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There are 11 more sheets in this tour. The instructions for each sheet start in cell A1, and each subsequent step is in cell A2, A3, and so on.
The instructions will indicate which cells to navigate to for use of a feature, or further reading.
To start, press CTRL+PAGE DOWN.
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Add numbers like a champ
Add numbers like a champ
Here are some ways to add up numbers in Excel:
Cells C3 through
Here are D7some
contain datatowith
ways addtwo
upcolumns.
numbersOne for Fruit, and one for Amount.
in Excel:
Go to D8 by pressing CTRL+G, type D8, and then press ENTER.
1
Type =SUM(D4:D7), then press ENTER.
The result is 170.
Here's another way to add, using a shortcut key. Cells F3 through G7 contain data with two columns: Meat and Amoun
Go to cell G8.2Press ALT+=, then press ENTER.
The result in cell G8 is 140.
3
Here's another way to add. Cells C10 through D15 have two columns of data: Item and Amount.
Now add only the numbers over 50. Go to cell D16. Type =SUMIF(D11:D15 comma ">50"), then press Enter. The result
EXTRA CREDIT: Cells F10 through G15 contain data with two columns: Item and Amount. Go to cell G16. Try adding ano
Dive down for4 more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
Sum the
following:
=SUM(D48,G48:G51,100)
The formula above uses the following:
A single cell reference, which is the "address" or "name" of a cell. D48 is the single
cell reference in the formula above.
A range of cells, which is a series of cells starting at one cell and ending at another.
G48:G51 is the range of cells in the formula.
A constant. The constant in this formula is the number 100.
=SUMIF(D73:D77,">50")
NOTE: If you find you are making a lot of SUMIF formulas, you might find that a
PivotTable is a better solution. See the PivotTable worksheet for more information.
Back to top
Add numbers like a champ
numbers like a champ
e are some ways to add up numbers in Excel:
s C3 through
Here are D7some
contain datatowith
ways addtwo upcolumns.
numbersOne for Fruit, and one for Amount.
in Excel: Fruit
to D8 by pressing CTRL+G, type D8, and then press ENTER. Apples
1 Select
e =SUM(D4:D7), then press ENTER.cell under the amounts for fruit.
the yellow Oranges
result is 170. Bananas
e's another way to add, using a shortcut key. Cells F3 through G7 contain data with two columns: Meat and AmounLemons
to cell G8.2PressType
ALT+=,=SUM(D4:D7),
then press ENTER. and then press enter. When you're done, you'll see
the result of 170.
result in cell G8 is 140.
3
e's another wayHere's
to add.another
Cells C10
waythrough
to add,D15 haveatwo
using columns
shortcut of Select
key. data: Item
the and Amount.
yellow cell Item
w add only the numbers
under the over 50. Go to
amounts forcell D16. Type =SUMIF(D11:D15 comma ">50"), then press Enter. The result Bread
meat.
RA CREDIT: Cells F10 through G15 contain data with two columns: Item and Amount. Go to cell G16. Try adding anoDonuts
e down for4 morePress Alt
detail: Go to A27.
= Then, press Enter.
first.
Or, to proceed to the next step, press CTRL+PAGE DOWN. Cookies
Cakes
5 Now add only the numbers over 50. Select the last yellow cell. Type Pies
=SUMIF(D11:D15,">50") and then press Enter. The result is 100.
=SUM(D48,G48:G51,100)
The formula above uses the following:
A single cell reference, which is the "address" or "name" of a cell. D48 is the single IMPORTANT
cell reference in the formula above. Double-click thi
end. Although i
A range of cells, which is a series of cells starting at one cell and ending at another. like this, we don
G48:G51 is the range of cells in the formula. necessary. This
forget that it's t
A constant. The constant in this formula is the number 100. another cell ins
seen and not hi
EXTRA CREDIT
Try adding another
SUMIF formula here, but
add amounts that are
less than 100. The result
should be 160.
Amount
50 CHECK THIS OUT
Select these cells. Then in the
20 lower-right corner of the Excel
60 window, look for this:
40
170 That's just another way to
quickly find a total.
lower-right corner of the Excel
window, look for this:
Total:
200
IMPORTANT DETAIL
Double-click this cell. You'll notice the 100 toward the
end. Although it's possible to put numbers in a formula
like this, we don't recommend it unless it's absolutely
necessary. This is known as a constant, and it's easy to
forget that it's there. We recommend referring to
another cell instead, like cell D16. That way it's easily
seen and not hidden inside a formula.
lls D73 through D77, and if the value is greater than 50 sum it up.
e PivotTable worksheet for more information.
Amount Item Amount
50 Bread 50
100 Donuts 100
40 Cookies 40
50 Cakes 50
20 Pies 20
100 200
GOOD TO KNOW
Double-click this cell and you'll see that the formula
is different. Specifically, the sum criteria is ">=50"
which means greater than or equal to 50. There are
other operators you can use like "<=50" which is
less than or equal to 50. And there's "<>50" which is
not equals 50.
less than or equal to 50. And there's "<>50" which is
not equals 50.
Save time by filling cells automatically
Save time by filling cells automatically
Heres how to use the fill feature in Excel:
Cells C3 through G7 contain
Heres how to usedata
the with five columns:
fill handle "This:" column, which contains the number 50 in each cell; "Plus t
in Excel:
Go to cell E4. Press CTRL+G, type E4, then press Enter.
1 E5, E6, and E7 by holding the SHIFT key while pressing the ARROW DOWN key, then press CTRL+D. Excel will
Select cells E4,
EXTRA CREDIT: Go to cell G4 and repeat the fill down steps above.
Cells C10 through G14 contain data with five columns. These columns contain the heading from C3 to G3 and the values
2 Select cells C15, D15, E15, F15, and G15. This time press CTRL+R to fill the cells. This is known as filling right.
Go to cell C15.
Dive down for more detail: Go to cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
Fill a series
Fill a series
Sometimes you don't need the numbers to change as you fill. Instead, you just want to
copy values to other adjacent cells. Here's how to do that:
Back to top
Save time by filling cells automatically
e time by filling cells automatically
es how to use the fill feature in Excel:
s C3 through G7 contain
Heres how to usedata
the with five columns:
fill handle "This:" column, which contains the number 50 in each cell; "Plus tThis:
in Excel:
to cell E4. Press CTRL+G, type E4, then press Enter. 50
1 E5,Click
ect cells E4, E6, and
theE7 by with
cell holdingthethe SHIFT key
number 100.while pressing the ARROW DOWN key, then press CTRL+D. Excel will 50
RA CREDIT: Go to cell G4 and repeat the fill down steps above. 50
s C10 through G14 contain data with five columns. These columns contain the heading from C3 to G3 and the values 50
2 Select
to cell C15. Restcells
your cursor
C15, D15, onE15,the lower-right
F15, corner
and G15. This timeofpress
the cell untilto fill the cells. This is known as filling right.
CTRL+R
e down for more it becomes
detail: Go atocross:
cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
This:
3 Click the cross and drag down three cells. Excel will automatically fill the 50
cells with the totals: 110, 120, and 130. People call this filling down. 50
50
4 Click the yellow cell with 200, and fill again but this time drag the fill handle 50
to the right to fill the cells. This is known as filling right. 200
2 Now select the cell with the word Fruit. Rest your cursor on the lower- right
corner again, and when you get the cross, double-click. That's another way
to fill down in case you ever need to fill a long column.
Fill a series
Fill a series
Sometimes you don't need the numbers to change as you fill. Instead, you just want to
copy values to other adjacent cells. Here's how to do that: Week 1
2 Rest your cursor on the lower-right corner of the cell until it becomes a
cross, then drag right two cells. Excel detects a series, and fills in Feb and
Mar for you.
4 Rest your cursor on the lower-right corner again, and when you get the
cross, double-click it.
Intervals
15
IMPORTANT DETAIL
Select this cell, and then drag the fill
handle down 3 cells. After that, click this button:
This is the AutoFill Options button, and it lets you
change the fill immediately after. Choose another
option like Copy cells or Fill formatting only. You
never know when these might come in handy
someday.
30
EXPERIMENT
Select these two cells, and then drag the fill handle to the
right. Excel fills the series in increments of 15. Try changing
15 and 30 to other values, like 1 and 1.8. Or, Mon and Wed.
Or, January and March. And then fill to the right again... see
what happens!
Data stuffed into one column? Split it.
Data stuffed into one column? Split it.
Go to cell D5. Press CTRL+G, type D5, then press Enter. Type the first name that is in the Email column in cell C5: Nancy.
Go to cell D6. Press CTRL+E, a shortcut for Flash Fill.
1 when you type a consistent pattern, and fills the cells once the pattern is detected.
Flash Fill detects
Try another way to Flash Fill: Go to cell E5.
Press ALT+H to enter the Home tab above the ribbon, then press FI to select Fill options. Arrow down to select Flash Fil
Dive down for 2 more detail: Go to cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
4
5
Select cell H56: McKay. This is the same formula as in step A56, but it extracts characters from F56 instead of cell C56.
Go to cell A79 to go to the next instruction.
2
3 Try another way to Flash Fill: Click the cell with Smith.
4 Click Home > Fill > Flash Fill. Now the last names are in their own column.
3 Under Delimiters, make sure that Comma is the only checkbox selected,
and then click Next.
5 Finally, click inside the Destination box and type $D$32. Then click Finish.
GOOD TO KNOW
CTRL+E is the shortcut
for Flash Fill.
he best tool for the job. Try Text to Columns in this situation:
Tools section. Convert Text to Columns Wizard - Step 1 of 3 appears. Make sure that Delimited radio button is selected, then press Enter. U
Data First name Last name Company name
Nancy,Smith,Contoso Ltd.
Andy,North,Fabrikam Inc.
Jan,Kotas,Relecloud
Mariya,Jones,Contoso Ltd.
Steven,Thorpe,Relecloud
Michael,Neipper,Fabrikam Inc.
Robert,Zare,Relecloud
Yvonne,McKay,Contoso Ltd.
WORTH EXPLORING
There's another way of working with data. You can
query an external source, and you can split the data
that comes from the source. You do that once, and
the data is refreshable and easy to work with from
that moment on. Curious? Click the Data tab, and
then explore the options in the Get & Transform
area. Or see the link at the bottom of this sheet.
WORTH EXPLORING
There's another way of working with data. You can
query an external source, and you can split the data
that comes from the source. You do that once, and
the data is refreshable and easy to work with from
that moment on. Curious? Click the Data tab, and
then explore the options in the Get & Transform
area. Or see the link at the bottom of this sheet.
ata will get updated as well. This is more advanced. But it is possible when using a handful of functions: LEFT, RIGHT, FIND, and LEN. For mo
to specify the number of characters to extract, we used the FIND function. Here's how the formula "=LEFT(C56 comma FIND(" " comma C5
works: Find the character position number of the first space in cell C56. Then subtract 1 to exclude the space itself.
Name inside one cell First name [Helper column] Middle name
Yvonne Francis McKay Yvonne Francis McKay Francis
...and find the ... the ...in ...then ...and get the count ...this ...and
character first this subtract 1 of characters cell... subtract
position space... cell. to exclude (character length) this
number of... the space of... number:
itself.
on is selected, then press Enter. Use the Tab key to navigate the dialogue.
EFT, RIGHT, FIND, and LEN. For more information on each these functions, see the links at the bottom of this sheet under More information
T(C56 comma FIND(" " comma C56)-1)" works:
Last name
McKay
the Find
..and function,
extract which
this many finds the To
characters. character
specify position number of the first space in cell C56 and returns the number of characters up until th
the number
of characters, use the LEN function...
C56)-FIND(" ",C56))
4
This is kind of
tricky, so pay5
close
attention.
With those
cells still
selected, type
the following: Dive down for more detail
=TRANSPOSE(
C33:H34) but
dont press
Enter. Instead
press
CTRL+SHIFT+E
NTER. If you
get an error or
#VALUE! as a
Transpose
result, try with a formula
again starting
Transpose with a formula
Sometimes you don't want to copy and paste to transpose. In this case, you can use a formula to transpose rows and columns.
at instruction
To transpose
in cell A29. this data, you need to select some blank cells first. Since the data in cells C33 to H34 on the right has six columns
Select
Select any Sometimes
of
another youcell
thetransposed
transposed don't
cells,
from want
for toC40
cells copy
example and
cell
to paste
C41.
D45, forLook to
at transpose.
example thecell D43. In
formula at this
Look case,
theattop you can
theofformula
Excel. baruse
Youll a that
see
again. Thethe formula
formula look
is the s
formula to transpose rows and columns. Here's how to do that:
Go to cell A54 for the next instruction.
3
4
What's
KEEP INan array formula?
MIND
There
An array formulathings
are three to keepcalculations
in mind whenonusing
morean array
oneformula:
What's an array formula?
can perform than cell in an array. In the example above, the array is the original dat
1) Always select multiple cells first, and then with those cells selected, start typing the array formula. That's the key: Select mu
You always
2) When finishdone
you're an array formula
typing with
an array CTRL+SHIFT+ENTER,
formula, not just
press CTRL+SHIFT ENTER. Pressing CTRL+SHIFT+ENTER calculates the functio
+ENTER.
3) Once you enter an array formula, you cannot interrupt that new
EXCEL SPEAK: Because array formulas require CTRL+SHIFT+ENTER, some peoplearray. For example, you call
informally cannot type
array over or"CSE
formulas, delete just one
formulas."
An array formula can perform calculations on more than one cell in an array. In the
Go to cell A72 for theabove,
example next instruction.
the array is the original data set in cells C33:H34. The TRANSPOSE
function then switches the horizontal orientation of the cells to a vertical orientation.
You always finish an array formula with CTRL+SHIFT+ENTER, not just ENTER. Pressing
CTRL+SHIFT+ENTER calculates the function against the array. When you're done, Excel
puts special brackets { } around the formula. These brackets are a visual clue that the
selected cell is part of an array formula. You can't type these brackets yourself. Excel
puts them in when you press CTRL+SHIFT+ENTER.
Back to top
Switch data around by transposing it
tch data around by transposing it
en you need to rotate columns and rows, you transpose them in Excel.
s C5 toWhen
H6 contain two rows
you need of Items
to rotate and Amounts.
columns Select
and rows, youcells C5 to H6.
transpose them in Excel.
w you'll copy the cells. Press CTRL+C.
1 Click and drag to select the two rows of cells from Item, to 20. Item
ss ALT+H to enter the Home tab above the ribbon, then press V to select Paste options. Arrow down or press S to sel
Amount
ss
ERTTab until
TIP: Theyou find Transpose.
shortcut Press
key for Paste the Space
Special Bar to select Transpose, then press Enter.
is CTRL+ALT+V.
2 Now you'll copy the cells. Press C t r l C
4 On the Home tab, click the arrow under the Paste button.
5 Click Paste Special, and then at the bottom, click the checkbox for
Transpose. Click OK.
ect
ect any Sometimes
of
another youcell
thetransposed
transposed don't
cells,
fromwant
for toC40
cells copy
example to and
cell
D45, paste
C41.
forLook to
at transpose.
example thecell D43. In
formula at this
Look case,
theattop you can
theofformula
Excel. use
Youll
bar a that
see
again. Thethe formula
formula looks
is the likeasthis:
same {=TRA
in cell C4
formula to transpose rows and columns. Here's how to do that:
to cell A54 for the next instruction. Item
Amount
1 To transpose this data, you need to select some blank cells first. Since the
data on the right has 6 columns and 2 rows, you need to select the
opposite: 2 columns and 6 rows. Do this by selecting the yellow cells.
So select these 2 columns...
2 This is kind of tricky, so pay close attention. With those cells still selected,
type the following: =TRANSPOSE(C33:H34) .but dont press Enter.
4 Click any of the yellow cells to select just one. Look at the formula at the
top of Excel. Youll see that the formula looks like this:
{=TRANSPOSE(C33:H34)}
5 Click another yellow cell. Look at the formula bar again. The formula is the
same. Why? Because this is an array formula. KEEP IN MIN
There are three
formula:
1) Always select
at's
P INan array formula?
MIND selected, start ty
re areformula
three things to keepcalculations
in mind whenonusing
morean array
oneformula: multiple cellsC33
firs
What's an array formula?
array can perform than cell in an array. In the example above, the array is the original data set is cells
lways select multiple cells first, and then with those cells selected, start typing the array formula. That's the key: Select multiple cells first, t
always
When finishdone
you're an array formula
typing with
an array CTRL+SHIFT+ENTER,
formula, not just
press CTRL+SHIFT ENTER. Pressing CTRL+SHIFT+ENTER calculates the function
+ENTER. againstyou're
2) When the ar
Once you enter an array formula, you cannot interrupt that new array. For example, you cannot type over or delete just one of
EL SPEAK: Because array formulas require CTRL+SHIFT+ENTER, some people informally call array formulas, "CSE formulas."CTRL+SHIFT +EN the cells. You
An array formula can perform calculations on more than one cell in an array. In the 3) Once you ente
to cell A72 for theabove,
example next instruction.
the array is the original data set in cells C33:H34. The TRANSPOSE new array. For ex
function then switches the horizontal orientation of the cells to a vertical orientation. of the cells. You
that array. If you
have the array fo
You always finish an array formula with CTRL+SHIFT+ENTER, not just ENTER. Pressing changes and rec
CTRL+SHIFT+ENTER calculates the function against the array. When you're done, Excel
puts special brackets { } around the formula. These brackets are a visual clue that the
selected cell is part of an array formula. You can't type these brackets yourself. Excel
puts them in when you press CTRL+SHIFT+ENTER.
EXCEL SPEAK
Because array fo
people informall
EXPERT TIP
The shortcut key
for Paste Special is
CTRL+ALT+V.
KEEP IN MIND
There are three things to keep in mind when using an array
formula:
1) Always select multiple cells first, and then with those cells
selected, start typing the array formula. That's the key: Select
multiple
iginal data cellsC33:H34.
set is cells first, thenThe
start typing. function then switches the horizontal orientation of the cells to a vertical orientation.
TRANSPOSE
Select multiple cells first, then start typing.
he function againstyou're
2) When the array.
doneWhen
typingyou're done,
an array Excel puts
formula, pressspecial brackets { } around the formula. These brackets are a visual clue that th
e just oneCTRL+SHIFT
of the cells.+ENTER.
You also cannot insert a new row or column within that array. If you need to any of that, select all of the cells that ha
EXCEL SPEAK
Because array formulas require CTRL+SHIFT+ENTER, some
people informally call array formulas, "CSE formulas."
s C40 to D45.
s to a vertical orientation.
ackets are a visual clue that the selected cell is part of an array formula. You can't type these brackets yourself. Excel puts them in when yo
at, select all of the cells that have the array formula, press Delete, and then make your changes and recreate the formula.
elf. Excel puts them in when you press CTRL+SHIFT+ENTER.
the formula.
Sort and filter with ease
Sort and filter with ease
Cells C5 to G13 contain five columns: Departments, Categories, and Amounts for the months Oct, Nov, Dec.
Let's say you want the departments in alphabetical order. Select the Department column, go to cell C5. Press CTRL+G, type C5,
1 amounts from big to small. Select the December column cell, go to G5, then select cells G5 through G13. Pres
Sort December's
Now you'll filter the data so that only the Bakery rows appear. Go to cell G5, Dec. Press CTRL+A to select all of the cell
Filter buttons appear on the top row from cell C5 to G5. Go to the Department cell, C5, and press ALT+DOWN ARROW
EXTRA CREDIT: 2 Try sorting alphabetically by two columns. Here's how: First sort Department alphabetically (refer to st
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
3
2
More ways to filter data
Back to top
Sort and filter with ease
t and filter with ease
s C5 to G13 contain five columns: Departments, Categories, and Amounts for the months Oct, Nov, Dec.
s say you want the departments in alphabetical order. Select the Department column, go to cell C5. Press CTRL+G, type C5, then press Ente
1 amounts
t December's Let's sayfrom
you big
wantto the departments
small. in alphabetical
Select the December column order.
cell, Click
go to in the
G5, then select cells G5 through G13. Press ALT+H to ente
w you'll filter theDepartment
data so thatcolumn,
only theand thenrows
Bakery clickappear.
HomeGo > Sort
to cell&G5,
Filter
Dec.>Press
Sort CTRL+A
A to Z. to select all of the cell
er buttons appear on the top row from cell C5 to G5. Go to the Department cell, C5, and press ALT+DOWN ARROW
RA CREDIT:2 Try Sort December's amounts from largest to smallest. Click any cell in the Dec
sorting alphabetically by two columns. Here's how: First sort Department alphabetically (refer to st
column, and then click Home > Sort & Filter > Sort Largest to Smallest.
e down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
3 Now you'll filter the data so that only the Bakery rows appear. Press CTRL+A to
select all of the cells, and then click Home > Sort & Filter > Filter.
4 Filter buttons appear on the top row. On the Department cell, click the filter
button and then click to clear the Select All checkbox. Then, click to select
Bakery.
5 Click OK and only the Bakery rows appear. Now clear the filter by clicking the
filter button for Department and then click Clear filter...
2 Someone filled three cells with yellow. You can sort the rows by that color.
Right-click a yellow cell, and then click Sort > Put Selected Cell Color
on Top.
re ways to filter data
1 On the Hotel cell, click the filter button and then click
Number Filters > Above Average. Excel calculates the average amount of the
Hotel column, and then shows only rows with amounts greater than that
average.
2 Now add a second filter. On the Food cell, click the filter button and then
click Number Filters > Greater than..., and then type 25. Click OK.
Of the three rows that were filtered for above average, Excel shows two rows
with Food amounts greater than 25.
EXTRA CREDIT
When you're done with step 5, try sorting alphabetically by
two columns. Here's how: First sort Department
alphabetically (that's step 1 on the left). Then click Home >
Sort & Filter > Custom Sort. Add a second level for
Category. After you click OK, Department will be sorted,
and within each department, Category rows will be sorted
in alphabetical order as well.
OW and use the arrow keys to find Sort Oldest to Newest. Press Enter. The rows get sorted in ascending date order by the Expense date.
Expense date Employee Food Hotel IMPORTANT DETAIL
6/11/2017 Jackie $21 $3,820 You can't clear a sort order
like you can a filter. So if you
6/10/2017 Mark $62 $2,112 don't want your sort to stick,
6/7/2017 Dave $25 $1,611 undo it by pressing CTRL+Z.
6/13/2017 Tricia $30 $3,085
6/9/2017 Jeff $69 $528
6/8/2017 Laura $45 $5,050
ss RIGHT ARROW to enter Number Filters list and use the arrow keys to find the Above Average option, then press Enter. Excel calculates th
e Number Filters option. Press RIGHT ARROW to enter the Number Filters list. Use the arrow keys to find the Greater than... option, then t
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
3
4
4
Back to top
Back to top
Tables make things a lot easier
es make things a lot easier
ble gives you special features and conveniences. Heres how to create one:
s C5 through
A tableG13 contain
gives data. Gofeatures
you special to any cell
andwithin that region,Heres
conveniences. for example,
how tocell D8. Press
create one: CTRL+G, type D8, then press Enter.
ss ALT+N to enter the Insert tab above the ribbon, then press T and press Enter. Or, press shortcut key combination CTRL+T, then Enter.
w you have 1 a table,
Clickwhich is athe
inside collection
data toof cells
the thatand
right, has then
special features.
click InsertFor starters:
> Table > AOK.
table gives you banded row
can also create new rows easily. Go to the empty cell under cell C13: Meat. Type some text, then press Enter. A ne
can also create columns easily: Go to any cell between H5 and H14, for example H10. Type some text, then press
2 twoNow
tice how the you have
columns a table,formatted,
are created, which is aand
collection of cells
the text Jan thatare
and Feb hasfilled
special features.
in cells H5 and I5 for you.
For starters: A table gives you banded rows for easier reading.
e down for more detail:
canGo to create
A27. Or,new
to proceed to theInnext
the step, press
cellCTRL+PAGE DOWN.
3 You also rows easily. empty under Meat, type
some text and then press Enter. A new row for the table appears.
4 You can also create columns easily: In the lower-right corner of the table,
click the resize handle and drag it to the right 2 columns.
5 Notice how the two columns are created, formatted, and the text Jan and
Feb are filled for you.
2 Press Alt =
3 Press Enter
4 The SUM formula gets filled down for you so that you dont have to do it
yourself.
4 The SUM formula gets filled down for you so that you dont have to do it
yourself.
al rows in tables
5 But what if you wanted to know the average? Click the cell with $24,000.
6 Click the down arrow and then click Average. The average amount of
$3,000 appears.
EXTRA CREDIT
Try changing the table style. First
click inside the table, and the Table
Tools Design tab will appear at the
top of Excel. Click that tab, and then
pick a style you like.
EXPERIMENT
After putting in the calculated column, try typing over one of
the cells in the column. What happens? If you see a green
triangle, click it and then click the exclamation mark. You'll see
that Excel's watchin' out for ya...
EXPERIMENT
After putting in the calculated column, try typing over one of
the cells in the column. What happens? If you see a green
triangle, click it and then click the exclamation mark. You'll see
that Excel's watchin' out for ya...
or you with a flip of a switch. And the same goes for the AVERAGE formula, and many others. Heres how it works:
b above the ribbon, then press T to select Total Row from within the Table Styles Options.
3
4
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Insert a drop-down list
ert a drop-down list
p-down lists make data entry easier for people. Here's how to do one:
s C3 through D15 contain
Drop-down data data
lists make with two
entry columns: Food
easier for and Department.
people. Here's how to do one:
want only three department names to be valid entries for each of the foods on the right. Those departments are
to cell D4.1PressWe
CTRL+G,
want typeonly D4, then
three press Enter.names
department Select all
to cells fromentries
be valid D4 to D15.
for each of the
foods
the Data tab, select on Validation,
Data the right. Those
or pressdepartments
ALT+DL to open arethe
Produce, Meat and
Data Validation Bakery.box. Tab to Allow and sele
dialogue
he Source text box, type Produce, Meat, Bakery. Make sure to put commas in between each name. Press Enter whe
w
ODselect
2 D4,Drop-down
cell
TO KNOW:
Click
whichand drag
is the tonext
select
cellhelp
lists
the yellow
to Apples
ensure in C4.
people
cells
Press
enter
under Department. You'll see a drop-down menu with
ALT+DOWN
valid data. So itARROW.
makes sense that drop-downs are a part of a larger group of featu
re are other data validation methods. For example, you can restrict entry to whole numbers, dates, or even minimum and maximum amou
e down for more detail: Go to tab,
A27.click
Or, toData
proceed to the next step,Allow,
press CTRL+PAGE
click List. DOWN.
3 On the Data Validation. Under
4 In the Source box, type Produce, Meat, Bakery. Make sure to put commas
in between them. Click OK when youre done.
5 Now click the yellow cell next to Apples, and you'll see a drop-down menu.
3 Now youll set up the data validation again. In column D, select all of the
blank cells under Department.
Now youll set up the data validation again. In column D, select all of the
blank cells under Department.
4 On the Data tab, click Data Validation. Under Allow, click List.
5 Click inside the Source box, then click the up arrow button
6 Click and drag to select just the Produce, Meat and Bakery cells in column
F. Then click the down arrow button
7 You should see this in the Source box: =$F$32:$F$34. (If you dont see
that you can type it in.) Click OK.
8 Now click the drop-down arrow. There are only three departments:
Produce, Meat and Bakery. But if you add a new department in column F
under Bakery, it will get updated with the new department.
es? For example, what if there is a new department called Dairy? Youd have to update the data validation dialog box. But theres a more e
in data with one column: Department.
4
4
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Analyze data quickly
lyze data quickly
es how to analyze data so that you can spot patterns and trends quickly:
s C5 through
Heres G13
howcontain data data
to analyze in fivesocolumns:
that youDepartment, Category,
can spot patterns Oct,trends
and Nov, and Dec.
quickly:
to a cell in the table between cells C5 through G13, for example go to cell E9, then press CTRL+Q. A Quick Analysis panel appears.
ss Tab key1to enter
ClickFormatting
and drag options,
to selectthen press
all cells onEnter to select
the right, andData
thenBars.
click this button in the
e cells under Oct, Nov, and Dec
lower-right columns, cells E6 through G13 get special data bars that visualize their amounts.
corner:
w let's say you want to get rid of the data bars. Select the entire range of cells from C5 through G13, then press CT
ss Tab key2to enter
On Formatting
the panel that appears,
options, thenclick
pressData
RIGHTBars. The cells
ARROW under
to find Oct,then
Clear, Nov,press
and Dec
Enter.
columns get special data bars that visualize their amounts.
OD TO KNOW: When you select cells, this Quick Analysis button appears. Aptly named, don't you think? You can always
e down for more detail:
let'sGo to you
A27.want
Or, totoproceed
get rid to
of the
the next
bars.step,
Clickpress CTRL+PAGE DOWN.
3 Now say this button again:
4 On the panel that appears, click the Clear Format button on the right.
4 A new clustered column chart appears. Move it anywhere youd like. Notice
that each product has three columns, one for each month of sales.
4 A new clustered column chart appears. Move it anywhere youd like. Notice
that each product has three columns, one for each month of sales.
2 On the panel that appears, click Sparklines, and then click the Line button.
3 Sparklines appear to the right of the Dec column. Each line represents the data
for that row, and shows whether the amounts go up or down.
4 To clear the sparklines, click and drag to select them. The Sparkline Tools
Design tab will appear at the top of the window. Go to that tab, and then click
the Clear button.
GOOD TO KNOW
When you select cells, this button appears:
It's called the Quick Analysis button. Aptly
named, don't you think? If you ever have a
question about the data, click this button and
see if it gives you some answers.
uick Analysis option. This time though, we'll use the keyboard shortcut:
. Within the chart each product has three columns, one for each month of sales: Oct, Nov, and Dec.
Department Category Oct Nov Dec
Bakery Breads $30,000 $15,000 $20,000
Bakery Desserts $25,000 $80,000 $120,000
Deli Sandwiches $80,000 $40,000 $20,000
Deli Salads $90,000 $35,000 $25,000
Meat Beef $90,000 $110,000 $200,000
Meat Chicken $75,000 $82,000 $150,000
Produce Veggies $30,000 $80,000 $30,000
Produce Fruit $10,000 $30,000 $40,000
g the three months. You don't have to make 8 little line charts. You can make sparklines instead.
b to select the Line option. Press Enter to add Sparklines to the table.
or that row, and shows whether the amounts go up or down.
above the ribbon. Press C to select the Clear option, then press C again to select to Clear Selected Sparklines.
Department Category Oct Nov Dec
Bakery Breads $30,000 $15,000 $20,000
Bakery Desserts $25,000 $80,000 $120,000
Deli Sandwiches $80,000 $40,000 $20,000
Deli Salads $90,000 $35,000 $25,000
Meat Beef $90,000 $110,000 $200,000
Meat Chicken $75,000 $82,000 $150,000
Produce Veggies $30,000 $80,000 $30,000
Produce Fruit $10,000 $30,000 $40,000
Element. Press
DOWN
ARROW to find
the Data Table
option then
press RIGHT
ARROW to
open the Data
Table options.
Press
Great DOWN
ARROW
Great charts recommended for you
charts recommended for you
until
Cells C5 through D11 contain data with two columns: Year and Conference attendance.
you find the
Go toLegend
With any cell in the table between cells C5 and D11, for example go to cell C6. Press CTRL+G, type C6, then press Enter.
Keys
Now option. 1 to enter The Insert Charts tab above the ribbon. Press R to bring up Recommended Charts options.
press ALT+N
Select With
Several
Legend recommendations
Keys, will appear. Press Tab to enter the list and use the arrow keys to find an option called Clust
A column
then presschart appears showing the units sold for each year. Use the arrow keys to move the chart anywhere you'd lik
Enter 2 a trendline. Select the chart you just created, and press ALT+JC to enter the Chart Tools Design tab abo
to addadd
Now you'll
Legend Keys to
Press A to Add chart element, then press DOWN ARROW to find the Trendline option. Press RIGHT ARROW to open the Tr
the chart.
3
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
A popular example is on the right. It's the same as the chart above, but it has an additional
secondary vertical axis that represents the sales amounts for each month. Some would say
that by having a secondary axis, you almost have two charts in one. Thats true. This chart
is both a column chart and a line chart. These kind of charts are called Combo charts in
Excel. If youre interested in this kind of chart, click the link at the bottom of this sheet.
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Great charts recommended for you
at charts recommended for you
s C5 through D11 contain data with two columns: Year and Conference attendance.
to any cell in the table between cells C5 and D11, for example go to cell C6. Press CTRL+G, type C6, then press Enter.
1 toClick
w press ALT+N anywhere
enter in Charts
The Insert the data
tabtoabove
the right, and then
the ribbon. click
Press Insert
R to bring>up
Recommended
Recommended Charts options.
Charts. will appear. Press Tab to enter the list and use the arrow keys to find an option called Clust
eral recommendations
olumn chart appears showing the units sold for each year. Use the arrow keys to move the chart anywhere you'd lik
2 a trendline.
w you'll add
You'll see several recommendations. Click the second one on the left called
Select the chart you just created, and press ALT+JC to enter the Chart Tools Design tab abo
Clustered Columns. Then click OK.
ss A to Add chart element, then press DOWN ARROW to find the Trendline option. Press RIGHT ARROW to open the Tr
3 A column chart appears showing the units sold for each year. Feel free to move
e down for more
it detail:
anywhereGo to A27.like.
you'd Or, to proceed to the next step, press CTRL+PAGE DOWN.
4 Now you'll add a trendline. Select the chart, and the Chart Tools tab will
appear at the top of the Excel window.
5 On the Chart Tools tab, click Design. Then click Add chart element >
Trendline > Linear. Now you have a trendline that shows the general direction
of the units sold over time.
Secondary axis
can also use a secondary axis in a chart. A secondary axis is an additional value axis that can show different values than the other value axi
opular example is in the chart on the right starting in cell D52. It's the same as the chart above, but it has an additional secondary vertical a
s D67 through F73 contain data with three columns: Date, Conference attendance, and Food sales. Food Sales column contains data that su
You can also use a secondary axis in a chart. A secondary axis is an additional value axis
thatfor
to cell A68 can show
the nextdifferent values than the other value axis.
instruction.
A popular example is on the right. It's the same as the chart above, but it has an additional
secondary vertical axis that represents the sales amounts for each month. Some would say
that by having a secondary axis, you almost have two charts in one. Thats true. This chart
is both a column chart and a line chart. These kind of charts are called Combo charts in
Excel. If youre interested in this kind of chart, click the link at the bottom of this sheet.
EXTRA CREDIT
Want a data table directly under the
chart? Click the chart. On the Chart
Tools tab, click Design. Then click Add
Chart Element > Data Table > With
Legend Keys.
Conference attendance
, temperature, and so on. The 1400vertical axis in the chart on the right starting in cell D30 is a value axis.
1200
rt on the right starting in cell D30 has years: 2012, 2013, and so on, so this is a category axis.
1000
Vertical axis 800
(Value axis)
600
400
200
0
2012 2013 2014 2015 2016 2017
400
200
0
2012 2013 2014 2015 2016 2017
Horizontal axis
(Category axis)
1400
erent values than the other value axis. $35,000
as an additional secondary vertical
1200axis that represents the sales amounts for each month. Some would say that by having a secondary axis
$30,000
d Sales column contains data that supports the secondary axis for the chart described above.
1000 $25,000
800 $20,000
Secondary
600 $15,000 axis
400 $10,000
200 $5,000
0 $0
2012 2013 2014 2015 2016 2017
Conference attendance Food sales
EXTRA CREDIT
Try making a combo chart. Select the data
above, and then click Insert >
Recommended Charts. At the top, click the
All Charts tab, and then click Combo at the
bottom. On the right, click the Secondary
Axis checkbox for Food sales.
that by having a secondary axis, you almost have two charts in one. Thats true. This chart is both a column chart and a line chart. These
Secondary
axis
Data that
supports the
secondary axis
above
n chart and a line chart. These kind of charts are called Combo charts in Excel. If youre interested in this kind of chart, select the hyperlink
d of chart, select the hyperlink in cell A70.
Summarize data with PivotTables
Summarize data with PivotTables
Cells C3 through F9 contain data with four columns: Date, Salesperson, Product, and Amount.
Look through the Date, Salesperson, Product and Amount columns. Can you quickly identify which product is the most pr
1 the PivotTable, we clicked a few buttons so that the data could be summarized. Now we know which p
When we created
Next youll pivot the data so that you can find out which salesperson is the leading seller. Select any cell inside the
Press SHIFT+F6 until you enter the PivotTable Fields pane or press ALT+JT, then L to launch the PivotTable Fields pan
2 three times to enter the categories list: Date, Salesperson, Product and Amount . Select the checkbo
Now, press Tab
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
5
Press Tab to
enter the list
of categories.
Press DOWN
ARROW
Now press to find
Product Dive down for more detail
DOWN
checkbox.
ARROW to find
Press
Amount Spacebar
to select
checkbox.
Product.
When you do
When
that, theyou do
that, the
Amount field
Product field
will get added
gets
to theadded
Values to
Create
the Rowsa PivotTable
area
area at the
Create a PivotTable
at
Nowtheyoull
bottom bottomcreate the PivotTable yourself so that you know how to make one when you need to summarize data.
of the
of the
pane. pane.
And, at
Cells
And, C34
the through F40 contain data with four columns: Date, Salesperson, Product, and Amount.
the same time
Select
product a cell
the amountsdatainside the table. For example go to cell E38, then press ALT+JT to enter the Design menu above the ribbon. Press V
appears
A Create
are as
totaled Now
for youll
PivotTable createappears.
dialogue the PivotTable
Focus is yourself
on Selectso that or
a table you knowLeave
range. howthis
to make one when
radio button option selected press Tab to c
Row
each labels
product in
The
the new you
PivotTable need
Fields to summarize
pane appears data.
on the right. Press SHIFT+F6 until you come to the Search text box: Type words to search fo
in the
PivotTable.
PivotTable.
1
Congratulations, you made a PivotTable. But there is a lot more you can do. So go to cell A60 if you want to learn more
Go to cell A58 for the next instruction.
2
4
4
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Summarize data with PivotTables
mmarize data with PivotTables
s C3 through F9 contain data with four columns: Date, Salesperson, Product, and Amount.
k through the Date, Salesperson, Product and Amount columns. Can you quickly identify which product is the most pr
1 the
en we created Look at the Date,
PivotTable, Salesperson,
we clicked Product
a few buttons so and
that Amount columns.
the data could Can you Now we know which p
be summarized.
quickly
t youll pivot the data soidentify
that youwhich product
can find is the
out which most profitable?
salesperson Or which
is the leading seller.salesperson
Select any cell inside the
is the leading seller? Thats where the PivotTable below can help.
ss SHIFT+F6 until you enter the PivotTable Fields pane or press ALT+JT, then L to launch the PivotTable Fields pan
2 three
w, press Tab Whentimeswetocreated
enter thethe
categories list: Date,
PivotTable, Salesperson,
we clicked Product and
a few buttons Amount
so that . Select the checkbo
the data
e down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE
could be summarized. Now we know which product is the most profitable. DOWN.
3 Now youll pivot the data so that you can find out which salesperson is the
leading seller. Right-click any cell inside the PivotTable, and then click
Show Field List.
4 The PivotTable Fields pane appears. At the bottom of the pane, under
Rows, click Product and then click Remove Field.
5 At the top of the pane, click the checkbox for Salesperson. Now you can
see whos the leading salesperson.
ate a PivotTable
Create a PivotTable
w youll create the PivotTable yourself so that you know how to make one when you need to summarize data.
s C34 through F40 contain data with four columns: Date, Salesperson, Product, and Amount.
ect a cell inside the table. For example go to cell E38, then press ALT+JT to enter the Design menu above the ribbon. Press V to insert a Pivo
Now youll
reate PivotTable createappears.
dialogue the PivotTable
Focus is yourself
on Selectso that or
a table you knowLeave
range. howthis
to make one when
radio button option selected press Tab to choose where yo
you Fields
PivotTable need pane
to summarize
appears ondata.
the right. Press SHIFT+F6 until you come to the Search text box: Type words to search for edit.
1 Click a cell inside the data on the right, and then on the Insert menu, click
gratulations, youPivotTable.
made a PivotTable. But there is a lot more you can do. So go to cell A60 if you want to learn more
to cell A58 for the next instruction.
2 In the dialog that appears, click Existing Worksheet, and then type C42 in
the Location box. Click OK.
When you do that, the Product field gets added to the Rows area at the
bottom of the pane. And, the product data appears as Row labels in the
new PivotTable.
The PivotTable Fields pane appears on the right.
When you do that, the Product field gets added to the Rows area at the
bottom of the pane. And, the product data appears as Row labels in the
new PivotTable.
When you do that, the Amount field will get added to the Values area at
the bottom of the pane. And, at the same time the amounts are totaled for
each product in the PivotTable.
6 Congratulations, you made a PivotTable. But there is a lot more you can do.
So click the link at the bottom of this sheet if you want to learn more.
Give us feedba
w.
Learn more