Excel XP

Introduction
Microsoft Excel XP is a spreadsheet application in the Microsoft Office suite. A spreadsheet is an accounting program for the computer.
Spreadsheets are primarily used to work with numbers and text. Spreadsheets can help organize information, such as alphabetizing a list of
names or ordering records, and calculate and analyze information using mathematical formulas.
By the end of this lesson, you should be able to:

 Identify the parts of the Excel window
 Understand the differences between a workbook and a worksheet
 Understand a cell and its importance to Excel
 Move around a workbook
The Excel window

Many items you see on the Excel XP screen are standard in most other Microsoft software programs like Word, PowerPoint, and previous
versions of Excel, while some elements are specific to Excel XP.
Workbook
Also called a spreadsheet, the workbook is a unique file created by Excel XP.
Title bar
The title bar displays both the name of the application and the name of the spreadsheet.
Menu bar
The menu bar displays all of the menus available for use in Excel XP. The contents of any menu can be displayed by left-clicking the menu
name.
Toolbar
Some commands in the menus have pictures or icons associated with them. These pictures may also appear as shortcuts in the toolbar.
Column headings
Each Excel spreadsheet contains 256 columns. Each column is named by a letter or combination of letters.
Row headings
Each spreadsheet contains 65,536 rows. Each row is named by a number.
Name box
This shows the address of the current selection or active cell.
Formula bar
The formula bar isplays information entered—or being entered as you type—in the current or active cell. The contents of a cell can also be
edited in the formula bar.
Cell
A cell is an intersection of a column and row. Each cell has a unique cell address. In the picture above, the cell address of the selected cell is
B3. The heavy border around the selected cell is called the cell pointer.
Navigation buttons and sheet tabs

Navigation buttons allow you to move to another worksheet in an Excel workbook. They are used to display the first, previous, next, and
last worksheets in the workbook.
Sheet tabs separate a workbook into specific worksheets. A workbook defaults to three worksheets. A workbook must contain at least one
worksheet.
Workbooks and worksheets

A workbook automatically shows in the workspace when you open Microsoft Excel XP. Each workbook contains three worksheets. A
worksheet is a grid of cells consisting of 65,536 rows by 256 columns. Spreadsheet information—text, numbers, or mathematical
formulas—is entered into different cells.
Column headings are referenced by alphabetic characters in the gray boxes that run across the Excel screen, beginning with column A and
ending with column IV.
Rows are referenced by numbers that appear on the left and then run down the Excel screen. The first row is named row 1, while the last
row is named 65536.
Important terms
 A workbook is made up of three worksheets.
 The worksheets are labeled Sheet1, Sheet2, and Sheet3.
 Each Excel worksheet is made up of columns and rows.
 In order to access a worksheet, click the tab that says Sheet#.
The cell
An Excel worksheet is made up of columns and rows. Where these columns and rows intersect, they form little boxes called cells. The active
cell—or the cell that can be acted upon—reveals a dark border. All other cells reveal a light gray border. Each cell has a name. Its name is
comprised of two parts: the column letter and the row number.
In the following picture, the cell C3—formed by the intersection of column C and row 3—contains the dark border. It is the active cell.
Important terms
 Each cell has a unique cell address composed of a cell's column and row.
 The active cell is the cell that receives the data or command you give it.
 A darkened border, called the cell pointer, identifies it.
Moving around the worksheet

You can move around the spreadsheet in several ways.
To move the cell pointer:

 To activate any cell, point to a cell with the mouse and click.
 To move the pointer one cell to the left, right, up, or down, use the keyboard arrow keys.
To scroll through the worksheet:

The vertical scroll bar located along the right edge of the screen is used to move up or down the spreadsheet. The horizontal scroll
bar located at the bottom of the screen is used to move left or right across the spreadsheet.
The PageUp and PageDown keys on the keyboard are used to move the cursor up or down one screen at a time. Other keys that move the
active cell are Home, which moves to the first column on the current row, and Ctrl+Home, which moves the cursor to the top-left corner of
the spreadsheet, or cell A1.
To move between worksheets:

As mentioned, each workbook defaults to three worksheets. These worksheets are represented by tabs—named Sheet1, Sheet2 and
Sheet3—that appear at the bottom of the Excel window.
To move from one worksheet to another:

 Click the sheet tab—Sheet1, Sheet2 or Sheet 3—you want to display.
Challenge!
 Display the contents of every menu in the menu bar, and note the icons associated with specific menu choices. Try to find the
pictures or shortcuts on the Standard toolbar.
 Click each of the three worksheet tabs—Sheet1, Sheet2 and Sheet3—to become familiar moving from sheet to sheet in the
workbook.
 Use the Page Up (PgUp) and Page Down (PgDn) keys to get used to scrolling in a worksheet.
 Use the horizontal and vertical scrollbars to practice scrolling up, down, left, and right in the worksheet.
Lesson 2: Create, Open, and Save Workbooks

Introduction
 Create a workbook
 Save a workbook
 Open a workbook
 Close a workbook
Understanding file terms

The File menu contains all of the operations we'll discuss in this lesson: New, Open, Close, Save, and Save As.
New
This is used to create a new workbook.
Open
This is used to open an existing file from a floppy disk or hard drive of your computer.
Close
This is used to close a spreadsheet.
Save As
This is used when you're saving a new file for the first time or saving an existing file with a different name.
Save
This is used to save a file that has had changes made to it. If you close the workbook without saving, any changes made will be lost.
Creating a workbook
A blank workbook is displayed when Microsoft Excel XP is first opened. You can type information or design a layout directly in this blank
workbook.
To create an Excel XP workbook:

 Choose File New from the menu bar.
 The New Workbook task pane opens on the right side of the screen.
 Choose Blank Workbook under the New category heading.

 A blank workbook opens in the Excel window. The New Workbook task pane is closed.
Saving a workbook
Every workbook created in Excel must be saved and assigned a name to distinguish it from other workbooks. The first time you save a
workbook, Excel will prompt you to assign a name through the Save As operation. Once the file is assigned a name, any additional changes
made to the text, numbers, or formulas must be saved using the Save operation.
To save a new workbook:

 Choose File Save As from the menu bar.
 The Save As dialog box appears.

 Click the Save In: drop-down menu and locate where the file will be saved. Choose 3 1/2 Floppy (A:) to save the file to a floppy
disk or Local Disk (C:)to save the file to your computer.
 Type a name for your file in the File Name: box.
 Click the Save button.
To save changes made to an existing workbook:

 Choose File Save from the menu bar.
OR
 Click the Save button on the Standard toolbar.
If you're saving the file for the first time and do not choose a file name, Microsoft Excel will assign a file name for you.
It is a good idea to save frequently when working in a spreadsheet. Losing information is never fun! You can quickly save your
spreadsheet by using the quick-key combination Ctrl+S.
Opening a workbook
You can open any workbook that has previously been saved and given a name.
To open an existing Excel XP workbook:

 Choose File Open from the menu bar.
 The Open dialog box opens.
 In the Look in list, click the drive, folder, or Internet location that has the file you want to open.
 In the folder list, open the folder that contains the file. Once the file is displayed, click the file you want to open.
 Click the Open button.
Closing a workbook
To close an existing Excel XP workbook:
 Choose File Close from the menu bar. The workbook in the Excel window is closed.
Excel XP will prompt you to save information if anything has been typed between the last save and the time you close the file.
Challenge!
 Create a new blank file and save as to c:\my documents as "test.xls".
 Close the file.
 Open the file.
 Save the file after making at least one change to it.
Lesson 3: Enter, Edit, and Delete Data
Introduction
 Enter text in a cell
 Edit information in a cell
 Delete information in a cell
 Select multiple cells
Entering text in a cell

You can enter three types of data in a cell: text, numbers, and formulas. Text is any entry that is not a number or formula. Numbers are
values used when making calculations. Formulas are mathematical calculations.
To enter data into a cell:

 Click the cell where you want to type information.
 Type the data. An insertion point appears in the cell as the data is typed.
 The data can be typed in either the cell or in the formula bar.
 Data being typed appears in the both active cell and the formula bar.
 Notice the Cancel and Enter buttons in the formula bar.
 Click the Enter button to end the entry and turn off the formula bar buttons.
Excel's AutoComplete feature keeps track of previously entered text. If the first few characters you type in a cell match an existing entry
in that column, Microsoft Excel fills in the remaining characters for you.
Editing information in a cell

Information in a spreadsheet is likely to change over time. Information can be changed in two ways.
The quick and easy method:

 Click the cell containing the information you want to change.
 Type the new entry. The old entry is replaced by the new entry.
If the original entry is long and requires only a minor adjustment (in spelling, for example), you can directly edit the information in the cell.
To edit information in a cell:

Method 1: Direct cell editing
 Double-click the cell containing the information you want to change.

 The cell is opened for direct editing.
 Make the necessary corrections.

 Press Enter or click the Enter button on the formula bar to complete the entry.
Method 2: Formula bar editing
 Click the cell containing the information you want to change.

 Edit the entry in the formula bar.
Deleting information in a cell

To delete data that already appears in a cell:
 Click the cell containing the information you want to delete.
 Click the information displayed in the formula bar.
 Click the Cancel button to delete an entry and turn off the formula buttons.
OR
 Click the cell containing the information you want to delete.

 Press the Delete key, OR
 Right-click and choose Clear Contents from the shortcut menu.
To delete data being typed but not yet added to the cell:
 Cancel an entry by pressing the Escape key.
Using the Undo and Redo features
Sometimes you might do something to a spreadsheet that you didn't mean to, like type the wrong number in a cell. Excel XP allows you to
undo an operation. Use the Undo button on the Standard toolbar to recover an error. The last single action is recoverable.
To undo recent actions one at a time:

 Click the Undo button.
To undo several recent actions at once:

 Click the arrow next to the Undo button.
 Select the desired Undo operation(s) from the list.
 Microsoft Excel reverses the selected action and all actions that appear in the list above it.
An Undo operation can be canceled by applying a Redo. This is useful when an Undo operation was mistakenly applied. Remember, a redo
is possible only if you have not changed an Excel spreadsheet since the last Undo operation was completed:
To redo an Undo operation:

 Press the Redo button.
To redo several recent Undo actions at once:
 Click the arrow next to Redo button.
 Select the desired Redo operation from the list.
 Microsoft Excel reverses the Undo operation.
Selecting multiple cells

The currently selected cell in Excel XP is called the active cell. You can also select a group of adjacent cells, or a cell range. Many operations
can be done against a cell range, including moving, copying, deleting, and formatting. A cell range can be defined in different ways: select a
specific range of cells, select multiple columns or rows, or select the entire worksheet.
To select a range of cells:

 Move to the first cell in the range.
 The mouse pointer becomes a large cross.
 Click and hold the left mouse button and drag left or right, up or down to the last cell you want to select.
 Release the mouse button.
 The cells you selected are shaded.
To select all cells in a column or row:

 Click the gray column heading to select the entire column. Click and drag the cursor across other column headings to select
those columns.
 Click the gray row heading to select the entire row. Click and drag the cursor down through the row headings select those rows.
To select an entire worksheet:

 Click the gray rectangle in the upper-left to select the entire worksheet.
If the cells and columns you want to select are not directly next to one another, select one of the ranges you want to select, then hold
down the Control key while selecting other ranges.
Challenge!
 Type the following data into your spreadsheet:
In cell B1, type Name

In cell C1, type Address
In cell D1, type Phone
In cell B2, type Jay
In cell C2, type 123 Street
In cell D2, type 555-5555
In cell B3, type Lisa
In cell C3, type 456 Street
In cell D3, type 555-1213
 Edit the label entered in cell B1 using the direct cell editing method. Change Name to First Name.
 Delete the phone number that appears in cell D3.
 Undo the last operation.
 Edit the phone number entered in cell D3 using the formula bar editing method. Change the phone number to 555-1214.
 Select all the contents of any column or row.
Lesson 4: Moving, Copying, and Deleting Cell Contents
Introduction
 Copy and paste cell contents
 Cut and paste cell contents
 Move cell contents using drag and drop
Cut, Copy, and Paste defined

Cut, Copy, and Paste are useful operations in Excel XP. You can quickly copy and/or cut information in cells and paste them into other cells.
These operations save you from having to type and retype the same information.
The Cut, Copy, and Paste buttons are located on the Standard toolbar.
The Cut, Copy, and Paste operations also appear as choices in the Edit menu.
The Cut, Copy, and Paste operations can also be performed using shortcut keys.
Cut Ctrl+X
Copy Ctrl+C
Paste Ctrl+V
Copying and pasting cell contents
The Copy feature allows you to copy selected information from the spreadsheet and temporarily place it on the Clipboard, which is a
temporary storage file in your computer's memory. The Paste feature allows you to select any of the collected items on the Clipboard and
paste it in a cell of the same or different spreadsheet.
To copy and paste:

 Select a cell or cells to be duplicated.
 Click the Copy button on the Standard toolbar.

 The border of the copied cell(s) takes on the appearance of marching ants.
 Click the cell where you want to place the duplicated information. The cell will be highlighted. If you are copying contents
into more than one cell, click the first cell where you want to place the duplicated information.
 Press the Enter key. Your information is copied to the new location.
Be careful if you paste copied cell information into cells that already contain data. If you do, the existing data is overwritten.
You can copy information from many different sources—including websites, emails, or other Office applications like Word and
PowerPoint—and paste it into an Excel spreadsheet.
Cutting and pasting cell contents

The Cut feature allows you to remove information from cells in the spreadsheet. Information that is cut can be pasted in another cell, as
long as the pasting occurs before you perform another operation. If you don't paste the cut information immediately, it is removed from the
Office clipboard.
To cut and paste:

 Select a cell or cells to be cut.
 Click the Cut button on the Standard toolbar.

 The information in the cell is deleted.
 The border of the cut cell(s) take on the appearance of marching ants.
 Click the cell where you want to place the duplicated information. The cell will be highlighted. If you are copying contents
into more than one cell, click the first cell where you want to place the duplicated information.
 Press the Enter key. Your information is pasted to the new location.
You do not have to paste information that has been cut. You can use Cut to delete information from a cell.
Moving information using the drag-and-drop method

Another way to move information from one cell to another is to use the drag-and-drop method. You use the cursor to point to the
information to be moved and then drag the cell to its new location.
To use drag and drop:

 Highlight and select the cell(s) you want to move to a new location.
 Position the mouse pointer near one of the outside edges of the selected cell(s). The mouse pointer changes from a large white
cross into a slender black cross with arrows at all ends.
 Keep the mouse pointer on the outer edge of the selected cell, click and hold the left mouse button, and drag the cell(s) to a
new location.
 Release the mouse button to move the information to its new location.
Challenge!
 Type the words cut in cell A1, copy in cell B1, and paste in cell C1.
 Highlight a cell range to include cell A1 and cell B1.
 Move the cell range to cell D1 and cell E1.
 Cut the information in cell E1 (it should be the word copy).
 Paste the cut information in cell A1.
 Copy the contents of cell A1 (it should be the word copy).
 Paste the copied information in cell F1.
Lesson 5: Creating Simple Formulas
Introduction
 Understand the parts of an Excel formula
 Create a simple addition formula
 Create a simple subtraction formula using the point-and-click method
 Create simple multiplication formulas
 Create simple division formulas
About formulas
In school, you learned formulas used to calculate math problems. Microsoft Excel uses these same formulas to perform calculations in a
spreadsheet.
A formula can be a combination of values (numbers or cell references) and math operators (+, -, /, *, =) into an algebraic expression. Excel
requires every formula to begin with an equals sign (=).
The following table illustrates the mathematical operators learned in school and those represented in Excel XP.
School Excel XP
Addition + +
Subtraction - -
Multiplication X *
Division / /
Equals = =
The result of a formula—the answer to 2+3, for example—displays in the cell on the Excel worksheet. The formula is visible only in the
formula bar. A formula's result will change as different numbers are entered into the cells included in the formula's definition.
Creating a simple addition formula

A simple formula in Excel contains one mathematical operation only: one number plus a second number equals a third number. Writing a
simple formula is really no more difficult than that: 1+1. The only difference in Excel is that all formulas must begin with the equals
sign (=). It is not enough to type 1+1 in Excel because what will appear in the cell is "1+1". You must begin the equation with an equals sign,
or =1+1. This holds true for any formula—simple or complicated—that adds, subtracts, multiplies, or divides.
Let's add two numbers to create a third: 128+345=473. In Excel XP, this would be expressed by the formula =128+345, as shown below.
To create a simple formula that adds two numbers:

 Click the cell where the formula will be defined.
 Type the equals sign (=) to let Excel know a formula is being defined.
 Type the first number to be added (128, for example).
 Type the addition sign (+) to let Excel know that an add operation is to be performed.
 Type the second number to be added (345, for example).
 Press Enter or click the Enter button on the formula bar to complete the formula.
Excel will not always tell you if your formula contains an error, so it's up to you to check all of your formulas. To learn how to do this, read
the Double-Check Your Formulas lesson in our Excel Formulas tutorial.
Creating a simple addition formula

What happens when a column contains many numbers, each of which regularly changes? You don't want to write a new formula each time a
number is changed. Luckily, Excel XP lets you include cell references in formulas.
A formula can add the value of two cells—B2 and B3, for example. Type any two values in these two cells, and the formula will adjust the
answer accordingly.
Using this method to calculate two numbers—128 and 345, for example—requires that you type 128 into cell B2 and 345 into cell B3. The
Excel formula =B2+B3 would then be defined in cell B4.
To create a simple formula that adds the contents of two cells:
 Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2 and 345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 Type the cell number that contains the first number to be added (B2, for example).
 Type the cell number that contains the first number to be added (B3, for example).
Creating a simple subtraction formula using the point-
and-click method
Formulas can be created by using either numbers or cell references in the definition. You can also use the mouse to select the cells to be
used in the formula instead of typing the cell number or cell reference. Using this method, we'll write a simple formula that subtracts one
cell from another: =B3-B2.
To create a simple formula using the point-and-click method:

 Click the first cell to be included in the formula (B3, for example).
 Type the subtraction sign (-) to let Excel know that a subtraction operation is to be performed.
 Click the next cell in the formula (B2, for example).
 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is entered.
Creating simple multiplication formulas

Creating multiplication formulas is similar to creating addition and subtraction formulas. To multiply two cells such as B2 and B3, you
would need to insert a multiplication operator * between them: =B2*B3.
To create a simple formula that multiplies the contents of two cells:

 Type the equals sign (=) to let Excel know a formula is being entered.
 Type a mathematical operator (in this case, the the multiplication symbol *). The operator displays in the cell and in formula
bar.
Creating simple division formulas

Creating division formulas is similar to creating addition, subtraction, and multiplication formulas. To divide the contents of cell B2 by cell
B3, you would need to insert a division operator between them: =B2/B3.
To create a simple formula that divides one cell by another:
 Type a mathematical operator (in this case, the division symbol /). The operator displays in the cell and in the formula bar.
Challenge!
 In cell A1, type 1234.
 In cell A2, type 15865.
 Click the cell where you want the result to appear.
 Type a formula in cell A3 that adds cell A1 and cell A2.
 Type a formula in cell A4 that subtracts cell A1 from cell A2.
 Type a formula in cell A5 that multiplies cell A1 by cell A2.
 Type a formula in cell A6 that divides cell A2 by cell A1.
Lesson 6: Creating Complex Formulas
Introduction
 Create complex formulas
 Fill a formula to another cell
 Copy and paste a formula to another cell
 Revise a formula
 Create an absolute reference
Complex formulas defined

Simple formulas have one mathematical operation. Complex formulas involve more than one mathematical operation.
The order of mathematical operations is important. If you enter a formula that contains several operations—like adding, subtracting, and
dividing—Excel XP knows to work these operations in a specific order. The order of operations is:
1. Operations enclosed in parenthesis

2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first
Using this order, let us see how the formula 120/(8-5)*4-2 is calculated in the following picture:
Let's take a look at another example:
2*(6-4) =?
Is the answer 8 or 4? If you ignored the parentheses and calculated in the order in which the numbers appear, 2*6-4, you'd get the wrong
answer, 8. You must follow the order of operations to get the correct answer.
To calculate the correct answer:

 Calculate the operation in parenthesis (6-4), where the answer is 2.
 Multiply the answer obtained in step 1, which is 2, to the numeric 2* that opened the equation. In other words, multiply 2*2.
 The answer is 4.
When using formulas with cell references, the results change each time the numbers are edited.
In Excel, never do math in your head and type the answer in a cell where you would expect to have a formula calculate the answer.
Complex formulas defined

Before moving on, let's explore some more formulas to make sure you understand the order of operations by which Excel calculates an
answer.
Multiply 5*3 before

performing the division
operation because the
multiplication sign comes
before the division sign. The
answer is 7.5.
5*3/2
Divide 5/3 before performing
the multiplication operation
because the division sign
5/3*2 comes before the
multiplication sign. The
answer is 3.333333.
Perform the operation in

parentheses (3*2) first and
divide 5 by this result. The
answer is 0.833333.
5/(3*2)
Add 5+3 before performing
the subtraction operation
because the addition sign
comes before the subtraction
sign. The answer is 6.
5+3-2
Subtract 5-2 before
performing the addition
subtaction sign comes before
the addition sign. The answer
is 6.
5-2+3
Multiply 2*3 before
performing the subtraction
multiplication sign is of a
5-2*3 higher order than the
subtraction sign. The answer
is -1.
Perform the operation in

parenthesis (5-2) first and
then multiply by 3. The
(5-2)*3 answer is 9.
Creating complex formulas

Excel XP automatically follows a standard order of operations in a complex formula. If you want a certain portion of the formula to be
calculated first, put it in parentheses.
If we wanted to add the contents of cell B2 and cell B3, for example, then take that answer and multiply it by the data in cell A4, we would
need to define the following formula: =(B2+B3)*A4.
 Enter the numbers you want to calculate.
 Click the cell where you want the formula result to appear.
 Type the equals sign (=) to let Excel know that a formula is being defined.
 Type an open parenthesis, or (.
 Click the first cell to be included in the formula (cell B2, for example).
 Click the second cell in the formula. The reference B3 displays where you want your result.
 End the B2+B3 operation by adding a closed parenthesis, or ).
 Type the next mathematical operator, or the multiplication symbol (*), to let Excel know that a multiply operation is to be
performed.
 Click the third cell to be included in the formula, cell A4.
Try changing one of the values in the formula and watch the answer to the formula change.
Excel will not always tell you if your formula contains an error, so it's up to you to check all of your formulas. To learn how to do this, read
the Double-Check Your Formulas lesson from our Excel Formulas tutorial.
Filling formulas to other cells

Sometimes you'll write a formula that gets used various places within a worksheet. For example, a spreadsheet may contain several
columns of numbers. Each column will contain a formula that adds all of the numbers in it. You could write the formula several times, once
in each column, or you could copy and paste it into each column. The fill formula method allows you to copy a formula and fill it into many
different cells at the same time.
The mouse pointer changes to a black crosshair when passed over the fill handle, or the square box in the lower-right corner of the cell.
To use the fill handle to copy a formula to a surrounding cell:

 Click the cell that contains the formula to be copied.
 Position the mouse pointer over the fill handle.
 Click and hold the left mouse button, then drag the contents to the cell that will receive the fill formula.
 Release the mouse button.
 Select the Copy Cells option in the fill formula drop-down menu.
The cell references in a formula are automatically updated when the formula is copied to other cells in the spreadsheet.
You can also copy and paste formulas to other cells. This is discussed on the next page.
Copying and pasting formulas

The process to copy and paste a formula is identical to the process for copying and pasting text.
To copy and paste a formula:

 Select the cell that contains the formula you want to copy.
 Click the Copy button. Marching ants appear around the copied cell(s).
 Select the cell where the copied formula will be pasted.

 Press the Enter key. The formula is copied to the new location.
Revising formulas
You can revise any formula that was previously written in a worksheet.
To revise a formula using the keyboard:

 Double-click the cell containing the formula you want to revise.
 The cursor can now move left and right between the values in the formula in cell B5.
 Make the necessary changes to the formula.

 Press the Enter key or click the Enter button to accept the new formula.
Creating an absolute reference

In earlier lessons, we saw how cell references in formulas automatically adjust to new locations when the formula is pasted into different
cells.
Sometimes when you copy and paste a formula, you don't want one or more cell references to change. Absolute references solve this
problem. Absolute cell references in a formula always refer to the same cell or cell range in a formula. If a formula is copied to a different
location, the absolute reference remains the same.
An absolute reference is designated in the formula by the addition of a dollar sign ($). It can precede the column reference, the row
reference, or both. Examples of absolute referencing include:
The column and the row do not change

$A$2 when copied.
A$2 The row does not change when copied.
The column does not change when
$A2 copied.
To create an absolute reference:

 Enter the numbers you want to calculate (for example, 34,567 in cell B2 and 1,234 in cell B3).
 Create a simple formula (=B2+B3).
 To create an absolute reference in the formula, insert a $ value before the B (column reference) and 2 (row reference) in the
reference to B2 so the new formula reads =$B$2+B3.
 Copy and paste the formula to an adjacent cell. The formula now includes an absolute reference to B2: =$B$2+D3.
Challenge
 Type the following information:
In cell A1, type 12345.

In cell B1, type 9347.
In cell C1, type 19348.
In cell C2, type 17103.
 Create the following simple formula:
In cell A3, write a formula to add cell A1 and cell A2.
 Fill the formula in cell A3 to both cell B3 and cell C3.

 Create the following complex formula:
In cell A5, write a formula that divides cell A1 by the sum of cells A3, B3, and C3.
 In the formula defined in cell A5, create an absolute reference to all cells and rows referenced in the following part of the
formula: sum of cells A3, B3, and C3.
 Copy the formula and absolute reference in cell A5 and paste it into cell B5 and cell C5.
 Note how the formulas that appear in cell A5, cell B5, and cell C5 differ from one another.
Lesson 7: Using Functions

Introduction
 Understand the definition of a function
 Use Excel XP functions in calculations
 Access Excel XP functions
 Find the sum of a range of data
Using functions
A function is a predefined formula that helps perform common mathematical functions. Functions save you the time of writing lengthy
formulas. You could use an Excel function called Average, for example, to quickly find the average of range of numbers. Or you could use
the Sum function to find the sum of a cell range. Excel XP contains many different functions.
Each function has a specific order, called syntax, which must be strictly followed for the function to work correctly.
Here is the syntax order:
1. All functions begin with the equals (=) sign.

2. After the equals sign, define the function name (e.g., Sum).
3. Add one or more arguments—numbers, text, or cell references—enclosed by parentheses. If there is more than one argument,
separate each by a comma.
Here's an example of a function with one argument that adds a range of cells (B3 through B10):
Here's an example of a function with more than one argument that calculates the average of numbers in a range of cells (B3 through B10
and C3 through C10):
Excel has hundreds of functions to help with your calculations. Building formulas can be difficult and time consuming. Excel's functions can
save you a lot of time and headaches.
Excel's different functions

There are many different functions in Excel XP. Some of the more common functions include:
Statistical functions:
 SUM: This adds a range of cells.
 AVERAGE: This calculates the average of a range of cells.
 COUNT: This counts the number of chosen data in a range of cells.
 MAX: This identifies the largest number in a range of cells.
 MIN: This identifies the smallest number in a range of cells.
Financial functions:
 Interest rates
 Loan payments
 Depreciation amounts
Date and time functions:

 DATE: This converts a serial number to a day of the month.
 Day of Week: This populates cells with the days of the week.
 DAYS360: This calculates the number of days between two dates based on a 360-day year.
 TIME: This returns the serial number of a particular time.
 HOUR: This converts a serial number to an hour.
 MINUTE: This converts a serial number to a minute.
 TODAY: This returns the serial number of today's date.
 MONTH: This converts a serial number to a month.
 YEAR: This converts a serial number to a year.
You don't have to memorize the functions but should have an idea of what each can do for you.
Finding the sum of a range of data

The AutoSum function allows you to create a formula that includes a cell range—many cells in a column, for example, or many cells in a
row.
To calculate the AutoSum of a range of data:

 Type the numbers to be included in the formula in separate cells of column B (type 128 in cell B2, 345 in cell B3, 243 in cell B4,
97 in cell B5, and 187 in cell B6).
 Click the first cell (B2) to be included in the formula.
 Using the point-click-drag method, drag the mouse to define a cell range from cell B2 through cell B6.
 On the Standard toolbar, click the Sum button.
 The sum of the numbers is added to cell B7, or the cell immediately beneath the defined range of numbers.
 Notice that the formula, =SUM(B2:B6), has been defined to cell B7.
Excel will not always tell you if your function contains an error, so it's up to you to check all of your functions. To learn how to do this,
read the Double-Check Your Formulas lesson from our Excel Formulas tutorial.
Finding the average of a range of numbers

The Average function calculates the average of a range of numbers. The Average function can be selected from the AutoSum drop-down
menu.
To calculate the average of a range of data:

 Type the numbers to be included in the formula in separate cells of column B (type 128 in cell B2, 345 in cell B3, 243 in cell B4,
97 in cell B5, and 187 in cell B6).
 Click the first cell (B2) to be included in the formula.
 Using the point-click-drag method, drag the mouse to define a cell range from cell B2 through cell B6.
 On the Standard toolbar, click the drop-down part of the AutoSum button.
 Select the Average function from the drop-down functions list.

 The average of the numbers is added to cell B7, or the cell immediately beneath the defined range of numbers.
 Notice that the formula, =AVERAGE(B2:B6), has been defined to cell B7.
Accessing Excel XP functions

To access other functions in Excel:
 Using the point-click-drag method, select a cell range to be included in the formula.
 On the Standard toolbar, click the drop-down part of the AutoSum button.
 If you don't see the function you want to use, display additional functions by selecting More Functions.
 The Paste Function dialog box opens.

 There are three ways to locate a function in the Insert Function dialog box:
You can type a question in the Search for a function box and click GO, scroll through the alphabetical list of functions in the Select a
function field, or select a function category in the Select a category drop-down list and review the corresponding function names in
the Select a function field.
 Select the function you want to use, then click OK.
If you're comfortable with basic functions, you may want to try a more advanced one like VLOOKUP. You can check out our article on How
to Use Excel's VLOOKUP Function for more information. If you want to learn even more about functions, check out our Excel
Formulas tutorial.
Challenge!
 Type the following information:

 Create a formula in cell A4 that uses the AutoSum function to add the values in cell A1, cell A2, and cell A3.
 Create a formula in cell B4 that uses the Average function to find the averages of values in cell B1, cell B2, and cell B3.
Lesson 8: Working with Multiple Worksheets
Introduction
 Name worksheets
 Insert and delete worksheets
 Group and ungroup worksheets
 Copy and move worksheets
Naming worksheets
At the beginning of this course, we learned that the tabs displayed at the bottom of the screen are named Sheet1, Sheet2, and Sheet3. These
are not very informative names. Excel XP allows you to define a meaningful name for each worksheet in a workbook—Checkbook, Reports,
Accounts, etc.—so you can quickly locate information.
To name a worksheet:
 Double-click the sheet tab to select it. The text is highlighted by a black box.
 Type a new name for the worksheet.
 Press the Enter key.

 The worksheet is renamed.
Inserting worksheets
By default, each new workbook in Excel XP defaults to three worksheets named Sheet1, Sheet2, and Sheet3. You have the ability to insert
new worksheets if needed or delete others you no longer want.
To insert a new worksheet:

 Choose Insert Worksheet from the menu bar.
 A new worksheet tab is added to the bottom of the screen. It will be named Sheet4, Sheet5, or whatever the next sequential
sheet number is in the workbook.
Deleting worksheets
Any worksheet can be deleted from a workbook, including those that have data in it. Remember, a workbook must contain at least one
worksheet.
To delete one or more worksheets:

 Click the sheet(s) you want to delete.
 Choose Edit Delete Sheet from the menu bar.
 The following dialog box appears if the sheet being deleted has information in it.
 Click the Delete button to remove the worksheet and all data in it.
Another way to delete or insert a worksheet is to right-click the sheet to be deleted, then select Delete or Insert from the shortcut menu.
Grouping and ungrouping worksheets

A workbook is a multi-page Excel document that contains multiple worksheets. Sometimes you will want to work with the worksheets
one at a time as if each is a single unit. Other times, the same information or formatting may need to be added to every worksheet. You can
type and retype the same information in each worksheet and apply identical formatting, or you can group the worksheet and enter the
information just once.
Worksheets can also be combined into a group. Grouping worksheets allows you to apply identical formulas and/or formatting across all
worksheets in a group. When you group worksheets, any changes made to one worksheet will be changed in any other worksheets in the
group. If several worksheets will have the same data—regions, departments, quarters, months, weeks, and days, for example—then you
type it once and it will appear on every worksheet included in the grouping.
To group worksheets:
 To select one worksheet, click the sheet tab.
 To select more than one worksheet, hold the Control key down and click one or more worksheet tabs in the workbook.
 To select all worksheets in a workbook, right-click any worksheet tab and choose Select All Sheets from the shortcut menu.
When you're finished entering, moving, copying, or formatting data, you'll need to ungroup worksheets. If you do not ungroup the sheets,
any work you do in one sheet will be duplicated in all of the others.
To ungroup worksheets:
 Right-click any of the selected worksheet tabs.
 Choose Ungroup Sheets from the shortcut menu.
Moving worksheets
When you move a sheet, you are moving it to a new location in this or another workbook.
To move a workbook:
 Select the worksheet you want to move or copy.
 Choose Edit Move or Copy from the menu bar.
 In the Move or Copy dialog box, use the drop-down boxes to select the name of the workbook you will move the sheet to (the
current workbook is the default). Also define where you want the sheet positioned in the workbook.
 Check Create a copy to copy it.
 Click OK to move the worksheet to its new location.
Copying worksheets
When you copy a sheet, you make an exact copy of it.
To copy a worksheet:
 Select the worksheet you want to move or copy.
 Choose Edit Move or Copy from the menu bar.
 In the Move or Copy dialog box, use the drop-down boxes to select the name of the workbook you will copy the sheet to (the
current workbook is the default). Also define where you want the sheet positioned in the workbook.
 Click the Create a copy check box.
 Click OK to create an exact copy of the worksheet and move it to the location specified.
Challenge!
 Rename Sheet1 to Mary, Sheet2 to Bob, and Sheet3 to Sally.
 Insert a worksheet between the Mary worksheet and the Bob worksheet. Name the new worksheet Donna.
 Move the new worksheet named Donna to the left of the worksheet named Mary.
 Copy the worksheet named Mary and move it to the end so it appears after the worksheet named Sally. Rename the copied
worksheet from Mary(2) to Bill.
Lesson 9: Inserting and Deleting Rows and Columns
Introduction
 Insert rows and columns
 Delete rows and columns
Inserting a row
You can insert a row in a spreadsheet anywhere you need it. Excel moves the existing rows down to make room for the new one.
To insert a row:
 Click anywhere in the row below where you want to insert the new row.
 Choose Insert Rows from the menu bar.
 A new row is inserted above the cell(s) you originally selected.
OR
 Click anywhere in the row below where you want to insert the new row.
 Right-click and choose Insert from the shortcut menu.
 The Insert dialog box opens.
 Choose Entire Row.

 Click OK.
 A new row is inserted above the cell(s) you originally selected.
Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same number of new rows you originally selected.
Inserting a column
In Excel, you can insert a column anywhere you need it. Excel moves the existing columns to make room for the new one.
To insert a column:
 Click anywhere in the column where you want to insert a new column.
 Choose Insert Columns from the menu bar.
 A new column is inserted to the left of the existing column.
OR
 Click anywhere in the column where you want to insert a new column.
 Right-click and choose Insert from the shortcut menu.
 The Insert dialog box opens.
 Click Entire Column in the Insert dialog box.

 Click OK.
 A new column is inserted to the left of the existing column.
You can also select multiple columns before choosing Insert to add columns quickly. Excel inserts the same number of new columns you
originally selected.
Deleting columns and rows

Columns and rows are deleted in much the same manner as inserting columns and rows.
To delete a row and all information in it:
 Select a cell in the row to be deleted.
 Choose Edit Delete from the menu bar.
 Click Entire Row in the Delete dialog box.
 Click OK.
To delete a column and all information in it:

 Select a cell in the column to be deleted.
 Choose Edit Delete from the menu bar.
 Click Entire Column in the Delete dialog box.
 Click OK.
Challenge!
 In column A, type the following names in cells A1, A2, A3, and A4, respectively:
Mary in cell A1
Bob in cell A2
Susan in cell A3
John in cell A4
 In column B, type the following numbers next to each name entered in column A:
44 in cell B1 to the right of Mary's name

28 in cell B2 to the right of Bob's name
36 in cell B3 to the right of Susan's name
89 in cell B4 to the right of John's name
 Insert a column between columns A and B. Type the following numbers in the new column B:
76 in cell B1 to the right of Mary's name

57 in cell B2 to the right of Bob's name
29 in cell B3 to the right of Susan's name
61 in cell B4 to the right of John's name
 Insert a row between rows 2 and 3. Type the following numbers in the new row 3:
Rick in cell A3
45 in cell B3
58 in cell C3
Lesson 10: Changing Column Width and Row Height

Introduction
 Change column width
 Change row height
Adjusting column widths

By default, Excel's columns are 8.43 characters wide, but each individual column can be enlarged to 240 characters wide.
If the data being entered into a cell is wider or narrower than the default column width, you can adjust the column width so it is wide
enough to contain the data.
You can adjust column width manually or use AutoFit.
To manually adjust column width:

 Place your mouse pointer to the right side of the gray column header.
 The mouse pointer changes to the adjustment tool (a double-headed arrow).
 Drag the adjustment tool left or right to the desired width, then release the mouse button.
To AutoFit column width:

 Place your mouse pointer to the right side of the column header.
 The mouse pointer changes to the adjustment tool.
 Double-click the column header border.
 Excel autofits the column, making the entire column slightly larger than the largest entry contained in it.
To access AutoFit from the menu bar, choose Format Column AutoFit Selection.
Adjusting row height

Changing the row height is similar to adjusting column width. There will be times when you want to enlarge a row to visually provide some
space between it and another row above or below it.
To adjust the height of a single row:

 Place your mouse pointer to the lower edge of the row heading you want to adjust.
 Drag the adjustment tool up or down to the desired height, then release the mouse button.
To AutoFit row height:

 Place your mouse pointer to the lower edge of the row heading you want to adjust.
 Double-click to adjust the row height to autofit the font size.
 Excel XP autofits the row, making the entire row slightly larger than the largest entry contained in the row.
Challenge!
 Type the sentence "Mary had a little lamb" in cell B2.
 Define the row height of row 2 as 25.
 AutoFit the column width of column B.
Lesson 11: Inserting and Deleting Cells
Introduction
 Insert cells
 Delete cells
 Merge cells
Inserting cells
When working in an Excel XP worksheet, you may need to insert or delete cells without inserting or deleting entire rows or columns.
To insert cells:
 Select the location where the new cell(s) will be inserted. It can be a single cell or a range of cells.
 Right-click and choose Insert.
Note: You could also choose Insert Cell on the menu bar.
 The Insert dialog box opens. Select either:

 Shift cells right to shift cells in the same row to the right.
 Shift cells down to shift selected cells and all cells in the column below it downward.
 Choose an option, then click OK.

 Your result displays in the spreadsheet.
Remember, you can also use the Insert dialog box to insert or delete columns and rows.
Deleting cells
To delete a cell from the spreadsheet:
 Right-click and choose Delete.
 The Delete dialog box opens. Select either:

 Shift cells left to shift cells in the same row to the left.
 Shift cells up to shift selected cells and all cells in the column above it upward.
 Choose an option, then click OK.

 Your result displays in your spreadsheet.
Merging cells
In Excel XP, you have another alignment option available to you: Merge and Center. This is performed when you want to select one or
more cells and merge them into a larger cell. The contents will be centered across the new merged cell.
The picture below shows why we might want to merge two cells. The spreadsheet presents last month and this month sales and expenses
for Sally. Notice that Sally's name appears above the Last Month column. To evenly center Sally's name across the two cells, we'll use the
Merge and Center command.
To merge two cells into one:

 Select the cells you want to merge. It can be cells in a column, row, or both columns and rows.
 Click the Merge and Center button on the Standard toolbar.

 The two cells are now merged into one.
Challenge!
 Type the name Oscar in cell B2.
 Type the name Ben in cell C2.
 Type the name Ruth in cell D2.
 Insert a cell between cell C2 and cell D2, then shift the cells right.
 Type the name Mary in new cell D2.
 Type the label Sales People in cell B1.
 Merge and Center cells B1, C1, D1, and E1.
Lesson 12: Text and Cell Alignments
Introduction
 Change horizontal cell alignment
 Change vertical cell alignment
 Change text control
 Change text orientation
Using the Standard toolbar to align text and numbers in
cells
You've probably noticed by now that Excel XP left-aligns text (labels) and right-aligns numbers (values). This makes data easier to read.
You do not have to leave the defaults. Text and numbers can be defined as left-aligned, right-aligned, or centered in Excel XP. The picture
below shows the difference between these alignment types when they're applied to labels.
Text and numbers may be aligned using the left-align, center, and right-align buttons on the Formatting toolbar:
To align text or numbers in a cell:

 Select a cell or range of cells.
 Click either the Left-Align, Center, or Right-Align buttons on the Standard toolbar.
 The text or numbers in the cell(s) take on the selected alignment treatment.
Changing horizontal cell alignment

We've previously seen how to align text or numbers using the left-align, center, and right-align buttons on the Standard toolbar. You can
also define alignment in the Alignment tab of the Format Cells dialog box.
The Horizontal section features a drop-down menu that contains the same left, center,and right alignment options in the picture above,
as well as several more:
Fill
This fills the cell with the current contents by repeating the contents for the width of the cell.
Justify
If the text is larger than the cell width, Justify wraps the text in the cell and adjusts the spacing within each line so all lines are as wide as
the cell.
Center Across Selection

Contents of the cell that are farthest to the left are centered across the selection of cells. This is similar to the Merge and Center command,
except the cells are not merged.
To change horizontal alignment using the Format Cells dialog box:
 Choose Format Cells from the menu bar.
(You could also right-click and choose Format Cells from the shortcut menu.)
 The Format Cells dialog box opens.
 Click the Alignment tab.
 Click the Horizontal drop-down menu and select a horizontal alignment treatment.
 Click OK to apply the horizontal alignment to the selected cell(s).
Changing vertical cell alignment

You can also define vertical alignment in a cell, similar to how it is done for horizontal alignment. In vertical alignment, information in a
cell can be located at the top of the cell, middle of the cell, or bottom of the cell. The default is bottom.
To change vertical alignment using the Format Cells dialog box:

 Click the Vertical drop-down menu and select a vertical alignment treatment.
 Click OK to apply the vertical alignment to the selected cell(s).
Changing text control
Text control allows you to control the way Excel XP presents information in a cell. There are three types of text control: wrapped text,
shrink to fit, and merge cells.
The wrapped text feature wraps the contents of a cell across several lines if it's too large than the column width. It also increases the
height of the cell.
The shrink-to-fit feature shrinks the text so it fits into the cell; the more text in the cell, the smaller it will appear in the cell.
The merge cells feature can also be applied by using the Merge and Center button on the Standard toolbar.
To change text control using the Format Cells dialog box:

 Click the Wrapped Text, Shrink-to-Fit, or Merge Cells check boxes—or any combination of them—as needed.
 Click OK.
Changing text orientation

The fourth type of cell alignment in the Format Cells dialog box is text orientation, which allows text to be oriented 90 degrees in either
direction up or down.
To change text orientation using the Format Cells dialog box:
 Select a cell or cell range to be subject to text control alignment.
 Increase or decrease the number shown in the Degrees field or spin box.
 Click OK.
Challenge!
 Type any text you want in cell B2.
 Change the row height of row 2 to 30.
 Change the column width of column B to 20.
 Apply a horizontal text alignment.
 Apply a vertical text alignment.
 Apply a text orientation of 90 degrees.
Lesson 13: Formatting Numbers
Introduction
 Format the display of numbers
 Format the date
 Format the time
 Format the display of percentages
Formatting numbers in the Format Cells dialog box
Numbers in Excel can assume many different formats: date, time, percentage, and decimals.
To format the appearance of numbers in a cell:

 Click the Number tab.
 Click Number in the Category drop-down list.

 Use the Decimal places scroll bar to select the number of decimal places (2 would display 13.50, 3 would display 13.500, and
so on).
 Click the Use 1000 Separator box if you want commas (1,000) inserted in the number.
 Use the Negative numbers drop-down list to indicate how numbers less than zero are to be displayed.
 Click OK.
Formatting dates in the Format Cells dialog box

The date can be formatted in many different ways in Excel XP. Here are a few ways it can appear:
October 6, 2003
10/06/03
10-Oct-03
To format the appearance of a date in a cell:

 Click Date in the Category drop-down list.
 Select the desired date format from the Type drop-down list.
 Click OK.
Formatting time in the Format Cells dialog box

The time can be formatted in many different ways in Excel XP. Here are a few ways it can appear:
13:30
1:30 PM
To format the appearance of time in a cell:

 Select the range of cells you want to format.
 Click Time in the Category drop-down list.
 Select the desired time format from the Type drop-down list.
 Click OK.
Formatting percentages in the Format Cells dialog box

There may be times when you want to display certain numbers as a percentage. For example, what percentage of credit cards bills account
for your total monthly expenses?
To express numbers as a percentage in a spreadsheet:


 Click Percentage in the Category drop-down list.
 Define the Decimal Places that will appear to the right of each number.
 Click OK.
Challenge!
 Type a number in cell B2 and format it to have four decimal places.
 Type a date in cell B3 and format it to look like October 6, 2003.
 Type a time in cell B4 and format it to look like 1:30:00 AM.
 Type a large number in cell B5 and a smaller number in cell C5. In cell D5, define a formula to divide cell B5 by cell C5.
Format the answer in cell D5 to be a percentage with one decimal place.
Lesson 14: Applying Font, Color, and Borders to Cells

Introduction
 Apply fonts
 Apply a font color
 Apply borders
Changing font type, size, and color

In Excel XP, a font consists of three elements: typeface, or the style of the letter; size of the letter; and color of the letter. The default font in
a spreadsheet is Arial 10 points, but the typeface and size can be changed easily.
Selecting a font typeface

The amount of typefaces available for use varies depending on the software installed on your computer.
To apply a typeface to information in a cell:
 Click the down arrow to the right of the Font Name list box on the Formatting toolbar.
 A drop-down list of available fonts appears.
 Click the typeface of your choice.

 The selection list closes, and the new font is applied to the selected cells.

To apply a font size to information in a cell:
The font size list varies from typeface to typeface. The Arial font sizes, for example, are 8, 9, 10, 11, 12, 14, 16, 18, 20, 22, 24, 26, 28, 36, 48,
and 72.

 Click the down arrow to the right of the font size list box on the Formatting toolbar.
 A drop-down list of available font sizes appears.
 Click the font size of your choice.

 The selection list closes, and the new font size is applied to the selected cells.

To apply color to information in cells:
 Click the down arrow to the right of the font color list box.
 A drop-down list of available colors appears.
 Click the color of your choice.

 The selection list closes, and the new font color is applied to the selected cells.
Using underline, italics, and bold
In addition to the typeface, size and color, you can apply bold, italics, and/or underlinefont style attributes to any text or numbers in cells.
To select a font style:

 Click any of the following options on the Formatting toolbar:
 Bold (Ctrl+B)
 Italics (Ctrl+I)
 Underline (Ctrl+U)
 The attribute(s) selected are applied to the font.
The bold, italics, and underline buttons on the Formatting toolbar are like toggle switches: Click once to turn one on, and click again to
turn it off.
Designing and applying styles

Styles can save a lot of time when formatting a spreadsheet. A style is a unique collection of font attributes that include number, alignment,
font, border, patterns, and protection. Many different styles can be created in a spreadsheet, each with different attributes and names.
When applied to a cell, information in it resembles the attributes defined for that style.
To apply a style:
 Select the cell or range of cells.
 Choose Format Style from the menu bar.
 Select a style from the Style name drop-down list.
You can change the style attributes for any style name.
You can create new styles by clicking the Add button in the Style dialog box.
Adding a border to cells

Borders can be applied to cells in your worksheet to emphasize important data or assign names to columns or rows.
To add a border to a cell or cell range:

 Click the down arrow next to the Borders button.
 The Border drop-down menu appears.
 Choose a border line style from the Border drop-down menu.
 The selected cells display the chosen border.

Adding color to cells
Colors can be applied to cells in your worksheet to emphasize important data or assign names to columns or rows.
To add color to a cell:

 Click the down arrow next to the font color button. A font color drop-down menu displays.
 Choose a color from the font color drop-down menu.
 The selected cells display the color.

Challenge!
 Type the label Learning about fonts in Excel in cell B2.
 Change the font in cell B2 to have a typeface of Times New Roman, a size of 16, and a color of red.
 Type the word Underline in cell B3 and apply an underline treatment to it.
 Type the word Italics in cell B4 and apply an italics treatment to it.
 Type the word Bold in cell B3 and apply a bold treatment to it.
 Select a cell range that includes cells B2, B3, B4, and B5.
 Add a border around the cell range.
 Define a color of yellow around the cell range.
Lesson 15: Creating a Chart
Introduction
 Identify the parts of a chart
 Identify different types of charts
 Create an embedded chart
 Create a chart sheet
Understanding the different chart types

Excel XP allows you to create many different kinds of charts.
Area chart
An area chart emphasizes the trend of each value over time. It also shows the relationship of parts to a whole.
Column chart
A column chart uses vertical bars or columns to display values over different categories. It is ideal for showing variations in value over
time.
Bar chart
A bar chart is similar to a column chart except it uses horizontal rather than vertical bars. Similar to the column chart, the bar chart shows
variations in value over time.
Line chart
A line chart shows trends and variations in data over time, displaying a series of points that are connected over time.
Pie chart
A pie chart displays the contribution of each value to the total. Pie charts are an effective way to display information when you want to
represent different parts of the whole, or the percentages of a total.
Other charts
Other charts that can be created in Excel XP include doughnut, stock XY (scatter), bubble, radar, and surface, as well as cone,
cylinder, and pyramid charts.
Identifying the parts of a chart
Have you ever read something you didn't fully understand, but when you saw a chart or graph the concept became clear and
understandable? Charts are a visual representation of data in a worksheet. Charts make it easy to see comparisons, patterns, and trends in
data.
Source data
This is the range of cells that make up a chart. The chart is updated automatically whenever the information in these cells changes.
Title
This is the title of the chart.
Legend
This is the chart key, which details what each color on the chart represents.
Axis
This is the vertical and horizontal parts of a chart. The vertical axis is often referred to as the Y axis, while the horizontal axis is referred to
as the X axis.
Data series
This is the actual charted values, which usually are rows or columns of the source data.
Value axis
This is the axis that represents the values or units of the source data.
Category axis
This is the axis identifying each data series.
Creating a chart using the Chart toolbar

Charts can be created in a number of ways in Excel XP. The quickest way to create and edit your charts is to use the Chart toolbar.
To show the Chart toolbar:

 Choose View Toolbars Chart on the menu bar.
Parts of the Chart toolbar:

Chart objects list box
This list box lets you select different parts of a chart for editing.
Format chart area

This is used to format the part of the chart that is currently selected.
Chart type
This is a drop-down menu that lets you select different types of charts. The chart type can be changed at any time.
Legend
This is used to show or hide the chart legend.
Data table
This is used to show or hide the actual source data that was used to create the chart.
By row
This plots the data series using the row labels (Y axis).
By column
This plots the data series using the column labels (X axis).
Angle text
This is used to rotate the angle of the X axis and Y axis labels.
Creating an embedded chart

Charts can be created in one of two ways in Excel XP: embedded charts and chart sheets. Excel creates an embedded chart by default. An
embedded chart is placed on the same worksheet as the source data that was used to create it.
To embed a chart in a worksheet:

 Choose View Toolbars Chart on the menu bar.
 Select the range of cells you want to chart. Your source data should include at least three categories or numbers.
 Click the chart type drop-down menu on the Chart toolbar and select the chart you want to use.
 Open the chart options dialog box by clicking Chart Options to add a title to your chart.
 Select the Titles tab, and type the title of the chart in the Chart Title text box.
Different charts work best with different data. A pie chart, for example, can only display one data series at a time.
Excel XP includes a four-step Chart Wizard you can use to guide you through the steps for creating a chart. Highlight the cell range you
want to chart, choose Insert Chart on the menu bar, and follow the instructions in the wizard.
Creating a chart sheet

Sometimes you may want to create a chart and place it on a separate sheet in the workbook. This is called a chart sheet. Chart sheets can
make your charts stand out, particularly when you're working with complicated spreadsheets.
To move an embedded chart to a chart sheet:

 Create an embedded chart.
 Select the chart to be moved to a chart sheet.
 Choose Chart Location from the menu bar.
 In the Chart Location dialog box, select As a new sheet.
(The As object in radio button adds the chart as an embedded object on the worksheet.)
 Click OK. The chart is displayed on a separate chart sheet in the workbook.
You can also use the Chart Location dialog box to rename the chart sheet.
Challenge!
 Type the following information on the worksheet:
In cell A2, type January

In cell A3, type February
In cell A4, type March
In cell B1, type Bill
In cell B2, type 3542
In cell C1, type Mary
In cell C2, type 2943
In cell D1, type Bob
In cell D2, type 3403
 Create an embedded line chart showing the numbers on the Y axis and the months on the X axis.
 Change the embedded line chart to an area chart.
 Convert the embedded area chart to a chart sheet.
Lesson 16: Moving, Resizing, and Deleting Charts

Introduction
 Move a chart
 Resize a chart
 Delete a chart
Moving a chart
An embedded chart can be moved anywhere on a worksheet. The easiest way to move a chart is to drag it around the worksheet.
To move a chart:
 Click anywhere on the white space in the chart and use the cursor to drag the chart anywhere on the worksheet.
 Release the mouse button to place the graph in its new location.
Resizing a chart
Charts can be resized—made larger or smaller—to fit on a worksheet. Chart titles are sized in proportion to how large or small you make
the chart. And within the chart area, the legend and/or plot area can be made larger or smaller. Chart titles can be moved but not resized.
To resize a chart:
 Click anywhere on the white space of the chart area, plot area, or legendyou want to move or resize.
 Point the mouse to one of the grab handles or resize cursor—the pointer changes to a double-headed arrow—to resize the
chart.
 Use the mouse to drag the sizing handle until the chart is resized to the desired size.
Deleting a chart
Any embedded chart or chart sheet can be deleted from a worksheet. A chart sheet is deleted the same way a worksheet is deleted. This
section discusses how to delete an embedded chart.
To delete a chart:
 Click anywhere on the white space of the chart area to select the chart.
 Press the Delete key on your keyboard.
If you have difficulty deleting a chart, click anywhere outside the chart and select the chart again.
Challenge!
 Type the following information on the worksheet:

 Create an area chart.

 Practice moving the chart to different places in the worksheet.
 Practice resizing the chart by dragging the middle grab handle at the top of the chart, the middle grab handle at the right edge
of the chart, and the lower-right grab handle.
 Delete the chart you just created.
Lesson 17: Editing Charts
Introduction
 Change chart data
 Change the chart title
 Change the data series names or legend names
 Change the chart type
Changing chart data

When you add a chart to your worksheet, Excel creates a link between the chart and your source data. Any changes made to the original
source data are automatically reflected in the chart.
To change chart values directly in worksheet cells:
 Open the worksheet that contains the chart to be changed.
 Click in the cell whose value will change, and type the new value.
 Press Enter to accept the new value.
Changing chart data
To add data to an existing chart:
Rows or columns of data can be added to an existing chart by selecting the Add Dataoption on the chart menu.
 Input any new source data into the worksheet (e.g., a new column called South America).
 Click the chart to select it for editing.

 Choose Chart Add Data from the menu bar.
 The Add Data dialog box appears.

 Select the cell range of new data to be added to the chart. Marching ants appear around the cell range. The selected cells are
added to the Add Data dialog box.
 Click OK to add the new data to the chart.
Changing the chart title

The chart title can be changed at any time to a name that's meaningful to you.
To change the chart title:

 Click the chart title.
 Click anywhere in the title name and make any changes to the text.
 Click anywhere outside the title to apply your changes.

Changing data series names or legend text
Data series names and legend text are changed similar to how chart values are changed in a worksheet.
To change the data series names or legend text on the worksheet:

 Click the cell that contains the data series name or legend you want to change.
 Type the new name.

 Press Enter to add the new name to the chart.
Changing the chart type

There are 14 types of charts in Excel XP, and within each chart type there can be several variations. The chart type can be changed at any
time with just a few clicks.
To select a different chart type:

 Click the chart to select it for editing.
 Click the chart type drop-down list box and select a different chart.
 The new chart replaces the one selected for change.

Challenge!
 Type the following information in the worksheet:
In cell A2, type Bill

In cell A3, type Bob
In cell A4, type Mary
In cell B1, type Phones
In cell C1, type Cables
In cell D1, type Internet
 Create an embedded bar chart that plots Bill, Bob, and Mary on the Y axis. The legend will include phones, cables, and
Internet.
 Change any of the numbers in the data source (cells B2, B3, B4, C2, C3, C4, D2, D3, and D4), and notice how the chart changes.
 Change any data series name (Bill, Bob, or Mary) or legend value (phones, cable, or Internet), and notice how the chart
changes.
 Change the chart type from a bar chart to a line chart.
Lesson 18: Formatting a Chart
Introduction
 Format the chart title
 Format the chart legend
 Format the axis
Formatting the chart title
The chart title can be formatted to change color, pattern, typeface, size, and alignment using the Format Chart Title dialog box.
To format the chart title:

 Select the chart title.
 Click Format on the Chart toolbar, or double-click the chart title.
 The Format Chart Title dialog box contains three tabs—Patterns, Font, and Alignment—that can be used to format the chart
title.
 The Patterns tab lets you define borders and fill colors.
 The Font tab lets you define font, font style, size, and color.
 The Alignment tab lets you define horizontal and vertical cell placement, as well as text orientation.
 Click OK to accept the chart title format changes.
Formatting the chart legend

The chart legend displays useful information about the chart. Like a roadmap, the legend identifies what different colors or objects
represent in the chart. The chart legend—like the chart title and category axis labels—can be formatted to your liking.
To format the chart legend:
 Press the show/hide legend button on the Chart toolbar to turn on the legend display. (This button acts like a toggle by
turning the display on or off.)
 Click to select the chart legend.

 Click Format on the Chart toolbar, or double-click the chart legend.
 The Format Legend dialog box contains three tabs—Patterns, Font, and Alignment—that can be used to format the chart title.
 The Patterns tab lets you define borders and fill colors.
 The Placement tab lets you define the location where the legend will appear on the chart.
 Click OK to accept the chart legend format changes.
The only way to change the actual text that appears in the chart legend is to change the source data in the worksheet.
Formatting the axis labels
In Excel, a graph represents data in two dimensions. The number of items sold in January, for example, is data on two dimensions: number
of items and month. The number of items might be plotted on the Y axis, while the month may be plotted on the X axis. The Y axis runs up
and down on the graph, while the X axis runs left to right.
When formatting the axis labels in your chart, you can adjust the numbers on the scaleof the chart, as well as change font, color, and style.
To format an axis:
 Click anywhere in the axis label you want to edit:
 Click Format on the Chart toolbar, or double-click the chart axis.
 The Format Axis dialog box contains three tabs—Patterns, Font, and Alignment—that can be used to format the chart title.
 The Patterns tab lets you define borders and tick marks.
 The Scale tab lets you define numeric intervals on the value (Y) axis scale.
 The Number tab lets you define the format of numbers displayed in the axis.
 The Alignment tabs let you define text orientation.
 Click OK to accept the axis format changes.
You can also use the angle axis buttons on the Chart toolbar to change the angle of the value and category axes.
Changing the data series color

When a chart is created in Excel XP, you'll notice that color is automatically applied to the data series. You can keep this format or change it
for each data series in the chart. Various aspects of each data series can be changed, but you'll probably change the color of bars, columns,
pie slices, and areas most often.
To change the color of a data series:

 Select the data series you want to edit.
 Click Format on the Chart toolbar, or double-click the data series.

 Use the Format Data Series dialog box to select a new color.
 Click OK to accept the data series color changes.
Challenge!
In cell A2, type October
In cell A3, type November
In cell A4, type December
In cell B1, type Clothes
In cell B3, type 78
In cell B4, type 97
In cell C1, type Movies
In cell C2, type 12
In cell C3, type 18
In cell C4, type 20
In cell D1, type Books
In cell D2, type 45
In cell D3, type 78
In cell D4, type 15
 Create an embedded bar chart that plots October, November, and December on the Y axis. The legend will include Clothes,
Movies, and Books.
 Assign a chart name in the Titles tab of the Chart Options dialog box.
 Format the chart name by assigning it a Verdana font, bold font style, a size of 20, and the color red.
 Format the chart legend so its placement is at the top of the screen.
 Format the X axis so the text orientation is 45 degrees for each label in the data series.
 Select a data series color and change it to another color.
Lesson 19: Defining Page Setup Options
Introduction
 Set page margins
 Change page orientation and paper size
 Create headers and footers
 Create sheet settings
Setting page margins

The page margins define where on the page Excel will print the worksheet. By default, the top and bottom margins are set at 1 inch in
Excel XP, while the left and right margins are set at 0.75 inch. Margin settings can be changed to whatever you want. Different margins can
be defined for each worksheet in the workbook.
To change the margins in the Page Setup dialog box:

 Select the correct worksheet.
 Choose File Page Setup from the menu bar.
 Select the Margins tab.
 Use the spin box controls to define the settings for each page margin—top,bottom, left, right, header, and footer.
 Click OK to change the margin settings.
Changing page orientation and paper size

The Page tab of the Page Setup dialog box lets you change page orientation (portrait or landscape) and paper size (e.g., letter size or legal
size). The default paper size in Excel XP is 8.5 x 11 inches with a portrait orientation, which prints up and down on the long side of the page.
A landscape orientation, on the other hand, prints up and down on the short side of the page.
To change page orientation:

 Select the correct worksheet.
 Click the Page tab.
 Choose an orientation—portrait or landscape—for the worksheet.

 Select a paper size from the list of available paper size options that appear in the list box.
 Click the paper size.
 Click OK to accept the page settings.
The Page tab of the Page Setup dialog box lets you shrink the spreadsheet data so it fits on a specified number of pages when you print.
Click the Fit to: option button, then enter the desired number of pages wide and pages tall.
The Page tab of the Page Setup dialog box lets you define the resolution of the print job. Print quality is measured in dpi, or dots per
inch. A higher dpi provides a better print quality.
Creating headers and footers

Headers and footers can be added to any worksheet, although they are not required. A header is any information that appears at the top of
each page, while a footer prints at the bottom of the page. If you want a header or footer inserted onto a page, you'll have to define them.
Excel XP defaults to no header and no footer.
To create a header:
 Select the Header/Footer tab in the Page Setup dialog box.
 Click the Header drop-down list and select and of the predefined headers.
OR
 Click the Custom Header button to create your own header. Follow the instructions in the Header dialog box to make your
entry.
 Click OK to return to the Page Setup dialog box.
To create a footer:
 Select the Header/Footer tab in the Page Setup dialog box.
 Click the Footer drop-down list and select one of the predefined footers.
OR
 Click the Custom Footer button to create your own footer. Follow the instructions in the Footer dialog box to make your entry.
You can insert placeholder buttons into both the header and footer to format text and insert page numbers, dates, times, file names, and
tab names. Excel replaces these placeholders with the information each represents when the worksheet is printed. Follow the instructions
in the header and footer dialog boxes.
Creating sheet settings

The Sheet tab in the Page Setup dialog box provides additional print options you may want to add to your worksheet.
Print area
By default, Excel prints from A1 to the last occupied cell in a worksheet. You can specify a different range of cells to print.
Print titles
This option prints column and row labels on each page of the printout. Specify these rows or columns in the Rows to Repeat at
Top and Columns to Repeat at Left text boxes.
Print: Gridlines
This determines whether gridlines are printed. However, turning off gridlines does not affect their appearance in Normal view.
Print: Black and white

If you used colors in your worksheet but don't want to waste the ink in your color printer, use black and white.
Print: Draft quality

Choose draft quality to print the worksheet without gridlines or graphics.
Print: Row and column headings

Click this option to include row numbers and columns letters in your printed document.
Page order
This determines the order in which worksheets are printed.
Challenge!
 Create a spreadsheet with whatever information you want to include in it.
 Set the page margins to print 0.5-inch from the top, bottom, left, and right.
 Change the page orientation to portrait.
 Change the paper size to legal.
 Create a header that shows a page number.
 Create a custom footer that shows the date in the center section.
 Set print gridlines for the sheet to "yes".
Lesson 20: Print Management
Introduction
 Specify a print area
 Preview a page
 Insert and remove page breaks
 Print a worksheet or workbook
Specify a print area

In Excel XP, you can print an entire workbook, a worksheet, a cell range, or a cell. Excel defaults to printing the entire worksheet. If you
want to print only a certain area of a spreadsheet, you can define a print area.
To specify a print area:

 Choose View Page Break Preview from the menu bar.
 A reduced image of the chart is displayed on the screen.

 Click one of four blue-colored borders, then drag to highlight and select the area to print.
 Choose File Print Area Set Print Area on the menu bar.
Only the area you defined in the print range will print when the worksheet is submitted to the printer for printing.
Previewing a page before printing
Excel XP provides a Print Preview capability that shows a smaller picture of the printed page directly on your screen. Print Preview is a
good way for you to review the formatting and make sure the columns, rows, and margins appear exactly as you want them.
To access Print Preview:

 Choose File Print Preview on the menu bar
OR
 Click the Print Preview button on the standard toolbar.
 In the Print Preview window, the document is sized so the entire page is visible on the screen. Check the spreadsheet for
overall formatting and layout.
The Zoom button in Print Preview will enlarge the data so it can be read.
Inserting and removing a page break

There are two types of page breaks in Excel: soft page breaks and hard page breaks. A soft page break is automatically inserted into a
spreadsheet when there's too much data to fit on one page. A hard page break is one that you can insert into a spreadhseet, wherever you
want it to appear.
To insert a page break:

 Move the cursor to the row where a page break should be inserted. This row will be the first row on the new page.
 Choose Insert Page Break from the menu bar.
 A page break, indicated by a dashed line, is inserted into the worksheet.
To delete a page break:

 Move the cursor to the row where a page break appears.
 Choose Insert Remove Page Break from the menu bar.
 The page break, represented by a dashed line, is removed from the page.
Printing worksheets and workbooks

Printing in Excel is similar to printing in other Office applications such as Microsoft Word. As previously mentioned, Excel defaults to
printing the entire worksheet.
To print a worksheet:
 Choose File Print from the menu bar.
 The Print dialog box opens.
 Specify the printer name where the spreadsheet will print. If you only have one printer in your home or office, Excel will default
to that printer.
 In Print range, choose whether to print All or a certain range of pages (Pages From n to y, where n and y are the beginning
and ending page numbers).
 In Print what, choose whether to print a Selection, the Active sheet(s), or the Entire workbook (all worksheets in the
workbook). Excel defaults to the active sheet.
 Choose the Number of copies to print by clicking the up or down arrows.
 Click OK to print the worksheet.
Don't print your Excel spreadsheet without checking spelling first! Excel includes two tools to help correct spelling
errors: AutoCorrect and Spelling.
Challenge!

 Create an embedded area chart.

 Define a print range that includes only the area chart and not the source data.
 Use Print Preview to preview the chart prior to printing.
 Reset the print range to include both the source data and the area chart.
 Insert a page break between the source data and the embedded area chart.
 Send two copies of the two-page worksheet to print at the default printer name.
Excel XP offers nice additions and enhancements over its older siblings, including:
 Color-coded worksheet tabs to better organize your work

 New workbook construction using an existing workbook as a template
 A right-margin task pane to quickly access often-used features like New Workbook, Clipboard, Search, and Insert Clip Art
 Vertical alignment buttons
 Enhanced find-and-replace to search the entire workbook
 Worksheet protection features
 An Ask-a-Question text box that accepts standard English queries
 Headers and footers, which now accept graphics
 Speech recognition
 Audio speak-back worksheet data
 Retained column widths and formatting when pasting cell or column data between sheets or workbooks
 Enhanced AutoSum, which now supports Average, Count, Max, Min, and a More Functions item in its drop-down list
 A Formula Evaluator and Formula Auditing toolbar, which helps to reduce formula errors in workbooks
 Document recovery in the event of program errors
If you’re ready to get started, visit our Microsoft Excel XP training course.
Lesson 22: Planning your Excel XP Spreadsheet

Many different applications can be created in Microsoft Excel. You may want to create a budget spreadsheet or a newsletter mailing list. Perhaps
you want to create an inventory of items in your home and business. Maybe you want to create a spreadsheet that contains financial data or
baseball statistics. Whatever you may want to do in Excel, the first step of any successful spreadsheet is to plan what you want to create.
Let’s say, for example, that you want to create a checkbook register. The first step is to identify the different types of information that must be
added to the checkbook spreadsheet. A good start is to look at the transaction register that comes with the box of checks from the bank. Notice
the fields that are used in the register: Number or Code, Date, Transaction Description, Payment/Fee/Withdrawal, Deposit/Credit, and Balance.
The fields that appear as column headings in your transaction register should also appear as column headings in the spreadsheet.
Each row in the checkbook spreadsheet will be represented by a specific check made payable to someone on a particular date for a specific
amount and with a unique check number.
Each column in the spreadsheet will be formatted differently. The Date column, for example, will be formatted as a Number. The Number
column will be formatted as a General Number. The Transaction column will be formatted as text. The Debit and Credit columns will be
formatted as Currency. Each formula in the Balance column will subtract the credit and add the debit to the previous balance to display the new
balance.
That’s really all there is to planning how to create a spreadsheet. You are simply going to re-create a process that you already do manually. Errors
will be minimal because the balance is calculated automatically for you. Typing will be minimal because Microsoft Excel’s AutoComplete feature
will save you time from having to retype information, like Telephone in the picture above, as long as it has already been typed into the
spreadsheet.
Now that you know what it is you want to create and how to create it, it’s time to open Microsoft Excel and get to work.
Lesson 23: Writing Formulas in Microsoft Excel XP

Writing formulas in Microsoft Excel is as simple or complicated as you make it. If you’re not very strong in math, then you might write simple
formulas. If you’re very good with numbers, then you likely write more sophisticated formulas. Either way, Microsoft Excel is a powerful program
that is suited to either of your needs.
In its simplest form, Excel can be used to create basic formulas—for example, to add two numbers together. The formula =2+3 adds the numbers
2 and 3. The cell in which the formula is defined shows the answer: 5.
But what if you work with a lot of numbers, or with numbers that change frequently? You would instead write a formula that includes cell
references. Type a number in one cell (cell A1), type a second number in a different cell (cell A2), then write a formula that adds cells A1 and A2. It
doesn’t matter what numbers appear in these cells or how frequently they change. The formula will adjust the answer depending on whichever
numbers are fed into it.
Excel comes equipped with a number of predefined formulas, called functions, that simply the formula-writing process. Functions are common
formulas, such as adding a range of numbers. Why write a formula if Excel has a function that does the same thing?
Say, for example, that you want to find the average of 12 numbers written in 12 different cells. You could write the following formula:
=(B1+B2+B3+B4+B5+B6+B7+B8+B9+B10+B11+B12)/12
But it would be better to use the Average function instead:
=AVERAGE(B1:B12)
Quick. Simple. And you get the same answer.
Excel has many different functions. The best way to become familiar with them is to display the Insert Function dialog box. You can type a
description of what you want the function to do, or you could browse through a list of functions in any of 12 categories. Find the function you
want, and select it.
If you work with numbers a lot and are pretty good at writing mathematical equations, then you will want to write more sophisticated formulas
that meet your special needs. This is not a problem in Excel. If you can say what you want to do in a sentence, then you can write a formula to do
it in Excel.

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Introduction

By the end of this lesson, you should be able to:

The Excel window

Each spreadsheet contains 65,536 rows. Each row is named by a number.

This shows the address of the current selection or active cell.

Navigation buttons and sheet tabs

Workbooks and worksheets

Moving around the worksheet

To move the cell pointer:

To scroll through the worksheet:

To move between worksheets:

To move from one worksheet to another:

Lesson 2: Create, Open, and Save Workbooks

Understanding file terms

To create an Excel XP workbook:

 Choose Blank Workbook under the New category heading.

To save a new workbook:

 The Save As dialog box appears.

To save changes made to an existing workbook:

 Click the Save button on the Standard toolbar.

To open an existing Excel XP workbook:

Lesson 3: Enter, Edit, and Delete Data

Entering text in a cell

To enter data into a cell:

Editing information in a cell

The quick and easy method:

To edit information in a cell:

 Double-click the cell containing the information you want to change.

 Make the necessary corrections.

Method 2: Formula bar editing

 Click the cell containing the information you want to change.

Deleting information in a cell

 Click the cell containing the information you want to delete.

To undo recent actions one at a time:

To undo several recent actions at once:

To redo an Undo operation:

Selecting multiple cells

To select a range of cells:

To select all cells in a column or row:

To select an entire worksheet:

In cell B1, type Name

Lesson 4: Moving, Copying, and Deleting Cell Contents

Cut, Copy, and Paste defined

To copy and paste:

 Click the Copy button on the Standard toolbar.

Cutting and pasting cell contents

To cut and paste:

 Click the Cut button on the Standard toolbar.

Moving information using the drag-and-drop method

To use drag and drop:

Lesson 5: Creating Simple Formulas

Creating a simple addition formula

To create a simple formula that adds two numbers:

Creating a simple addition formula

To create a simple formula using the point-and-click method:

Creating simple multiplication formulas

To create a simple formula that multiplies the contents of two cells:

Creating simple division formulas