SL Excel 2007-Color

Simply Learning Excel 2007
Published by Simply Learning, Inc., Pennsylvania, www.SimplyLearningExcel.com

2009 by Simply Learning, Inc.
This work is licensed under a Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International
License.
Trademarks: Microsoft and Excel are registered trademarks of Microsoft Corporation in the United States and/or
other countries. Ask the Author LIVE! is a trademark of Simply Learning, Inc. All other trademarks are the
property of their respective owners. Simply Learning, Inc. is not associated with any product or vendor
mentioned in this book.
Limit of Liability / Disclaimer of Warranty: Every effort has been made to make this book as complete and
accurate as possible, but no warranty or fitness is implied. The information is provided on an as is basis. The
author and the publisher are not engaged in rendering professional services to any user, and shall have neither
liability nor responsibility to any person or entity with respect to any loss or damages arising from the
information contained in this book. Further, readers should be aware that internet websites listed in this work
may have changed or disappeared between when this work was written and when it is read.
Microsoft Excel screenshots used with permission of Microsoft.
ISBN-13: 978-0-9827406-0-6
Library of Congress Control Number: 2010907046
Technical Editor: Emile Davis

Cover Design: Geoff Creary
Cover Photo: Ken Lee
Website: Chris Curtis
Special thanks to the following additional folks for their contributions to make the book and website a
more effective learning experience: Kanta Bosniak, Paul Clayton, Nora Copes, David Hale, Melissa
Killeen and Carol Kvetan.
With deep gratitude to some very loving people who helped me to grow up.
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Table of Contents
Introduction .................................................................................................................................. 1
Chapter 1: The Very Basics ........................................................................................................... 3
Chapter 2: Functions, Undo/Redo, Freeze Panes, Replacing Data............................................. 15
Chapter 3: Printing the Worksheet............................................................................................. 29
Chapter 4: More about Functions, Formulas Using More than One Worksheet ....................... 41
Chapter 5: Sorting Data, Wrapping Text..................................................................................... 57
Chapter 6: Using Filters to Analyze Data .................................................................................... 63
Chapter 7: Using PivotTables to Summarize and Analyze Data ................................................. 67
Chapter 8: Using Charts to Present Data .................................................................................... 81
Chapter 9: Final Thoughts ........................................................................................................... 97
Index ........................................................................................................................................... 99
Table of Figures......................................................................................................................... 101
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Introduction
Introduction
Welcome to Simply Learning Microsoft Excel 2007. I wrote this book with one primary purpose to
help you learn the most commonly used and most powerful, essential features of Microsoft Excel 2007
in the least amount of time. You may notice this book does not cover every icon, function, formula or
feature. Thats by design. Once youve gone through this book, you will have the knowledge and
confidence to figure out how to use other less essential features in Excel 2007.
This is a learn by doing book. Rather than spending lots of time talking about Excel 2007, we use it,
together. I believe this is a very effective way of learning almost anything.
In this book, we build a workbook that tracks what we earn and spend. This has two benefits. First, it
offers a reason to use Excel regularly. Second, if you dont already have a method to effectively track
what you earn and spend, the workbook we build will help you do that efficiently.
Thank you for the opportunity to help you learn Excel 2007. I hope you enjoy both the book and
Microsoft Excel.
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Chapter 1: The Very Basics
If you have never used Microsoft Excel before, I think youre in for a treat. Whatever interest drew you
to this book tracking money for yourself or an organization, making a schedule, keeping a list, etc.
Excel offers not only the ability to easily correct a mistake or make a change, but powerful features
that give you the ability to organize, analyze and present information and much more!
If you have used a prior version of Microsoft Excel, you will immediately notice a tremendous change
in the look of Excel 2007. You may have already experienced frustration trying to find features in this
version. There are two things Id like to share with you. First, you are not alone! I, and others, had a
similar experience. Second, the change is for the better in my opinion. Features that used to be buried
down in three or four levels of menus are now more visible, and, therefore, able to be used more
quickly and easily.
Lets get started. Click means move the mouse pointer until it points to what is described in italics, and
then press and release the left mouse button. Right-click means move the mouse pointer until it points
to what is described in italics, and then press and release the right mouse button. Press means press
and release the key(s) on the keyboard identified in italics. Type means type the characters that are in
bold.
A special note about what you see on your screen: While following the steps in this book, you will
probably see, in Excel, the year that you are using this book, rather than 2009. Thats to be expected.
You may also find that when a sheet is inserted, you see it labeled Sheet2 or Sheet3 instead of Sheet1.
Thats also understandable and expected, since the sheet number Excel uses depends on whether
Excel has been closed and reopened during the course of using this book.
In this chapter, well use some of the most basic, yet still powerful, features of Excel. Well enter,
change, copy, format and save data, and well enter a formula.
1) Well begin by opening Microsoft Excel.
a) Click the Start button. The Start button is located in the bottom left corner of the screen for
most computers.
b) Click All Programs.
c) Scroll up or down as needed to find and then click Microsoft Office.
d) In the list that appears, click Microsoft Office Excel 2007. If you have an Operating System other
than Vista, you will have a similar but slightly different method of starting Excel 2007.
e) The upper left area of the worksheet should look as shown in Figure 1-1. The dark box around
Cell A1 means it is the active cell.
Figure 1-1: The worksheet immediately after opening Excel.

f) Rather than spend time explaining everything you see, lets just start using it. I suspect youll
probably understand a lot just by doing that, but Ill also be adding further explanation where I
think it might be necessary.
2) Lets enter data in some of the cells in this worksheet.
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a) Type Check# and press the Enter key. The upper left portion of the worksheet should look as
shown in Figure 1-2.
Figure 1-2: The worksheet after entering a label in Cell A1.

b) Cell A2 is now the active cell. On the keyboard, press the right arrow key, and then press the up
arrow key. The arrow keys are located on the right side of most keyboards.
c) Cell B1 is now the active cell. Type Date and press the Enter key.
d) Cell B2 is now the active cell. Click Cell C1. Clicking a cell is another way of selecting a cell in the
worksheet.
e) In Cell C1, type Description and press the Enter key. Did you notice that the letters go slightly
past the right edge of the cell? Please ignore that for now. Well address that in a few minutes.
f) Cell C2 is now the active cell. Press the right arrow key, and then press the up arrow key.
g) Cell D1 is now the active cell. It may appear that if we try to type something in this cell, it will
interfere with the word Description that we just entered, but it wont. Type Amount and press
the Enter key.
h) Cell D2 is now the active cell. Press the right arrow key, and then press the up arrow key.
i) Cell E1 is now the active cell. Type Balance and press the Enter key.
j) Cell E2 is now the active cell.
k) Click Cell D2. Type 100 and press the Enter key.
l) Cell D3 is now the active cell. Type 600 and press the Enter key.
m) Cell D4 is now the active cell. Type -50 and press the Enter key.
n) Cell D5 is now the active cell. Type -575 and press the Enter key.
o) Cell D6 is now the active cell. Type -110 and press the Enter key.
p) Cell D7 is now the active cell. Type -25 and press the Enter key.
q) Cell D8 is now the active cell. Type -70.50 and press the Enter key.
r) Cell D9 is now the active cell. Type -40 and press the Enter key.
s) Cell D10 is now the active cell. Type -15 and press the Enter key.
t) Cell D11 is now the active cell. Type 600 and press the Enter key.
u) Cell D12 is now the active cell. Type -50 and press the Enter key.
v) Cell D13 is now the active cell.
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w) The worksheet should look as shown in Figure 1-3.
Figure 1-3: The worksheet after entering values in Column D.

3) Lets change the value of Cell D7.
a) Double-click Cell D7.
b) Press the left or right arrow keys until the blinking cursor is between the numbers 2 and 5.
c) Press the Backspace key. The Backspace key is located in the right side of most keyboards.
d) Type 3 and press the Enter key. The value of Cell D7 should now be -35.
4) Lets save the file for the first time.
a) Click the Office button, circled in Figure 1-4.
Figure 1-4: The Office Button.

b) In the menu that appears, place the mouse pointer (dont click yet) over the words Save As,
circled in Figure 1-5. Please spend a few moments looking at the list to the right, noticing that
we can save this file in many different file formats.
c) Click Excel Workbook at the top of the list on the right, as shown in Figure 1-5.
Figure 1-5: The Save As menu.

d) In the box that pops up labeled Save As, in the box to the right of the words File name, click
somewhere to the right of the characters that are already in that box (probably Book1).
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e) Press the Backspace key until the box is empty.

f) Type Checkbook.
g) The bottom area of the Save As box should look as shown in Figure 1-6, if using the Vista
Operating System.
Figure 1-6: The bottom of the Save As box, if using the Vista Operating System.
h) Note: The bottom of this box on your screen may have the letters .xlsx both after the file name
and after the words Excel Workbook. Those letters are called file extensions. Whether or not
those letters appear depends on the settings of your computer operating system. If those letters
do appear, please leave them that way.
i) Click the Save button.
5) Lets enter descriptions corresponding to the amounts we just entered.
a) Click Cell C2.
b) Type Beginning Balance and press the Enter key. We cant see the word Balance, but we will
in a few minutes after we use a feature in Excel.
c) Cell C3 is now the active cell. Type XYZ company and press the Enter key.
d) Cell C4 is now the active cell. Type People's bank and press the Enter key.
e) Cell C5 is now the active cell. Type Dependable bank and press the Enter key.
f) Cell C6 is now the active cell. Type Green power company and press the Enter key.
g) Cell C7 is now the active cell. Type ABC phone company and press the Enter key.
h) Cell C8 is now the active cell. Type farmer's market and press the Enter key.
i) Cell C9 is now the active cell. Type GasNGo and press the Enter key.
j) Cell C10 is now the active cell. Type cash withdrawal and press the Enter key.
k) Cell C11 is now the active cell. Type X and press the Enter key. Note that Excel automatically
entered XYZ Company into Cell C11. This is a feature of Excel called AutoComplete.
l) Cell C12 is now the active cell. Type P and press the Enter key. Note that Excel automatically
entered Peoples bank into Cell C12
m) Cell C13 is now the active cell.
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n) The worksheet should look as shown in Figure 1-7.
Figure 1-7: The worksheet after entering labels in Column C.

6) Lets take a few moments to discuss the top portion of the screen, which Microsoft has named the
Ribbon, since were going to start using it. A portion of the Ribbon is shown in Figure 1-8.
Figure 1-8: The Ribbon, which includes the Quick Access Toolbar, Tabs, Groups, and
all icons.
7) The Ribbon includes:
a) The Quick Access Toolbar;
b) Tabs, such as Home (currently selected) and Page Layout;
c) Groups, such as Font and Alignment; and,
i) Please note that the Groups that are displayed change depending on the Tab selected.
d) Icons.
i) Move the mouse pointer until it is directly over the Save icon in the Quick Access Toolbar and
hold it there for a moment, as shown in Figure 1-9. Do you see the little description box that
popped up displaying the name of the icon? That little description box will pop up every time
we move and hold the mouse pointer over any icon.
Figure 1-9: The Ribbon, with the mouse pointer held over the Save icon.
ii) Note: If the Wrap Text and Merge & Center icons appear as shown in Figure 1-10, where they
do not have a label to the right as shown earlier in Figure 1-8, you have several choices: Do
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nothing (Excel will still display the label if you move and hold the mouse pointer directly over
either of these icons), make sure the Excel window is maximized, or, if possible, increase your
screen resolution. This note applies to any situation where an icon in a screen image in this
book has a description next to it, but the icon on your screen does not.
Figure 1-10: A view of the Ribbon that may appear on your screen, showing
no labels next to the Wrap Text and Merge & Center icons.
8) Click the Save icon in the Quick Access Toolbar. This is a faster way to save the workbook, and were
going to use this method to save the file from this point forward.
a) A note about saving: When I was growing up, I asked my father how much money I should carry
around with me. He suggested carrying as much money as I could afford to lose. I thought that
suggestion was wise as it relates to carrying money, and I also think that same wisdom applies
to saving a file. Since saving only takes a second, and I dont like to lose what I just did as can
happen, albeit infrequently, but never at a good time I save quite frequently, and I suggest you
do the same.
9) Lets use a formula to calculate our checkbook balance.
a) Click Cell E2.
b) Type =
c) Click Cell D2 and press the Enter key. The value 100 should now be in Cell E2.
d) Cell E3 is now the active cell. Type =
e) Click Cell E2.
f) Type +
g) Click Cell D3. Before we press the Enter key, the worksheet should look as shown in Figure 1-11.
Figure 1-11: The worksheet while entering a formula in Cell E3.

h) Press the Enter key. The value 700 should now be in Cell E3.
10) Well now copy this formula to other cells in this column.
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a) Right-click Cell E3. In the menu that appears, click Copy, circled in Figure 1-12.
Figure 1-12: The right-click menu.

b) Click, hold and drag Cell E4 thru Cell E12.
c) Right-click anywhere in the highlighted area. In the menu that appears, click Paste.
d) Press the Esc key. The Esc key is located in the upper left corner of most keyboards. This will
make not only the dotted lines around Cell E3 go away, but also the little icon in Cell F13.
e) Click Cell A1, or any cell, to remove the highlights from the worksheet.
f) The worksheet should look as shown in Figure 1-13.
Figure 1-13: The worksheet after copying the formula to other cells in Column
E.
11) Click the Save icon in the Quick Access Toolbar.
12) Before we go on to the next task, lets take a closer look at the formulas we just copied. Well do
this by focusing on the Formula Bar, shown in Figure 1-14.
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Figure 1-14: Two views of the worksheet, each showing the Name Box and Formula
Bar. Cell E3 is the active cell in the view on the left, while Cell E12 is the active cell
in the view on the right.
a) Click Cell E3. The formula in this cell, shown in the left side of Figure 1-14 is =E2+D3. Now, click
Cell E12. The formula in this cell, shown in the right side of Figure 1-14 is =E11+D12. Did you
notice how Excel automatically adjusted each formula? In Cell E3, the formula we entered adds
together the cell just above (Cell E2) and the cell immediately to the left (Cell D3). In Cell E12,
the cell references change to Cells E11 and D12 but Excel still adds together the cell just
above (Cell E11) and the cell immediately to the left (Cell D12). These formulas are called
relative reference formulas, because the cells named in the formula change depending on their
relative reference to the cell containing the formula. Well talk about this concept (relative
reference versus absolute reference formulas) in more detail in Chapter 4: More about
Functions, Formulas Using More than One Worksheet.
13) Let's make this worksheet look clearer before we enter any more data. Well bold and center the
titles in Row 1, format the values in Column D and Column E as numbers with commas, and
automatically resize all the columns so that we can completely see the contents of every cell.
a) Click Row 1. Do this by moving the mouse pointer all the way to the left of the worksheet where
you'll see sequentially numbered rows. Click when the mouse pointer is on top of the number 1.
The right arrow and the highlighted Row 1 should look as shown in Figure 1-15.
Figure 1-15: The worksheet showing Row 1 highlighted.

b) In the Home tab, in the Font group, click the Bold icon, circled in Figure 1-16.
Figure 1-16: The Ribbon, with the mouse pointer paused over the Bold icon.
c) In the Home tab, in the Alignment group, click the Center icon, circled in Figure 1-17.
Figure 1-17: The Center icon, in the Home tab, in the Alignment group.
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d) Click, hold and drag Column D thru Column E.

i) Here are more detailed instructions in case you need them: This will be very similar to the
way we selected Row 1 just a few moments ago. Start by moving the mouse pointer all the
way to the top of the worksheet where you'll see alphabetically ordered columns labeled A,
B, C, and so on. Move the mouse pointer until it's over the letter D. Click Column D, hold and
drag to Column E, then let go of the mouse button. Column D and Column E should now be
highlighted.
e) In the Home tab, in the Number group, click the Comma Style icon, circled in Figure 1-18. This
will format the values in Column D and Column E as numbers with commas to separate
thousands, and with brackets for negative numbers.
Figure 1-18: The Comma Style icon, in the Home tab, in the Number group.
f) Click the small empty box above Row 1, and to the left of Column A, circled in Figure 1-19. This
will highlight the entire worksheet.
Figure 1-19: Clicking the small empty box which will highlight the entire
worksheet.
g) In the Home tab, in the Cells group, click the Format icon, circled in Figure 1-20.
Figure 1-20: The Format icon, in the Home tab, in the Cells group.
h) In the menu that appears, click AutoFit Column Width. Notice how all the columns widths
automatically adjusted to fit the contents of all the cells.
i) Click Cell A1 to remove the highlights from the worksheet.
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j) The worksheet should look as shown in Figure 1-21.
Figure 1-21: The worksheet after applying various formatting features.

15) Let's enter some data in Column A, and add some formatting.
a) Click Cell A5. Type 220 and press the Enter key.
b) Cell A6 is now the active cell. Type 221 and press the Enter key.
c) Cell A7 is now the active cell. Type 222 and press the Enter key.
d) Cell A8 is now the active cell. Type debit card and press the Enter key.
e) Copy the contents of Cell A8 to the next two cells in this column.
i) Right-click Cell A8.
ii) In the menu that appears, click Copy.
iii) Click, hold and drag Cell A9 thru Cell A10.
iv) Right-click anywhere in the highlighted area.
v) In the menu that appears, click Paste.
f) Press the Esc key to make the dotted lines go away, as well as the little icon in Cell B11.
g) Click Column A.
h) Please use Figure 1-22 for the next few steps in this section.
Figure 1-22: The Format icon, in the Home tab, in the Cells group and the
Center icon, in the Home tab, in the Alignment group.
i) In the Home tab, in the Cells group, click the Format icon, circled in Figure 1-22.
ii) In the menu that appears, click AutoFit Column Width.
iii) In the Home tab, in the Alignment group, click the Center icon, also circled in Figure 1-22.
Clicking it once will only remove the center formatting from Cell A1 that we had added
earlier.
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iv) Click the Center icon again. This will add the center formatting to every cell in Column A.
i) Click Cell A1 to remove the highlights from the worksheet.
j) The worksheet should look as shown in Figure 1-23.
Figure 1-23: The worksheet after formatting Column A.

17) Finally, well add date formatting to Column B so that dates appear in the format M/D/YYYY, and
then enter some dates.
a) Click Column B.
b) In the Home tab, in the Number group, click the drop-down arrow to the right of the word
General, circled in Figure 1-24.
Figure 1-24: The drop-down arrow which activates the Number Format menu,
in the Home tab, in the Number group.
c) In the Number Format menu that appears, click Short Date, as shown in Figure 1-25.
Figure 1-25: The Number Format menu with Short Date selected.
d) Click Cell B2.
e) Type 4/1 and press the Enter key. Note that the date that appears in Cell B2 already has the
year. Entering the entire date including the year is not necessary unless we want to enter a date
for a year other than the current year. Note also that the column automatically became wider.
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Using the AutoFit Column Width feature ensures that the column width will automatically adjust
to fit the date entered.
f) Cell B3 is now the active cell. Type 4/9 and press the Enter key.
g) Cell B4 is now the active cell. Type 4/9 again and press the Enter key.
h) Cell B5 is now the active cell. Type 4/10 and press the Enter key.
i) Copy the contents of Cell B5 to the next five cells in this column.
i) Right-click Cell B5. In the menu that appears, click Copy.
ii) Click, hold and drag Cell B6 thru Cell B10.
iii) Right-click anywhere in the highlighted area.
iv) In the menu that appears, click Paste.
j) Press the Esc key to make the dotted lines go away, as well as the little icon in Cell C11.
k) Click Cell B11.
l) Type 4/16 and press the Enter key.
m) Cell B12 is now the active cell. Type 4/16 again and press the Enter key.
n) The upper left area of the worksheet should look as shown in Figure 1-26.
Figure 1-26: The worksheet after entering dates in Column B.

19) To compare your file to the official version, visit www.SimplyLearningExcel.com.
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Chapter 2: Functions, Undo/Redo, Freeze Panes, Replacing Data
In this chapter, well use Excel functions to sum a set of numbers and to automatically enter the year
and month from the dates we previously entered. Well also use several additional features of Excel,
especially the powerful Undo / Redo feature.
1) Well start by adding a total to the bottom of the Amount column using the AutoSum function. The
AutoSum function may be the most commonly used function in Excel.
a) Click Cell D13.
b) In the Home tab, in the Editing group all the way on the right, click the AutoSum icon, circled in
Figure 2-1. Please be sure not to select the drop-down arrow just to the right of the word
AutoSum.
Figure 2-1: The AutoSum icon, in the Home tab, in the Editing group.
c) Immediately after the AutoSum icon is clicked, the worksheet should look as shown in Figure
2-2.
Figure 2-2: The worksheet, immediately after clicking the AutoSum icon.
d) This function will sum all the numbers from Cell D2 thru Cell D12.
e) Press the Enter key. Note that the total shown in Cell D13 is the same as the balance shown in
Cell E12.
2) Lets rename our worksheet to stay organized, and also assign a category to each transaction.
Assigning a category will help us make the most of Excels summarization features, which well
cover in later chapters.
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a) Right-click the worksheet tab labeled Sheet1. The worksheet tab is located at the bottom of the
worksheet, circled in Figure 2-3.
Figure 2-3: The worksheet after right-clicking the worksheet tab.

b) In the menu that appears, click Rename, circled in Figure 2-3.
c) Note that the worksheet name is now highlighted. Type Checkbook and press the Enter key.
The worksheet tab should now be labeled Checkbook.
d) Right-click Column D.
e) In the menu that appears, click Insert. There should now be a blank column between Column C
and Column E.
f) Click Cell D1. Type Category and press the Enter key.
g) In Cell D2 thru Cell D12, type Beginning Balance, Income-Paycheck, Savings,
Mortgage, Power, Phone, Food, Gas, Cash, I, S. Press the Enter key after each entry.
Note that Excels AutoComplete feature automatically entered Income-Paycheck into Cell D11
and Savings into Cell D12.
h) The worksheet should look as shown in Figure 2-4.
Figure 2-4: The worksheet after entering labels in Column D.

4) Well now use Excels functions to automatically calculate the year and the month from the date we
previously entered in Column B. These two fields will also be used to help us summarize our data
later.
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a) Click Cell G1. Type Year and press the Enter key.
b) Cell G2 is now the active cell. Click the Insert Function icon just to the left of the formula bar,
circled in Figure 2-5.
Figure 2-5: The Insert Function icon.

c) A box pops up labeled Insert Function, similar to the one shown in Figure 2-6. The contents of
the Insert Function box that pops up on your screen may look slightly different because the
exact contents change as Excel functions get used.
Figure 2-6: The Insert Function box.

d) Click the drop-down box to the far right of the words Or select a category.
e) In the list that appears, click Date & Time.
f) Scroll down the list under the heading Select a function and click YEAR.
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g) The Insert Function box should look as shown in Figure 2-7.
Figure 2-7: The Insert Function box after selecting the Year function.
h) Click the OK button.
i) Immediately, a box pops up labeled Function Arguments. Please refer to Figure 2-8 for a view of
the Function Arguments box.
j) If necessary, click, hold and drag the Function Arguments box down until it doesnt block the
view of any cells in Row 2.
i) Here are more detailed instructions on how to move an object such as a box in case you need
them. Click and hold the top of the box to the right of the words Function Arguments. Drag
the mouse pointer until the top of the box is just below Row 3 of the worksheet. Release the
mouse button.
k) Click Cell B2. Note that the box to the right of the label Serial_number now contains B2. Note
also that the result of this function in this case 2009 appears in the Function Arguments box,
Figure 2-8: The Function Arguments box after clicking Cell B2.
l) Click the OK button. The number 2009 should now appear in Cell G2.
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m) Inserting the MONTH function will be almost identical to the way we inserted the YEAR function.
n) Click Cell H1. Type Month and press the Enter key.
o) Cell H2 is now the active cell. Click the Insert Function icon just to the left of the formula bar.
p) A box pops up labeled Insert Function, similar to the one shown in Figure 2-9. Note that Date &
Time already appears to the right of the words Or select a category.

q) Scroll down the list under the heading Select a function and click MONTH.
r) Click the OK button.
s) Immediately, a box pops up labeled Function Arguments. If necessary, click, hold and drag the
Function Arguments box down until it doesnt block the view of any cells in Row 2.
t) Click Cell B2. Note that the box to the right of the label Serial_number now contains B2. Note
also that the result of this function in this case 4 appears in the Function Arguments box,
Figure 2-10: The worksheet and the completed Function Arguments box.
u) Click the OK button. The number 4 should now appear in Cell H2.
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6) Lets use some of the power of Excel to copy both functions at the same time to the remaining cells
in Column G and Column H.
a) Click, hold and drag Cell G2 thru Cell H2.
b) Right-click anywhere in the highlighted area.
c) In the menu that appears, click Copy.
d) Click, hold and drag Cell G3 thru Cell G12 (not H12).
e) Right-click any cell in the highlighted range.
f) In the menu that appears, click Paste.
g) Press the Esc key. The Esc key is located in the upper left corner of most keyboards. This will
make not only the dotted lines around Cell G2 thru Cell H2 go away, but also the little icon in
Cell I13.
h) Click Cell A1, or any cell, to remove the highlights from the worksheet.
i) The worksheet should look as shown in Figure 2-11.
Figure 2-11: The worksheet after copying the YEAR and MONTH functions.
8) Well now get rid of the AutoSum formula at the bottom of the Amount column. While AutoSum is
probably the most commonly used formula, its useful only when theres a fairly small amount of
data. It actually gets in the way when were dealing with larger amounts of data, as were about to
do. Well also delete the Balance column since there are other, more powerful and flexible methods
to calculate a balance, described in Chapter 7: Using PivotTables to Summarize and Analyze Data.
a) Right-click Cell E13.
b) In the menu that appears, click Clear Contents.
c) Right-click Column F.
d) In the menu that appears, click Delete.
9) To quickly generate more data for our worksheet, lets copy all the cells except cells in the first 2
rows and paste them twice below the existing data, leaving a couple of empty rows between each
section of pasted data.
a) Click, hold and drag Cell A3 thru Cell G12.
b) Right-click any cell in the highlighted area.
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d) Right-click Cell A15.
e) Click Paste.
f) Right-click Cell A27. If you cant see Cell A27, scroll down using either the scroll bar on the right
or the wheel on your mouse.
g) Click Paste. Note that we didnt need to copy before pasting the same data again.
h) Press the Esc key. It gets rid of the flashing line around the cells we just copied, which means we
no longer have the ability to copy this data to even more locations like we just did. It also gets
rid of the little icon in Cell H37.
11) Lets see how the simple yet powerful Undo and Redo features work. The Undo and Redo icons are
located in the Quick Access Toolbar, as shown in Figure 2-12.
Figure 2-12: The Undo and Redo icons in the Quick Access Toolbar.
a) Click, hold and drag Row 13 thru Row 24.
c) In the menu that appears, click Delete.
i) Note: If a Delete box that looks like Figure 2-13 appears, it means you selected cells rather
than rows. If this happened to you, please go back and select Row 13 thru Row 24.
Figure 2-13: The Delete box if incorrectly selected cells, rather than rows.
d) It may appear that nothing happened, but thats because the data in Row 27 thru Row 36 was
identical to the data in Row 13 thru Row 24.
e) Right-click anywhere in the highlighted area again.
f) In the menu that appears, click Delete.
21
g) Row 13 thru Row 24 should still be highlighted, but blank, as shown in Figure 2-14.
Figure 2-14: The worksheet after deleting Row 13 thru Row 24 twice.
h) Click the Undo icon in the Quick Access Toolbar. Row 13 thru Row 24 should still be highlighted
but now have data in Row 15 thru Row 24, while Row 27 thru Row 36 should still be blank.
i) Click the Undo icon again. Row 13 thru Row 24 should look the same as it did a moment ago, but
Row 27 thru Row 36 now has data.
j) Click the Redo icon twice. Row 13 thru Row 24 should be highlighted and blank, and Row 27 thru
Row 36 should be blank.
k) Click the Undo icon twice. The data should return to Row 15 thru Row 24 and to Row 27 thru
Row 36. Row 13 thru Row 24 should also still be highlighted.
l) This demonstrates that not only is there a way to quickly and easily undo a mistake weve made,
but that we can undo or redo multiple steps if necessary.
12) Lets now use the Freeze Panes feature to make it easier to work with the worksheet by allowing
us to see the row and column headings no matter where we are in the worksheet.
a) Scroll up using either the scroll bar on the right or the wheel on your mouse until Cell C2 is
visible.
b) Click Cell C2.
c) Click the View tab.
d) In the View tab, in the Window group, click the Freeze Panes icon, circled in Figure 2-15.
Figure 2-15: The Freeze Panes icon, in the View tab, in the Window group.
e) In the menu that appears, click Freeze Panes.
f) Two thin lines appear a vertical line between Column B and Column C, and a horizontal line
between Row 1 and Row 2.
22
g) Press the right arrow key until Column Z is visible. Did you notice how Column A and Column B
are still visible on the left?
h) Press the Ctrl and Home keys simultaneously. This is a fast way to go to the top left corner of the
worksheet, or, when the panes are frozen as they are here, to go to the cell just below and to
the right of where the panes are frozen.
i) Here are more detailed instructions in case you need them: Press the Ctrl key. The Ctrl key is
located in the lower left corner of most keyboards. While still holding down the Ctrl key,
press the Home key. The Home key is located on the right side of most keyboards. Let go of
both keys.
i) Press the down arrow key until Row 50 is visible. Do you see how Row 1 is still visible at the top?
j) Press the Ctrl and Home keys simultaneously to go to Cell C2, the cell just below and to the right
of where the panes are frozen.
13) Find and Replace is another powerful feature of Excel. Even though were going to use it now to
change the data in just two cells, it will work just as well for 200 cells or 200,000 cells. Well use it to
change the dates for the two sections of data we just pasted.
a) Click, hold and drag Cell B15 thru Cell B24.
b) Click the Home tab.
c) In the Home tab, in the Editing group all the way on the right, click the Find & Select icon, circled
in Figure 2-16.
Figure 2-16: The Find & Select icon, in the Home tab, in the Editing group.
d) In the menu that appears, click Replace, circled in Figure 2-17.
Figure 2-17: The Find & Select menu.

e) Immediately, a box pops up labeled Find and Replace. Please refer to Figure 2-18 for a view of
the Find and Replace box.
f) Type 4/ in the blank box next to the words Find what. (Be sure to include the / character.)
g) Press the Tab key. The tab key is located in the upper left area of most keyboards.
h) Type 5/ in the blank box next to the words Replace with. (Be sure to include the / character.)
23
i) The Find and Replace box should look as shown in Figure 2-18.
Figure 2-18: The Find and Replace box after entering characters.
j) Click the Replace All button.
k) Another box pops up as shown in Figure 2-19 showing how many replacements were made.
Figure 2-19: A box showing how many replacements were made.

l) Click the OK button.
m) In the Find and Replace box that is still visible, click the Close button. Note that Excel changed all
the dates in the highlighted range from April to May.
n) Press the down arrow key until Row 40 is visible.
o) Click, hold and drag Cell B27 thru Cell B36.
p) In the Home tab, in the Editing group all the way on the right, click the Find & Select icon again.
q) In the menu that appears, click Replace.
r) A box pops up labeled Find and Replace. Please refer to Figure 2-20 for a view of the Find and
Replace box, if necessary.
s) In the box to the right of the words Replace with, click somewhere to the right of the characters
that are already in that space (probably 5/).
t) Press the Backspace key until the box is empty and then type 6/.
u) The Find and Replace box should look as shown in Figure 2-20.
Figure 2-20: The Find and Replace box after entering characters.
v) Click the Replace All button.
24
w) Another box pops up as shown in Figure 2-21 showing how many replacements were made.
Figure 2-21: A box showing how many replacements were made.

x) Click the OK button.
y) In the Find and Replace box that is still visible, click the Close button. Note that Excel changed all
the dates in the highlighted range from April to June.
15) Finally, well use another powerful feature Fill to change the check#s in the bottom two
sections of data.
a) Click Cell A17, type 223 and press the Enter key.
b) Click, hold and drag Cell A17 thru Cell A19.
c) In the Home tab, in the Editing group all the way on the right, click the Fill icon, circled in Figure
2-22.
Figure 2-22: The Fill icon, in the Home tab, in the Editing group.
d) In the menu that appears, click Series, circled in Figure 2-23.
Figure 2-23: The Fill menu.
25
e) A box pops up labeled Series, shown in Figure 2-24. Please spend a few moments noticing how
many methods Excel offers to fill a series.
Figure 2-24: The Series box.

f) Click the OK button. The values in Cell A17 thru Cell A19 should now read 223, 224 and 225,
respectively.
a) Click Cell A29, type 226 and press the Enter key.
b) Click, hold and drag Cell A29 thru Cell A31.
c) In the Home tab, in the Editing group all the way on the right, click the Fill icon. Please refer to
Figure 2-22 for a view of the Fill icon, if necessary.
d) In the menu that appears, click Series.
e) In the box that pops up labeled Series, click the OK button. The values in Cell A29 thru Cell A31
should now read 226, 227 and 228, respectively.
16) The bottom two sections of the worksheet should look as shown in Figure 2-25.
Figure 2-25: The worksheet after filling the second series.

17) Press the Ctrl and Home keys simultaneously to go to Cell C2, the cell just below and to the right of
where the panes are frozen.
26

27
Chapter 3: Printing the Worksheet
In this chapter, well use some of Excels printing features so that the printed worksheet is clear and
informative.
1) Let's take a look at what the worksheet will look like if we print it without any added features.
a) Click the Office button, circled in Figure 3-1.
Figure 3-1: The Office Button.

b) Place the mouse pointer over the word Print (dont click yet), and in the menu that appears on
the right, click Print Preview as shown in Figure 3-2. I regularly print preview my worksheets, as
it saves both time and trees.
Figure 3-2: The Print menu.
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c) The screen should look as shown in Figure 3-3.
Figure 3-3: The print preview.

d) There are two things I usually look for in this print preview:
i) Is the number of pages to be printed approximately what I expected? The number of pages
to be printed is displayed in the bottom left of the print preview screen, circled in Figure 3-3.
Since only one page is going to be printed, this is acceptable.
ii) Is there anything in the print preview that strikes me as undesirable? In this print preview,
there is no date, file name, or page number. Well add that information and a few other key
features in just a minute.
e) Click the Print icon, circled in Figure 3-3, so that we can compare this to our final printed version
at the end of this chapter.
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f) A box pops up labeled Print, as shown in Figure 3-4.
Figure 3-4: The Print box.

g) Click the OK button.
2) Before we proceed with using Excels printing features, well use a feature of the Quick Access
Toolbar that will allow us to more quickly print preview a worksheet.
a) Click the drop-down arrow on the right side of the Quick Access Toolbar, circled in Figure 3-5.
Figure 3-5: The Print Preview item in the Customize Quick Access Toolbar
menu.
b) A menu appears labeled Customize Quick Access Toolbar. By clicking one of the items in this
menu, Excel will add that feature / icon to the Quick Access Toolbar. Note, however, that any
feature can be added to the Quick Access Toolbar by clicking the More Commands selection.
c) In the menu labeled Customize Quick Access Toolbar, click Print Preview, also circled in Figure
3-5.
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d) The Print Preview icon now appears in the Quick Access Toolbar, circled in Figure 3-6. Well use
this print preview icon whenever we print preview the worksheet from this point forward.
Figure 3-6: The Print Preview icon in the Quick Access Toolbar.
3) Well start using Excels printing features by adding a header to display the title of the printout and
a footer to display page numbers, the date, and the name of the file.
a) Click the View tab.
b) In the View tab, in the Workbook Views group, click the Page Layout icon, circled in Figure 3-7.
Figure 3-7: The Page Layout icon, in the View tab, in the Workbook Views
group.
c) A box pops up as shown in Figure 3-8, letting us know the panes we froze a little while ago will
be unfrozen if we continue to Page Layout View. Since the benefits of using the Page Layout
view outweigh the extra work it will take to refreeze the panes, well proceed.
Figure 3-8: Excel warning that Freeze Panes will be undone if we continue with
Page Layout View.
d) Click the OK button.
32
e) A very different view of the worksheet now appears, as shown in Figure 3-9.
Figure 3-9: The Page Layout View.

f) Click the words Click to add header near the top of the screen, circled in Figure 3-9.
g) The moment we do that, the Ribbon changes to show a new tab labeled Design, as shown in
Figure 3-10. This Header & Footer Tools Design tab is only available when the Header or Footer
is selected. Well refer to Figure 3-10 several times as we do the next few steps.
Figure 3-10: The Header & Footer Tools Design tab.

h) Type Checkbook Details. (Do not press the Enter key.) Lets take a moment to increase the
font size and add bold formatting.
i) Click, hold and drag the mouse pointer over the words Checkbook Details.
ii) Click the Home tab, circled in Figure 3-11.
Figure 3-11: The Home tab.

iii) In the Home tab, in the Font group, click the Bold icon, circled in Figure 3-11.
33
iv) In the Home tab, in the Font group, click the Increase Font Size icon twice, also circled in
Figure 3-11.
i) Click the Design tab, circled in Figure 3-10.
j) In the Design tab, in the Navigation group, click the Go to Footer icon, circled in Figure 3-10.
k) The center area of the footer is now active. In the Design tab, in the Header and Footer
Elements group, click the Page Number icon, circled in Figure 3-10.
l) Press the spacebar once, type of and press the spacebar again.
m) In the Design tab, in the Header and Footer Elements group, click the Number of Pages icon,
circled in Figure 3-10. The next time we print preview, the page number as well as the total
number of pages will be displayed in the bottom center of each page.
n) Click the blank box just above the word Footer and to the left of where we added the page
numbers.
o) In the Design tab, in the Header and Footer Elements group, click the Current Date icon, circled
in Figure 3-10.
p) Click the blank box to the right of where we added the page numbers.
q) In the Design tab, in the Header and Footer Elements group, click the File Name icon, circled in
Figure 3-10.
r) The Footer should look as shown in Figure 3-12.
Figure 3-12: The completed Footer area.

s) Click any cell above the footer area. Immediately, the Design tab we had been using disappears,
and we return to the View tab.
t) In the View tab, in the Worksheet Views group, click the Normal icon, circled in Figure 3-13.
Figure 3-13: The Normal icon, in the View tab, in the Workbook Views group.
4) Press the Ctrl and Home keys simultaneously to return to the top left corner of the worksheet.
6) Click the Print Preview icon in the Quick Access Toolbar. Note that there is now a header and footer
although they are too small to read which will make the printout more informative. Lets use
Excels zoom feature to take a quick but closer look at the footer we just added.
34
a) Move the mouse pointer to the footer area, as shown in Figure 3-14. Note that the mouse
pointer, circled in Figure 3-14, has changed to look like a magnifying glass.
Figure 3-14: The footer area of the print preview.

b) Click the mouse pointer that looks like a magnifying glass. The bottom portion of the magnified
print preview should look as shown in Figure 3-15. Note that the mouse pointer, circled in Figure
3-15, no longer looks like a magnifying glass.
Figure 3-15: The footer area of the magnified print preview.

c) Click anywhere in the magnified print preview to return to the normal print preview.
7) In the Print Preview tab, in the Preview group, click the Close Print Preview icon, circled in Figure
3-3.
8) Lets narrow the margins, change the page orientation to landscape, and add gridlines and print
titles. The reason for making each change may be obvious to you when we print preview the
worksheet again, but Ill also mention why I recommend each change as we proceed.
a) Click the Page Layout tab, circled in Figure 3-16. Well refer to Figure 3-16 several times as we
do the next few steps.
Figure 3-16: The Page Layout tab.

b) In the Page Layout tab, in the Page Setup group, click the Margins icon, circled in Figure 3-16.
c) In the menu that appears, click Narrow.
d) In the Page Layout tab, in the Page Setup group, click the Orientation icon, circled in Figure 3-16.
e) In the menu that appears, click Landscape.
f) Narrow margins and Landscape orientation allow more columns to fit on one sheet of paper.
Landscape orientation also works well for presentations.
g) In the Page Layout tab, in the Sheet Options group, under the word Gridlines, click the box just
to the left of the word Print, circled in Figure 3-16. Gridlines make a printed worksheet easier to
read.
h) In the Page Layout tab, in the Page Setup group, click the Print Titles icon, circled in Figure 3-16.
35
i) A box pops up labeled Page Setup, shown in Figure 3-17.

ii) Click the blank box just to the right of the words Rows to repeat at top.
iii) Click Row 1 of the worksheet behind the Page Setup box. (The box remains open.)
iv) The top portion of the box and the worksheet behind it should look as shown in Figure 3-17.
Figure 3-17: The top portion of the completed Page Setup box, along with
the worksheet behind it.
v) Click the OK button.
10) Lets take a close look at the current print preview.
11) Click the Print Preview icon in the Quick Access Toolbar. The print preview should look as shown in
Figure 3-18. Note the presence of gridlines making it easier to read, and the narrow margins and
Landscape orientation making it possible to fit more columns on a single sheet of paper. Note also
there are now two pages, primarily because we changed the orientation to Landscape.
Figure 3-18: The print preview, page 1 of 2.
36
a) In the Print Preview tab, in the Preview group, click the Next Page icon, circled in Figure 3-18.
The print preview should look as shown in Figure 3-19.
Figure 3-19: The print preview, page 2 of 2.

b) Do you see the column headings at the top of the second page? Those headings are a result of
using the Print Titles feature and will now appear at the top of every page thats printed from
this worksheet.
c) In the Print Preview tab, in the Preview group, click the Close Print Preview icon.
12) Lets assume for a minute that the description for each transaction is highly personal, and,
therefore, we dont want to display or print Column C. To do this with minimal effort, were going
to use Excels Hide feature.
a) Right-click Column C.
b) In the menu that appears, click Hide. The worksheet should look as shown in Figure 3-20. Note
that Column C is hidden between Column B and Column D.
Figure 3-20: The worksheet after hiding Column C.

c) Click the Print Preview icon in the Quick Access Toolbar. The print preview also doesnt show the
Description column, and should look as shown in Figure 3-21.
Figure 3-21: The print preview, after hiding Column C.

d) In the Print Preview tab, in the Print group, click the Print icon, circled in Figure 3-18.
e) A box labeled Print immediately pops up.
f) Click the OK button and compare this printout to the one we made a few minutes ago. Hopefully
you agree it is clearer and more informative than the one we printed at the start of this chapter.
13) Lets unhide Column C, and reestablish the frozen panes that were disabled when we went to Page
Layout view.
a) Click, hold and drag Column B thru Column D.
c) In the menu that appears, click Unhide. Column C should reappear.
37
d) Click Cell C2.

e) Click the View tab.
f) In the View tab, in the Window group, click the Freeze Panes icon, circled in Figure 3-22.
Figure 3-22: The Freeze Panes icon, in the View tab, in the Window group.
g) In the menu that appears, click Freeze Panes.
h) Thin vertical and horizontal lines reappear on the screen indicating Row 1 and Column A thru
Column B are frozen again.
14) Finally, there may be times when we want to print out just a section of a worksheet. We could hide
and unhide columns (and/or rows) as we just did, but theres a faster way using Excels Print Area
feature. Lets assume for a moment that we only want to print the columns labeled Date,
Description, Category and Amount, and we only want to print the data for May.
a) Click, hold and drag Cell B15 thru Cell E24.
b) Click the Page Layout tab.
c) In the Page Layout tab, in the Page Setup group, click the Print Area icon, circled in Figure 3-23.
Figure 3-23: The Print Area icon, in the Page Layout tab, in the Page Setup
group.
d) In the menu that appears, click Set Print Area.
e) Click the Print Preview icon in the Quick Access Toolbar. Note that just the area we highlighted
will be printed.
f) In the Print Preview tab, in the Preview group, click the Close Print Preview icon.
15) Lets clear the Print Area.
a) In the Page Layout tab, in the Page Setup group, click the Print Area icon again.
b) In the menu that appears, click Clear Print Area.
c) Click the Print Preview icon in the Quick Access Toolbar to verify that the entire document will
now print.
d) In the Print Preview tab, in the Preview group, click the Close Print Preview icon.
16) Press the Ctrl and Home keys simultaneously to go to Cell C2, the cell just below and to the right of
where the panes are frozen.
38
39
Chapter 4: More about Functions, Formulas Using More than One Worksheet
Chapter 4: More about Functions, Formulas Using More than One

Worksheet
In this chapter, well quickly change some of the values of the lower two sections of data using
absolute reference formulas (as opposed to the relative reference formulas weve used so far),
develop formulas based on a different worksheet, and use two powerful functions that will help us
summarize the information in a more meaningful way.
1) Well start by using absolute reference formulas to generate new amounts in the lower two
sections of data. Lets make the amounts in the second set of data (Row 15 thru Row 24) 20% more
than the first set of data (Row 3 thru Row 12), and the third set of data (Row 27 thru Row 36) 10%
less than the first set of data (Row 3 thru Row 12). Since were only going to use the results of these
formulas temporarily, well use these absolute reference formulas in a column labeled Temporary.
a) In Cell H1, type Temporary and press the Enter key. Since were only going to use this column
temporarily, we wont bother to use the AutoFit Column Width feature.
b) Click Column H.
c) Click the Home tab.
d) In the Home tab, in the Number group, click the Comma Style icon, circled in Figure 4-1. This will
format the values in Column H as numbers with commas to separate thousands, and with
brackets for negative numbers.
Figure 4-1: The Comma Style icon, in the Home tab, in the Number group.
e) Click Cell H14, type 120% and press the Enter key. Note that because we used the % sign, this
number has percent formatting.
f) Click Cell H26, type 90% and press the Enter key.
g) Well now enter a formula containing an absolute reference.
i) Click Cell H15.
ii) Type =
iii) Click Cell E15.
iv) Type *
v) Click Cell H14.
vi) Press the F4 key twice, paying special attention to what happens to this formula as we do
this.
(1) When we press the F4 key the first time, the part of the formula that was H14 changes to
$H$14. This means that if we copy and paste this formula into cells in different columns
41
and different rows, it will always refer to Cell H14. In other words, Cell H14 is now
absolutely referenced in this formula.
(2) When we press the F4 key the second time, the part of the formula that was $H$14
changes to H$14. This means that if we copy and paste this formula into other cells in this
same column, the reference to Row 14 will not change. However, if we copy and paste
this formula into cells in different columns, the reference to the column (Column H in this
example) will change, but the reference to the row (Row 14 in this example) will not
change. In other words, Column H in this formula is relatively referenced, while Row 14 in
this formula is absolutely referenced.
(3) If this is still not clear, hopefully it will be in just a minute when we see the results of
doing the next few steps.
vii) The worksheet, including the formula bar circled at the top, should look as shown in Figure
4-2.
Figure 4-2: The worksheet, with the formula bar, while entering an absolute
reference formula.
viii) Press the Enter key.
h) Lets copy this formula to the remaining cells in this section.
i) Right-click Cell H15.
iii) Click, hold and drag Cell H16 thru Cell H24.
vi) Press the Esc key to make the dotted lines go away, as well as the little icon in Cell I25.
vii) Click the Save icon in the Quick Access Toolbar.
i) Lets take a closer look at Cell H23.
i) Looking at the results in Cell H23, we see that it has a value of 720, the result we expected:
120% of $600, the value of Cell E23.
42
ii) Double-click Cell H23. The worksheet, including the formula bar circled at the top, should
look as shown in Figure 4-3.
Figure 4-3: The worksheet, with the formula bar, after double-clicking Cell
H23.
iii) Looking at the formula in Cell H23, we see that the formula is correctly based on the
relatively referenced Cell E23, which contains the value $600, and the absolutely referenced
Cell H14, which contains the value 120%.
iv) Press the Esc key to return to a normal view of the worksheet.
j) Click the Save icon in the Quick Access Toolbar.
k) Lets repeat what we just did for the next set of data.
i) Click Cell H27.
ii) Type =
iii) Click Cell E27.
iv) Type *
v) Click Cell H26.
vi) Press the F4 key twice. (The part of the formula that was H26 changes, first to $H$26, then to
H$26)
vii) Press the Enter key.
l) Lets copy this formula to the remaining cells in this section, and see again whether we get the
desired results.
i) Right-click Cell H27.
iii) Click, hold and drag Cell H28 thru Cell H36.
vi) Press the Esc key to make the dotted lines go away, as well as the little icon in Cell I37.
vii) Click the Save icon in the Quick Access Toolbar.
43
viii) Looking at the results in Cell H35, we see that it has a value of 540, the result we expected:
90% of $600, the value of Cell E35.
2) Lets replace the amounts in the lower two sections of data in Column E with our new values, then
delete the temporary column. During this set of steps, well use Paste Special, another feature of
Excel.
a) Click, hold and drag Cell H15 thru Cell H36.
d) Right-click Cell E15.
e) In the menu that appears, click Paste Special. (Please be sure to click Paste Special, not Paste.)
f) A box pops up labeled Paste Special, which looks similar to Figure 4-4. Please take a few
moments to notice how many different pasting options Excel offers.
g) Click the circle to the left of the word Values, circled in Figure 4-4.
Figure 4-4: The Paste Special box, after selecting Values.

h) Click the OK button.
i) Press the Esc key to make the dotted lines go away, as well as the little icon in Cell F37.
j) Right-click Column H.
k) In the menu that appears, click Delete.
l) Click Cell E26.
m) Press the Del key. The Delete key is located on the right side of most keyboards.
n) Click Cell E17 or any cell in the range we just pasted to. Note that only the values that were in
Column H not the formulas were copied to Column E.
3) Finally, lets see what the checkbook balance is using the new amounts in Column E, and then
delete the row containing the beginning balance.
a) Click Column E.
44
b) In the lower right corner, circled in Figure 4-5, the total 888.95 appears. This is the sum of the
highlighted values, and also represents our checkbook balance.
Figure 4-5: The worksheet, showing the sum of the highlighted values.
c) Right-click Row 2.
d) In the menu that appears, click Delete.
5) Well now calculate the checkbook balance on a separate worksheet, which well also rename.
a) Click the worksheet tab labeled Sheet2. The worksheet tab is located at the bottom of the
worksheet, circled in Figure 4-6. Note that we are now viewing another worksheet in the same
workbook.
b) Right-click the worksheet tab labeled Sheet2.
c) In the menu that appears, click Rename, circled in Figure 4-6.

d) Note that the worksheet name is now highlighted. Type Checkbook Balance and press the
Enter key.
e) Cell A1 of the worksheet named Checkbook Balance is now the active cell.
f) In Cell A1, type Beginning Checkbook Balance and press the Enter key. Please disregard
the fact that the text extends well past the right side of Column A. Well fix that a little later.
g) In Cell A2, type Sum of Checkbook Amounts and press the Enter key.
h) In Cell A3, type Checkbook Balance and press the Enter key.
i) Click Cell B1, type 100 and press the Enter key. It may appear that this will interfere with the
label we just entered in Cell A1, but it wont.
45
j) Cell B2 is now the active cell. In the Home tab, in the Editing group, click the AutoSum icon,
Figure 4-7: The AutoSum icon, in the Home tab, in the Editing group.
k) Click the worksheet tab labeled Checkbook.
l) Click Column E. Before we do anything else, the Formula Bar and the top part of the worksheet
named Checkbook should look as shown in Figure 4-8.
Figure 4-8: The Formula Bar and the top part of the worksheet named
Checkbook while building the AutoSum formula in the worksheet named
Checkbook Balance.
m) Press the Enter key.
n) Cell B3 is now the active cell. In the Home tab, in the Editing group, click the AutoSum icon again,
o) Right now, the Formula Bar and the top part of the worksheet named Checkbook Balance should
look as shown in Figure 4-9.
Figure 4-9: The Formula Bar and the top part of the worksheet while building
the AutoSum formula.
p) Press the Enter key.
7) Lets make this worksheet clearer and easier to read by adding a descriptive row and appropriate
formatting.
a) Right-click Row 1.
b) In the menu that appears, click Insert.
c) Click Cell A1, type Description and press the Enter key.
d) Click Cell B1, type Amount and press the Enter key.
e) Click Row 1.
46
f) Please refer to Figure 4-10 for the next few formatting steps.
Figure 4-10: Various circled icons in the Home tab.

g) In the Home tab, in the Font group, click the Bold icon.
h) In the Home tab, in the Alignment group, click the Center icon.
i) Click Column B.
j) In the Home tab, in the Number group, click the Comma Style icon.
k) Click, hold and drag Column A thru Column B.
l) In the Home tab, in the Cells group, click the Format icon.
m) In the menu that appears, click AutoFit Column Width.
n) Click Row 4.
o) In the Home tab, in the Font group, click the Bold icon.
p) Click Cell B4.
q) In the Home tab, in the Font group, click the drop-down arrow just to the right of the Border
icon.
r) In the menu that appears, click the Top and Double Bottom Border icon.
s) Click Cell A1.
t) The worksheet named Checkbook Balance should look as shown in Figure 4-11.
Figure 4-11: The worksheet named Checkbook Balance after formatting.

9) In the next couple of sections were going to use a powerful function called VLOOKUP to quickly
and efficiently add more information to our worksheet. The real value of adding this information
may only become apparent when we later create PivotTables and Charts.
10) Well start by renaming another worksheet and setting up a list of categories and category types.
a) Click the worksheet tab labeled Sheet3. Please refer to Figure 4-6 for these worksheet renaming
steps, if necessary.
b) Right-click the worksheet tab labeled Sheet3.
c) In the menu that appears, click Rename.
d) Note that the worksheet name is now highlighted. Type For VLOOKUP and press the Enter
key.
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e) Cell A1 in the worksheet named For VLOOKUP is now the active cell.
f) In Cell A1, type Category and press the Enter key.
g) Click Cell B1, type Category Type and press the Enter key.
h) Click Cell A2.
i) In Cell A2 thru Cell A9, type Cash, Food, Gas, Income-Paycheck, Mortgage, Phone,
Power and Savings.
j) Click Cell B2, type Spent and press the Enter key.
k) Right-click Cell B2.
l) In the menu that appears, click Copy.
m) Click, hold and drag Cell B3 thru Cell B9.
n) Right-click anywhere in the highlighted area.
o) In the menu that appears, click Paste.
p) Click Cell B5, type Earned and press the Enter key. Note that as soon as we started typing in
Cell B5, the dotted lines went away, as well as the little icon in Cell C10.
q) Click the Save icon in the Quick Access Toolbar.
11) Lets format this worksheet, using the circled items in Figure 4-12, as necessary.
Figure 4-12: Various circled icons in the Home tab.

a) Click Row 1.
b) In the Home tab, in the Font group, click the Bold icon.
c) In the Home tab, in the Alignment group, click the Center icon.
d) Click Column A thru Column B.
e) In the Home tab, in the Cells group, click the Format icon.
f) In the menu that appears, click AutoFit Column Width.
g) Press the Ctrl and Home keys simultaneously to go to the top left corner of the worksheet
h) Click the Save icon in the Quick Access Toolbar.
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12) The worksheet named For VLOOKUP should look as shown in Figure 4-13.
Figure 4-13: The completed worksheet named For VLOOKUP.

13) Well now setup a column for Category Type in the worksheet named Checkbook, and use the
VLOOKUP function. Well talk specifically about what the VLOOKUP function does as soon as we
complete this one.
a) Click the worksheet tab labeled Checkbook.
b) Click Cell H1, type Category Type and press the Enter key. Well take care of formatting this
later.
c) In Cell H2, click the Insert Function icon just to the left of the formula bar, circled in Figure 4-14.
Figure 4-14: The Insert Function icon.

d) A box pops up labeled Insert Function.
e) Click the drop-down box to the far right of the words Or select a category.
f) In the list that appears, click All.
g) In the box under the words Search for a function, click to the right of the word Go.
h) Press the Backspace key until the box is empty.
i) Type VLOOKUP
j) Click the Go button, located to the right of where we typed VLOOKUP.
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k) The box should look as shown in Figure 4-15.
Figure 4-15: The Insert Function box, after clicking the Go button.
l) Since VLOOKUP is already highlighted, click the OK button.
m) A box pops up labeled Function Arguments. For the next few steps, please refer to the
completed Function Arguments box in Figure 4-16, if necessary.
n) If necessary, click, hold and drag the Function Arguments box down until it doesnt block the
view of any cells in Row 2.
o) The blinking cursor is already located in the blank box to the right of the words Lookup_value.
p) Click Cell D2.
q) Press the Tab key. The tab key is located in the upper left area of most keyboards. The blinking
cursor is now located in the blank box to the right of the words Table_array.
r) Click the worksheet tab labeled For VLOOKUP. The worksheet tab is located at the bottom of the
worksheet.
s) Click, hold and drag Column A thru Column B.
t) Press the Tab key. The blinking cursor is now located in the blank box to the right of the words
Col_index_num.
u) Type 2
v) Press the Tab key. The blinking cursor is now located in the blank box to the right of the words
Range_lookup.
w) Type false. This is a critical step that ensures we will only get a result when Excel finds a value
that matches exactly what were asking it to look for.
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x) The Function Arguments box should look as shown in Figure 4-16.
Figure 4-16: The completed Function Arguments box for the VLOOKUP
function.
y) This is what this formula is instructing the computer to do: Look at what's in cell D2 in this
worksheet. Go find that value in the first column (Column A) of a table that includes Column A
thru Column B in the worksheet labeled For VLOOKUP. When you find an exact match, go to the
2nd column of that row in the database. Copy that value and put it in this cell.
z) In this case, Excel looked for the value Income-Paycheck, and found it in Cell A5 in the
worksheet labeled For VLOOKUP. Excel then went to Cell B5 the 2nd column in that same row.
Cell B5 had a value of Earned circled in Figure 4-16 which Excel will place in this cell as soon
as we click the OK button.
aa) Click the OK button.
bb) The word Earned should now appear in Cell H2.
14) Lets copy this formula to the rest of the cells in this column, and add appropriate formatting.
a) Right-click Cell H2.
b) In the menu that appears, click Copy.
c) Click, hold and drag Cell H3 thru Cell H35.
d) Right-click anywhere in the highlighted area.
e) In the menu that appears, click Paste.
f) Press the Esc key to make the dotted lines go away, as well as the little icon in Cell I36.
i) There are some cells in Column H that have a value of #N/A. Excel returned this value
because it did not find any value in Column D to lookup. These #N/A values wont harm
anything were doing, so well ignore them for now.
g) Click Column H.
h) In the Home tab, in the Alignment group, click the Center icon twice. Clicking it once will only
remove the center formatting from Cell A1 that we had added earlier.
i) In the Home tab, in the Cells group, click the Format icon.
j) In the menu that appears, click AutoFit Column Width.
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k) Press the Ctrl and Home keys simultaneously to go to Cell C2, the cell just below and to the right
l) Column H should look as shown in Figure 4-22.
16) Well now use the IF function to provide a warning if our checkbook balance is under $100. Well
talk about what it means as we finish entering this function.
a) Click the worksheet labeled Checkbook Balance.
b) Click Cell C4.
c) Click the Insert Function icon located just to the left of the formula bar. Please refer to Figure
4-14 for a view of the Insert Function icon, if necessary.
d) A box pops up labeled Insert Function.
e) Click the drop-down box to the far right of the words Or select a category.
f) In the list that appears, click All.
g) In the box under the words Search for a function, click to the right of the word Go.
h) Press the Backspace key until the box is empty.
i) Type IF
j) Click the Go button, located to the right of where we typed IF.
k) The box should look as shown in Figure 4-17.
Figure 4-17: The Insert Function box, after clicking the Go button.
l) Since IF is already highlighted, click the OK button.
m) A box pops up labeled Function Arguments. For the next few steps, please refer to the
n) If necessary, click, hold and drag the Function Arguments box down until it doesnt block the
view of any cells above Row 5.
o) The blinking cursor is already located in the blank box to the right of the words Logical_test.
p) Click Cell B4 and type <100
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q) Press the Tab key.

r) The blinking cursor is now located in the blank box to the right of the words Value_if_true.
s) Type LOW BALANCE
t) Press the Tab key. The blinking cursor is now located in the blank box to the right of the words
Value_if_false.
u) Type Balance OK
v) Press the Tab key.
w) The Function Arguments box should look as shown in Figure 4-18.
Figure 4-18: The completed Function Arguments box for the IF function.
x) This is what this formula is instructing the computer to do: Determine whether the value in Cell
B4 is less than 100. This is the logical test. If it is meaning that the logical test is true put the
words LOW BALANCE into this cell. If it isnt meaning that the logical test is false put the
words Balance OK into this cell.
y) In this case, Excel determined that the value in Cell B4 was not less than 100, meaning that the
logical test was false. Excel will put the words Balance OK circled in Figure 4-18 into this Cell
C4 as soon as we click the OK button.
z) Click the OK button. The words Balance OK should now appear in Cell C4.
aa) As just demonstrated, the IF function offers us a way to emphasize situations we think ought to
be emphasized.
17) Lets add some formatting.
a) Click Column C.
b) In the Home tab, in the Cells group, click the Format icon.
c) In the menu that appears, click AutoFit Column Width.
d) Press the Ctrl and Home keys simultaneously to go to Cell A1.
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18) The worksheet should look as shown in Figure 4-19.
Figure 4-19: The worksheet named Checkbook Balance after entering the IF
function.
20) In this section, were going to add a new column in the worksheet named Checkbook that contains
values for some charts were going to prepare a little later. Charts showing amounts earned and
spent typically have the same sign, but weve entered both positive and negative numbers,
depending on whether it was received or spent. Were going to use the IF function to help us
quickly and automatically create this additional column of values.
b) Click Cell I1.
c) Type Chart$ and press the Enter key.
d) Cell I2 is now the active cell. Click the Insert Function icon located just to the left of the formula
bar. Please refer to the circled Insert Function icon in Figure 4-14 if necessary.
e) A box pops up labeled Insert Function, similar to Figure 4-20. Since we just used it, the IF
function already appears as the first item in the box labeled Select a function.

f) Click the OK button.
g) A box pops up labeled Function Arguments. For the next few steps, please refer to the
h) If necessary, click, hold and drag the Function Arguments box down until it doesnt block the
view of any cells above Row 3.
i) The blinking cursor is already located in the blank box to the right of the words Logical_test.
j) Click Cell H2.
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k) While still in that same box, type =Earned (include the quotation marks).
l) Press the Tab key.
m) The blinking cursor is now located in the blank box to the right of the words Value_if_true.
n) Click Cell E2.
o) Press the Tab key. The blinking cursor is now located in the blank box to the right of the words
Value_if_false.
p) Type (the minus sign) and click Cell E2. (The character after the word type is a minus sign.)
q) Press the Tab key.
r) The Function Arguments box should look as shown in Figure 4-21.
Figure 4-21: The completed Function Arguments box for the IF function.
s) This is what this formula is instructing the computer to do: Determine whether the word Earned
is in Cell H2. This is the logical test. If it is meaning that the logical test is true put the value of
Cell E2 into this cell. If it isnt meaning that the logical test is false put the value of Cell E2,
but change the sign first, into this cell.
t) In this case, Excel determined that the word Earned was in Cell H2, meaning that the logical test
was true. Excel will put the value 600 circled in Figure 4-21 into this Cell I2 as soon as we click
the OK button.
u) Click the OK button. The value 600 should now appear in Cell I2.
21) Finally, lets copy this formula to the rest of the cells in this column and add appropriate
formatting.
a) Right-click Cell I2.
b) In the menu that appears, click Copy.
c) Click, hold and drag Cell I3 thru Cell I35.
d) Right-click anywhere in the highlighted area.
e) In the menu that appears, click Paste.
f) Press the Esc key to make the dotted lines go away, as well as the little icon in Cell J36.
g) Click Column I.
h) In the Home tab, in the Number group, click the Comma Style icon.
i) Click, hold and drag Row 12 thru Row 13.
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j) Right-click anywhere in the highlighted area.

k) In the menu that appears, click Clear Contents.
l) Click, hold and drag Row 24 thru Row 25.
m) Right-click anywhere in the highlighted area.
n) In the menu that appears, click Clear Contents.
a) Press the Ctrl and Home keys simultaneously to clear the highlighted area and to go to Cell C2,
the cell just below and to the right of where the panes are frozen.
22) The worksheet should look as shown in Figure 4-22.
Figure 4-22: The worksheet named Checkbook after entering the IF function.
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Chapter 5: Sorting Data, Wrapping Text
In this chapter, well sort the data and use Excels text wrapping feature. Sorting is a commonly used
and needed feature, and the Wrap Text feature is a powerful, flexible way to include text in a cell
without taking up too much valuable column width space.
1) Before we sort, we must make sure we can put the data back in the order we started with. To do
this, well insert a column all the way on the left that will contain the original sort order.
a) Right-click Column A. Note that were still in the worksheet named Checkbook.
b) In the menu that appears, click Insert.
c) Click Cell A1, type Original Order and press the Enter key. Those words do not fit into Cell A1,
circled in Figure 5-1, so well use Excels Wrap Text and AutoFit features to fix that. Well also
use these features to narrow the width of the Category Type column, also circled in Figure 5-1.
Figure 5-1: Cell A1 and Cell I1 before using the Wrap Text feature.
d) Click Row 1.
e) In the Home tab, in the Alignment group, click the Wrap Text icon, circled in Figure 5-2.
Figure 5-2: The Wrap Text icon, in the Home tab, in the Alignment group.
f) Immediately, the text is wrapped in Cell A1, and Row 1 is taller than it was a moment ago, as
Figure 5-3: Row 1 after using the Wrap Text feature.

g) Move the mouse pointer until it is on the boundary line between the letters I and J in the column
label area. Note that the mouse pointer changes shape, circled in Figure 5-4.
Figure 5-4: The mouse pointer, just before changing the column width.
h) Click, hold and drag the boundary line to the left until it is about in the middle of the word Type,
as shown in Figure 5-5, then release the mouse button. While were doing this, a box showing
the width will appear, also shown in Figure 5-5, but were going to ignore it because its not an
57
essential feature.
Figure 5-5: The worksheet and mouse pointer while changing the column
width.
i) As soon as we let go of the mouse button, the text in cell I1 is also wrapped, circled in Figure
5-6.
Figure 5-6: Cell I1 after changing the column width.

j) Click the small empty box above Row 1, and to the left of Column A, circled in Figure 5-7. This will
highlight the entire worksheet.
worksheet.
k) In the Home tab, in the Cells group, click the Format icon, circled in Figure 5-8.
Figure 5-8: The Format icon, in the Home tab, in the Cells group
l) In the menu that appears, click AutoFit Column Width.
m) All of the column widths in the worksheet have now been adjusted, as shown in Figure 5-9.
Figure 5-9: The worksheet after using the AutoFit Column Width feature.
n) Click the Save icon in the Quick Access Toolbar.
o) Click Cell A2, type the number 1 and press the Enter key.
p) Click, hold and drag Cell A2 thru Cell A35.
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q) In the Home tab, in the Editing group all the way on the right, click the Fill icon, circled in Figure
5-10.
Figure 5-10: The Fill icon, in the Home tab, in the Editing group.
r) In the menu that appears, click Series.
s) A box pops up labeled Series as shown in Figure 5-11.
Figure 5-11: The Series box.

t) Click the OK button. Column A now contains a series of numbers from 1 to 34, which will allow
us to return the data to its original order.
2) Lets sort our checkbook data by Category, with the highest amounts within each category showing
first. The ability to sort the data in this way allows us to quickly spot the transactions with the
largest impact within each category.
a) Scroll down until Row 35 is visible.
b) Click, hold and drag Row 35 thru Row 1. Its very important that rows are selected and not just
cells. Nothing bad will happen if you dont select rows in this particular situation since there are
no blank columns within our data, but it can be disastrous if the cells in only some of the
columns in a worksheet are sorted.
c) In the Home tab, in the Editing group, click the Sort & Filter icon, circled in Figure 5-12.
Figure 5-12: The Sort & Filter icon, in the Home tab, in the Editing group.
d) In the menu that appears, click Custom Sort.
e) A box pops up labeled Sort, as shown in Figure 5-13. There should be a checkmark in the box to
the left of the words My data has headers. If there isnt, please redo the steps in this section.
59
f) In the row labeled Sort by, click the drop-down box on the right side of the first of the three
blank boxes in that row, circled in Figure 5-13.
Figure 5-13: The Sort box.

g) In the list that appears, click Category. The Sort box should look as shown in Figure 5-14.
Figure 5-14: The Sort box, after selecting Category as the first sort level.
h) Click the Add Level icon at the top of the Sort box, circled in Figure 5-14.
i) A new row labeled Then by appears in the Sort box, as shown in Figure 5-15.
j) In the row labeled Then by, click the drop-down box on the right side of the first of the three
blank boxes in that row, circled in Figure 5-15.
k) In the list that appears, click Chart$.
l) Click the drop-down box on the right side of the last box in that row, circled in Figure 5-15.
m) In the list that appears, click Largest to Smallest. The Sort box should look as shown in Figure
5-15.
Figure 5-15: The completed Sort box.

n) Click the OK button.
o) Press the Ctrl and Home keys simultaneously to go to Cell C2, the cell just below and to the right
p) Our data is now sorted so that the highest amount positive or negative within each Category
appears first within that category. The top portion of the sorted worksheet should look as
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Figure 5-16: The worksheet after sorting.

3) Finally, lets put the data back in the same order it was at the beginning of this chapter.
a) Scroll down until Row 35 is visible.
b) Click, hold and drag Row 35 up thru Row 1, being careful to select rows, and not just cells.
c) In the Home tab, in the Editing group, click the Sort & Filter icon, circled in Figure 5-17.
d) In the menu that appears, click Sort Smallest to Largest. The data is now sorted as it was at the
start of the chapter.
e) Right-click Column A.
f) In the menu that appears, click Delete.
g) Press the Ctrl and Home keys simultaneously to clear the highlighted area and to go to Cell C2,
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Chapter 6: Using Filters to Analyze Data
Filters by themselves offer a fast, flexible way to analyze information. When combined with other
visual features of the Excel window, they become even more powerful. Well cover both in this
chapter.
1) Well start by using filters and the Excel status bar to view amounts in the Phone category, as well
as view a total for those amounts.
a) Click, hold and drag Column I thru Column A.
b) In the Home tab, in the Editing group, click the Sort & Filter icon, circled in Figure 6-1.
c) In the menu that appears, click Filter.
d) Drop-down boxes appear in each cell in Row 1, as shown in Figure 6-2.
Figure 6-2: The worksheet after adding the Filter feature.

e) Press the Ctrl and Home keys simultaneously to clear the highlighted area and to go to Cell C2,
f) Click the drop-down box in Cell D1, circled in Figure 6-2. A box immediately pops up, as shown in
the left side of Figure 6-3.
g) In this Filter box, click the box to the left of the words (Select All), circled in the box in the middle
in Figure 6-3. Note that all the checkmarks are removed.
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h) In this same Filter box, click the box to the left of the word Phone, circled in the box on the right
in Figure 6-3.
Figure 6-3: From left to right, a progression of the Filter box as it is being
completed.
i) Click the OK button.
j) Click Column E.
k) The worksheet should look as shown in Figure 6-4.
Figure 6-4: The worksheet after using the Filter feature.

l) There are several unique things about the way the worksheet looks that are worth mentioning:
i) The three Phone transactions that we entered were displayed quickly and with little effort.
ii) In the status bar at the bottom of the worksheet circled in Figure 6-4 the sum, average,
and number of highlighted cells is displayed. Note that these will be displayed whenever
more than one amount is highlighted, regardless of whether the filter feature is being used.
iii) In the circled area on the left, note that only row numbers 1, 6, 18 and 30 are displayed, and,
except for Row 1, they are colored blue. Both tell us that the filter feature is in use.
iv) Finally, the special appearance of the filter icon in Cell D1 also circled in Figure 6-4
indicates that the filter feature is active for Column D.
2) Filters can be used to filter data in more flexible ways. Lets view all the amounts in the Phone
category that occurred before the month of June (Month #6). To do this, well use the current filter,
but add a custom filter for the column labeled Month.
a) Click the drop-down box in Cell G1.
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b) In the box that appears, place the mouse pointer over Number Filters (dont click yet), and in the
menu that appears on the right, click Less Than, circled in Figure 6-5.
Figure 6-5: The worksheet while selecting the Number Filter labeled Less than.
c) A box labeled Custom AutoFilter pops up. In the blank box to the far right of the words is less
than, type 6. The Custom AutoFilter box should look as shown in Figure 6-6.
Figure 6-6: The completed Custom AutoFilter box.

d) Click the OK button.
e) The worksheet should look as shown in Figure 6-7.
Figure 6-7: The worksheet after adding a custom filter.

f) There are several things about the way the worksheet looks now that are worth mentioning:
i) There are two Phone transactions displayed, rather than the previous three. The Phone
transaction for the month of June is no longer displayed since June (month 6) is not less than
6.
ii) In the status bar at the bottom of the worksheet circled in Figure 6-7 the new sum,
average, and number of highlighted cells is displayed.
65
iii) In the circled area on the left, note that only row numbers 1, 6, and 18 are displayed, and,
except for Row 1, they are colored blue.
iv) Finally, two filter icons one in Cell D1 and one in Cell G1, both circled in Figure 6-7 now
have a special appearance. This indicates that the filter feature is active for both columns.
3) Finally, lets clear and then remove the filters before we move on to PivotTables.
a) In the Home tab, in the Editing group, click the Sort & Filter icon. Please refer to Figure 6-1 if
necessary.
b) In the menu that appears, click Clear. This removes any of the selections we made in any of the
filters.
c) In the Home tab, in the Editing group, click the Sort & Filter icon again.
d) In the menu that appears, click Filter. This removes the drop-down boxes.
4) Press the Ctrl and Home keys simultaneously to clear the highlighted area and to go to Cell C2, the
cell just below and to the right of where the panes are frozen.
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Chapter 7: Using PivotTables to Summarize and Analyze Data
Were now ready to use what I consider one of the most powerful features of Excel: the PivotTable.
PivotTables are a simple but very powerful and flexible method to analyze, summarize and/or report
data. Rather than say more, lets just get right to doing one, and seeing what a PivotTable can do for
us.
1) Well start by preparing a PivotTable to provide the answer to a very simple question: How did
what we earn compare to what we spent for the second three months of the year (April, May and
June)?
a) In the worksheet named Checkbook, click the small empty box above Row 1, and to the left of
Column A, circled in Figure 7-1. This will highlight the entire worksheet.
worksheet.
b) Click the Insert tab.
c) In the Insert tab, in the Tables group, click the PivotTable icon, circled in Figure 7-2. (Please be
careful not to click below the circled PivotTable icon.)
Figure 7-2: The PivotTable icon, in the Insert tab, in the Tables group.
d) A box pops up labeled Create PivotTable, shown in Figure 7-3. If the range that appears in the
box to the right of the words Table/Range is not Checkbook!$A:$I, click, hold and drag Column I
thru Column A.
Figure 7-3: The Create PivotTable box.

e) Click the OK button.
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f) The screen should look as shown in Figure 7-4.
Figure 7-4: The worksheet at the start of creating a PivotTable.

g) There are four significant changes circled and numbered in Figure 7-4 that just occurred on
the screen:
i) A new worksheet labeled Sheet1 was created by Excel.
ii) This new worksheet has a grayed out box on the left labeled PivotTable1.
iii) This new worksheet has a set of boxes on the right under the label PivotTable Field List.
iv) Two new tabs labeled Options and Design appeared at the top. These PivotTable
Tools tabs appear only when the PivotTable is selected.
h) Click the Design tab.
i) In the Design tab, in the Layout group, click the Report Layout icon, circled in Figure 7-5.
Figure 7-5: The Report Layout icon, in the Design tab, in the Layout group.
j) In the menu that appears, click the Show in Outline Form icon.
k) In the PivotTable Field List on the right, there is a list of fields which correspond to the column
headings in the worksheet named Checkbook. Click, hold and drag the Year button into the box
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labeled Report Filter. Note that Year now appears in two places: In the PivotTable on the left
and in the box labeled Report Filter on the right.
l) Click, hold and drag the Amount button into the box labeled Values. Note that the label for the
Amount button in the Values box is now Count of Amount, and the PivotTable also contains this
field. The worksheet and PivotTable Field List box should look as shown in Figure 7-6.
Figure 7-6: The worksheet and PivotTable Field List box after adding the Year
and Amount fields to the PivotTable.
m) Well now change the PivotTable so it sums the Amount values, rather than counts them, and
add appropriate formatting.
i) Click Cell A3.
ii) Click the Options tab. In the Active Field group, click the Field Settings icon, circled in Figure
7-7.
Figure 7-7: The Field Settings icon, in the Options tab, in the Active Field
group.
iii) A box pops up labeled Value Field Settings. In the list under the words Summarize value field
by, click Sum, circled in Figure 7-8.
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iv) Click the Number Format button, also circled in Figure 7-8.
Figure 7-8: The completed Value Field Settings box.

v) A box labeled Format Cells pops up. Please refer to Figure 7-9 as needed for the next few
steps.
vi) In the list under the word Category, click Accounting, circled in Figure 7-9.
vii) Press the down arrow to the right of the words Decimal places, circled in Figure 7-9, until the
number of decimal places equals 0.
viii) Click the drop-down box to the right of the word Symbol, circled in Figure 7-9. In the list
that appears, click None.
ix) The Format Cells box should look as shown in Figure 7-9.
Figure 7-9: The completed Format Cells box.

xi) Click the OK button at the bottom of the Value Field Settings box.
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n) The worksheet should look as shown in Figure 7-10. The total that appears in Cell A4 is the sum
of all the amounts from the worksheet labeled Checkbook, but rounded to the nearest dollar.
Figure 7-10: The worksheet after adding formatting.

o) Click the drop-down box in Cell B1.
p) In the list that appears, click 2009. Note that the current year, rather than 2009, may appear in
your list.
q) Click the OK button.
r) In the PivotTable Field List on the right, click the checkbox next to the Category Type button. The
field Category Type was automatically added to the PivotTable on the left, and to the box
labeled Row Labels on the right.
s) In the PivotTable Field List on the right, click, hold and drag the Month button to the box labeled
Column Labels.
t) The worksheet and PivotTable Field List should look as shown in Figure 7-11.
Figure 7-11: The completed PivotTable along with the PivotTable Field List.
u) In just a few steps, weve created a summary of the data we entered called a PivotTable. This
PivotTable shows us how much weve earned, how much weve spent, and the difference, and it
shows it by month, for Months 4, 5 and 6, or April, May and June, respectively.
v) Click the Save icon in the Quick Access Toolbar.
2) Were just getting started! Suppose we want more information. How did we earn our money? How
did we spend our money? This is where the ease and flexibility of a PivotTable really start to show.
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a) In the PivotTable Field List on the right, click the checkbox next to the Category button. The field
Category was automatically added to the PivotTable on the left, and to the box labeled Row
Labels on the right.
b) In an instant, were able to see more detail about what weve earned and spent, as shown in
Figure 7-12. For example, we can see that, for the Food category, weve spent 71, 85 and 63 in
April, May and June, respectively.
Figure 7-12: The PivotTable and PivotTable Field List after adding Category.
3) Before going any further, lets rename the new worksheet.
a) Right-click the worksheet tab labeled Sheet1, circled in Figure 7-13.
b) In the menu that appears, click Rename, also circled in Figure 7-13.

c) Note that the worksheet name is now highlighted. Type PivotTable Summary and press the
Enter key.
4) Lets make sure all the fields display their values in ascending order. There will be no immediate,
visible difference in the look of the PivotTable as a result of the sorting steps were about to take,
but these steps will ensure all fields in this PivotTable stay in order, even if we add data to the
worksheet labeled Checkbook. If we dont do this, and, for example, add a new Category to the
checkbook data, the new Category will appear out of order at the bottom of the PivotTable. I think
performing these sorting related steps is essential every time a field is added to a PivotTable.
a) Click Cell A4, the cell labeled Category Type.
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b) Click the Options tab.

c) In the Options tab, in the Sort group, click the Sort A to Z icon, circled in Figure 7-14. Please refer
to Figure 7-14 for the remaining steps in this section.
Figure 7-14: The Sort A to Z icon, in the Options tab, in the Sort group.
d) Click Cell B4, the cell labeled Category.
e) In the Options tab, in the Sort group, click the Sort A to Z icon.
f) Click Cell C3, the cell labeled Month.
g) In the Options tab, in the Sort group, click the Sort A to Z icon.
5) Lets make this PivotTable a bit more eye-catching.
a) Click the Design tab.
b) In the Design tab, in the PivotTable Styles group, click the More icon, circled in Figure 7-15.
Figure 7-15: The More icon, in the Design tab, in the PivotTable Styles group.
c) In the box of PivotTable styles that appears, click the style that has a pop-up description of
PivotStyle Medium 19, as shown in Figure 7-16. The pop-up description will appear when the
mouse is held over a style for a second.
Figure 7-16: Some of the available Pivot Styles.
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d) The PivotTable should look as shown in Figure 7-17.
Figure 7-17: The PivotTable after adding a style.

e) Click the Save icon in the Quick Access Toolbar.
6) Lets prepare a PivotTable showing only what weve spent, but with lots more detail. Rather than
creating another PivotTable from scratch, well copy the worksheet named PivotTable Summary
and rearrange the fields in the PivotTable in the new worksheet.
a) Right-click the worksheet tab labeled PivotTable Summary.
b) In the menu that appears, click Move or Copy, circled in Figure 7-18.

c) In the box that pops up labeled Move or Copy, click the box to the left of the words Create a
copy, circled in Figure 7-19.
Figure 7-19: The completed Move or Copy box.
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d) Click the OK button. Note that a new worksheet just appeared that Excel automatically labeled
PivotTable Summary (2), circled in Figure 7-20.
Figure 7-20: The worksheet after copying an existing worksheet.

e) Before going further, lets rename the new worksheet. Please refer to Figure 7-13 for help with
these renaming steps, if necessary.
i) Right-click the worksheet tab labeled PivotTable Summary (2).
ii) In the menu that appears, click Rename.
iii) Note that the worksheet name is now highlighted. Type PivotTable Details and press the
Enter key.
f) In the PivotTable Field List:
i) Click, hold and drag the Category Type button to the box labeled Report Filter, under the Year
button thats already there. Please note that the PivotTable on the left changes as we do
each of these steps.
ii) Click the checkbox next to the Month button. This will remove the checkmark and remove the
Month field from the PivotTable.
iii) Click the checkbox next to the Date button.
iv) Click the checkbox next to the Description button. Note that the Row Labels box now contains
the Date button and the Description button, in addition to the Category button that we
added earlier.
g) Click the Design tab.
h) In the Design tab, in the Layout group, click the Report Layout icon, circled in Figure 7-21.
Figure 7-21: The Subtotals and Report Layout icons, in the Design tab, in the
Layout group.
i) In the menu that appears, click the Show in Tabular Form icon.
j) In the Design tab, in the Layout group, click the Subtotals icon, also circled in Figure 7-21.
k) In the menu that appears, click the Do Not Show Subtotals icon.
l) Click the drop-down box on the right side of Cell B2.
m) In the list that appears, click the word Spent.
n) Click the OK button. Note that the category labeled Income-Paycheck no longer appears in the
PivotTable since it is not associated with the Spent Category Type.
o) Right-click Cell A4, the cell labeled Category.
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p) In the menu that appears, click Subtotal Category, circled in Figure 7-22.
Figure 7-22: The menu that appears after right-clicking a PivotTable field.
q) Lets make sure all the fields we added to the PivotTable display their values in ascending order.
i) Click Cell B4, the cell labeled Date.
ii) Click the Options tab.
iii) In the Options tab, in the Sort group, click the Sort A to Z icon, circled in Figure 7-14.
iv) Click Cell C4, the cell labeled Description.
v) In the Options tab, in the Sort group, click the Sort A to Z icon, circled in Figure 7-14.
r) The top portion of the PivotTable should look as shown in Figure 7-23.
Figure 7-23: The top portion of the PivotTable with dates not appearing
properly.
s) Did you notice that the dates did not appear properly? Anytime numbers are too long to display
in a cell, Excel will display the numbers as shown and circled in Figure 7-23. To fix that, were
going to use the Autofit Column Width feature, but were going to use it in a quicker way.
i) Move the mouse pointer until it is on the boundary line between the letters B and C in the
column label area, circled in Figure 7-23. Note that the mouse pointer has changed shape.
ii) Double-click the mouse button. The width of Column B was adjusted so that the dates appear
properly, as shown and circled in Figure 7-24.
Figure 7-24: The top portion of the PivotTable after using the AutoFit
Column Width feature.
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t) We now have a detailed report of what weve spent by category and by date, along with
subtotals for each category for the months of April, May and June.
8) Lets add some data to our Checkbook worksheet and update both PivotTables.
b) Click Row 31.
c) Right-click Row 31.
d) In the menu that appears, click Copy.
e) Right-click Row 37.
f) In the menu that appears, click Paste.
g) Click Cell B37, type 7/10 and press the Enter key.
h) Click Cell E37, type -100 and press the Enter key.
i) Click the worksheet tab labeled PivotTable Summary.
j) Right-click anywhere in the PivotTable (I right-clicked Cell D9.)
k) In the menu that appears, click the Refresh icon, circled in Figure 7-25.
Figure 7-25: The menu that appears after right-clicking in a PivotTable.

l) The PivotTable in the PivotTable Summary worksheet has a new Grand Total and a Month 7,
both circled in Figure 7-26.
Figure 7-26: The PivotTable Summary worksheet after adding data to the
Checkbook worksheet and refreshing the PivotTable.
m) Click the worksheet tab labeled PivotTable Details.
n) Right-click anywhere in the PivotTable. (I right-clicked Cell C8.)
o) In the menu that appears, click the Refresh icon, circled in Figure 7-25.
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p) The PivotTable in the PivotTable Detail worksheet also has Month 7 data in the Food category,
circled in Figure 7-27, as well a new Grand Total.
Figure 7-27: The PivotTable Detail worksheet after adding data to the
Checkbook worksheet and refreshing the PivotTable.
q) Click the Save icon in the Quick Access Toolbar.
9) Grouping is the final powerful feature of PivotTables well cover. It offers a fast way to group dates
in meaningful ways. Well also Ungroup at the end of this section.
a) In the worksheet named PivotTable Details, right-click Cell B4, the cell labeled Date.
b) In the menu that appears, click Group.
c) A box pops up labeled Grouping, with Months already selected. Please refer to Figure 7-28 for
the remaining steps in this section.
i) Click Quarters, circled in Figure 7-28.
ii) Click the OK button. The Grouping box should look as shown in Figure 7-28.
Figure 7-28: The completed Grouping box.

d) Right-click Cell B4, the cell now labeled Quarters.
e) In the menu that appears, click Subtotal Quarters.
f) The PivotTable Detail worksheet should look as shown in Figure 7-29. Note that Excel has
changed the individual dates in the Date field circled in Figure 7-29 to months. Note also the
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new field Quarters also circled in Figure 7-29 which groups the months by quarters.
Figure 7-29: The PivotTable after using the Grouping feature.

g) Right- click Cell B4, the cell labeled Quarters.
h) In the menu that appears, click Ungroup. The PivotTable should look as it did in Figure 7-27.
10) Lets delete the line for July that we added a little earlier, and refresh all the PivotTables at once.
b) Right-click Row 37.
c) In the menu that appears, click Delete.
d) Click any worksheet tab containing a PivotTable. (I clicked the worksheet tab labeled PivotTable
Summary.)
e) Click the Options tab. If the Options tab does not appear in the Ribbon, click somewhere in the
PivotTable.
f) In the Options tab, in the Data group, click the drop-down arrow under the Refresh icon, circled
in Figure 7-30.
Figure 7-30: The drop-down arrow underneath the Refresh icon, in the Options
tab, in the Data group.
g) In the menu that appears, click Refresh All.
h) The PivotTable in the PivotTable Summary worksheet should look as it did in Figure 7-17. The
PivotTable in the PivotTable Detail worksheet should look as it did in Figure 7-24.
11) Finally, if the PivotTable Field List that usually appears on the right side of a worksheet containing
a PivotTable has disappeared, and clicking anywhere in the PivotTable does not cause it to
reappear, heres how to get it back:
a) Right-click anywhere in the PivotTable.
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b) At the bottom of the menu that appears, click Show Field List. The PivotTable Field List box
should immediately reappear.
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Chapter 8: Using Charts to Present Data
A chart is an excellent and essential way to present data, and Excel offers two distinct methods for
preparing them: Charts based on data in a PivotTable, and charts based on data not in a PivotTable.
Well cover both methods because, more often than not, the data to be charted is not all in one
database.
1) Similar to the start of the chapter on PivotTables, well start by preparing a chart comparing what
we earned to what we spent for each month in the second three months of the year.
a) Click the worksheet tab labeled PivotTable Summary, if not already selected.
b) Right-click Cell B4, the cell labeled Category.
c) In the menu that appears, click Remove Category.
d) Click the Options tab.
e) In the Options tab, in the Tools group, click the PivotChart icon, circled in Figure 8-1.
Figure 8-1: The PivotChart icon, in the Options tab, in the Tools group.
f) A box pops up labeled Insert Chart, with the first chart in the Column section already selected,
Figure 8-2: The Insert Chart box.

h) Click, hold and drag the top of the chart that just appeared until the top left corner is
somewhere in Cell A9.
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i) The worksheet, including the Ribbon, should look as shown in Figure 8-3.
Figure 8-3: The worksheet, including the Ribbon, after creating a PivotChart.
j) There are four significant changes circled and numbered in Figure 8-3 that just occurred in
the worksheet and in the Ribbon:
i) The worksheet has a PivotChart.
ii) The worksheet has a set of boxes on the right under the label PivotChart Filter Pane.
iii) The worksheet has a set of boxes on the right under the label PivotTable Field List that
looks very similar to the boxes associated with a PivotTable. However, unlike those boxes,
two of the four boxes at the bottom of the PivotTable Field List are labeled differently Axis
Fields in the bottom left, and Legend Fields in the upper right.
iv) Four new tabs labeled Design, Layout, Format and Analyze appeared at the top. These
PivotChart Tools tabs appear only when the Chart Area is selected.
k) In the box labeled PivotTable Field List:
i) Click the checkbox next to the Amount button. This will remove the checkmark from the box,
and remove the Amount button from box labeled Values.
ii) Click, hold and drag the Chart$ button to the box labeled Values.
l) Lets change the settings of the Chart$ field from Count to Sum and add appropriate formatting.
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i) In the box labeled Values, click the drop-down box on the right side of the Count of Chart$
button, circled in Figure 8-4.
Figure 8-4: The Count of Chart$ button, in the PivotTable Field List.
ii) In the menu that appears, click Value Field Settings.
iii) A box pops up labeled Value Field Settings. In the list under the words Summarize value field
by, click Sum, circled in Figure 8-5.
Figure 8-5: The completed Value Field Settings box.

iv) Click the Number Format button, also circled in Figure 8-5.
v) A box labeled Format Cells pops up. Please refer to Figure 8-6 as needed for the next few
steps.
vi) In the list under the word Category, click Accounting, circled in Figure 8-6.
vii) Press the down arrow to the right of the words Decimal places, circled in Figure 8-6, until the
number of decimal places equals 0.
viii) Click the drop-down box to the right of the word Symbol, circled in Figure 8-6. In the list
that appears, click None.
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ix) The Format Cells box should look as shown in Figure 8-6.
Figure 8-6: The completed Format Cells box.

xi) Click the OK button at the bottom of the Value Field Settings box.
m) In the PivotTable Field List, note that the Chart Area and PivotTable change as we do each step:
i) Click, hold and drag the Month button from the box labeled Legend Fields to the box labeled
Axis Fields, under the Category Type button.
ii) Click, hold and drag the Category Type button from the box labeled Axis Fields to the box
labeled Legend Fields.
n) Click the x in the upper right corner of the PivotChart Filter Pane box to close it. Well reopen it a
little later.
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o) The PivotChart compares what we earned to what we spent for each month in the second three
months of the year, as shown in Figure 8-7.
Figure 8-7: The worksheet with a PivotChart comparing Earned amounts to

Spent amounts.
p) Click the Save icon in the Quick Access Toolbar.
2) Lets make this PivotChart more informative by using a different Chart Layout, which will add some
descriptive information.
a) In the Design tab, in the Chart Layouts group, click the More icon, circled in Figure 8-8.
Figure 8-8: The More icon, in the Design tab, in the Chart Layouts group.
b) In the list of chart layouts that appear, click Layout 5.
c) Lets change the titles in the chart.
i) Right-click the area containing the words Chart Title.
ii) In the menu that appears, click Edit Text.
iii) Press the Del key until this area is clear.
iv) Type Earned versus Spent.
v) Right-click the area containing the words Axis Title on the left side of the Chart Area.
vi) In the menu that appears, click Edit Text.
vii) Press the Del key until this area is clear.
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viii) Type Dollars.

ix) Click a blank part of the Chart Area.
d) The Chart Area of the worksheet should look as shown in Figure 8-9. Note the data table that
appears directly below the chart.
Figure 8-9: The Chart Area after using a different Chart Layout.
e) Click the Save icon in the Quick Access Toolbar.
3) In this section well change the chart to show trends for amounts we spent in the Food, Gas, Phone
and Power categories.
a) In the PivotTable Field List:
i) Click, hold and drag the Category Type button from the box labeled Legend Fields to the box
labeled Report Filter, under the Year button.
ii) Click, hold and drag the Month button from the box labeled Axis Fields to the box labeled
Legend Fields.
iii) Click the checkbox next to the Category button. Note that the Category button now appears
in the Axis Fields box.
b) Click the Analyze tab.
c) In the Analyze tab, in the Show/Hide group, click the PivotChart Filter icon, circled in Figure 8-10.
Figure 8-10: The PivotChart Filter icon, in the Analyze tab, in the Show/Hide
group.
d) The PivotChart Filter Pane box should reappear in the worksheet.
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e) In the PivotChart Filter Pane box, click the drop-down box to the right of the words Category
Type, circled in Figure 8-11.
Figure 8-11: The PivotChart Filter Pane box

f) In the filter box that appears, click the word Spent, circled in Figure 8-12.
Figure 8-12: The Filter box after clicking the word Spent.
h) In the PivotChart Filter Pane box, click the drop-down box to the right of the word Category, also
i) In the filter box that appears, click the box to the left of the words (Select All).
j) In that same list, click the box to the left of each of the words Food, Gas, Phone and Power.
k) The filter list should look as shown in Figure 8-13.
Figure 8-13: The Filter box after selecting the desired Categories.
l) Click the OK button.
m) Click, hold and drag the top of the chart until the top left corner is somewhere in Cell A11.
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n) We now have a chart showing the trends for amounts we spent in the Food, Gas, Phone and
Power categories. The worksheet should look as shown in Figure 8-14.
Figure 8-14: The worksheet after modifying the PivotChart.

o) Click the Save icon in the Quick Access Toolbar.
4) In this section, well prepare a chart that looks similar to the one we just prepared, but we wont
use a PivotChart.
a) Well start by inserting a new worksheet and renaming it.
i) Click the worksheet tab labeled Checkbook.
ii) In the Home tab, in the Cells group, click the word Insert, circled in Figure 8-15.
Figure 8-15: The words Paste and Insert, in the Home tab.
iii) In the menu that appears, click Insert Sheet. A new worksheet tab labeled Sheet1 should
appear.
iv) Right-click the worksheet tab labeled Sheet1. Please refer to Figure 7-13 for help with these
renaming steps, if necessary.
v) In the menu that appears, click Rename.
vi) Note that the worksheet name is now highlighted. Type Chart Data and press the Enter
key.
b) Lets copy data from the last PivotTable we prepared.
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i) Click the worksheet tab labeled PivotTable Summary.

ii) Click, hold and drag Cell A5 thru Cell D9.
iii) Right-click anywhere in the highlighted area.
iv) In the menu that appears, click Copy.
v) Click the worksheet tab labeled Chart Data.
vi) In the Home tab, in the Cells group, click the word Paste, also circled in Figure 8-15.
vii) In the menu that appears, click Paste Values.
viii) Press the Esc key to make the little icon in Cell E6 go away. Note that only the values that
were in the PivotTable were copied to the Chart Data sheet.
ix) Click Cell A1.
x) Right-click Cell A1.
xi) In the menu that appears, click Clear Contents.
c) The worksheet should look as shown in Figure 8-16.
Figure 8-16: The worksheet after clearing the contents of Cell A1.
d) We now have data we can use to prepare a chart.
e) Click, hold and drag Cell A1 thru Cell D5.
f) Click the Insert tab.
g) In the Insert tab, in the Charts group, click the Column icon, circled in Figure 8-17.
Figure 8-17: The Column icon, in the Insert tab, in the Charts group.
h) In the list of charts that appears, click the first chart under the words 2-D Column, circled in
Figure 8-18.
Figure 8-18: The list of Chart Types in the Column category.

i) Click, hold and drag the top of the chart until the top left corner is in the middle of Cell F1.
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j) The worksheet should look as shown in Figure 8-19. Note that the columns are identical to the
PivotChart shown in Figure 8-14.
Figure 8-19: The worksheet with a chart.

k) Click the Save icon in the Quick Access Toolbar.
5) Lets add data for another month to the worksheet and add that new data series to the chart.
a) Well start by adding data for the month of July that is identical to the data for the month of
April.
i) Click, hold and drag Cell B1 thru Cell B5.
ii) Right-click anywhere in the highlighted area.
iii) In the menu that appears, click Copy.
iv) Right-click Cell E1.
vi) Click Cell B1. Note that the dotted lines as well as the little icon in Cell F6 will go away as soon
as we start entering the month labels in the next step.
vii) In Cell B1 thru Cell E1, type Apr, May, Jun, Jul. Press the right arrow key after each entry.
Did you notice that Excel automatically changed the months in the chart legend on the right
circled in Figure 8-20 to Apr, May and Jun?
b) Click somewhere in the middle of the Chart Area, circled in Figure 8-20.
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c) The worksheet should look as shown in Figure 8-20.
Figure 8-20: The worksheet after adding data for July, and changing the column
headings.
d) Click, hold and drag the lower right corner of Cell D5 circled in Figure 8-20 and Figure 8-21 to
the lower right corner of Cell E5. Note that the mouse pointer changes shape while doing this.
e) Thats it. The chart now contains the data for the month of July, and should look as shown in
Figure 8-21.
Figure 8-21: The worksheet after expanding the data to be included in the
chart.
f) Click the Save icon in the Quick Access Toolbar.
6) Lets change the look of the chart, add a title, show the values within the chart rather than in a
table below the chart, and move this chart to its own workbook tab. To do this, well use the new
tabs that appeared in the Ribbon when we created this chart.
a) Click in the center of the Chart Area.
b) Click the Design tab.
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c) In the Design tab, in the Type group, click the Change Chart Type icon, circled in Figure 8-22.
Figure 8-22: Various circled icons in the Design tab.

d) In the box that pops up labeled Change Chart Type, click the word Bar on the left side of the box,
e) The Change Chart Type box should look as shown in Figure 8-23. Note that the first chart under
the word Bar is already selected.
Figure 8-23: The completed Change Chart Type box.

f) Click the OK button.
g) In the Design tab, in the Location group all the way on the right, click the Move Chart icon,
h) A box pops up labeled Move Chart. Click the round button next to the words New sheet, circled
in Figure 8-24.
Figure 8-24: The completed Move Chart box.

i) Click the OK button. Note that a new worksheet tab labeled Chart1 appears, and is the current
worksheet.
j) Click the Layout tab, if not already selected.
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k) Well refer to Figure 8-25 for the next few steps.
Figure 8-25: Various circled icons in the Layout tab.

i) In the Layout tab, in the Labels group, click the Chart Title icon, circled in Figure 8-25.
ii) In the menu that appears, click Above Chart.
iii) Right-click the area containing the words Chart Title that we just added.
iv) In the menu that appears, click Edit Text.
v) Press the Del key until this area is clear.
vi) Type Trends for Selected Categories.
vii) Click a blank part of the Chart Area.
viii) In the Layout tab, in the Labels group, click the Data Labels icon, also circled in Figure 8-25.
ix) In the menu that appears, click Outside End. Amounts from the data we used to create this
chart appear at the end of each bar.
7) Did you notice that some of the numbers that appear at the end of the bars have numbers after the
decimal point especially in the Food category and some dont? Well fix that now, as well as add
formatting to the bottom axis.
a) Click the worksheet tab named Chart Data.
b) Click, hold and drag Cell B2 thru Cell E5.
c) In the Home tab, in the Number group, click the Decrease Decimal icon, circled in Figure 8-26.
Figure 8-26: The Decrease Decimal icon, in the Home tab, in the Number group.
d) Click the worksheet tab labeled Chart1. Note that the numbers at the end of the bars no longer
have a decimal point.
e) Click the Layout tab.
f) In the Layout tab, in the Current Selection Group, click the drop-down arrow to the right of the
words Chart Area, circled in Figure 8-25.
g) In the list that appears, click Horizontal (Value) Axis. Note that the numbers below the horizontal
axis at the bottom of the chart now have a box around them.
h) In the Layout tab, in the Current Selection group, click the Format Selection icon, also circled in
Figure 8-25.
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i) Note: Another way to format any part of the chart is to right-click the area we want to
change, and in the menu that appears, click the appropriate format option.
i) A box pops up labeled Format Axis.
j) In the left side of the Format Axis box, click Number, circled in Figure 8-27. Note that at the
bottom of this box on your screen, a checkmark is currently in the box next to the words Linked
to Source. This means that the format of the numbers on this axis will always be the same as the
format of the numbers in the Chart Data worksheet.
k) In the box under the word Category, click Currency. Note that there is no longer a checkmark in
the box next to the words Linked to Source, also circled in Figure 8-27.
l) Click in the box to the right of the words Decimal places. Press the Backspace key and type 0, as
shown and circled in Figure 8-27.
m) In the box under the words Negative numbers, click ($1,234), circled in Figure 8-27.
n) The Format Axis box should look as shown in Figure 8-27.
Figure 8-27: The completed Format Axis box.

o) Click the Close button. The numbers at the bottom of the chart are now formatted with dollar
signs.
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p) The sheet labeled Chart1 should look as shown in Figure 8-28.
Figure 8-28: The completed Bar chart.

8) We have one final important chart feature to cover.
a) Click the Design tab.
b) In the Design tab, in the Data group, click the Switch Row/Column icon, circled in Figure 8-22.
Note that months instead of categories are now on the Vertical axis, and categories instead of
months are now in the legend.
c) In our case, we didnt need this feature, but only because the data in the Chart Data sheet was
organized the way we needed it for the chart. If it wasnt, this method is a quick and easy way to
present data in a chart the way we want, even if the source data is not organized that way.
d) In the Design tab, in the Data group, click the Switch Row/Column icon again.
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Chapter 9: Final Thoughts
Chapter 9: Final Thoughts
As I mentioned at the beginning, it was not my intention that this book cover every icon, feature, and
function, and it doesnt. I have two hopes: 1) That you find, by learning and practicing whats in this
book, you are able to skillfully use Excel, and 2) that you feel confident enough with Excel that youre
willing to search for and use other Excel features you may need.
I hope you enjoyed our time together, and hope you enjoy using Excel.
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Index
Index
Absolute Reference formula, 41 Freeze Panes icon, 22

AutoComplete, 6 Go to Footer icon, 34
AutoFit Column Width, 11 Gridlines, 35
AutoSum icon, 15 Groups, 7
Bold icon, 10 Header & Footer Tools Design tab, 33
Border icon, 47 Hide Column, 37
Center icon, 10 IF function, 52, 54
Change cell value, 5 Increase Font Size icon, 34
Chart Insert Function icon, 17
Change Chart Type icon, 92 Keyboard shortcuts
Chart Title icon, 93 Ctrl and Home, 23
Column icon, 89 Margins icon, 35
Data Labels icon, 93 MONTH function, 19
Format Selection icon, 93 Name Box, 10
Move Chart icon, 92 Normal icon, 34
Switch Row/Column icon, 95 Number of Pages icon, 34
Clear Contents, 20 Office button, 5
Column Orientation icon, 35
AutoFit Width, 11, 76 Page Layout icon, 32
Change width, 57 Page Layout tab, 35
Delete, 20 Page Number icon, 34
Hide, 37 Paste, 9
Insert, 16 Paste Special, 44
Select multiple, 11 PivotChart
Unhide, 37 Axis Title, 85
Comma Style icon, 11 Chart Layout, 85
Copy, 9 Chart Title, 85
Current Date icon, 34 PivotChart Filter icon, 86
Date format, 13 PivotChart icon, 81
Decrease Decimal icon, 93 Value Field Settings, 83
Esc key, 9 PivotTable
File Name icon, 34 Field Settings icon, 69
Fill icon, 25, 59 Grouping, 78
Filter Refresh All, 79
Custom, 65 Refresh icon, 77
Find and Replace, 23 Report Layout icon, 68
Format icon, 11 Show Field List, 80
Formula Bar, 10 Show in Outline Form icon, 68
Formula based on another worksheet, 46 Show in Tabular Form icon, 75
Formula, entering, 8 Sort A to Z icon, 73
99
Index
Styles, 73 Select, 10
Subtotals icon, 75 Save icon, 8
PivotTable icon, 67 Save, first time, 5
Print Area icon, 38 Sort & Filter icon, 59, 63
Print Preview, 29 Sum of highlighted values, 45
Print Preview icon, 32 Tabs, 7
Print Titles icon, 35 Undo icon, 21
Quick Access Toolbar, 7 Unhide Column, 37
Quick Access Toolbar, change, 31 View tab, 32
Redo icon, 21 VLOOKUP function, 49
Replace, 23 Worksheet
Ribbon, 7 Highlight entire, 11, 67
Groups, 7 Insert, 88
Quick Access Toolbar, 7 Move or Copy, 74
Tabs, 7 Rename, 15
Row Wrap Text icon, 57
Delete, 21 YEAR function, 17
100
Table of Figures
Table of Figures
Figure 1-1: The worksheet immediately after opening Excel. ................................................................... 3

Figure 1-2: The worksheet after entering a label in Cell A1....................................................................... 4
Figure 1-3: The worksheet after entering values in Column D. ................................................................. 5
Figure 1-4: The Office Button. .................................................................................................................... 5
Figure 1-5: The Save As menu. ................................................................................................................... 5
Figure 1-6: The bottom of the Save As box, if using the Vista Operating System. .................................... 6
Figure 1-7: The worksheet after entering labels in Column C. .................................................................. 7
Figure 1-8: The Ribbon, which includes the Quick Access Toolbar, Tabs, Groups, and all icons. .............. 7
Figure 1-9: The Ribbon, with the mouse pointer held over the Save icon. ............................................... 7
Figure 1-10: A view of the Ribbon that may appear on your screen, showing no labels next to the Wrap
Text and Merge & Center icons. ................................................................................................................ 8
Figure 1-11: The worksheet while entering a formula in Cell E3. .............................................................. 8
Figure 1-12: The right-click menu. ............................................................................................................. 9
Figure 1-13: The worksheet after copying the formula to other cells in Column E. .................................. 9
Figure 1-14: Two views of the worksheet, each showing the Name Box and Formula Bar. Cell E3 is the
active cell in the view on the left, while Cell E12 is the active cell in the view on the right.................... 10
Figure 1-15: The worksheet showing Row 1 highlighted. ........................................................................ 10
Figure 1-16: The Ribbon, with the mouse pointer paused over the Bold icon. ....................................... 10
Figure 1-17: The Center icon, in the Home tab, in the Alignment group................................................. 10
Figure 1-18: The Comma Style icon, in the Home tab, in the Number group.......................................... 11
Figure 1-19: Clicking the small empty box which will highlight the entire worksheet. ........................... 11
Figure 1-20: The Format icon, in the Home tab, in the Cells group. ........................................................ 11
Figure 1-21: The worksheet after applying various formatting features. ................................................ 12
Figure 1-22: The Format icon, in the Home tab, in the Cells group and the Center icon, in the Home tab,
in the Alignment group. ........................................................................................................................... 12
Figure 1-23: The worksheet after formatting Column A. ......................................................................... 13
Figure 1-24: The drop-down arrow which activates the Number Format menu, in the Home tab, in the
Number group. ......................................................................................................................................... 13
Figure 1-25: The Number Format menu with Short Date selected. ........................................................ 13
Figure 1-26: The worksheet after entering dates in Column B. ............................................................... 14
Figure 2-1: The AutoSum icon, in the Home tab, in the Editing group. ................................................... 15
Figure 2-2: The worksheet, immediately after clicking the AutoSum icon. ............................................. 15
Figure 2-3: The worksheet after right-clicking the worksheet tab........................................................... 16
Figure 2-4: The worksheet after entering labels in Column D. ................................................................ 16
Figure 2-5: The Insert Function icon. ....................................................................................................... 17
Figure 2-6: The Insert Function box. ........................................................................................................ 17
Figure 2-7: The Insert Function box after selecting the Year function. ................................................... 18
Figure 2-8: The Function Arguments box after clicking Cell B2. .............................................................. 18
Figure 2-9: The Insert Function box. ........................................................................................................ 19
Figure 2-10: The worksheet and the completed Function Arguments box. ............................................ 19
Figure 2-11: The worksheet after copying the YEAR and MONTH functions........................................... 20
101
Table of Figures
Figure 2-12: The Undo and Redo icons in the Quick Access Toolbar. ...................................................... 21
Figure 2-13: The Delete box if incorrectly selected cells, rather than rows. ........................................... 21
Figure 2-14: The worksheet after deleting Row 13 thru Row 24 twice. .................................................. 22
Figure 2-15: The Freeze Panes icon, in the View tab, in the Window group. .......................................... 22
Figure 2-16: The Find & Select icon, in the Home tab, in the Editing group. ........................................... 23
Figure 2-17: The Find & Select menu. ...................................................................................................... 23
Figure 2-18: The Find and Replace box after entering characters. .......................................................... 24
Figure 2-19: A box showing how many replacements were made. ......................................................... 24
Figure 2-20: The Find and Replace box after entering characters. .......................................................... 24
Figure 2-21: A box showing how many replacements were made. ......................................................... 25
Figure 2-22: The Fill icon, in the Home tab, in the Editing group. ........................................................... 25
Figure 2-23: The Fill menu. ....................................................................................................................... 25
Figure 2-24: The Series box. ..................................................................................................................... 26
Figure 2-25: The worksheet after filling the second series. ..................................................................... 26
Figure 3-1: The Office Button. .................................................................................................................. 29
Figure 3-2: The Print menu. ..................................................................................................................... 29
Figure 3-3: The print preview. .................................................................................................................. 30
Figure 3-4: The Print box. ......................................................................................................................... 31
Figure 3-5: The Print Preview item in the Customize Quick Access Toolbar menu. ................................ 31
Figure 3-6: The Print Preview icon in the Quick Access Toolbar. ............................................................. 32
Figure 3-7: The Page Layout icon, in the View tab, in the Workbook Views group. ................................ 32
Figure 3-8: Excel warning that Freeze Panes will be undone if we continue with Page Layout View. .... 32
Figure 3-9: The Page Layout View. ........................................................................................................... 33
Figure 3-10: The Header & Footer Tools Design tab. ............................................................................... 33
Figure 3-11: The Home tab. ..................................................................................................................... 33
Figure 3-12: The completed Footer area. ................................................................................................ 34
Figure 3-13: The Normal icon, in the View tab, in the Workbook Views group. ..................................... 34
Figure 3-14: The footer area of the print preview. .................................................................................. 35
Figure 3-15: The footer area of the magnified print preview. ................................................................. 35
Figure 3-16: The Page Layout tab............................................................................................................. 35
Figure 3-17: The top portion of the completed Page Setup box, along with the worksheet behind it. .. 36
Figure 3-18: The print preview, page 1 of 2. ............................................................................................ 36
Figure 3-19: The print preview, page 2 of 2. ............................................................................................ 37
Figure 3-20: The worksheet after hiding Column C. ................................................................................ 37
Figure 3-21: The print preview, after hiding Column C............................................................................ 37
Figure 3-22: The Freeze Panes icon, in the View tab, in the Window group. .......................................... 38
Figure 3-23: The Print Area icon, in the Page Layout tab, in the Page Setup group. ............................... 38
Figure 4-1: The Comma Style icon, in the Home tab, in the Number group............................................ 41
Figure 4-2: The worksheet, with the formula bar, while entering an absolute reference formula. ........ 42
Figure 4-3: The worksheet, with the formula bar, after double-clicking Cell H23. .................................. 43
Figure 4-4: The Paste Special box, after selecting Values. ....................................................................... 44
Figure 4-5: The worksheet, showing the sum of the highlighted values. ................................................ 45
Figure 4-6: The worksheet after right-clicking the worksheet tab........................................................... 45
Figure 4-7: The AutoSum icon, in the Home tab, in the Editing group. ................................................... 46
102
Table of Figures
Figure 4-8: The Formula Bar and the top part of the worksheet named Checkbook while building the
AutoSum formula in the worksheet named Checkbook Balance. ........................................................... 46
Figure 4-9: The Formula Bar and the top part of the worksheet while building the AutoSum formula. 46
Figure 4-10: Various circled icons in the Home tab. ................................................................................ 47
Figure 4-11: The worksheet named Checkbook Balance after formatting. ............................................. 47
Figure 4-12: Various circled icons in the Home tab. ................................................................................ 48
Figure 4-13: The completed worksheet named For VLOOKUP. ............................................................... 49
Figure 4-14: The Insert Function icon. ..................................................................................................... 49
Figure 4-15: The Insert Function box, after clicking the Go button. ........................................................ 50
Figure 4-16: The completed Function Arguments box for the VLOOKUP function. ................................ 51
Figure 4-17: The Insert Function box, after clicking the Go button. ........................................................ 52
Figure 4-18: The completed Function Arguments box for the IF function. ............................................. 53
Figure 4-19: The worksheet named Checkbook Balance after entering the IF function. ........................ 54
Figure 4-20: The Insert Function box. ...................................................................................................... 54
Figure 4-21: The completed Function Arguments box for the IF function. ............................................. 55
Figure 4-22: The worksheet named Checkbook after entering the IF function. ...................................... 56
Figure 5-1: Cell A1 and Cell I1 before using the Wrap Text feature......................................................... 57
Figure 5-2: The Wrap Text icon, in the Home tab, in the Alignment group............................................. 57
Figure 5-3: Row 1 after using the Wrap Text feature. ............................................................................. 57
Figure 5-4: The mouse pointer, just before changing the column width. ............................................... 57
Figure 5-5: The worksheet and mouse pointer while changing the column width. ................................ 58
Figure 5-6: Cell I1 after changing the column width. ............................................................................... 58
Figure 5-7: Clicking the small empty box which will highlight the entire worksheet. ............................. 58
Figure 5-8: The Format icon, in the Home tab, in the Cells group ........................................................... 58
Figure 5-9: The worksheet after using the AutoFit Column Width feature. ............................................ 58
Figure 5-10: The Fill icon, in the Home tab, in the Editing group. ........................................................... 59
Figure 5-11: The Series box. ..................................................................................................................... 59
Figure 5-12: The Sort & Filter icon, in the Home tab, in the Editing group. ............................................ 59
Figure 5-13: The Sort box. ........................................................................................................................ 60
Figure 5-14: The Sort box, after selecting Category as the first sort level. .............................................. 60
Figure 5-15: The completed Sort box. ...................................................................................................... 60
Figure 5-16: The worksheet after sorting. ............................................................................................... 61
Figure 5-17: The Sort & Filter icon, in the Home tab, in the Editing group. ............................................ 61
Figure 6-1: The Sort & Filter icon, in the Home tab, in the Editing group. .............................................. 63
Figure 6-2: The worksheet after adding the Filter feature. ..................................................................... 63
Figure 6-3: From left to right, a progression of the Filter box as it is being completed. ......................... 64
Figure 6-4: The worksheet after using the Filter feature. ........................................................................ 64
Figure 6-5: The worksheet while selecting the Number Filter labeled Less than. ................................... 65
Figure 6-6: The completed Custom AutoFilter box. ................................................................................. 65
Figure 6-7: The worksheet after adding a custom filter. ......................................................................... 65
Figure 7-1: Clicking the small empty box which will highlight the entire worksheet. ............................. 67
Figure 7-2: The PivotTable icon, in the Insert tab, in the Tables group. .................................................. 67
Figure 7-3: The Create PivotTable box. .................................................................................................... 67
Figure 7-4: The worksheet at the start of creating a PivotTable. ............................................................ 68
103
Table of Figures
Figure 7-5: The Report Layout icon, in the Design tab, in the Layout group. .......................................... 68
Figure 7-6: The worksheet and PivotTable Field List box after adding the Year and Amount fields to the
PivotTable................................................................................................................................................. 69
Figure 7-7: The Field Settings icon, in the Options tab, in the Active Field group. .................................. 69
Figure 7-8: The completed Value Field Settings box. ............................................................................... 70
Figure 7-9: The completed Format Cells box. .......................................................................................... 70
Figure 7-10: The worksheet after adding formatting............................................................................... 71
Figure 7-11: The completed PivotTable along with the PivotTable Field List. ......................................... 71
Figure 7-12: The PivotTable and PivotTable Field List after adding Category. ........................................ 72
Figure 7-13: The worksheet after right-clicking the worksheet tab. ....................................................... 72
Figure 7-14: The Sort A to Z icon, in the Options tab, in the Sort group. ................................................ 73
Figure 7-15: The More icon, in the Design tab, in the PivotTable Styles group. ...................................... 73
Figure 7-16: Some of the available Pivot Styles. ...................................................................................... 73
Figure 7-17: The PivotTable after adding a style...................................................................................... 74
Figure 7-18: The worksheet after right-clicking the worksheet tab. ....................................................... 74
Figure 7-19: The completed Move or Copy box. ...................................................................................... 74
Figure 7-20: The worksheet after copying an existing worksheet. .......................................................... 75
Figure 7-21: The Subtotals and Report Layout icons, in the Design tab, in the Layout group................. 75
Figure 7-22: The menu that appears after right-clicking a PivotTable field............................................. 76
Figure 7-23: The top portion of the PivotTable with dates not appearing properly. .............................. 76
Figure 7-24: The top portion of the PivotTable after using the AutoFit Column Width feature. ............ 76
Figure 7-25: The menu that appears after right-clicking in a PivotTable................................................. 77
Figure 7-26: The PivotTable Summary worksheet after adding data to the Checkbook worksheet and
refreshing the PivotTable. ........................................................................................................................ 77
Figure 7-27: The PivotTable Detail worksheet after adding data to the Checkbook worksheet and
refreshing the PivotTable. ........................................................................................................................ 78
Figure 7-28: The completed Grouping box. ............................................................................................. 78
Figure 7-29: The PivotTable after using the Grouping feature. ............................................................... 79
Figure 7-30: The drop-down arrow underneath the Refresh icon, in the Options tab, in the Data group.
.................................................................................................................................................................. 79
Figure 8-1: The PivotChart icon, in the Options tab, in the Tools group. ................................................ 81
Figure 8-2: The Insert Chart box............................................................................................................... 81
Figure 8-3: The worksheet, including the Ribbon, after creating a PivotChart........................................ 82
Figure 8-4: The Count of Chart$ button, in the PivotTable Field List....................................................... 83
Figure 8-5: The completed Value Field Settings box. ............................................................................... 83
Figure 8-6: The completed Format Cells box. .......................................................................................... 84
Figure 8-7: The worksheet with a PivotChart comparing Earned amounts to Spent amounts. .............. 85
Figure 8-8: The More icon, in the Design tab, in the Chart Layouts group. ............................................. 85
Figure 8-9: The Chart Area after using a different Chart Layout. ............................................................ 86
Figure 8-10: The PivotChart Filter icon, in the Analyze tab, in the Show/Hide group. ............................ 86
Figure 8-11: The PivotChart Filter Pane box ............................................................................................ 87
Figure 8-12: The Filter box after clicking the word Spent. ....................................................................... 87
Figure 8-13: The Filter box after selecting the desired Categories. ......................................................... 87
Figure 8-14: The worksheet after modifying the PivotChart. .................................................................. 88
104
Table of Figures
Figure 8-15: The words Paste and Insert, in the Home tab. .................................................................... 88
Figure 8-16: The worksheet after clearing the contents of Cell A1. ........................................................ 89
Figure 8-17: The Column icon, in the Insert tab, in the Charts group...................................................... 89
Figure 8-18: The list of Chart Types in the Column category. .................................................................. 89
Figure 8-19: The worksheet with a chart. ................................................................................................ 90
Figure 8-20: The worksheet after adding data for July, and changing the column headings. ................. 91
Figure 8-21: The worksheet after expanding the data to be included in the chart. ................................ 91
Figure 8-22: Various circled icons in the Design tab. ............................................................................... 92
Figure 8-23: The completed Change Chart Type box. .............................................................................. 92
Figure 8-24: The completed Move Chart box. ......................................................................................... 92
Figure 8-25: Various circled icons in the Layout tab. ............................................................................... 93
Figure 8-26: The Decrease Decimal icon, in the Home tab, in the Number group. ................................. 93
Figure 8-27: The completed Format Axis box. ......................................................................................... 94
Figure 8-28: The completed Bar chart. .................................................................................................... 95
105

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Simply Learning Excel 2007

Published by Simply Learning, Inc., Pennsylvania, www.SimplyLearningExcel.com

Technical Editor: Emile Davis

Chapter 1: The Very Basics ........................................................................................................... 3

Chapter 2: Functions, Undo/Redo, Freeze Panes, Replacing Data............................................. 15

Chapter 3: Printing the Worksheet............................................................................................. 29

Chapter 5: Sorting Data, Wrapping Text..................................................................................... 57

Chapter 6: Using Filters to Analyze Data .................................................................................... 63

Chapter 7: Using PivotTables to Summarize and Analyze Data ................................................. 67

Chapter 8: Using Charts to Present Data .................................................................................... 81

Chapter 9: Final Thoughts ........................................................................................................... 97

Table of Figures......................................................................................................................... 101

Chapter 1: The Very Basics

Figure 1-1: The worksheet immediately after opening Excel.

Figure 1-2: The worksheet after entering a label in Cell A1.

w) The worksheet should look as shown in Figure 1-3.

Figure 1-3: The worksheet after entering values in Column D.

Figure 1-4: The Office Button.

Figure 1-5: The Save As menu.

e) Press the Backspace key until the box is empty.

n) The worksheet should look as shown in Figure 1-7.

Figure 1-7: The worksheet after entering labels in Column C.

Figure 1-11: The worksheet while entering a formula in Cell E3.

Figure 1-12: The right-click menu.

Figure 1-15: The worksheet showing Row 1 highlighted.

d) Click, hold and drag Column D thru Column E.

j) The worksheet should look as shown in Figure 1-21.

Figure 1-21: The worksheet after applying various formatting features.

Figure 1-23: The worksheet after formatting Column A.

Figure 1-26: The worksheet after entering dates in Column B.

Chapter 2: Functions, Undo/Redo, Freeze Panes, Replacing Data

Figure 2-3: The worksheet after right-clicking the worksheet tab.

Figure 2-4: The worksheet after entering labels in Column D.

Figure 2-5: The Insert Function icon.

Figure 2-6: The Insert Function box.

g) The Insert Function box should look as shown in Figure 2-7.

Figure 2-9: The Insert Function box.

c) In the menu that appears, click Copy.

Figure 2-17: The Find & Select menu.

Figure 2-19: A box showing how many replacements were made.

Figure 2-21: A box showing how many replacements were made.

Figure 2-23: The Fill menu.

Figure 2-24: The Series box.

Figure 2-25: The worksheet after filling the second series.

18) Click the Save icon in the Quick Access Toolbar.

Chapter 3: Printing the Worksheet

Figure 3-1: The Office Button.

Figure 3-2: The Print menu.

c) The screen should look as shown in Figure 3-3.

Figure 3-3: The print preview.

f) A box pops up labeled Print, as shown in Figure 3-4.

Figure 3-4: The Print box.

Figure 3-9: The Page Layout View.

Figure 3-10: The Header & Footer Tools Design tab.

Figure 3-11: The Home tab.

Figure 3-12: The completed Footer area.

Figure 3-14: The footer area of the print preview.

Figure 3-15: The footer area of the magnified print preview.

Figure 3-16: The Page Layout tab.

i) A box pops up labeled Page Setup, shown in Figure 3-17.

Figure 3-18: The print preview, page 1 of 2.

Figure 3-19: The print preview, page 2 of 2.

Figure 3-20: The worksheet after hiding Column C.

Figure 3-21: The print preview, after hiding Column C.