksheet. It would be difficult to
read a printed workbook if the title headings appeared only on the first
page. The Print Titles command allows you to select specific rows and
columns to appear on each page.

1. Click the Page Layout tab on the Ribbon,

then select the Print Titles command.

2. The Page Setup dialog box will appear. From

here, you can choose rows or columns to
repeat on each page. In our example, we'll
repeat a row first.
3. Click the Collapse Dialog button next to
the Rows to repeat at top: field.

4. The cursor will become a small selection

arrow, and the Page Setup dialog box will
be collapsed. Select the row(s) you want to
repeat at the top of each printed page. In our
example, we'll select row 1.
 5. Row 1 will be added to the Rows to repeat
at top: field. Click the Collapse
Dialog button again.

6. The Page Setup dialog box will expand. To

repeat a column as well, use the same
process shown in steps 4 and 5. In our
example, we've selected to repeat row 1 and
column A.
7. When you're satisfied with your selections,
click OK.

To adjust page breaks:

1. Click the Page Break Preview command to
change to Page Break view.

2. Vertical and horizontal blue dotted

lines denote the page breaks. Click and drag
one of these lines to adjust that page break.
3. In our example, we've set the horizontal page
break between rows 21 and 22.

4. In our example, all the pages now show the

same number of rows due to the change in
the page break.
Introduction to Mathematical
Operators
One of the most powerful features in Excel is the ability
to calculate numerical information using formulas. Just like
a calculator, Excel can add, subtract, multiply, and divide. In
this lesson, we'll show you how to use cell references to
create simple formulas.

Excel uses standard operators for formulas, such as a plus

sign for addition (+), a minus sign for subtraction (-),
an asterisk for multiplication (*), a forward slash for
division (/), and a caret (^) for exponents.

All formulas in Excel must begin with an equals

sign (=). This is because the cell contains, or is equal
to, the formula and the value it calculates.

Understanding cell references

While you can create simple formulas in Excel using numbers
(for example, =2+2 or =5*5), most of the time you will
use cell addresses to create a formula. This is known as
making a cell reference.
In the formula below, cell A3 adds the values of cells
A1 and A2 by making cell references:

When you press Enter, the formula calculates and displays

the answer in cell A3:

If the values in the referenced cells change, the

formula automatically recalculates:

To create a formula:
In our example below, we'll use a simple formula and cell
references to calculate a budget.

1. Select the cell that will contain the formula. In

our example, we'll select cell D12.
2. Type the equals sign (=). Notice how it
appears in both the cell and
the formula bar.

3. Type the cell address of the cell you want to

reference first in the formula: cell D10 in our
example. A blue border will appear around
the referenced cell.
4. Type the mathematical operator you want
to use. In our example, we'll type
the addition sign (+).
5. Type the cell address of the cell you want to
reference second in the formula: cell D11 in
our example. A red border will appear
around the referenced cell.

6. Press Enter on your keyboard. The formula

will be calculated, and the value will be
displayed in the cell. If you select the cell
 again, notice that the cell displays the result,
while the formula bar displays the formula.

Modifying values with cell references

The true advantage of cell references is that they allow you
to update data in your worksheet without having to rewrite
formulas. In the example below, we've modified the value of
cell D10 from $1,200 to $1,800. The formula in D12 will
automatically recalculate and display the new value in cell
D12.

Copying formulas with the fill handle

Formulas can also be copied to adjacent cells with
the fill handle, which can save a lot of time and effort if you
need to perform the same calculation multiple times in a
worksheet. The fill handle is the small square at the bottom-
right corner of the selected cell(s).

1. Select the cell containing the formula you

want to copy. Click and drag the fill
handle over the cells you want to fill.
 2. After you release the mouse, the formula will
be copied to the selected cells.

Introduction to Functions
A function is a predefined formula that performs calculations using
specific values in a particular order.

Excel includes many common functions that can be used to quickly find
the sum, average, count, maximum value, and minimum value for a
range of cells. In order to use functions correctly, you'll need to
understand the different parts of a function and how to
create arguments to calculate values and cell references.

The parts of a function

In order to work correctly, a function must be written a specific way, which
is called the syntax. The basic syntax for a function is the equals sign (=),
the function name (SUM, for example), and one or more arguments.
Arguments contain the information you want to calculate. The function in
the example below would add the values of the cell range A1:A20.
Working with arguments
Arguments can refer to both individual cells and cell ranges and must be
enclosed within parentheses. You can include one argument or multiple
arguments, depending on the syntax required for the function.

For example, the function =AVERAGE(B1:B9) would calculate

the average of the values in the cell range B1:B9.

Multiple arguments must be separated by a comma. For example, the

function =SUM(A1:A3, C1:C2, E1) will add the values of all of the cells in
the three arguments.

Creating a function
There are a variety of functions available in Excel. Here are some of the
most common functions you'll use:

 SUM: This function adds all of the values of

the cells in the argument.
 AVERAGE: This function determines
the average of the values included in the
argument. It calculates the sum of the cells
and then divides that value by the number of
cells in the argument.
 COUNT: This function counts the number of
cells with numerical data in the argument.
This function is useful for quickly counting
items in a cell range.
 MAX: This function determines
the highest cell value included in the
argument.
  MIN: This function determines the lowest
cell value included in the argument.

To create a function using the AutoSum command:

The AutoSum command allows you to automatically insert the most
common functions into your formula, including SUM, AVERAGE, COUNT,
MIN, and MAX. In the example below, we'll use the SUM function to
calculate the total cost for a list of recently ordered items.

1. Select the cell that will contain the function.

In our example, we'll select cell D13.

2. In the Editing group on the Home tab, click

the arrow next to the AutoSum command.
Next, choose the desired function from the
drop-down menu. In our example, we'll
select Sum.

3. Excel will place the function in the cell and

automatically select a cell range for the
argument. In our example, cells D3:D12 were
selected automatically; their values will
be added to calculate the total cost. If Excel
 selects the wrong cell range, you can
manually enter the desired cells into the
argument.

4. Press Enter on your keyboard. The function

will be calculated, and the result will appear
in the cell. In our example, the sum of D3:D12
is $765.29.

The AutoSum command can also be accessed from the Formulas tab on
the Ribbon.

You can also use the Alt+= keyboard shortcut instead of the AutoSum
command. To use this shortcut, hold down the Alt key and then press
the equals sign.
Watch the video below to see this shortcut in action.

The Function Library

While there are hundreds of functions in Excel, the ones you'll use the
most will depend on the type of data your workbooks contain. There's no
need to learn every single function, but exploring some of the
different types of functions will help you as you create new projects. You
can even use the Function Library on the Formulas tab to browse
functions by category, such as Financial, Logical, Text, and Date & Time.

To access the Function Library, select the Formulas tab on the Ribbon.
Look for the Function Library group.

Click the buttons in the interactive below to learn more about the different
types of functions in Excel.

The Insert Function command

While the Function Library is a great place to browse for functions,
sometimes you may prefer to search for one instead. You can do so using
the Insert Function command. It may take some trial and error depending
on the type of function you're looking for; however, with practice, the
Insert Function command can be a powerful way to find a function quickly.

To use the Insert Function command:

In the example below, we want to find a function that will calculate
the number of business days it took to receive items after they were
ordered. We'll use the dates in columns E and F to calculate the delivery
time in column G.

1. Select the cell that will contain the function.

2. Click the Formulas tab on the Ribbon, then

click the Insert Function command.

3. The Insert Function dialog box will appear.

4. Type a few keywords describing the
calculation you want the function to perform,
then click Go. In our example, we'll
type count days, but you can also search by
selecting a category from the drop-down list.

5. Review the results to find the desired

function, then click OK.
6. The Function Arguments dialog box will
appear. From here, you'll be able to enter or
select the cells that will make up the
arguments in the function.
7. When you're satisfied, click OK.
 8. The function will be calculated, and
the result will appear in the cell. In our
example, the result shows that it took four
business days to receive the order.

Freezing rows and columns

You may want to see certain rows or columns all the time in your
worksheet, especially header cells. By freezing rows or
columns in place, you'll be able to scroll through your content while
continuing to view the frozen cells.

To freeze rows and columns, select the view tab in the ribbon, and then in
window section, click on freeze panes and then select freeze top row, free
first column.

To unfreeze rows or columns, select unfreeze panes.

Sorting data
You can quickly reorganize a worksheet by sorting your data.
Content can be sorted alphabetically, numerically, and in many other
ways. For example, you could organize a list of students information by
name.

1. Select the column based on which you want to sort the data.

2. In the Home Tab, under the editing group, select any one of the
options Sort A to Z or Sort Z to A.
 3. A message then will be displayed on the screen.
If you want to sort the values of other columns as
well, select expand the selection option.

Filtering data
Filters can be used to narrow down the data in your worksheet,
allowing you to view only the information you need. In this example, we're
filtering the worksheet to show only rows that contain the
words Laptop or Projector in column B.

1. Select the filter option in the Editing Group under the

Home Tab :
 2. And then click on down arrow button in fromt of the
column name, apply the filter based on which data is to
be displayed and click OK.

Conditional formatting
Let's say you have a worksheet with thousands of rows of data. It would be
extremely difficult to see patterns and trends just from examining the raw
information. Conditional formatting allows you to automatically
apply cell formatting—such as colors, icons, and data bars—to one or
more cells based on the cell value.
 1. Select the column to apply conditional formatting:

2. In the styles group under the Home Tab, select the

conditional formatting option and the select the type of
formatting you want to apply.

Charts and Graphs

It can be difficult to interpret Excel workbooks that contain a lot of

data. Charts allow you to illustrate your workbook data graphically,
which makes it easy to visualize comparisons and trends.
Excel has several different types of charts, allowing you to choose the
one that best fits your data. In order to use charts effectively, you'll need
to understand how different charts are used.

Excel has a variety of chart types, each with its own advantages.
Click the arrows to see some of the different types of charts
available in Excel.

Column charts use vertical bars to represent data. They

can work with many different types of data, but they're
most frequently used for comparing information.
Line charts are ideal for showing trends. The data points
are connected with lines, making it easy to see whether
values are increasing or decreasing over time.

Pie charts make it easy to compare proportions. Each

value is shown as a slice of the pie, so it's easy to see
which values make up the percentage of a whole.
Bar charts work just like column charts, but they use
horizontal rather than vertical bars.

Area charts are similar to line charts, except the areas

under the lines are filled in.

In addition to chart types, you'll need to understand how to read a chart.

Charts contain several different elements, or parts, that can help
you interpret the data.
To insert a chart:
1. Select the cells you want to use for creating chart,
including the column titles and row labels. These
cells will be the source data for the chart. In our
example, we'll select cells A1:F6.

2. From the Insert tab, click the desired Chart command.

In our example, we'll select Column.

3. Choose the desired chart type from the drop-down

menu.
 4. The Selected chart will be inserted into the worksheet.

If you're not sure which type of chart to use, the Recommended

Charts command will suggest several different charts based on the
source data.
Chart and layout style

After inserting a chart, there are several things you may want to change
about the way your data is displayed. It's easy to edit a
chart's layout and style from the Design tab.

 Excel allows you to add chart elements—such

as chart titles, legends, and data labels—to make
your chart easier to read. To add a chart element, click
the Add Chart Element command on the Design tab,
then choose the desired element from the drop-down
menu.

 To edit a chart element, like a chart title, simply

double-click the placeholder and begin typing.
  If you don't want to add chart elements individually,
you can use one of Excel's predefined layouts. Simply
click the Quick Layout command, then choose
the desired layout from the drop-down menu.

 Excel also includes several chart styles, which allow

you to quickly modify the look and feel of your chart. To
change the chart style, select the desired style from
the Chart styles group. You can also click the drop-
down arrow on the right to see more styles.

You can also use the chart formatting shortcut buttons to quickly add
chart elements, change the chart style, and filter the chart data.
To change the chart type:

If you find that your data isn't well suited to a certain chart, it's easy to
switch to a new chart type. In our example, we'll change our chart from a
column chart to a line chart.

1. From the Design tab, click the Change Chart

Type command.

2. The Change Chart Type dialog box will appear. Select

a new chart type and layout, then click OK. In our
example, we'll choose a Line chart.
3. The selected chart type will appear. In our example, the
line chart makes it easier to see trends in sales data
over time.