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Lists and Macros/Books/L6 Adding Subtotals to a List","Excel 2000/Q0 Lists and Macros/Books/M2 Macros","Excel 2000/Q1 Charts/Books/Creating a Chart Part I","Excel 2000/Q1 Charts/Books/Creating a Chart Part II","Excel 2000/Q1 Charts/Books/M0 Changing Chart Type","Excel 2000/Q1 Charts/Books/Moving Resizing or Deleting A chart","Excel 2000/Q1 Charts/Books/N2 Adding Data to a Chart","Excel 2000/Q1 Charts/Books/Printing a Chart",""); var sbookText = new Array( " 0 this is the first in a series of tutorials that will cover excel in depth this is also then first screenbook in a five book set that walks through some of excel's most interesting features it is customary to start out with the simplest functions and work up to more difficult ones, but let's try starting by walking through a project that shows just how powerful excel can be.", " 0 here we have excel opened up to a sample spreadsheet you can download the spreadsheet here â and follow along, if you like or, view the slides now, and try it yourself later.", " 0 this worksheet is actually showing two tables of data, one of which is incomplete first, let's format the tables so thatâ it is clear which data is in which table.", " 0 clicking on column g selects the entire column.", " 0 now, right-click on the selected area to show the pop-up menu for cells (the grid with all of the data is called a worksheet a cell is one of the squares in the grid.)", " 0 format cells is one of the options in the pop-up menu.", " 0 clicking on format cells opens the format cells dialog.", " 0 columnâ f is the end of one table, and column g is the start of the next, so let's put a thick line between the two click on the border tab.", " 0 this displays the format cells dialog.", " 0 we want to use a thick line when making the border, so first click on the thick line in the line style box a dotted line will show around the thick line to indicate that it is selected.", " 0 now click on the left line in the border box this causes a thick black line to appear this will be the left border on the selected area (we selected all of column g, remember?)", " 0 now click ok to apply the formatting changes and return to the worksheet.", " 0 when we first return to the worksheet, the column is still selected, so we can't see the new border.", " 0 click on any cell outside of the column to de-select the column then the border becomes visible.", " 0 ok, things are starting to clear up a bit we can see that we have a table of data in columns a - f, and some other information in columns g-i lets make the tables easier to see by formatting the column headers (the titles of the columns) first, let's do the table in columns a-f select the column headers by first clicking on column a1 and then dragging the mouse over to column f1 the cells become highlighted to show that they are selected.", " 0 now, right-click on the selected area the pop-up menu shows, just as before.", " 0 clicking on format cells shows the format cells dialog we'll be changing the background color of the column headers, which we can do from the patterns dialog.", " 0 here is the pattern dialog we have just selected a new background color for the selected cells in the worksheet.", " 0 next, we'll be changing the font color via the font dialog .", " 0 this is the font dialog clicking on the color select item displays a menu of colors.", " 0 we are going to select the color white from the menu.", " 0 here the color white has been selected.", " 0 next we'll be using the border dialog.", " 1 this is the second of five book set of screenbooks thatâ provides a look at some of excel's most powerful features this screenbook continues with the same worksheet used in the first tutorial this worksheet is incomplete let's complete it column d is empty however, we all the information we need to fill it in we have a table with the product's unit cost on the right the product name is in column b we just need to look up the product name in the small table on the right, and then we can fill in column d but we don't have to do this manually we can have excel do it for us.", " 1 first, select cell d1 (by clicking on it).", " 1 next, click on the formula button on the toolbar (the toolbar is the line of icons above the worksheet).", " 1 this opens the paste function dialog (so named because we will be pasting a function into a cell.)", " 1 we want to choose a lookup and reference function, so click on that.", " 1 the function we want is the lookup function, located in the right-hand menu.", " 1 double-clicking on lookup opens a dialog which is essentially asking us which version of the lookup function we want we will be using the top version, so we'll click on ok .", " 1 this opens the lookup dialog we want to have excel look in column b, get the value (for example, flanger ) then go over to the product table (on the right) and look up the price of flanger so, we have to specify three things: lookup value : the column to containing theâ entry which will be looked up lookup vector : the first column of the lookup table result vector : the second column of the lookup table.", " 1 we are working with the first row of data, and we want to look up the cost for the productâ in that row the product name is in cell b2, so we enter that in the lookup_value text box.", " 1 the first column of the lookup table is g2:g4 (this notation means, the range from g2 to g4 ) so we enter that in the lookup_vector entry box (if you are following along, you may like to try clicking on the small icon right in front of the arrow this allows you to select a range by dragging the mouse.)", " 1 finally, we enter the range for the second column of the lookup table.", " 1 now, click ok to close the dialog.", " 1 now,â look at cell d2 the correct value appears according to the table on the right, a widget is $9, and that is the value that now appears in d2 above d2, in the formula bar, the formula for cell d2 appears, because d2 is selected.", " 1 so far, so good but we need to look up the values for all of the cells in column d, not just the first cell we can easily copy this formula to all of the other cells in the column by dragging the small square handle at the lower right of the box around the selected cell.", " 1 here i've just dragged the cell handle down a few rows thenâ i selected cell d8 oops.. looks like something went wrong the values in the cells aren't the values we want.", " 1 what happened? take a look at the formula displaying for cell d8 it is: = lookup (b8,g8:g10,h8:h10) that isn't the formula that is in cell d1 what has happened is that excel has changed the formula as it copied it.", " 1 why did excel change the formula? well, the formula for cell d1 is = lookup (b2,g2:g4,h2:h4) the formula for cell d8 is now: = lookup (b8,g8:g10,h8:h10) excel has changed b2 to b8, which is what we want cell d8 is in row 8, so we want to look up the product name in b8, not b2 so that is no problem the problem is with the other entries in the formula excel has changed them as well but we don't want them to change we want excel to always look up the values by looking in the table that starts in g2 how do we tell excel to not change the cell addresses for the table?", " 1 the answer is simple we specify the table range by using absolute addressing this means that the address is a fixed position and excel shouldn't change it to change a cell address to an absolute address, put a $ in front of each piece of it that you want toâ stay unchanged like this: relative address: a1 absolute address: $a$1", " 1 let's go back and change the formula for cell d2 here i've deleted the other entries in column d and have changed the formula in d2 to be an absolute address.", " 1 now when we drag the cell handle down a few cells, we can see that the proper values are appearing.", " 1 this worksheet extends down below the screen here we can see that the formula has been copied down to the bottom row.", " 1 now we are ready to fill in column e which is also empty but first, let's save this worksheet with a new name so that we have a record of our progress so far click on the file menu.", " 1 click on save as in the pull down menu.", " 1 this opens the save as dialog name the new version sample_b.xls.", " 1 click on save to save the worksheet with the new name.", " 1 this closes the dialog and shows the worksheet again you can see from the title bar that we are now working with a file that has the new name.", " 1 in the next tutorial, we'll use a formula to fill in column e if you'd like to continue with the new file, you can download it here .", " 2 this is the third in a five book series of screenbooks that introduces some of excel's most powerful features here is our sample spreadsheet again this time we want to fill in column e column e is more of a challenge than was column d we want to again look in column b and find the product name then we want to look in the second table (the unit price table) only this time, we must a supply a second number, the number of units sold (column c) because the unit price depends on how many units were sold.", " 2 let's take this one step at a time first we want to say if the product is a widget, then lookup use the unitsâ (units sold, column c) to look up the unit price in the table h16:i19 we can use the if function for this the if function looks like this: = if (condition,x,y) x gets executed or returned if condition is true, and y gets executed or returned if condition is false so, we can take care of the widget lookups like this (starting with the second row) = if (b2= widget ,lookup(c2,h16:h19,i16:i19), ) oops.. we have to use absolute addressing on the lookup table, like this: = if (b2= widget ,lookup(c2,$h$16:$h$19,$i$16:$i$19), ) if this is starting to look a bit intimidating, don't worry more elegant ways of doing the same thing will be covered in a later tutorial (however, these more elegant ways take more pages to explain, and this tutorial is just an introduction.) for now, just remember that you can use formulas in excel to do just about anything this tutorial is giving you a quick look at some of the more powerful features of excel, and it isn't necessary to master anything yet.", " 2 here i've entered the formula and selected cell e1 the formula is displaying in the formula bar, and the correct value is displaying in cell e1.", " 2 here i've copied the formula down to row 12 the entries for widget rows are showing, and the others are remaining blank.", " 2 how are we going to get entries for flangers and tweezers? let's take a look at the if statement again you will recall that the format for the if statement is: = if (condition, x, y) y is what gets carried out if the condition is false we haven't used that yet what we can do is paste another if statement into y (this is called nesting a formula) this starts to look a bit messy, and if you didn't like the previous formula you may want to avert your eyes but the basic logic is simple (and remember, more manageable ways to do the same thing will be presented in a later tutorial.) an if statement that has three levels and competely takes care of our present needs looks like this: = if (b2= widget ,lookup(c2,$h$16:$h$19,$i$16:$i$19), â â â  if(b2= flanger ,lookup(c2,$h$8:$h$11,$i$8:$i$11), â â â â â â â  if(b2= tweezer ,lookup(c2,$h$12:$h$15,$i$12:$i$15)) â â â  ) )", " 2 here i've pasted the formula from the last slide into the formula bar it is so long that you can't even see cell e2 ouch! did i mention that there is no need to be alarmed at this point? this is just an example of how far you can take a particular formula approach, but a later tutorial will give ways to do this that are easier on the eyes.", " 2 here i've dragged the formula down to cell e10, and you can see that the proper values are now appearing.", " 2 now i've dragged the formula all the way down to the bottom of the table our data table is now complete now that we have a fixed table of data, the next tutorial will show some of the things that excel allows you to do with that data a version of the sample spreadsheet incorporating all of the changes in this tutorial is here .", " 3 this is the fourth in a five book set of screenbooks introducing some of excel's most powerful features here is our spreadsheet again let's take a look at some of the things we can do with the data let's try sorting by product select a cell in the product column (b) and then click on sort a-z.", " 3 hmm.. this isn't the result we were looking for all the rows in the worksheet were sorted, and now the lookup tables have been messed up, and all of the lookups in columns d and e are incorrect.", " 3 hit [control-z] to undo the sort, and the table returns to the way that it was.", " 3 we could get the sorting that we want by first selecting the table and then sorting, but instead, let's copy the table to another sheet to do so, first select the data table (by dragging the mouse from cell a1 all the way down to f92.", " 3 next, choose copy from the edit pull down menu.", " 3 we want to paste the table data into another worksheet, so click on the sheet2 tab at the bottom of the worksheet.", " 3 here we are in sheet2 select the first cell (a1), because that is where we want to paste the table.", " 3 now choose paste from the edit pull down menu.", " 3 click anywhere on the sheet to deselect the pasted data.. oops, looks like we have a problem again the formulas were pasted, rather than the numbers but the lookup tables don't exist on this worksheet, so the formulas are just returning #n/a.", " 3 hit [control-z] to undo the paste operation.", " 3 now, go back to sheet1 and copy the table again return to sheet2, and this time choose paste special instead of paste.", " 3 this opens up the paste special dialog now we can choose to just paste values and not formulas.", " 3 click ok to perform the paste operation.", " 3 the data table appears on sheet2.", " 3 this worksheet has no formatting, however formatting the table headers with color has already been covered, so we'll skip talking about that step but we also want to format columns d and e to display dollar signs, and we want column f to display a standard date select column d by clicking on the d at the column head.", " 3 now, right-click on the column to display the pop-up menu select format cells.", " 3 this displays the format cells dialog select the number tab.", " 3 in the number dialog, we want to choose: currency no decimals dollar sign", " 3 click ok , and the formatting is applied", " 3 here is the table with more formatting applied if you are following along, you should be able to apply this additional formatting yourself the date formatting is applied by choosing date in the number format dialog.", " 3 now we are finally ready to sort our data select any data cell in column b, and then click on sort a-z.", " 3 the data is now sorted.", " 3 next, let's try filtering select data - filter - autofilter.", " 3 pull down menu buttons appear at the head of each column.", " 3 click on the product pull down a menu appears select tweezer .", " 3 the table now shows only the rows where the product is tweezer .", " 3 let's try a different filter hit [control-z] to undo the last filter, and select top 10 from units.", " 3 this displays a dialog that allows us to choose the top entries in that column let's choose the topâ 15 unit sales.", " 3 click ok and the data table displays only rows for the top 15 unit sales.", " 3 now you've had an introduction to excel's fitering and sorting capability the next thing you might want to do is to summarize your data you might want to see subtotals by company or by month however, we are going to skip showingâ more worksheet features, because it is finally time to jump into excel's most powerful tool, the pivottable the pivottable allows you to summarize and analyze your data in just about any way you can think of the pivottable feature is covered in the next tutorial in this series if you would like to download the sample xl file with all changes up to this point, it is here .", " 4 this is the fifth and final in a five book set of screenbooks introducing some of excel's most powerful features this tutorial introduces pivottables pivottables are perhaps the most powerful feature of excel in fact, they may become your main reason for using excel what is a pivottable? rather than give a definition at this point, let's just walk through an example.", " 4 here again is the worksheet sheet2 , with the filters removed.", " 4 let's create a pivottable select pivottable and pivotchart report from the data pull down menu.", " 4 this starts the pivottable and pivotchart wizard we will use the data in sheet2, and we want to create a pivottable, so the default selections are correct click next .", " 4 in the next dialog of the pivottable wizard, you can see that excel is asking you where the data for the pivottable is, and has already selected the data table correctly (dotted lines appear around the table on the worksheet) click next .", " 4 in the final dialog of the wizard, excel is asking where you want to put the pivottable we'll go with the default, which is to put the pivottable in a new worksheet.", " 4 here is the new worksheet ( sheet6 ) containing the new pivottable the pivottableâ toolbar appears in the lower part of the screen.", " 4 the names of each column from the data table are appearing in the pivot toolbar some of the names are abbreviated however, if you hold the mouse over a name, the full name appears, along with the instruction to drag the field on to the pivottable.", " 4 next, we have to decide what kind of questions we want answered suppose we are interested in how well unit sales of different products are doing month-by-month we'll want to see unit totals in the body of the pivottable, and date and product name will be the categories by which these unit totals are broken down another way of thinking about the pivottable arrangement, is that numeric measures go in the body of the box, andâ non-numerics ( dimensions ) go in the row and column headers.â ", " 4 whether or not that all makes sense, let's continue an example should clear things up here i've dragged units on to the main body of the pivot table the main body has shrunk to a single cell, and is showing the total for all units (the column total from our original data table).", " 4 we want to break this unit total down by month, so we drag the date field over to the row header area.", " 4 now all of the date entries appear, which isn't necessarily what we want if we wanted to look at all of the raw date data, we could have stayed with the original data table let's group the dates by month right-click on any cell with date data a pop-up menu appears choose group and outline - group .", " 4 the grouping dialog appears.we'll select months excel has already correctly filled out the other entries in the dialog.", " 4 click ok, and now we have a neat table of monthly totals.", " 4 we'd like to split these totals up by product, so drag that from the pivottable toolbar to the pivottable as a row header.", " 4 this is starting to look pretty useful! how about a chart for a visual presentation of the data? click on the pivotchart icon on the pivottable toolbar.", " 4 that wasn't too difficult one mouse click, and we have a chart of our data.", " 4 except, this particular chart may not be what we want how about a line graph? click on the chart icon again.", " 4 this displays the chart wizard, which allows us to choose from many different types of charts and to completely customize their appearance select the icon for a line graph.", " 4 instead of clicking on next (which would allow us to choose numerous options) let's click on finish this lets excel choose all of the default settings.", " 4 here's the resulting line chart hmm.. widget sales took a dive in february and march better look into that.", " 4 click on the sheet6 tab to return to our pivottable let's see if we can find out anything interesting about february double-click on the february row header the show detail dialog appears.", " 4 choose buyer , and click ok now the february date row has been further broken down to show that only two companies placed orders in february.", " 4 maybe we should take a look at the data by company remove the buyer field by dragging it off of the table now we are back to units sales by product and month above the pivottable can be seen an area that says drop page fields here .", " 4 here we have dropped the buyer field in that drop page fields here box it appears as a pulldown.", " 4 let's take a look at just the data for our customer named acme select acme , then click ok .", " 4 the data for acme only appears.", " 4 if you are following along, or if you have downloaded the sample (from the last page of this tutorial) you can try slicing and dicing the data yourself at this point any numeric measure can be dropped on to the data portion of the pivottable, and any non numeric can be a row header or column header you can subdivide a category by another you see a chart of your data with a couple of mouse clicks we'll wrap up this fast introduction to some of excel's powerful features with a quick look at two more pivottable features: calculated fields, and field settings.", " 4 let's take a look at month-to-month percent change here we've removed the filter at the top so that we are again looking at all sales we've right-clicked on a cell inâ the main data and are about to choose field settings.", " 4 this displays the pivottable field dialog we've clicked on options to display the full dialog, and then selected % difference fromâ -â date - previous.", " 4 after we click ok , we have a table showing percent change in unit sales by month.", " 4 now we'd like to take a look at profits here we've dragged units out of the main body of the pivottable, so that it now appears blank we've then right-clicked on the main body and are about to choose formulas - calculated field.", " 4 this brings up the calculated field dialog here we've entered a field name profits and a formula.", " 4 clicking ok shows profits once again we can slice and dice these numbers, and we can subdivide and chart them.", " 4 that wraps up this quick tour of excel via a sample project the final xl file is here future tutorials in this bookshelf will cover all aspects of excel, from simple to complex hopefully this quick walk-through will have given you an idea of how powerful a tool microsoft excel is, and a start on understanding how to use it in solving real business problems.", " 5 excel is an electronic spreadsheet.â  spreadsheet is a generic term for a software package that simulates a paper worksheet often used by people in management or accounting.â  it supports fast calculations, what-if analysese, charts, automatic recalculation and has other powerful features.", " 5 ms excel files are called workbooks one page of a workbook is called a worksheet one square in a worksheet is called a cell on main use of excel is for performing what-if analysis.â  basically this means changing the numbers in some cells, and seeing how the numbers in some other cells change the numbers in the other cells change because they are based on a formula that depends on the cells that were changed the excel package is similar in function to any other spreadsheet package.â  one aspect in which the excel worksheet is different is that it can hold not only data and formulas, but also graphic objects like pictures and images.â  excel also allow you to define macros , which you can use to combine a series of actions to automate your work.â  you can also use excel for information storage you can set up a group of cells as a database .â  you can find, update and add information.â  you can extractâ information that matches any criteria that you specify â ", " 5 to start excel click start .", " 5 click programs .", " 5 select microsoft excel .", " 5 excel opens.", " 5 when you first open excel, it will create a new, unnamed workbook as shown you can also createâ a new workbook by clicking file on the menu bar.", " 5 or, click on the new â â icon as shown.", " 5 a new workbook is opened.", " 5 you can now enter dataâ such asâ text, numbersâ or dates the data you type appears in a cell.â a cell is the intersection of a row and a column.", " 5 each cell has a unique address and is referred to by a row number and a column letter combination.â  an example of a cell address is g8, where g is the column letter and 8 is the row number.", " 5 operations are often performed on ranges of cells.â  a cell range is a group of contigous cells, for example, g4:g7.â  excel uses a : (colon) to denote a range of cells.", " 5 users of excel enter data in cells.â  the data can be labels, values or formulae.â  the currently active cell is denoted by the position of the cell pointer (the heavy border around the cell).â  it is possible to enter or modify the contents of only the currently active cell you can make a cell active by clicking on the cell with the mouse or by using the cursor movement keys (the arrow keys) on the keyboard.", " 5 excel toolbars allow you to carry out common commands quickly by clicking on the appropriate button the indicated button is for the autosum command.", " 6 you have learned to open a new worksheet in the previous tutorial. here we will show how to enter data into your worksheet.", " 6 data can be text, numbers or dates.â excel left aligns the text and right aligns numbers and dates automatically.â ", " 6 open excel.", " 6 go to the cell where you want to start entering the data (click on the cell).", " 6 type in data as you like.", " 6 the data you type appears: in the active cell in the formula bar at the top of your worksheet.", " 6 all the text you typeâ may not display in the cell.â you can adjust the width ofâ a column by dragging the mouse on the line between two columns, at the top of the columns.", " 6 while entering data in a cell, you can use the left and right arrow keys and the delete key, as well as the backspace key, to move the position of the cursor in the cell and to edit the data to move to a different cell use either the up and down arrow keys, or the tab key, or use the mouse.â also, pressing on the enter key will move you down one cell on the worksheet if you want to move back to a cell in which you have already entered data, use the mouse to double click (not single click) on the cell (when using a single click to select a cell, the existing contents of the cell are erased as soon as you start entering new data.) the topic of editing data in excel is covered in more detail in a later screenbook in this series.", " 6 in the screenshot shown, the enter key has been pressed to enter the data and move down to another cell.â you can repeat these steps until you have finished entering the data.", " 6 if you enter a number, excel will treat it as a number, for example, it will right-align it if you want excel to treat the number as text, put an apostrophe before the number.", " 6 you can also enter a date into a cell.â  to quickly enter the current date into the active cell, press ctrl + ; .â  the current date will be displayed as shown.", " 6 sometimes your worksheet contains a lot of data that your computer screen cannot display at once.â you must move through the worksheet to see the hidden data.", " 6 you can drag the scroll bar on the window to view the unseen parts as shown.", " 6 you can also use the arrow keys on your keyboard to scroll the worksheet for example, keep pressing the down key until the worksheet starts to move up one row at a time.", " 6 you can format theâ data in a cell in the way that you want.â  to format any cell, you must select the cells first let's make the column title cells in this worksheet bold.â select the cells by positioning the mouse over the first cell you want to select and dragging the mouse to highlight all the cells you want to select the selected cells are indicated by a thick border line as shown.", " 6 click bold on the toolbar (in the screenshot shown, the bold button doesn't fit on the toolbar in the screenshot shown, so it is displayed in the toolbar pulldown on your screen, the bold button will likely appear on the regular toolbar).", " 6 the selected cells of the worksheet are then bolded as shown.", " 6 here is another example of selecting cells by clicking on cell a1 and then dragging the mouse down to cell a9, the range a1:a9 has been selected.", " 6 to unselect the cells, click anywhere on the worksheet.", " 6 to selectâ an entire row, click the number of the row you want to select.", " 6 the row will be selected as shown.", " 6 if you want to select many rows at a time, position the mouse at the number of the first row you want to select and then drag the mouse on the row numbers to highlight the rows that you want to select.", " 6 to select a column, click the letter of the column.", " 6 the columnâ is selected.", " 6 to select multiple columns, place the mouse at the letter of the first column you want to select and then drag the mouse along the column letters to select more columns.", " 6 the columns you selected will be highlighted (selected) as shown.", " 6 you can also select all the cells in your worksheet.â  to do that, click the blank area to the left of the heading for column a.", " 6 all the cells in your worksheet are selected as shown pressing ctrl+a also selects all the cells in the worksheet.", " 6 you can also select rows or columns randomly, that is, those that are not beside each other in the worksheet.â to do that hold down the crtl key and click the number button (far left of the row) of the rows or the letters of the columns you want to select.", " 7 when you work in excel, your work is saved into your computer's memory, but is not written to your hard disk spreadsheet information in your computer's memory is lost as soon as you turn off your computer or exit excel in order to keep your spreadsheets for future use, you need to save them saving means writing to your computer's hard disk data on your hardâ disk is not lost when your computer isâ shut down.â you can save your file in any location or directory you want to save (for a detailed tutorial about files, folders, and saving files, see the windows tutorial series on www.evisa.com or www.screenbooks.net ).", " 7 to save a spreadsheet, click file .", " 7 the file pulldown menu appears choose save from the menu.", " 7 the save dialog box appears.", " 7 enter a name for your spreadsheet in the file name box (data written to your hard disk that you can retrieve later by name is called a file .)", " 7 choose the directory or the location where you want to save your work.", " 7 here we will choose the my documents folder.", " 7 click save to save your file.", " 7 your file has been saved in the location you specified.â after you have saved it, you can close the workbook by choosing close from the file menu.", " 7 or, you can click on the x on the right corner of the inner window (the workbook window)â to close the workbook.", " 7 after you finish working in excel, you can close the program by choosing exit from the file menu.", " 7 or just click on the x at the right corner of the program window and the program will be closed.", " 8 you can use excel to open aâ workbook you have previously created.", " 8 to open a workbookâ that you previously saved toâ your hard disk or a network, click file .", " 8 click open from the file menu.", " 8 the open dialog box appears.", " 8 in the look in box click the drive, folder or internet location that contains the workbook.", " 8 in the folder list, double-click folders until you open the folder that contains the workbook you want (more information about navigating the open dialog box can be found in the set of windows tutorials at www.evisa.com and www.screenbooks.net .)", " 8 double-click the file or click open to open it.", " 8 the fileâ is opened.", " 8 to open a file you have used recently, click file on the menu bar.", " 8 the four most recently opened workbooks are displayed at the bottom of the pulldown menu.", " 8 click on the name of the spreadsheet you want to open.", " 8 theâ spreadsheet is opened.", " 8 usually excel remembers or displays names of just the four most recent workbooks.â  however you can change the number of workbooks excel remembers.", " 8 to do that, click on the tools menu.", " 8 choose options from the pulldown menu.", " 8 on the general tab, check the recently used file list area.", " 8 change the number in the input box.â the numbers can be from 1 to 9.â here we have changed it to 3 .", " 8 click ok .", " 8 the number of recently opened workbooks listedâ is changed to 3, as seen here.", " 9 if you have forgotten the name or location of your workbook, you can let excel find it for you.â ", " 9 click on the open icon.", " 9 the open dialog box is displayed.", " 9 click on tools .", " 9 a pulldown menu appears.", " 9 click find .", " 9 the find dialog appears.", " 9 to specify a property for the search, click the down arrow at the side as shown ( property is what toâ find a matchâ for, e.g file name).", " 9 choose a property from the menu.", " 9 a condition can also be specified a condition is how you want the search criteria to be applied (e.g equals , includes etc.)", " 9 choose a condition from the menu.", " 9 enter a value (what the property should matchâ via the condition ).", " 9 specify a folder to search from (to look in).", " 9 use the pulldown as shown to specify the folder to look in.", " 9 checkmark the search subfolders to search the contents of all the subfolders of the folder you are looking in (the subfolders are the folders contained in the folder you are looking in).", " 9 click add to list to confirm the search criteria you have chosen.", " 9 the specified criteria appear in the main box as shown.", " 9 to start your search, click find now.", " 9 the open dialog appears.", " 9 the name of theâ workbook found is displayed as shown.", " 9 you can double-click the name of the workbook to open it.", "10 you can open many workbooks at a time in excel and switch between them.", "10 you can see the list of all currently open workbooks in excel.â to see the list, click windows .", "10 a pulldown menu with the names of the opened workbooks appears.", "10 click on the name ofâ theâ workbook that you want to switch to.", "10 the workbook thatâ you chose is displayed on the screen.", "10 the name of the workbook you are currently working with is shown at the top of the screen.", "10 the name of each opened workbookâ is also displayed on the taskbar.", "10 you can choose to switch between the workbooks from the taskbar too click on a taskbar button to switch to a different workbook.", "11 from within excel, you can send a workbook via email.", "11 to email the workbook you are working on, click the email icon.", "11 type the email address of the recepient(s).", "11 if you want to send a copy to another person, click the cc area and enter that person's address.", "11 excel fills in theâ subject of the message for you based on the name of your file.â ", "11 you can edit the subject line to make it more informative.", "11 click send to send your workbook.your messageâ and workbookâ will be sent to the recipients you have specified.", "12 you can edit the data in your worksheet.â generally, you edit data in a worksheet by editing the data in a single cell when editing data in a cell, a small flashing vertical line (the cursor ) shows you where keys that you press on the keyboard will be entered into your worksheet.", "12 you can either replace or edit a data in a cell one character at a time, orâ replace all of the data in the cell at once.", "12 to edit data in a cell, double-click the cell.", "12 theâ cursor appears in the cell you clicked.", "12 use the arrow keys on your keyboard to move the cursor to the point in the cell where you want to insert or change characters.", "12 if you want to remove the character to the left of the insertion point, press the backspace key.â ", "12 you can enter data at the insertion point (for more detailed information about entering data into windows applications, see the windows tutorials at www.screenbooks.net and www.evisa.com ).", "12 after you finish, press the enter key the data in the cell is changed as shown, and the cell below becomes selected.", "12 when editing data, you may find it convenient to display as many cells as possible you can do this by choosing full screen mode.", "12 to do so, click view .", "12 select the full screen option from the pulldown menu.", "12 full screen view is displayed (toolbars and the caption bar and other items are hidden only the cells, menu bar, and row and column headers display.)", "12 to return to normal view, repeat the same steps.", "12 there is another way to edit data.â click the cell which contains the data you want to edit the data in the selected cell appears in the formula bar.â ", "12 click the formula bar and then use the backspace keyâ to delete characters or enter data as usual.", "12 press the enter key and the data in the cell is changed.", "12 you can completely replace data in a cell by clicking once on the cell (instead of double-clicking).", "12 when you type in new data, the data previously in the cell is completely erased and replaced with your new data press the enter key to move to the next cell.", "12 to completely delete data from a range of cells, select the cells which contain the data you want to delete.", "12 press the delete key the data in the cells you have selected is deleted.", "13 in microsoft excel, once you have created a file and data isâ entered, you can reorganize your worksheet.â you can either moveâ data from one location to another or copy the same data to a different location.â ", "13 you can move or copy data by using the toolbar buttons, pulldown menu items, or you canâ drag and drop the data.", "13 to move or copy data using the toolbar buttons, select the cells containing the data you intend to move or copy.", "13 click on the copy button on the toolbar (you can also choose copy from the edit pulldown menu) excel will display a flashing outline on the selected cells.", "13 click the cell where you want to copy the data to the cell you click will become the first left cell of the new location.", "13 click on the paste button to paste the copied dataâ to the new cell.", "13 the data is copied to the new location as shown here (to move the data instead of copying it, instead of choosing the copy button on the first step, choose cut from the edit pulldown.)", "13 you can move a range of data by dragging and dropping it.â to move data, select the cells containing the data you want to move.", "13 position your mouse at a border of the selected cellsâ until the mouse cursor changes to an arrow (cursor not shown, but you'll find that the cursor is a thick cross when over the selected cells, an i beam off of the cells, and an arrow on the border).", "13 when you get the arrow sign, drag the mouse (hold down the left mouse key while moving the mouse) to the cell where you want to place the data.", "13 the data is moved to the new location.", "13 microsoft excel will ask you if you want to replace the contents of the destination cells if you are moving or copying a data to a cell which already contains data.â you canâ click yes to replace the data orâ no to cancel the action.", "13 you can move or copy data from one worksheet to another to do that, select the cells which contain the data.", "13 click on the copy button.", "13 click the tab of worksheet where you want to place the data.", "13 click on a cell.", "13 click on the paste button.", "13 the data is copied to the new worksheet as shown.", "14 the find feature in microsoft excel allows you to quickly locate a word or a number in your worksheet.â ", "14 to start a data search, click edit on the menu.", "14 click find from the pulldown menu .", "14 the find dialog box appears as shown.", "14 in the find what box, type the word or number you want to look for.", "14 click find next to start searching for the data.", "14 the cell containing the data is highlighted as shown.", "14 if the dialog is blocking your view of cells that you want to see, you can move it.", "14 you can continue to click find next until no more matchingâ cells are found.", "14 you can click close to close the dialog box at any time.", "14 you can also instruct excel to find only items whose capitalization matches that of the search item.â  to do that, in the find dialog box, checkmark the match case option.", "14 you can also search and replace items.â to do that, click edit .", "14 click find from the menu.", "14 enterâ the word you want to find.", "14 click the replace option.", "14 enter the new data that you want to use to replace the old data.", "14 click the replace button again.", "14 the matching item is replaced with the new one.", "14 if you want to replace all matching data at once, click replace all .", "15 microsoft excel allows you to check for and correct spelling errors you can check for spelling errors in either the entire worksheet or selected cells.â the spell check works by comparing the words in the selected cells with words in a dictionary if a word isn't found in the dictionary, you can change the spelling to match a word in the dictionary, or add the word to the dictionary.", "15 if excel doesn't find a match for a word, it showsâ a list of words that are close matches you can choose one of these words as your new spelling, you can add the existing spelling to the dictionary, or you can ignore the spelling check for theâ  presentâ item and continue with your work.", "15 click the spell check button.", "15 spell check asks if you want to start at the beginning of the sheet, if as shown, the first cell in the sheet is not already selected.", "15 click yes to start from the beginning.", "15 the first misspelled word is found and displayed.", "15 the list of suggested spellings is displayed as shown.", "15 you can choose one of the suggestions if you want to change the word, or you can click ignore to continue checking for other misspelled words.", "15 the next misspelled word is shown.", "15 to select one of the suggestions, click the word.", "15 click change to correct the word.", "15 the word is corrected and spell check moves to the next misspelled word.", "15 if your word is not a close match for any word in excel's dictionary, excel may tell you thatâ there is no suggestion for that particular word.â you can either ignore this message orâ  add itâ to excel's dictionary.â  to add a word, click add .", "15 after your spelling check is finished, excel will prompt you with a message.", "15 click ok and your spelling check is complete.", "15 you can check the spelling of several worksheets at once.â to do that, hold down the ctrl key as you click the tab of each worksheet you want to check, then run spell check as shown.â when you are done checking, click each sheet to ungroup it.", "16 you can insert new rows or columns into an existing set of data in a worksheet.", "16 inserting rows causes rows below the rows being inserted to shift down columns shift right the row numbers and column letters are adjusted automatically by excel â ", "16 to insert a row,â  click the row number.â excel will insert a row just above the row you select.", "16 click insert on the menu.", "16 click rows from the pulldown menu.", "16 the new row is inserted as shown and all the rows below it shift downwards.", "16 now let's try inserting a column select a column by clicking on the column letter.", "16 after selecting a column, click insert from the menu.", "16 click columns on the pulldown menu.", "16 the new column is inserted.", "16 the following columnâ is shifted to the right as seen.", "16 you can insert many rows or columns at once.â  to do that, you can select the number of columns you want.â  lets try selectingâ four columns.", "16 click insert .", "16 click columns .", "16 four new columns are inserted as shown, and the following columns are shifted to the right.", "16 likewise, you can insert rows.â select a number of rows.", "16 click insert .â choose rows from the pulldown menu.", "16 a number of new rows equivalent to the number of rows that you selectedâ is inserted.", "17 you can remove data that you don't need any more,â by either deleting the rows or the columns.", "17 to delete a row or column, first you must select the rows or columns that you want to delete the row numbers and column letters are adjusted automatically for you after the deletion you can use the undo feature to restore the deleted rows.", "17 to delete a row, first select the row you want to delete by clicking the row number.", "17 click edit from the menu.", "17 click delete from the pulldown menu.", "17 the row that you have selected is deleted and the all the rows below itâ shift upward.", "17 to restore the deleted row, you can click on the undo button as shown.", "17 to delete several rows at once, click the row number of the first row you want to delete.â drag the mouse till you reach the last rowâ that you want to delete.", "17 click edit .", "17 click delete .", "17 all the rows that you have selected are deleted as shown you can click undo to get the rows back.", "17 to delete a column, select the column you want to delete by clicking on the column letter.", "17 click edit and then delete from the edit menu.", "17 the column disappears and the following columnsâ shiftâ left.", "17 you can delete several columns at once in the same way that you deleted several rows if you have deleted a column by mistake, you can restore it by clicking the undo button.", "18 in microsoft excel, if your worksheet has lots of columns and does not fit on the screen, you can hide columns to reduce the amount of data displayed on the screen.â also, if you have some confidential data that you do not want other people to see, you can hide the columns of that particular data.â ", "18 hiding columns in a worksheet will not affect the data and the formulas and functions in the worksheet will continue to work even when hidden hidden columns will not appear when printed.", "18 select the columns you want to hide by clicking on the column letter.", "18 click format on the menu.", "18 click columns from the pulldown menu.", "18 click hide to hide the column.", "18 the column you selected disappears from the worksheet.", "18 you can select unhide to unhide the hidden columns.â click format, column and click unhide .", "18 and the hidden column appears as shown.", "18 likewise you can hide rows select the row(s) you want to hide and follow the same steps as withâ hiding columns the rows will be hidden from view.â  toâ restore view of the rows, use the unhide command.", "19 cells in your worksheet can be givenâ a name.â you can name a single cell or a range of cells together cell names can be up to 255 characters in length and should begin with a letter or an underscore the characters following the first character can be either numbers or letters.", "19 when you have named a cell in your worksheet, you can use the name to quickly select the cells.â naming cells makes it easier to enter formulas and functions and to remember cells or cell ranges.", "19 to name a cell, first select the cell(s) you want to name.", "19 click on the indicated area.", "19 type the name you want to use for the cell and then press the [enter] key.", "19 once you have named a range of cells, you can select that range from the pulldown menu click the down arrow indicated.", "19 click the name of the cell rangeâ you intend to select.", "19 the cells that match the name you defined get selected as shown.", "19 if you want to delete a name that you have assigned to a cell, you can do that.â to do so, click on the insert menu.", "19 select name from the menu.", "19 then click define .", "19 the define name dialog box is shown.", "19 select the name you want to delete.", "19 press delete .", "19 the nameâ is deleted from the list.", "19 click ok to close the dialog and return to your worksheet.", "20 when you make a change to a worksheet, you can use the undo feature in excel to immediately undo the change..â ", "20 editing and formatting changes can be undone,â but some other actions cannot be undone creating charts,â and adding, removing and renaming worksheets cannot be undone.", "20 excel stores a list of the lastâ sixteen changes you make in all of your open worksheets and you can cancel one change at a time or many changes at once.", "20 to undo one change at a time, click the undo icon.", "20 the changes made will be cancelled.", "20 to undo multiple changes at once, click the little down arrow as shown.", "20 it will display a list of the last changes you made.", "20 click the change you want to undo.", "20 all the changes youâ chose to undoâ will beâ undone as seen.", "21 the zoom feature in excel allows you to enlarge or reduce the display of data on your screen when you change the zoom settings, it allows you to see data in more detail or to display more data on your screen at once.", "21 zoom settings are measured in percentages and by default, excel displays your worksheet in the 100% setting.â changing the zoom settings does not affect the display of data in other worksheets it also does not change the data appearance in a printout.â  zoom settings will be saved as a part of your worksheet and whenever you open your workbook, the worksheet will be displayed in the zoom setting you selected.", "21 click the little arrow to display a list of zoom settings.", "21 a list of zoom settings are displayed.", "21 select a zoom setting.", "21 the worksheet appears in the new zoom setting you chose.", "21 to change back, click the list and choose the setting you want to use.", "21 the worksheet is again changed to the zoom setting you chose.", "22 your view of a worksheet can be split into seperate frames.â splitting worksheets lets you display different areas of a worksheet at the same time.â eachâ frame contains a copy of your entire worksheet.", "22 your worksheet can be split horizontally,â vertically, or both.â a line is shown which indicates theâ boundary between the two framesâ of your worksheet.â you can scroll the frames seperately a horizontal split allows you to compare data in different rows, whereas a vertical split allows you to compare data in different columns.", "22 hold the mouse over the indicated area the mouse cursor will change to a cross with arrows then, drag your mouse to where you want the worksheet to be split.", "22 your worksheet is split vertically into two sections as shown.", "22 a dividing line which appears in the middle of the split window indicates where your worksheet is split as you can see, the same worksheet is displaying in both frames.", "22 to move through the columns to the left of the dividing lines, click the arrow as shown.", "22 to move through the columns to the right of the dividing line, click this arrow.", "22 to remove the split from the worksheet, click on the windows menu.", "22 a pulldown menu is shown.", "22 click remove split from the menu.", "22 the split is removed.", "22 likewise, you can split the worksheet horizontally.â to do so, position your mouse over the indicated area till the cursor changes to a cross with arrows.", "22 drag the mouse to where you want to split the worksheet.", "22 the worksheet is split into two sections horizontally as seen.", "22 click the arrows to move through the rows in the upper frame.", "22 click the arrows to move through the rows below.", "22 remove the split by clicking on windows , remove splits .", "22 the split is removed.", "22 you can also compare the data in worksheets in different workbooks.â to do that, open the workbooks containing the worksheets you want to view then, click the window menu.", "22 select arrange .", "22 select the tiled option.", "22 the workbook windows display side by side.", "23 not onlyâ text and numbers, but also formulas can be entered into a cell a formula calculates the value in the cell from some other cell or in some other way a formula always begin with an equals sign (=) you can enter a formula in any cell in your worksheet if you useâ cell references instead of actual data when entering a formula, excel will redo the calculations automatically when the cell being referenced is changed.", "23 the result of the formula is displayed in the cell whereas the formula itself is displayed on the formula bar.â this will be illustrated in the pages that follow.", "23 to enter a formula, click the cell where you want to enter the formula.", "23 type an equals sign to begin the formula as shown.", "23 type the formula and then press the enter key here we have entered a simple formula instructing excel to divide the data in cell e3 by the data in cell c13.", "23 the result is calculated by excel andâ displayed in the cell.", "23 you can click on the cell containing the formula to view the formula you have entered.", "23 the formula for the cell is displayed in the formula bar as shown.", "23 if you want to make some changes in your formula, you can do so to edit a formula, double-click the cell that contains the formula that you want to change.", "23 the formula appears in the cell.â excel uses different colours to show the cells that are used in the formula.", "23 edit the formula.", "23 press enter after making changes in the formula the result of the changed formula is displayed in the cell.", "24 a function in excel is a ready-to-use formula.â excel has more than 200 functions for you to choose from.â  to enter a function in a cell, you enter first the equals sign, then the name of the function, then the arguments for the function.", "24 to enter a function, click the cell where you want to enter it.", "24 click the paste function button on the standard toolbar.", "24 the dialog box for paste function appears.", "24 you can choose and click the category containing the function you want to use.", "24 if you do not know which category contains the functions you want to use, you can choose the all category to display a list of all the functions.", "24 after you select a category, the functions in the category are displayed as shown.", "24 click the function you want to use here.", "24 the description of the function you choseâ is given here.", "24 click ok to confirm.", "24 the formula palette appears.", "24 to enter the first number ( argument ) for the function, click on the cell that contains the number if the function palette covers the cells that you want to select, move it to a blank area by dragging it.", "24 select and clickâ a cell to enter the first number for the function press the tab key to move the cursor in the function pallette to the second number.", "24 click on the cell for the second number.", "24 repeat these steps for each number you want to use for the function.", "24 click ok to enter the function in the worksheet.", "24 the result of the function is displayed in the cell as shown.", "24 the function for the active cell is displayed in the formula bar as seen here.", "24 you can edit a function in the formula bar as you would edit any data in a cell.", "25 the autosum featureâ in excel allows you to add and calculate the sum of a list of numbers in your worksheet.", "25 when you use the autosum feature, the cells that will be used in the autosum calculation will be marked by a dotted line.â if the wrong cells are outlined for you by excel, you can select the cells you want to use in the calculations.", "25 to calculate the sum of a list of numbers using autosum, click a cell below or to the right of the cells containing the numbers you want to add.", "25 click on the autosum icon on the toolbar as shown.", "25 excel automatically selects numbers to be summed and outlines them as shown.", "25 if you want to change or add more cells, select them by dragging the dotted line you can select either rows or columns.", "25 press enter â to perform the calculation the calculation is performed and the sum formula (as shown in the formula bar) is entered into the cell.", "25 you can also calculate the sum of the cells without entering a formula this is done via the autocalculate feature to do that, select the cells that you want to sum.", "25 the sum of the cells you selectedâ is automatically displayed in the indicated area.", "25 you can also have autocalculate perform other calculations for you.â to do that, select the cells you want to include in a calculation.", "25 right-click the area in the bottom right corner of your screen that shows the autocalculateâ results.", "25 a menu appears as shown.", "25 from the menu, choose the type of calculation you want let's choose the average .", "25 the average value of the selected data is shown.", "25 autosum and autocalculate can be used with any type of cell, including cells that contain formulas, and cells that are not joined (to select cells that are not joined, hold down the ctrl key while clicking with the mouse) for example, you can use autosum to quickly calculate a grand total from several subtotals.", "26 a formula you have used in your worksheet can be copied to other cells if you want to reuse it.", "26 there are two types of cell references that you can use in a formula: relative (example: a:13) absolute (example: $a:$13) in a relative cell reference, the reference changes when you copy a formula containing the cell reference in an absolute reference, the cell references will not be changed a cell reference can be made absolute by typing a dollar sign ($) beforeâ the column letter and row number in the cell reference.", "26 click the cell where you want to enter a formula.", "26 enter the formula that you want to copy to other cells.", "26 the formulaâ for the cell is displayed in the formula bar.", "26 to copy the formula to other cells, position your mouse at the bottom right corner of the cell containing the formula till the mouseâ cursor changes to a black plus sign.", "26 drag the mouse over the cells where you want the formula to be copied and release the mouse after you have reached the last cell.", "26 the result of copying the formula is shown.", "26 click one of the cells that you copied the formula to.", "26 the new formula with the new cell references is displayed on the formula bar as shown the cell references have been adjusted to have the same relative position to the new formula as with the original formula.", "26 you can also copy a formula to a non-adjacent cell.â to do that, select the cell containing the formula that you want to copy.", "26 click the copy button on the toolbar.", "26 the cell containing the formula to be copied is highlighted as shown.", "26 select the cell where you want the formula to be copied to.", "26 click the paste button on the tool bar.", "26 the formula is copiedâ to the other cell as shown.", "26 when a formula with an absolute reference is copied, the reference will not be changed for example, the reference $a:$13 will not change and will continue to refer to cell a:13.", "27 your excel workbook by default contains three worksheets however, you can add as many worksheets as you want you can also remove worksheets from your workbook.", "27 to insert a worksheet in your workbook, click on a worksheet tab.", "27 click insert on the menubar.", "27 the insert pulldown menu appears.", "27 click worksheet on the pulldown menu.", "27 the new worksheet is inserted in front of the tab that you clicked.", "27 excel displays a tab for the new worksheet.", "27 you can enter data and save your workbook as with any other worksheet.", "27 to delete a worksheet, right-click the worksheet that you want to delete a menu appears.", "27 click  delete .", "27 a confirmation dialog box appears.", "27 if you do not want to delete, click cancel . if you are sure you want to delete the worksheet, click ok to confirm.", "27 your worksheet is permanently deleted from the workbook.", "28 you can easily switch between different worksheets in a workbook each worksheet in your workbook has a tab that displays the name of the worksheet. the active worksheet that is displayed on the screen has a white tab whereas others are represented by a grey tab. the contents of the inactive worksheets are hidden.", "28 you can switch between your worksheets by selecting the tab of the worksheet you want to view some worksheet tabs may be hidden if you have many worksheets. you can use the tab scrolling buttons to display the hidden tabs.", "28 to display the contents of a worksheet, click the worksheet tab as shown.", "28 the worksheet is displayed.", "28 the color of the active worksheet is white as seen here.", "28 the other tabs are grey.", "28 you can click on another tab to view another worksheet.", "28 the worksheet that you have selected is displayed.", "28 if you have many worksheets in your workbook, you will not be able to see all the tabs. in that case, you can click the indicated buttons to browse through the tabs.", "29 a worksheet in your workbook is automatically given a name like sheet1, sheet2 etc by excel you can, however rename a worksheet you must name each worksheet uniquely.", "29 to rename a worksheet, double-click the tab of the worksheet.", "29 the current name is highlighted as shown.", "29 type a new name and then press the enter key.", "29 the worksheet is renamed as shown.", "30 worksheets can be moved into a different order in your workbook, or moved to a different workbook you should take care when you move a worksheet because formulas which reference cells in the moved worksheet may no longer work.", "30 to move a worksheet, position the mouse over the tab of the worksheet you want to move.", "30 drag the worksheet to a new location.", "30 the worksheet appears in the new location as shown here.", "30 you can also copy a worksheet click the worksheet that you want to copy.", "30 drag the worksheet to a new location while holding down the ctrl key.", "30 the worksheet is copied to the new location as shown here.", "30 worksheets can also be moved or copied by right-clicking on a worksheet tab and selecting from the popup menu.", "31 column widths and row heights can be adjusted easily in excel this allows you to display the data in your worksheet more clearly.", "31 here we can see that only a part of the text in theâ cell isâ displayed (the cell contains the text personal income ).", "31 to change the column width, position your mouse at the right edge of the column heading till the mouseâ cursor changes to a cross with arrows.", "31 once the mouse cursor has changed, if you press the left mouse key and hold it down, a box displays the column width.", "31 drag the column edge until you reach the column width that you want to display then, release the mouse.", "31 the column width is resized.", "31 you can have excel size the column to exactly fit the width of the widest item to do so, double-click on the line between two column headers as shown.", "31 the column width is changed to fit the text as shown.", "31 if a cell containing numbers in your worksheet is too narrow, the numbers will beâ replaced withâ  # signs as seen here.", "31 to display the numbers, you should increase the column width.â  to increase the column width, double-click the right edge of the column heading as before.", "31 now the numbers are displayed correctly, since the column is wide enough to fit them.", "31 you can also specify an exact column width.â to do that, click the heading of the column you want to change.", "31 click on the format menu.", "31 choose column , width from the menu.", "31 then, enter the width that you would like.", "31 click ok .", "31 the column width is changed.", "31 likewise, we can also change the height of the row to add space between the rows of data in the worksheet to do that, position the mouse over the indicated line (the line between two rows in the row heading).", "31 drag the row edge till you reach the row height you want then,â release your mouse.", "31 the new row height isâ applied as shown.", "31 as with column headings, you can double click the line between two row headers to cause excel to automatically size the row to match the tallest item.", "31 also, you can specify an exact row height.â click the heading of the row you want to change.", "31 click format .", "31 select row and then click height from the menu.", "31 specify the height of row you want.", "31 click ok .", "31 the row height is changed as seen.", "32 you can change the font face (the font type) and the font size in your worksheet you can change the font in the entire worksheet, or in individual cells.", "32 first, select some cells.", "32 click the small down arrow here to display a list of the fonts available with excel (the default font is arial).", "32 a list of available fonts is displayed.", "32 choose a font.", "32 the font is changed in the selected cells.", "32 you can also change font size here we will change the font size in a single cell first, we click on the cell.", "32 click the arrow shown.", "32 a list of sizes are displayed.", "32 select a size.", "32 the font size is changed.", "32 click anywhere to deselect the cell.", "32 you can also instruct excel to shrink the font size to fit the current size of a cell click on a cell.", "32 click  format .", "32 choose cells .", "32 the format cells  dialog box is displayed. choose alignment from the dialog box.", "32 the alignment tab is displayed. checkmark the shrink to fit button as shown.", "32 click ok .", "32 the data is neatly fitted in the cell as shown.", "32 you can also decrease the size of the data displayed on the screen without affecting the data appearance on the printout. to do that, use the zoom feature to learn more on the zoom feature, refer to the zoom tutorial in this bookshelf, under excel basics .", "33 styles of data in your worksheet can be changed by using the features of bold , italic and underline . ", "33 first select the cells that you want to change.", "33 click the bold button.", "33 the data appears bolded.", "33 to deselect the cells, click on an unselected cell.", "33 now let's try italic select some cells.", "33 click the italic button.", "33 the cells appear in italic style.", "33 now let's try underlining first select some cells.", "33 click the underline button on the toolbar.", "33 the cells appear with underlining.", "33 you can also apply several features at once select some cells.", "33 click the italic button and the underline button.", "33 the data appears bolded, italicized and underlined as shown here.", "34 cell data colors and cell background colors can be specified in excel.", "34 first, lets try changing the cell color select some cells.", "34 click the small down arrow as shown.", "34 a table of different colors is displayed.", "34 choose and click the cell color you want to use.", "34 the cell color is changed as shown here.", "34 click an unselected cell to deselect the cells previously selected when you have deselected the cells, you can clearly see the color that you chose.", "34 you can also change the cell data color select some cells.", "34 click the small arrow shown.", "34 choose and click the color you want to use.", "34 the data color is changed.", "34 deselect the cells by clicking another cell.", "34 you can also use patterns instead of solid colors select some cells.", "34 click format .", "34 click cells .", "34 click on the patterns tab.", "34 click the pattern area.", "34 choose a pattern.", "34 click ok .", "34 the background pattern is added to the cells that you selected.", "34 the font color button on your formatting toolbar displays the last data color you selected.", "34 select some cells.", "34 then click the font color button.", "34 the color of the selected cells is changed to red, which was the last color that you selected.", "34 click another cell to deselect the cells you changed.", "35 alignment of data in your worksheet can be changed in different ways.  left align center right align increase indent decrease indent you can also align data vertically or rotate data in cells.", "35 select some cells", "35 click the center button on the toolbar as shown.", "35 the data in the cells is center aligned.", "35 click anywhere to deselect the cells.", "35 let's try left align select some cells.", "35 click the align left  button on the toolbar.", "35 the data is aligned left.", "35 click anywhere to deselect the cells.", "35 now let's try indenting select some cells.", "35 click the decrease indent button on the toolbar.", "35 you can see here that the data has moved to the left by a few spaces.", "35 if you want to decrease the indent more, click on the button again.", "35 and you can see here that the data is moved to the left each time you decrease the indent.", "35 likewise, you can increase the indent by clicking the increase indent button on the toolbar.", "35 click on the increase indent button on the toobar as shown.", "35 and you can see here that the indent has been increased and the data is moved to the right.", "35 you can also center data across columns. select the cells you want to center the data across.", "35 click the merge and center button on the toolbar.", "35 the data is centered across the cells you have selected as shown here.", "35 click any cells to deselect the cells.", "35 you can also rotate data in cells. select the cells containing the data you want to rotate.", "35 click format .", "35 click cells .", "35 click on the alignment tab.", "35 in the orientation area, double-click the box beside degrees .", "35 type the number of degrees you want to rotate the data.", "35 click ok.", "35 the data is rotated.", "35 to undo the rotation, click edit on the menubar.", "35 choose undo format cells .", "35 and the rotation format will be removed as shown.", "35 you can also display long lines of text in a cell by using the wrap text option.", "35 select a cell containing text that you want to wrap.", "35 click format .", "35 click cells .", "35 in the format cells dialog box, checkmark the wrap text option.", "35 click ok .", "35 the text is wrapped (and the cell height is increased).", "35 to unwrap it, uncheck the wrap text option as shown.", "35 click ok, and the text is unwrapped.", "36 you have seen how to change font face and size via toolbar buttons you can also change font face, size and color via the format cells  dialog you can also add other effects such as: strikethrough effect : this effect displays a line through the middle of the data and is useful in indicating revisions to your data superscript and subscript .", "36 select some cells.", "36 click format .", "36 click cells .", "36 the format cells dialog appears.", "36 click on the font tab from the dialog box.", "36 select a font.", "36 select a style.", "36 select a font size.", "36 choose an underline style.", "36 if you want to use an effect, checkmark the effect you want to use as shown.", "36 click ok to confirm.", "36 the cells are formatted as you have specified you can also change only some of the data in a cell to do that, click the cell that contains the data.", "36 drag the mouse pointer over the data you want to change.", "36 perform the same steps as before, i.e click format and then choose the settings that you want to use as shown.", "36 click ok to confirm.", "36 only the data that you have selected has changed.", "36 you can also change the color of the data in the cells that you have selected. to do that, in the format cells dialog box, click on the patterns tab and then select the color you want to use. ", "36 click ok .", "36 the color for the selected cells is changed.", "36 you can also change the default font setting excel uses for all your new workbooks. to do that, select the tools menu.", "36 select options from the pulldown menu.", "36 the options  dialog box appears.", "36 click the general tab.", "36 from the dialog box that appears, in the standard font area, select the font and size you want excel to use for the default font setting.", "36 click ok to confirm.", "36 for your changes to come into effect, you must quit and restart excel. excel prompts you with the message shown.", "37 you can change the way numbers are displayed in your worksheet by changing the data format of the number some formats that you can use: the currency format the comma format  the percent format changing a format does not actually change the data - only how it appears.", "37 select some cells.", "37 click the currency button on the toolbar as shown.", "37 the numbers in the selected cells are shown in the currency format.", "37 click anywhere outside the cell to deselect.", "37 now let's try other formats select the some cells.", "37 click the comma format button on the toolbar.", "37 and also let's add a decimal point click the decimal button.", "37 the numbers in the selected cells are displayed with commas and decimal places as seen.", "37 you can also remove the formats that you have added. select the cells that have the format that you want to remove.", "37 click the decrease decimal button on the toolbar.", "37 clicking it once removes the decimal place by one digit.", "37 to remove both the decimal places, click it twice.", "38 the numbers tab in the format cells  dialog has many more options for formatting your data according to the data type.", "38 select some cells.", "38 click format .", "38 click cells .", "38 the dialog box for format cells appears.", "38 the number tab is selected by default.", "38 click the category that describes the data in the cells that you selected.", "38 options for the category are displayed here different categories have different options.", "38 click the indicated area to select the number of decimal places you want to display. ", "38 then enter the number of decimal places.", "38 you can determine how you want your negative numbers to appear to do that, click one of the available styles from here.", "38 click ok .", "38 the numbers are displayed in the format you applied.", "38 click any cell to deselect the selected cells.", "38 if you want to remove a number format that you added to your data, you can also do that. first select the cells.", "38 click format .", "38 click cells .", "38 select the general category from the number tab.", "38 after you click ok , the number format is removed.", "39 you can change the color and thickness of cell borders you can use this feature to create separate boxes of data in your spreadsheet.", "39 select some cells.", "39 click format .", "39 click cells .", "39 the format cells dialog box appears.", "39 click the border tab on the dialog box.", "39 click the line style you want to use for the border.", "39 the color for the border can be chosen from here.", "39 click and choose a color you want to use for your border.", "39 click the type of border you want to add. the indicated option adds only the top border.", "39 the border option you have chosen is displayed here.", "39 click the left, right, middle and bottom border buttons to add all of these lines (you can also achieve the same effect by clicking on the outline and inside buttons).", "39 the display of the border to be added is shown here.", "39 click ok.", "39 the border you selected is applied to the selected cells.", "39 click any cell to deselect the previously selected cells.", "39 you can repeat the same steps to add different borders to different cells.", "39 if you want to remove the borders that you have added to your worksheet, you can do so first select the cells.", "39 click format .", "39 click cells .", "39 click the border tab on the format cells dialog box.", "39 click the none button.", "39 the borders will be removed from the display box.", "39 click ok to confirm.", "39 the borders are removed from the selected cells.", "39 click anywhere to deselect the cells.", "40 the format painter feature in microsoft excel enables you to copy the formatting from one cell to other cells in your worksheet.  you can copy all of the data formatting such as currency, date and percentage you can also copy font formatting such as size, color and alignment cell colors and borders can also be copied, but excel does not copy the row height or the column width of the cells.", "40 to copy a cell format, click the cell that displays the formatting you want to copy.", "40 click the format painter button on the toolbar the mouse cursor then changes to a paintbrush sign when over the worksheet.", "40 select the cells to where you want to apply the same formatting.", "40 release the mouse and the formatting is applied to the selected cells.", "40 click any cell to deselect the previously selected cells.", "40 you can also copy formatting to any number of unconnected selections to do so, repeat the steps in this tutorial, but double-click on the copy format button each selection you then make will have the formatting applied to stop applying formats, press the esc key.", "41 you can remove all formatting from a cell however the row height or column width will not be reset when formatting is cleared if you have used the delete key to remove data from a cell, you may need to clear formatting in that cell or else excel will apply the formatting to any new data that you enter in the cell.", "41 to clear formatting, select the cells that contain the formatting.", "41 click edit on the menu.", "41 the pulldown menu for edit appears.", "41 click clear on the pulldown menu.", "41 click formats to clear the formatting.", "41 all the formatting that you have applied to the selected cells gets removed.", "41 click any cells to deselect the previously selected cells.", "42 in addition to formatting data as has been shown, you can choose from numerous autoformats provided by excel some types of autoformats you can choose from include: accounting colorful 3-d effects", "42 first select the cells to which you want to apply an autoformat.", "42 click format .", "42 click autoformat on the pulldown menu.", "42 the dialog box for autoformat appears.", "42 use the scrollbar to browse throught the autoformats.", "42 click the autoformat you want to use.", "42 click options so that you can view the formatting options for the autoformat you have chosen.", "42 the formatting options are shown in this areas.", "42 the options that are checkmarked will be applied.", "42 you can uncheck an option to remove it.", "42 click ok to apply the autoformat to the cells that you selected.", "42 the cells display the autoformat you have selected.", "42 click anywhere to deselect the cells.", "42 you can remove the autoformat if you do not want it anymore to do so, select the cells that you have applied the autoformat to.", "42 click format .", "42 click autoformat on the pulldown menu.", "42 click none on the autoformat dialog box.", "42 click ok .", "42 the autoformat will be cleared from the worksheet as seen.", "42 click anywhere to deselect the cells.", "43 after you have created a worksheet in microsoft excel, you can preview the worksheet before printing.  the print preview feature will display the preview window in black and white if you are using a black and white printer, and in color if you are using a color printer.", "43 to preview a worksheet, click the print preview button on the toolbar.", "43 the print preview window appears.", "43 the indicated area shows current page number, and total number of pages.", "43 you can click next to go the next page of your worksheet.", "43 the next page is displayed.", "43 click on the previous button to go back to the previous page.", "43 in the print preview window, you may find the data to be too small to read clearly. however, you can magnify the data to do so, place your mouse over the area you want to magnify.  the mouse sign changes to the shape of a small magnifying glass.", "43 left-click, and the page is magnified, as shown.", "43 after you finish looking at the data, click anywhere on the page to return to the regular preview mode.", "43 excel does not print the gridlines by default. therefore, it doesn't display the gridlines in print preview if you want to print the gridlines, click the setup button in the print preview window.", "43 select and click the sheet tab.", "43 checkmark the gridlines option as shown.", "43 click ok .", "43 the gridlines will be displayed as shown.", "43 you can print your workbook directly from the print preview window to do so, click print .", "43 the print dialog box appears", "43 specify the pages you want to print, and the number of copies and then click ok .  your page will be printed.", "43 click close on the print preview window to return to your worksheet.", "44 printing a workbook or worksheet allows you to have a paper copy of your work you may have more than one printer connected to your machine, in which case you will need to choose which printer to print to the printer needs to be turned on and loaded with paper, of course you can print your whole worksheet or just a part of your worksheet. you can also specify the pages you want to print if your worksheet contains many pages.", "44 here we will demonstrate printing a part of a worksheet select the cells in the worksheet you want to print.", "44 click file on the menubar.", "44 the file pulldown menu appears.", "44 click print on the menu.", "44 the print dialog box appears.", "44 you can select the printer you want to use.", "44 choose whether to print just the cells that you have selected, or to print the active worksheet or workbook.", "44 the pages you want to print can be specified.", "44 specify the number of copies you want to print.", "44 click ok and your worksheet will be printed.", "44 to quickly print the entire worksheet, click on the print button on the toolbar the worksheet will be printed.", "45 you can change the page orientation when you print there are two options: portrait : page is printed with paper in vertical orientation landscape : page is printed with paper in horizontal orientation when you change the page orientation, the entire worksheet will be affected but will not affect other worksheets in the workbook it does not change the way the worksheet appears on the screen you can use print preview to see how the page looks after you have changed the page orientation.", "45 to change the page orientation, click file on the menu.", "45 the file pulldown menu appears.", "45 click page setup on the menu.", "45 the page setup dialog box appears.", "45 the page tab is selected by default.", "45 you can see that the page orientation is marked as portrait by default.", "45 click the orientation you want to use here landscape  has been chosen.", "45 click ok .", "45 now your page orientation for printing has been changed to landscape . to view the orientation, click the preview button on the tool bar.", "45 here you will see that your page is changed to landscape orientation, and this is how it will be printed out.", "45 click close to return to the worksheet.", "46 additional printing options can be chosen from the page setup dialog gridlines: this will print the lines around each cell in your worksheet as shown previously, this can also be specified from print preview.  black and white: print in black and white only draft quality: quick print with lower quality output.  row and column heading options: prints out the row numbers and column headings in your worksheet (a, b,c and 1,2,3 etc) changing print options does not change the way your worksheet displays on the screen. it only changes the way your worksheet is printed out.", "46 to change print options, click file .", "46 click page setup on the pulldown menu.", "46 the page setup dialog box appears.", "46 click the sheet tab on the dialog box.", "46 you will see the print options on the sheet tab.", "46 checkmark print options as shown.", "46 click ok to confirm your change.", "46 the printout out of your page will be done with the options you have chosen. to see a preview of the page, click the preview button.", "46 you can see the page preview with the column headings as specified however, gridlines are not visible, although, in this example, they were specified.", "46 this is because you have chosen draft quality to print the gridlines, you must uncheck the draft quality option. to do that, click setup .", "46 the page setup dialog appears as before uncheck the draft quality option.", "46 click ok to confirm.", "46 now you can see the gridlines on your print preview your printout will also display them.", "46 click close to return to your worksheet.", "47 print margins are the spaces between your data and the edge of the output paper by default, top margins and bottom margins are set at 1 inch and left and right margins at .75 inch you can change them according to your needs at least .25 inch margins are needed for your document to be printed correctly.", "47 lets us look at how we can change the margins of a document here. click the print preview button.", "47 the data appears in print preview.", "47 click margins to display the margins.", "47 the margin lines are displayed as seen.", "47 arrow 1 : top margin arrow 2 : bottom margin arrow 3 : left margin arrow 4 : right margin", "47 position your mouse over a margin you want to change. the mouse sign changes to a cross sign.", "47 drag the margin to a new location the new location will be indicated by a line.", "47 as you change and move the margin, the indicated area displays the distance in inches between the margin and the edge of the page.", "47 the margin is moved.", "47 likewise, you can repeat the same steps to change the other margins like left, right or bottom.", "47 you will see that your margins are changed as you specify.", "47 if you want to specify exact measurements for the margins, you can do that too. click the setup button.", "47 the setup dialog box appears.", "47 click the margins button.", "47 the margins  tab appears.", "47 select the exact inches for the top, bottom, left and right buttons in the boxes as shown.", "47 click ok .", "47 the margins are displayed as you have set them.", "47 click close to return to your worksheet..", "48 you can instruct excel to finish printing a page and start a new page at a specific point in your workbook this is called inserting a page break excel automatically creates page breaks, but you may want to manually specify a page break for example, you may find that excel is putting some rows on separate pages that you would rather have on one page both horizontal and vertical page breaks will be demonstrated in this tutorial you can preview page breaks that you have inserted before printing out the page page breaks inserted by excel will be shown as dotted blue lines. page breaks inserted by you will be shown as solid blue lines.", "48 to insert a page break, click the heading of the row or column where you want to have a new page.", "48 click insert on the menubar.", "48 the insert pulldown menu appears.", "48 click page break on the menu.", "48 a dotted line appears at the place you have marked. this line shows where one page ends and another begins.", "48 the page break line will not be printed in the printout.", "48 you can view the page breaks you have inserted, and also the page breaks automatically inserted by excel. click view on the menu.", "48 the view pulldown menu appears.", "48 click page break preview on the pulldown menu.", "48 a welcome dialog box appears click ok to close the dialog box.", "48 here you can see the preview of the page breaks.  the page break inserted by you shows as a solid blue line here.", "48 you can see that the page break inserted automatically by excel appears as a dotted blue line as mentioned in the welcome dialog, by clicking and dragging, you can move either this page break or the one inserted by you.", "48 the page numbers are also written on each page.", "48 you can insert horizontal and vertical page breaks at the same time.  to do that, click the cell thats is directly below and to the right of where you want the page breaks to appear.", "48 click insert > page break .", "48 both of the new page breaks (horizontal and vertical) are inserted as shown here horizontal page break vertical page break.", "48 click view > page break preview .", "48 click ok .", "48 here you can preview the new page breaks that were inserted its shown in solid blue lines.", "48 you can remove a page break. to do that, select the cell that is directly below or directly to the right of the page break you want to remove.", "48 click insert > remove page break .", "48 your page breaks will be cleared as shown.", "48 you can also remove all the page breaks that you have inserted to do that, click the blank area to the left of column a.", "48 this causes the entire worksheet to be selected.", "48 click insert  >  reset all page breaks.", "48 all the page breaks that you have inserted will be removed to verify, go to view > page break preview .", "48 click ok and you will see here that all the page breaks have been removed.", "48 click view > normal to return to your worksheet.", "48 click anywhere to deselect the cells.", "49 you can specify exactly how many pages you want excel to use when printing out your data excel will resize your worksheet to fit the number of pages that you specify this feature can be especially useful when your last page of data has just a few lines when using this feature, excel ignores any page breaks that you have inserted this feature only affects printed output it does not affect how your worksheet appears on the screen use print preview to see how your printout will look.", "49 click file on the menubar.", "49 the file pulldown menu appears.", "49 click page setup .", "49 the page setup dialog box appears.", "49 by default the page tab is selected.", "49 to fit the worksheet on a specific number of pages, click and mark the fit to option.", "49 enter here the number of pages (across) that you want your printout to be limited to.", "49 in the indicated box, select the number of pages (vertical pages) that you want your printout to be limited to.", "49 click ok to confirm your changes.", "49 you can see your changes via print preview.", "50 you can print the same row or column labels on every page of your worksheet. repeating row or column labels makes the data in a long worksheet easier to understand.  repeating labels on a printout will not affect the appearance of your worksheet displayed on the screen use the print preview feature to see how the repeated labels will look in the printout of your worksheet.", "50 click file on the menu.", "50 the pulldown menu for file displays.", "50 click page setup on the menu.", "50 the page setup dialog box appears.", "50 click the sheet tab.", "50 you can choose rows to repeat at the top of your worksheet or columns to repeat at the left in the present example, we will select rows to repeat.", "50 the page setup dialog transforms to show just the row input box in the worksheet, click on the row that you want to repeat.", "50 click ok to confirm your changes.", "50 the row you have selected will appear at the top of every printed page you can use print preview to see how the printed version will look. for information on the print preview feature, see the tutorial on print preview in this bookshelf.", "51 in addition to using a worksheet row as a column label, you can also add arbitrary text to the top and bottom of each printed page these text items are called headers and footers excel provides many premade headers and footers to choose from. you can have a footer which can include the current date every time your worksheet is printed. a confidential report can have a header saying confidential you can also make your own header or footer, or customize an existing one you can use the print preview feature to see how a header or a footer in your worksheet will appear in the printout.", "51 to add a header and footer to your worksheet, click view on the menu.", "51 click header and footer on the pulldown menu.", "51 the page setup  dialog box appears.", "51 you can view  a list of already available headers by clicking here.", "51 choose the header you want to use.", "51 this area displays how the header will appear at the top of the page.", "51 click here to view the list of footers.", "51 choose the footer you want to use.", "51 the area here displays the way your footer will appear at the bottom of the page.", "51 click ok to add the header and the footer to your worksheet.", "51 your header and footer will be added to your printed output you can use print preview before printing to see how it will appear.", "51 you can remove headers and footers. click view on the menu.", "51 click header and footer on the pulldown menu.", "51 in the dialog box, click the header area to remove a header.  select (none).", "51 go to the footer area to remove the footer. select (none).", "51 click ok to confirm your changes.", "51 you can also create a custom header or a footer. to do that, select the view menu and click header and footer .", "51 click custom header to create a header.", "51 you can enter text in the left, center and right section of the header.", "51 type your text.", "51 click ok to add your header.", "51 your header is displayed as shown.", "51 click custom footer to add a footer.", "51 type your text you can also add a date or time to your footer (see next).", "51 in the footer we want to add a time and a date when the page will be printed to do that, click on the indicated button.", "51 click ok to add your footer.", "51 your footer is displayed here.", "51 click ok to confirm.", "51 your custom header and footer are both added to the worksheet. you can preview by using the print preview feature if your custom header runs into the data in your worksheet, you can increase the top or bottom margin on the printed page to allow more space for your header or footer. to increase the margin, see the tutorial on changing margins .", "52 many worksheets consist of a single table of data, with a title for each column. such a worksheet is called a list . excel has extra features for dealing with such worksheets to create a list, first create a series of column headings.", "52 format the column labels with something other than the default formatting this will ensure that excel recognizes that this worksheet is a list.", "52 we can now enter data.", "52 type as many records (rows of data) as you want do not leave any blank rows in the list.", "52 after you finish, save your workbook. ", "52 another way to enter data in a list is by using a data form to enter data using a data form, click any cell in the list.", "52 click data on the menu.", "52 a pulldown menu for data appears.", "52 click form on the pulldown menu.", "52 a dialog box for entering a row of data in the list appears.", "52 click new to add a new record (a new row).", "52 a blank form appears.", "52 type the data in the first column and then press the tab key to move to the next column repeat till you have finished filling up the information for the record.", "52 again click new to add new data and repeat for each record you want to add.", "52 this area shows the number of the current record and the total number of records in your worksheet.", "52 you can browse through the records by dragging this scroll bar.", "52 click close after you have finished entering the data.", "52 once you have entered records in your worksheet, you can edit, delete or search for a record using the data form. ", "52 to edit a record in a data form, display the record you want to edit.", "52 click the item you want to change.", "52 type the new data.", "52 and your data is changed if you do not want to keep the changes you have made, you can click the restore button to undo the changes the restore button should be used before moving to another record.", "52 to delete a record using the data form, click the delete button.", "52 you can also search for a specific record using the data form to do that, click the criteria button.", "52 click the entry box for the column you want to use to find records.", "52 then type the data you want to find.", "52 click either find prev or find next to find the related records.", "52 the records which have matching data will be displayed on the screen.", "53 one of the features available with a list in excel is autofilter click any cell in the list.", "53 click data on the menu.", "53 click filter , autofilter on the pulldown menu.", "53 an arrow appears besides each column label as shown.", "53 click the arrow in the column that you would like to use to filter the list.", "53 click custom on the list displayed.", "53 the dialog box for custom autofilter appears.", "53 enter criteria by which to filter your list.", "53 you can change the way that the criteria is applied.", "53 click ok .", "53 the list now shows only the records that match the data you specified. the other records are not displayed and are hidden temporarily.", "53 to turn off the autofilter feature, click data on the menu.", "53 click filter .", "53 click autofilter .", "53 and the autofilter is turned off, and your data is re-displayed as shown.", "53 in addition to making a custom filter as just shown, you can choose premade filters click on the indicated arrow.", "53 excel shows a menu of all distinct values in the column choose one.", "53 the records containing the the value you selected are shown, the other records are hidden.", "53 you can also display the top 10 records in the list. to do so, click the arrow in the column you want to use to filter the list.", "53 select (top 10..) from the list displayed.", "53 a dialog box for top 10 appears. ", "53 select items . (you can also choose the top 10 percent, instead of the top 10 items).", "53 click ok .", "53 and the records containing the top 10 item values for the column you have selected are displayed.", "53 you can also use two conditions to filter data click the arrow in the column you want to use as a filter criteria.", "53 choose custom on the list displayed.", "53 choose a way you want to compare the data.", "53 enter your criteria.", "53 here you can choose the and option to have both conditions met or the  or option to have  either condition be met.", "53 choose a comparison method for your second condition.", "53 enter the criteria for the second condition.", "53 click ok to confirm.", "53 and all the data matching your two conditions is displayed as shown.", "54 data in a list can be quickly sorted in any way click on a cell in the list.", "54 click data on the menu.", "54 the data pulldown menu appears.", "54 click sort on the menu.", "54 a dialog box for sort appears.", "54 you can sort data with a single column or with more than one column. click the arrow here to select the first column you want to sort your data by.", "54 choose the column label of the first column by which your rows will be sorted.", "54 choose the second column, if desired.", "54 excel adds another column selector you can choose a third column if you wish.", "54 then choose the way you want your records to be sorted ascending sorts the records from small to big and descending sorts records from big to small.", "54 after you finish, click ok to sort the list.", "54 the list appears sorted as you have specified.", "54 you can also quickly sort a list without using the dialog just shown to do so, click any cell in the column you want to sort the list by.", "54 then click one of the sort buttons on the toolbar.", "54 and your record will be sorted (the a-z button will sort your list by ascending order of the current column, and the z-a button will sort your list by descending order).", "54 by default, excel does a case-insensitive sort to perform a case-sensitive sort, first click a cell.", "54 click data - sort.", "54 choose options from the dialog box.", "54 checkmark the case sensitive box as shown.", "54 click ok .", "54 click ok again.", "54 you can immediately undo a sort. to do so, click the undo button on the toolbar as shown.", "55 excel can display subtotals for your list first, sort by the column you want to use to group the records.", "55 then click any cell in the list.", "55 click data on the menubar.", "55 click subtotals on the pulldown menu that appears.", "55 the subtotal dialog box appears.", "55 you can select the column you want to use to group the records by clicking here.", "55 we have sorted the data using the package column, so we choose that.", "55 the area here displays the type of calculation excel will perform when calculating the subtotal you can choose a different type of calculation than sum.", "55 here excel displays a checkmark beside each column where the subtotal will be calculated you can check or uncheck an item.", "55 click ok.", "55 the subtotals and a grand total is added to the list as seen.", "55 on the left side is a tree control that allows you to show and hide parts of your list after it is grouped and subtotaled click on the 1 .", "55 clicking on the 1 will cause just the grand total to be displayed.", "55 click on the 2 .", "55 only the subtotals and grand total are shown.", "55 click on the 3 .", "55 all of your data is shown again.", "55 you can create a chart based on the subtotals in your list to do that, click on the 2 .", "55 select the cells that contain the subtotals and row labels you want to display in the chart.", "55 then follow the steps in creating a chart as explained in the chart tutorial, later in this series.", "55 you can have your subtotal displayed above each group of data in your column, rather than below to do that, click any cell in the list.", "55 click data - subtotals.", "55 uncheck the option summary below data.", "55 click ok .", "55 and the subtotal is displayed above each group of data as shown.", "55 you can remove your subtotals from the list to do that, click data and choose subtotals .", "55 on the subtotals dialog box, click the  remove all button.", "55 the data returns to its original form.", "56 you can record a series of actions in excel, and give it a name later you can rerun the series of commands by specifying the name this named sequence of commands is called a macro to start recording a macro, click tools .", "56 the record macro dialog appears click ok .", "56 after you click ok, the stop recording toolbar appears.", "56 now, everything that you do in excel is being recorded lets add some text to a few cells.", "56 now, click the stop recording button.", "56 the stop recording toolbar has now disappeared.", "56 let's try running the macro first, we delete the sample text we added we will use the macro to add it back.", "56 now, choose tools - macro - macros.", "56 this gives us the macro dialog, which lists all of the macros that have been recorded in this worksheet.", "56 click run to run the macro we just recorded.", "56 the macro runs, but the text is not in the same place as before this is because we didn't have the first cell (a1) selected the macro started recording on cell a1, but it started running on cell c4 since the macro records relative positions (references) we didn't get the same results.", "56 here we have deleted the text again and selected the first cell.", "56 now, we run the macro again and get the same results as when we created the macro.", "56 recording a macro is an extremely powerful feature but there is an even more powerful macro feature in excel this is the visual basic editor click on tools - macro - visual basic editor.", "56 the visual basic editor opens.", "56 select modules - module1.", "56 the code for the macro you just recorded appears in the right pane.", "56 by studying the code in the right pane, you can see how excel commands can be specified by text, not just by recording to find out the syntax (text form) of an excel action, simply record it you will find that being able to edit the macro code allows you to create macros that can do anything that excel can do, including things that are difficult to record for example, in the present macro, you could change the relative references to absolute references for more information about excel macros, check out writing excel macros .", "57 the data in your worksheet can be displayed graphically by creating a chart you can easily created a chart with the chart wizard there are different types of chart for you to choose from, such as column, pie or area chart you can also specify to plot your worksheet data by rows or by columns you can add a title to your chart. the categories (column headers) used in the chart will be indicated on the x-axis whereas the units of measurement will be indicated on the y-axis. ", "57 to create a chart, first select the cells containing the data you want to display make sure to include the row and column labels.", "57 click the chart wizard button on the toolbar.", "57 the chart wizard dialog is displayed.", "57 choose the type of chart you want to create.", "57 then click the design (sub-type) of the chart you want to use.", "57 click next to continue.", "57 click the option here to select the way your data will be plotted.", "57 a sample view of the chart is displayed here.", "57 again click next to continue.", "57 click back at anytime to return to the previous step and change your selections.", "57 click the titles tab to add a title.", "57 enter a title in the indicated box after typing press the enter key.", "57 repeat the same step for each title you want to add.", "57 the chart displayed here shows how the titles will appear in the chart.", "57 we will continue creating the chart in the next tutorial.", "58 a chart in your workbook has a legend that identifies the color, symbol or pattern for each data series used in your chart.  a data series is a group of related data in a row or column in your worksheet.  if you have more than one data series in your chart, excel will identify each data series by using different colors, patterns or symbols.", "58 a chart that you created can be displayed on the same worksheet as the data or on a different page of its own called a chart sheet  ", "58 on the chart dialog box, click the legend tab to change the legend options for your chart.", "58 click a placement option to specify where you want your legend to appear.", "58 you can also have the legend turned off to turn the legend off, uncheck the indicated box the legend is removed as shown.", "58 to display the legend, checkmark the option again.", "58 click next to continue.", "58 click an option to specify whether you want your chart to be displayed on a sheet of its own or on the same worksheet as the data.", "58 type a name for the chart.", "58 click finish to complete the chart.", "58 the chart appears in a new sheet.", "58 the toolbar for the chart is also displayed at the top of the chart.", "58 the square box around the chart allows you to change the size of the chart to hide the handle, click outside the chart.", "58 if you change the data used to create the chart, excel will automatically update the chart too.", "58 you can move the chart toolbar to a new location to enable you to work with the chart comfortably to do that, position the mouse pointer over the title bar of the chart toolbar.", "58 then drag the toolbar to a new location on your screen.", "58 the indicated icon will hide or show the chart legend.", "58 you can add a data table to your chart. to do that, click a blank area of the chart then, on the chart toolbar, click the data table button.", "58 a data table is added to the chart.", "58 you can again click on the same button to remove the data table.", "58 you can format each area of  a chart individually. to do so, double-click the area of the chart you want to format.", "58 a popup menu appears.", "58 from the dialog box, choose the option that you want to configure we will choose format data series .", "58 from the dialog box, click the options you want to apply and then click ok .", "59 excel has a list of 14 standard chart types and about 70 designs for you to choose from.  choosing from these lists, you can change your chart type so that you can present your data in the way you want the most popular type of charts are: column charts bar charts line chart  area chart pie chart ", "59 to change the type of chart you have created on a worksheet, click a blank area in the chart the square handle appears at the sides of the chart.", "59 if your chart is on a chart sheet, then click the tab for the chart sheet.", "59 click chart on the menu.", "59 from the pulldown menu, click chart type.", "59 the dialog box for chart type appears.", "59 from the list of standard chart types provided, click the chart type you would like to use.", "59 choose and click the chart sub-type or the design you want to use.", "59 click ok to confirm your changes.", "59 the new chart type is displayed as shown.", "59 you can also quickly change the chart type without using the dialog shown.  to do that, click a blank area in the chart you want to change.", "59 on the chart toolbar, click the little down arrow beside the chart type button as shown.", "59 then select the chart type you want to use from the list.", "59 and your chart type is changed.", "60 you can either delete, move or resize a chart to move a chart, bring your mouse over a blank area in the chart.", "60 drag the chart to a new location.", "60 the chart appears in the new location.", "60 to copy the chart while moving, place your mouse over the blank area of the chart then, drag your chart as you hold down the ctrl key.", "60 a copy of your chart is created as shown.", "60 to resize a chart, click a blank area in the chart a line with black handles appears around the chart.", "60 position the mouse over one of the handles till the mouse cursor changes.", "60 drag the handle to resize the chart.", "60 the dotted line that appears while moving shows the new size.", "60 to delete a chart, click a blank area in the chart, causing the square with the black handles  to appear around the chart.", "60 press the delete key on the keyboard  ", "60 you can move a chart on a worksheet to its own chart sheet to do that, click a blank area in the chart.", "60 click chart on the menubar.", "60 click location on the chart pulldown menu.", "60 click the option as new sheet .", "60 click ok to confirm.", "60 and your chart appears on a chart sheet.", "60 you can delete a chart that is on a chart sheet. to do that, you must delete the chart sheet itself right-click the tab for the chart sheet that you want to delete.", "60 click delete on the menu that appears.", "60 a confirmation box appears.", "60 click ok to confirm.", "60 and your chart sheet is deleted.", "61 you can add new data to an existing chart select the cells containing the data you want to add, including the row or column labels.", "61 click on the copy button on the toolbar.", "61 the selected cells are highlighted with dotted lines.", "61 click on the chart you want to add the data to.", "61 click on the paste button on the toolbar to add the data to the chart.", "61 the data you have selected appears in the chart as shown.", "62 printing a chart can be done in two ways:  with the data or just the chart itself to print a chart with the worksheet data, click a cell outside the chart.", "62 click on the print button your chart will be printed.", "62 if you would like to see how your print out will look like before printing, you can click  the print preview button.", "62 a preview of the printed version is displayed.", "62 to print only the chart on its own page without the data table, click on a blank area in the chart.", "62 the chart is selected (black handles).", "62 click print preview .", "62 the chart when printed alone will expand to fill up the page. ", "62 click print to print directly from preview mode.", "62 or, to print from the original page, first click close .", "62 click print .", "62 to print a chart on its own page, click the tab of the chart then follow the same steps as before.",""); var noiseWords = /\s(the|this|those)\s/;var short_urls = true;