Microsoft Excel 2010 Part 1: Introduction to Excel - Laulima · PDF fileMicrosoft Excel 2010...

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CALIFORNIA STATE UNIVERSITY, LOS ANGELES INFORMATION TECHNOLOGY SERVICES

Microsoft Excel 2010 Part 1: Introduction to Excel

Summer 2011, Version 1.0

Table of Contents Introduction ....................................................................................................................................3 Starting the Program .....................................................................................................................3 Exploring the User Interface .........................................................................................................3

Customizing the Quick Access Toolbar ......................................................................................4 Exploring the Ribbon ..................................................................................................................5

Using Dialog Box Launchers .................................................................................................6 Minimizing and Expanding the Ribbon .................................................................................6

Exploring the Backstage View ....................................................................................................6 Creating and Saving a Workbook ................................................................................................7

Using Save As .............................................................................................................................8 Opening an Existing Workbook ...................................................................................................9 Basic Workbook Skills ...................................................................................................................9

Moving Around a Worksheet ....................................................................................................10 Navigating With the Mouse .................................................................................................10 Navigating With the Keyboard ............................................................................................10

Selecting Ranges .......................................................................................................................10 Working with Rows and Columns ............................................................................................11

Selecting Rows and Columns ...............................................................................................11 Inserting Rows and Columns ...............................................................................................12 Deleting Rows and Columns ................................................................................................12 Changing Column Width .....................................................................................................13 Changing Row Height ..........................................................................................................14

Entering Data ............................................................................................................................14 Entering Text ........................................................................................................................14 Entering Numbers ................................................................................................................15

Editing Data ..............................................................................................................................15 Replacing Data .....................................................................................................................15 Deleting Data ........................................................................................................................15 Copying and Moving Cells ..................................................................................................16

Using Undo and Redo ...............................................................................................................16 Formatting a Worksheet .............................................................................................................17

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Microsoft Excel 2010 Part 1: Introduction to Excel 2

Live Preview .............................................................................................................................17 Mini Toolbar .............................................................................................................................17 Formatting Data ........................................................................................................................17

Changing the Font ................................................................................................................17 Changing the Font Size ........................................................................................................17 Changing the Font Style .......................................................................................................18 Changing the Font Color and Fill Color ...............................................................................18

Formatting Numbers .................................................................................................................19 Changing Alignment .................................................................................................................20 Adding Borders .........................................................................................................................20

Using Page Setup ..........................................................................................................................21 Changing Page Orientation .......................................................................................................21 Changing Margins .....................................................................................................................21 Printing Gridlines ......................................................................................................................22

Previewing and Printing Worksheets ........................................................................................22 Previewing a Worksheet ...........................................................................................................22 Printing a Worksheet .................................................................................................................23

Closing a Workbook and Exiting Excel .....................................................................................24 Getting Help .................................................................................................................................24


Introduction Microsoft Excel 2010 is a spreadsheet program that can be used to create and format workbooks in order to analyze data. You can use Excel to track data, write formulas to perform calculations, and present data in a variety of professional-looking charts. This handout provides an overview of the Excel 2010 user interface and covers how to perform basic tasks such as creating a new workbook, moving around a worksheet, selecting cells, working with rows and columns, entering and editing data, formatting text and numbers, saving, printing, and getting help.

Starting the Program The following steps are for starting Excel 2010 using the computers in the ITS Training Program computer labs. The steps for starting the program on other computers may vary. To start Excel 2010:

1. Click the Start button, click All Programs, click Microsoft Office, and select Microsoft Excel 2010. The program window opens with a new blank workbook.

Exploring the User Interface The Excel 2010 program window is easy to navigate and simple to use (see Figure 1 and Table 1 for the main elements of the program window). It is designed to help you quickly find the commands that you need to complete a task.

Figure 1 – Excel 2010 Program Window


Table 1 – Excel 2010 Program Window Elements

Element Description Title bar Displays the name of the workbook and the program. Minimize, Restore Down/Maximize, and Close buttons

Used to control the program window. Use the Minimize button to hide the window. Use the Restore Down/Maximize button to adjust the size of the window. Use the Close button to exit Excel.

Quick Access toolbar Contains frequently used commands that are independent of the tab displayed on the Ribbon.

Ribbon Contains all the commands related to managing workbooks and working with workbook content.

Formula bar Displays the data or formula stored in the active cell. It can also be used to enter or edit a formula, a function, or data in a cell.

Name box Displays the active cell address or the name of the selected cell, range, or object.

Workbook window Displays a portion of the worksheet. Sheet tabs Each tab represents a different worksheet in the workbook. A

workbook can have any number of sheets, and each sheet has its name displayed on its sheet tab.

Scroll bars Used to scroll through the worksheet. Status bar Displays various messages as well as the status of the Num Lock,

Caps Lock, and Scroll Lock keys on the keyboard. View Shortcuts toolbar Used to display the worksheet in a variety of views, each suited to a

specific purpose. Zoom Level button and Zoom slider

Used to change the magnification of the worksheet.

The default new workbook in Excel 2010 has three worksheets; you can add more worksheets or delete existing worksheets as needed. Each worksheet consists of 1,048,576 rows (numbered 1 through 1,048,576) and 16,384 columns (labeled A through XFD). The box formed by the intersection of a row and a column is called a cell. Each cell is identified by its address which consists of its column letter and row number (e.g., cell A1 is the cell in the first column and first row). A group of cells is called a range. A range is identified by the addresses of the cells in the upper-left and lower-right corners of the selected block of cells, separated by a colon (e.g., A1:C10). Only one cell can be active at a time. The active cell has a thick black border around it and its address appears in the Name box on the left end of the Formula bar (see Figure 1).

Customizing the Quick Access Toolbar By default, the Quick Access toolbar is located at the left end of the Title bar and displays the Save, Undo, and Redo buttons (see Figure 1). You can change the location of the Quick Access toolbar and customize it to include commands that you use frequently. To add a command to the Quick Access toolbar:

1. On the Ribbon, click the appropriate tab or group to display the command that you want to add.

2. Right-click the command and select Add to Quick Access Toolbar from the shortcut menu.


To remove a command from the Quick Access toolbar:

1. On the Quick Access toolbar, right-click the command that you want to remove and select Remove from Quick Access Toolbar from the shortcut menu.

NOTE: Clicking the Customize Quick Access

Toolbar arrow on the Quick Access toolbar displays a list of additional commands and options that can be used to customize the toolbar (see Figure 2).

Figure 2 – Customize Quick Access Toolbar Menu

Exploring the Ribbon The Ribbon is located below the Title bar. Across the top of the Ribbon is a set of task-specific tabs (see Figure 1 and Table 2). Some tabs, known as contextual tabs, appear only when you create or select certain types of objects (e.g., pictures, tables, charts). Clicking a tab displays an associated set of commands that are organized into logical groups. Commands generally take the form of buttons and lists. Some commands appear in galleries. The appearance of the buttons and groups on the Ribbon changes depending on the width of the program window. A button representing a command that cannot be performed on the selected element is inactive (gray). NOTE: Pointing to a button on the Ribbon displays information about the button in a ScreenTip. Table 2 – Ribbon Tabs

Tab Description File tab Displays the Backstage view which contains commands related to managing

files and customizing the program. The File tab replaces the Microsoft Office button and File menu used in earlier releases of Microsoft Office.

Home tab Contains the basic Clipboard commands, formatting commands, style commands, commands used to insert and delete rows or columns, and various worksheet editing commands. The Home tab is active by default.

Insert tab Contains commands related to all the items you can insert in a worksheet (e.g., tables, charts, symbols).

Page Layout tab Contains commands that affect the overall appearance of a worksheet, including some settings that deal with printing.

Formulas tab Contains commands used to insert a formula, name a cell or a range, audit a formula, or control how Excel performs calculations.

Data tab Contains Excel's data-related commands. Review tab Contains commands used to check spelling, translate words, add comments,

or protect worksheets. View tab Contains commands that control various aspects of how a worksheet is

viewed.


Using Dialog Box Launchers Some groups on the Ribbon have related dialog boxes or task panes that contain additional commands. These commands can be accessed by clicking the dialog box launcher located in the lower-right corner of the group (see Figure 1).

Minimizing and Expanding the Ribbon You can minimize the Ribbon to make more space available on the screen. When the Ribbon is minimized, only the tab names are visible. To minimize the Ribbon:

1. Click the Minimize the Ribbon button located at the right end of the Ribbon. Or, press Ctrl+F1.

To expand the Ribbon:

1. Click the Expand the Ribbon button located at the right end of the Ribbon. Or, press Ctrl+F1.

Exploring the Backstage View The Backstage view contains all the commands related to managing files and customizing the program (see Figure 3). It provides an easy way to create, open, save, print, share, and close files; find recently used files; view and update file properties; set permissions; set program options; get help; and exit the program.

Figure 3 – Info Tab of Backstage View


To display the Backstage view: 1. Click the File tab on the Ribbon (see Figure 3).

To exit the Backstage view:

1. Click any tab on the Ribbon. Or, press the Esc key.

Creating and Saving a Workbook When you start Excel 2010 without opening a specific workbook, a new blank workbook containing three worksheets is displayed, ready for you to enter your data. You can also create a new workbook while Excel 2010 is running. Each workbook you create is temporary unless you save it as a file with a unique name or location. To create a new blank workbook:

1. Click the File tab on the Ribbon. The Backstage view displays. 2. Click New in the left pane. The New tab displays (see Figure 4). 3. Under Available Templates, select Blank workbook. 4. Click the Create button in the right pane. A new blank workbook opens in a new

window.

Figure 4 – New Tab of Backstage View

To save a workbook for the first time: 1. Click the Save button on the Quick Access toolbar. The Save As dialog box opens

(see Figure 5). 2. In the Navigation pane, select a location to save the file or leave the default location.


NOTE: By default, files are saved in the Documents folder.

3. In the File name box, enter a name for the workbook. NOTE: File names can have up to 218 characters and can include any combination of alphanumeric characters, spaces, and special characters, with the exception of the forward slash (/), backslash (\), greater than sign (>), less than sign (<), asterisk (*), question mark (?), quotation mark (“), pipe symbol (|), and colon (:).

4. Click the Save button. NOTE: After a workbook has been saved, subsequent saves will not open the Save As dialog box. You can save changes by clicking the Save button on the Quick Access toolbar or by pressing Ctrl+S. The new version of the workbook will overwrite the previous version.

NOTE: By default, Excel 2010 workbooks are saved in the Excel Workbook format which has the .xlsx file extension. Workbooks created in versions of Excel prior to Excel 2007 have the .xls file extension. You can use Excel 2010 to save a workbook in the Excel 97-2003 Workbook format to make it compatible with earlier versions of Excel. You can also use Excel 2010 to open workbooks created with earlier versions of Excel, but the new features of Excel 2010 will not be available until the workbook is converted to the .xlsx format.

Figure 5 – Save As Dialog Box

Using Save As The Save As command can be used to save a workbook in a different location, with a different file name, or in a different file format. To use the Save As command:

1. Click the File tab on the Ribbon, and then click Save As. The Save As dialog box opens (see Figure 5).


2. To save the workbook in a different location, select the desired location in the Navigation pane.

3. To save the workbook with a different file name, enter the desired name in the File name box.

4. To save the workbook in a different file format, click the Save as type arrow and select the desired file format from the list.

5. Click the Save button.

Opening an Existing Workbook When you save a workbook, it is saved as a file on your computer. You can open the workbook at a later time to view it, modify it, or print it. To open an existing workbook:

1. Click the File tab on the Ribbon, and then click Open. The Open dialog box opens (see Figure 6).

2. Locate and select the file you want to open. NOTE: If the file you want to open is not in the default folder, use the Navigation pane in the Open dialog box to select the appropriate drive or folder.

3. Click the Open button.

Figure 6 – Open Dialog Box

Basic Workbook Skills This section covers how to perform basic tasks such as moving around a worksheet, selecting cells, working with rows and columns, and entering and editing data.


Moving Around a Worksheet There are various ways to navigate through a worksheet. Using the mouse or keyboard, you can move from cell to cell, move up or down a page at a time, or move to the first or last used cell in the worksheet. You can also navigate to a specific cell in the worksheet by entering its address in the Name box.

Navigating With the Mouse The mouse can be used to change the active cell. If the cell you want to select is not visible in the workbook window, you can use the scroll bars to scroll through the worksheet in any direction (see Figure 1). NOTE: Scrolling with the mouse does not change the location of the active cell. To change the active cell, you must click a new cell after scrolling.

Navigating With the Keyboard You can use the standard navigational keys on the keyboard to move around a worksheet (see Table 3). Table 3 – Keyboard Shortcuts for Navigation

Key Action Down arrow or Enter Moves the active cell one cell down. Up arrow or Shift+ Enter Moves the active cell one cell up. Right arrow or Tab Moves the active cell one cell to the right. Left arrow or Shift+Tab Moves the active cell one cell to the left. Page Down Moves the active cell down one page. Page Up Moves the active cell up one page. Alt+Page Down Moves the active cell right one page. Alt+Page Up Moves the active cell left one page. Ctrl+Home Moves the active cell to cell A1. Ctrl+End Moves the active cell to the last used cell in the worksheet.

Selecting Ranges In order to perform an operation on a range of cells in a worksheet, you must first select the range. When a range is selected, every cell in the range is highlighted, except for the active cell. To select a range:

1. Drag the mouse pointer from the first cell in the range to the last cell. Or, select the first cell in the range, hold down the Shift key, and then select the last cell in the range (see Figure 7).

To select non-adjacent ranges:

1. Drag to select the first range, hold down the Ctrl key, and then drag to select the second range (see Figure 8).

NOTE: A range can be deselected by pressing any arrow key or by clicking any cell in the worksheet.


Figure 7 – Adjacent Range of Cells

Figure 8 – Non-adjacent Range of Cells

Working with Rows and Columns Although the number of rows and columns in a worksheet is fixed, you can still insert rows and columns if you need to make room for additional data, or delete rows and columns if the data they contain is no longer needed. These operations do not change the total number of rows or columns. You can also change the width of columns or the height of rows. The Cells group on the Home tab contains commands that can be used to easily insert, delete, or format rows and columns (see Figure 9).

Figure 9 – Cells Group on the Home Tab

Selecting Rows and Columns You must select rows and columns in order to perform operations such as applying the same formatting to an entire row or column, changing the height of more than one row or the width of more than one column at a time, and inserting or deleting rows and columns. When a row or column is selected, every cell in the row or column is highlighted, except for the active cell. To select the entire worksheet:

1. Click the Select All button (see Figure 10). Or, press Ctrl+A.

To select a single row or column:

1. Click the row or column header (see Figure 11 and Figure 12).

Figure 10 – Row and Column Headers

Figure 11 – Selected Row

Figure 12 – Selected Column


To select multiple adjacent rows or columns: 1. Drag across the row or column headers. Or, click the header of the first row or column

you want to select, hold down the Shift key, and then click the header of the last row or column you want to select.

To select multiple non-adjacent rows or columns:

1. Hold down the Ctrl key, and then click the headers of the rows or columns you want to select.

NOTE: A row or column can be deselected by pressing any arrow key or by clicking any cell in the worksheet.

Inserting Rows and Columns You can insert rows and columns into an existing worksheet to add additional data. Rows are inserted above the selected row; columns are inserted to the left of the selected column. If you select multiple rows or columns, Excel inserts the same number of rows or columns into the worksheet. To insert a row:

1. Select the row above which you want to insert the new row.

2. On the Home tab, in the Cells group, click the arrow on the Insert button and select Insert Sheet Rows (see Figure 13). NOTE: You can also right-click the row header and select Insert from the shortcut menu.

Figure 13 – Insert Menu

To insert a column:

1. Select the column to the left of which you want to insert the new column. 2. On the Home tab, in the Cells group, click the arrow on the Insert button and select

Insert Sheet Columns (see Figure 13). NOTE: You can also right-click the column header and select Insert from the shortcut menu.

Deleting Rows and Columns You can easily delete unwanted rows and columns from a worksheet. Before deleting a row or column, you should make sure that it does not contain any data you want to keep. To delete a row:

1. Select the row that you want to delete. 2. On the Home tab, in the Cells group, click

the arrow on the Delete button and select Delete Sheet Rows (see Figure 14). NOTE: You can also right-click the row header and select Delete from the shortcut menu.

Figure 14 – Delete Menu


To delete a column: 1. Select the column that you want to delete. 2. On the Home tab, in the Cells group, click the arrow on the Delete button and select

Delete Sheet Columns (see Figure 14). NOTE: You can also right-click the column header and select Delete from the shortcut menu.

Changing Column Width The default worksheet columns are wide enough to display about eight characters. If your data is too long and does not fit in a cell, you can widen the column to display the entire contents of the cell. You can also make columns narrower to save worksheet space. The default column width is 8.43 characters. You can specify a column width of 0 (zero) to 255 characters. If a column has a width of 0 (zero), the column is hidden. To change the width of a column:

1. Position the mouse pointer over the right border of the column header until the pointer turns into a two-headed arrow (see Figure 15).

2. Drag the border right to increase or left to decrease the column width. NOTE: Double-clicking the right border of a column header sets the column width to the widest entry in the column.

Figure 15 – Changing Column Width Using the Column Header

To set a specific column width: 1. Select the column. 2. On the Home tab, in the Cells group, click the Format button and select Column Width

(see Figure 16). Or, right-click the column header and select Column Width from the shortcut menu. The Column Width dialog box opens (see Figure 17).

3. Enter a value in the Column width box. 4. Click the OK button.

Figure 16 – Format Menu

Figure 17 – Column Width Dialog Box


Changing Row Height Excel automatically adjusts row heights to accommodate the tallest font in the row. You can, however, manually increase or decrease row heights as needed. The default row height is 15 points. You can specify a row height of 0 (zero) to 409 points. If a row has a height of 0 (zero), the row is hidden. To change the height of a row:

1. Position the mouse pointer over the bottom border of the row header until the pointer turns into a two-headed arrow (see Figure 18).

2. Drag the border down to increase or up to decrease the row height. NOTE: Double-clicking the bottom border of a row header sets the row height to the tallest entry in the row.

Figure 18 – Changing Row Height Using the Row Header

To set a specific row height:

1. Select the row. 2. On the Home tab, in the Cells group, click the

Format button and select Row Height (see Figure 16). Or, right-click the row header and select Row Height from the shortcut menu. The Row Height dialog box opens (see Figure 19).

3. Enter a value in the Row height box. 4. Click the OK button.

Figure 19 – Row Height Dialog Box

Entering Data After you create a workbook, you can begin entering data. The simplest way to enter data is to select a cell and type a value. A cell can contain a maximum of 32,767 characters and can hold any of three basic types of data: text, a numeric value, or a formula.

Entering Text You can insert text in a worksheet to serve as labels for values, headings for columns, or instructions about the worksheet. Text is defined as any combination of letters and numbers. Text automatically aligns to the left in a cell. If you enter text that is longer than its column's current width, the excess characters appear in the next cell to the right, as long as that cell is empty (see Figure 20). If the adjacent cell is not empty, the long text entry appears truncated (see Figure 21). The characters are not actually deleted and will appear if the width of the column is adjusted to accommodate the long text entry.

Figure 20 – Overflowing Text Entry

Figure 21 – Truncated Text Entry


To enter text:

1. Select the cell in which you want to enter the text. 2. Type the desired text. 3. Press the Enter key or the Tab key to move to the

next cell. NOTE: To enter a line break in a cell, press Alt+Enter (see Figure 22).

Figure 22 – Cell with Line Breaks

Entering Numbers Numeric entries contain only numbers and are automatically aligned to the right in a cell. If you precede a number with a minus sign or enclose it in parentheses, Excel considers it to be a negative number. When entering numbers, you can also include a period to indicate a decimal point, commas to separate thousands, as well as dollar and percent signs. NOTE: A number that does not fit within a column is displayed as a series of pound signs (#####). To accommodate the number, increase the column width. To enter a number:

1. Select the cell in which you want to enter the number. 2. Type the desired number. 3. Press the Enter key or the Tab key to move to the next cell.

Editing Data If a cell contains numerous characters and you only want to change a few of them, it is faster to edit the cell and change only the desired portions than to retype the entire entry. You can edit cell contents in the Formula bar or directly in the cell. To edit data:

1. Double-click the cell that contains the data you want to edit. The cell is placed in Edit mode and its contents appear in the Formula bar.

2. Make the desired changed in the cell or in the Formula bar, and then press the Enter key. NOTE: If you are editing a cell and decide not to keep your edits, press the Esc key to return the cell to its previous state.

Replacing Data If you type data in a cell that already has an entry, the new entry replaces the old one. You can use this method when it is easier to replace the entire contents of a cell, rather than to edit portions of it. To replace data:

1. Select the cell that contains the data you want to replace. 2. Type the new data, and then press the Enter key.

Deleting Data You can delete the entire contents of the active cell or a range of cells if the data is no longer needed.


To delete data: 1. Select the cell or range that contains the data you want to delete. 2. Press the Delete key.

NOTE: Pressing the Delete key removes the cell's contents, but does not remove any formatting that you may have applied to the cell.

Copying and Moving Cells As you create a worksheet, you can copy or move a cell or range from one location to another. The primary difference between copying and moving a cell is the effect of the operation on the source cell. When you copy a cell, the source cell is unaffected; when you move a cell, the contents are removed from the source cell. Copied cells can be pasted multiple times; cut cells can be pasted only once. To copy a cell:

1. Select the cell that you want to copy. 2. On the Home tab, in the Clipboard group, click the Copy button (see Figure 23). Or,

press Ctrl+C. A marquee (scrolling dotted line) appears around the selected cell (see Figure 24).

3. Select the destination cell. 4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V. 5. To remove the marquee, press the Esc key.

Figure 23 – Clipboard Group on the Home Tab

Figure 24 – Cells with Marquee

To move a cell: 1. Select the cell that you want to move. 2. On the Home tab, in the Clipboard group, click the Cut button (see Figure 23). Or,

press Ctrl+X. A marquee appears around the selected cell (see Figure 24). 3. Select the destination cell. 4. On the Home tab, in the Clipboard group, click the Paste button . Or, press Ctrl+V.

Using Undo and Redo The Undo command allows you to reverse the results of the previous command or action. Once the Undo command is used, the Redo command becomes available. The Redo command allows you to restore the results of the command or action you reversed with the Undo command. To undo the previous command or action:

1. Click the Undo button on the Quick Access toolbar. Or, press Ctrl+Z. To redo the undone command or action:

1. Click the Redo button on the Quick Access toolbar. Or, press Ctrl+Y.


Formatting a Worksheet Excel 2010 includes a number of features that can be used to easily format a worksheet. Formatting enhances the appearance of the worksheet and makes it look professional.

Live Preview The Live Preview feature allows you to try out different styles, effects, and colors to visualize their effects before applying them. As you move the mouse pointer over the thumbnail images or list items in the galleries, the formatting displayed in the worksheet temporarily changes. When you finish previewing the styles, click to select your preferred option.

Mini Toolbar The Mini toolbar contains frequently used formatting commands. It appears when you right-click a cell or a range of selected cells (see Figure 25) Most of the formatting options on the Mini toolbar are discussed in the following sections.

Figure 25 – Mini Toolbar

Formatting Data Formatting enhances the appearance of data, and includes font, font size, font color, and font styles. Formatting can be applied using the commands in the Font group on the Home tab (see Figure 26).

Figure 26 – Font Group on the Home Tab

Changing the Font A font is defined as a group of characters sharing similar type attributes. Since font changes are attached to the cell and not to the entry, you can change the font before or after you enter data into a cell. By default, the font used in a new Excel 2010 workbook is Calibri. To change the font:

1. Select the cell or range that you want to format. 2. On the Home tab, in the Font group, click the Font arrow , and select the

desired font from the list.

Changing the Font Size Font size is measured in points. The larger the font size, the larger the characters. When you apply a font size to an entire cell, you can change the font size before or after you enter data into the cell. The default font size for new Excel 2010 workbooks is 11 points.


To change the font size: 1. Select the cell or range that you want to format. 2. On the Home tab, in the Font group, click the Font Size arrow , and select the

desired font size from the list. NOTE: Font sizes are not listed in increments of one point. If a desired font size is not listed in the Font Size list, click in the Font Size box and enter the desired font size.

Changing the Font Style Font style refers to type enhancements such as bold, italic, and underline. Bolding emphasizes cell entries by making the characters darker. Italicizing emphasizes cell entries by slanting the characters to the right. Underlining adds a line below the characters in a cell, not the cell itself. To bold or italicize data:

1. Select the cell or range that you want to format. 2. On the Home tab, in the Font group, click the Bold button or the Italic button .

To underline data:

1. Select the cell or range that you want to format. 2. On the Home tab, in the Font group, click the Underline button to apply a single

underline, or click the arrow and select a different style of underline. NOTE: The Bold, Italic, and Underline buttons are toggles. If you select a cell to which one of these formats has been applied, and then click the corresponding button, that format is removed.

Changing the Font Color and Fill Color You can change the color of text in cells to enhance the appearance of your worksheet. You can also change the background color of cells to make those cells stand out. When selecting colors, be sure there is enough contrast between the background and text colors to make the worksheet easier to read. To change the color of text:

1. Select the cell or range containing the text that you want to format. 2. On the Home tab, in the Font group, click the Font Color button to apply the color

on the button. NOTE: To select a different color, click the Font Color arrow and select the desired color from the color palette (see Figure 27).

To add a background color:

1. Select the cell or range that you want to fill with color. 2. On the Home tab, in the Font group, click the Fill Color button to apply the color

on the button. NOTE: To select a different color, click the Fill Color arrow and select the desired color from the color palette. To remove a background color, click the Fill Color arrow and select No Fill (see Figure 28).


Figure 27 – Font Color Palette

Figure 28 – Fill Color Palette

Formatting Numbers Formatting improves the overall appearance of a worksheet and makes numbers easier to read. The Number group on the Home tab contains commands that can be used to quickly apply different types of formats (see Figure 29). The Number Format list contains 11 common number formats. In addition, the Number group contains buttons to display numbers as currency or percentages, to display numbers with a comma (,) as the thousands separator, and to increase or decrease the number of decimal places. NOTE: Formatting does not change the underlying value of a cell. The value appears in the Formula bar when the cell is selected and is what is used in calculations.

Figure 29 – Number Group on the Home Tab

To format numbers: 1. Select the cell or range that you want to format. 2. On the Home tab, in the Number group, do one of the following:

Click the Accounting Number Format button to apply the currency style with two decimal places. NOTE: You can select a currency symbol other than the default (which is the $ sign in the United States) by clicking the Accounting Number Format arrow and selecting the desired symbol from the list.

Click the Percent Style button to add a percent sign with no decimal places. Click the Comma Style button to add a comma format with two decimal places.

To change the number of decimal places:

1. Select the cell or range that you want to format. 2. On the Home tab, in the Number group, do one of the following:

Click the Increase Decimal button to increase the number of decimal places. Click the Decrease Decimal button to decrease the number of decimal places.


Changing Alignment By default, Excel aligns numbers to the right and text to the left, and all cells use bottom alignment. The contents of a cell can be aligned horizontally and vertically using the commands in the Alignment group on the Home tab (see Figure 30 and Table 4).

Figure 30 – Alignment Group on the Home Tab

Table 4 – Alignment Commands

Name Description

Align Text Left button Aligns the cell contents to the left side of the cell.

Center button Centers the cell contents in the cell.

Align Text Right button Aligns the cell contents to the right side of the cell.

Top Align button Aligns the cell contents to the top of the cell.

Middle Align button Centers the cell contents vertically in the cell.

Bottom Align button Aligns the cell contents to the bottom of the cell. To align the cell contents:

1. Select the cell or range that you want to align. 2. On the Home tab, in the Alignment group, click the desired alignment button (see Figure

30).

Adding Borders Borders are often used to group a range of similar cells or to delineate rows or columns. Excel offers 13 preset styles of borders (see Figure 31). To add borders:

1. Select the cell or range to which you want to add borders.

2. On the Home tab, in the Font group, click the Borders arrow , and select the desired border style from the list (see Figure 31). NOTE: If you want to remove all borders from the selection, select No

Border from the list.

Figure 31 – Borders List


Using Page Setup The options used most often to affect the appearance of printed pages are available on the Page Layout tab of the Ribbon (see Figure 32). They can be used to change margins and page orientation, as well as to specify whether or not to print gridlines.

Figure 32 – Page Layout Tab of the Ribbon

Changing Page Orientation Page orientation refers to how output is printed on the page. Select Portrait to print your worksheet vertically (the default) or Landscape to print your worksheet horizontally. To change the page orientation:

1. On the Page Layout tab, in the Page Setup group, click the Orientation button, and select Portrait or Landscape (see Figure 33).

Figure 33 – Orientation Menu

Changing Margins Page margins are the blank spaces between the worksheet data and the edges of the printed page. To better align a worksheet on a printed page, you can use predefined margins, specify custom margins, or center the worksheet horizontally or vertically on the page. To change a worksheet’s margins:

1. On the Page Layout tab, in the Page Setup group, click the Margins button, and do one of the following: To use predefined margins, select Normal, Wide, or Narrow (see Figure 34). To specify custom page margins, select Custom Margins (see Figure 34), and then

enter the desired margin sizes in the Top, Bottom, Left, and Right boxes (see Figure 35).

To center the page horizontally or vertically, select Custom Margins (see Figure 34), and then select the Horizontally or Vertically check box in the Center on page section (see Figure 35).


Figure 34 – Margins Menu

Figure 35 – Page Setup Dialog Box: Margins Tab

Printing Gridlines Gridlines are the light gray lines that appear around cells. They make worksheets easier to read. By default, gridlines do not print. To print gridlines:

1. On the Page Layout tab, in the Sheet Options group, select the Print check box under Gridlines (see Figure 32).

Previewing and Printing Worksheets Previewing and printing have become much easier in Excel 2010. The Print tab in the Backstage view allows you to preview a worksheet, set print options, and print the file, all in one location (see Figure 36).

Previewing a Worksheet Before printing a worksheet, you can preview it to see how each page will look when printed. Print preview automatically displays on the Print tab in the Backstage view (see Figure 36). Whenever you make a change to a print-related setting, the preview is automatically updated. To preview a worksheet:

1. Click the File tab on the Ribbon, and then click Print. Or, press Ctrl+P. The Print tab displays, with print settings in the center pane and a preview of the worksheet in the right pane (see Figure 36).

2. To view each page, click the Next Page or Previous Page arrow in the lower-left corner of the Preview pane.

3. To display lines and handles you can use to change the margins and column widths, click the Show Margins button in the lower-right corner of the Preview pane. Click the Show Margins button again to hide the lines and handles.


4. To display the page at the same size as in Normal view, click the Zoom to Page button in the lower-right corner of the Preview pane. Click the Zoom to Page button again

to return to whole-page view. 5. When finished, click any tab on the Ribbon to exit the Backstage view.

Figure 36 – Print Tab of Backstage View

Printing a Worksheet When you are ready to print a worksheet, you can quickly print one copy of the entire worksheet using the current printer, or you can change the default print settings before you print the worksheet. To print a worksheet:

1. Click the File tab on the Ribbon, and then click Print. Or, press Ctrl+P. The Print tab displays, with print settings in the center pane and a preview of the worksheet in the right pane (see Figure 36). NOTE: You can skip step 2 if you do not want to change any of the print settings.

2. To change the print settings, do one or more of the following: To change the printer, under Printer, click the button displaying the name of the

default printer, and select the desired printer.


To print multiple copies, in the Copies box, enter the number of copies you want to print.

To print part of the workbook, under Settings, click the button displaying the default Print Active Sheets option, and select the part of the workbook you want to print. NOTE: The Print Active Sheets option prints the active worksheet; the Print Entire Workbook option prints all the sheets in the workbook; and the Print Selection option prints only the selected cells.

To specify an exact page or range of pages to print, in the Settings area, next to Pages, enter a page number in the From and To fields.

3. Click the Print button.

Closing a Workbook and Exiting Excel When you finish using Excel 2010, you should close the workbook and exit the program. If the workbook contains any unsaved changes, you will be prompted to save the workbook before closing it. To close a workbook:

1. Click the File tab on the Ribbon, and then click Close. Or, click the Close Window button located at the right end of the Ribbon (see Figure 37).

To exit Excel:

1. Click the File tab on the Ribbon, and then click Exit. Or, click the Close button located at the right end of the Title bar (see Figure 37).

Figure 37 – Close Buttons

Getting Help You can use the Excel Help system to get assistance on any Excel topic or task. This system is a combination of tools and files that were stored on your computer when Excel 2010 was installed. If your computer is connected to the Internet, you can also access resources from Office.com. To get help:

1. Click the Microsoft Excel Help button located at the right end of the Ribbon. Or, press the F1 key. The Excel Help window opens displaying a list of general help topics (see Figure 38).

NOTE: You can also click the Help button in the upper-right corner of an open dialog box to display topics related to the functions of that dialog box in the Excel Help window.

2. Click any topic to display the corresponding information.


Figure 38 – Excel Help Window

3. To find help on a specific topic, type a word or phrase related to the topic in the Search box, and then press the Enter key. The search results display in the window.

4. To access online help, click the Offline button in the lower-right corner of the window, and select Show content from Office.com from the menu (see Figure 39).

Figure 39 – Connection Status Menu

5. To close the Excel Help window, click the Close button in the upper-right corner of the window.

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