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Instructions for screen readers: In just 10 steps, you'll be up and running with Excel, the world's most popular spreadsheet app.
There are 11 more sheets in this tour. The instructions for each sheet start in cell A1, and each subsequent step is in cell A2, A3, and so on.
The instructions will indicate which cells to navigate to for use of a feature, or further reading.
To start, press CTRL+PAGE DOWN.
Take a tour
In just 10 steps, you'll be up and running with
Excel, the world's most popular spreadsheet app.
Let's go >
Add numbers like a champ
Add numbers like a champ
Here are some ways to add up numbers in Excel:
Cells C3 through
Here are D7some
contain datatowith
ways addtwo
upcolumns.
numbersOne for Fruit, and one for Amount.
in Excel:
Go to D8 by pressing CTRL+G, type D8, and then press ENTER.
1
Type =SUM(D4:D7), then press ENTER.
The result is 170.
Here's another way to add, using a shortcut key. Cells F3 through G7 contain data with two columns: Meat and Amoun
2Press ALT+=, then press ENTER.
Go to cell G8.
The result in cell G8 is 140.
3
Here's another way to add. Cells C10 through D15 have two columns of data: Item and Amount.
Now add only the numbers over 50. Go to cell D16. Type =SUMIF(D11:D15 comma ">50"), then press Enter. The result
EXTRA CREDIT: Cells F10 through G15 contain data with two columns: Item and Amount. Go to cell G16. Try adding ano
Dive down for4 more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
Sum the
following:
=SUM(D48,G48:G51,100)
The formula above uses the following:
• A single cell reference, which is the "address" or "name" of a cell. D48 is the single
cell reference in the formula above.
• A range of cells, which is a series of cells starting at one cell and ending at another.
G48:G51 is the range of cells in the formula.
• A constant. The constant in this formula is the number 100.
=SUMIF(D73:D77,">50")
NOTE: If you find you are making a lot of SUMIF formulas, you might find that a
PivotTable is a better solution. See the PivotTable worksheet for more information.
Back to top
Add numbers like a champ
numbers like a champ
e are some ways to add up numbers in Excel:
s C3 through
Here are D7some
contain datatowith
ways addtwo upcolumns.
numbersOne for Fruit, and one for Amount.
in Excel: Fruit
to D8 by pressing CTRL+G, type D8, and then press ENTER. Apples
1 Select
e =SUM(D4:D7), then press ENTER.cell under the amounts for fruit.
the yellow Oranges
result is 170. Bananas
e's another way to add, using a shortcut key. Cells F3 through G7 contain data with two columns: Meat and AmounLemons
2PressType
to cell G8. ALT+=,=SUM(D4:D7),
then press ENTER. and then press enter. When you're done, you'll see
the result of 170.
result in cell G8 is 140.
3
e's another wayHere's
to add.another
Cells C10
waythrough
to add,D15 haveatwo
using columns
shortcut of Select
key. data: Item
the and Amount.
yellow cell Item
w add only the numbers
under the over 50. Go to
amounts forcell D16. Type =SUMIF(D11:D15 comma ">50"), then press Enter. The result Bread
meat.
RA CREDIT: Cells F10 through G15 contain data with two columns: Item and Amount. Go to cell G16. Try adding anoDonuts
e down for4 morePress Alt
detail: Go to A27.
= Then, press Enter.
first.
Or, to proceed to the next step, press CTRL+PAGE DOWN. Cookies
Cakes
5 Now add only the numbers over 50. Select the last yellow cell. Type Pies
=SUMIF(D11:D15,">50") and then press Enter. The result is 100.
=SUM(D48,G48:G51,100)
The formula above uses the following:
• A single cell reference, which is the "address" or "name" of a cell. D48 is the single IMPORTANT
cell reference in the formula above. Double-click thi
end. Although it
• A range of cells, which is a series of cells starting at one cell and ending at another. formula like this
absolutely nece
G48:G51 is the range of cells in the formula. it's easy to forge
• A constant. The constant in this formula is the number 100. referring to ano
way it's easily se
EXTRA CREDIT
Try adding another
SUMIF formula here,
but add amounts that
are less than 100. The
result should be 160.
Amount
CHECK THIS OUT
50 Select these cells. Then in the
20 lower-right corner of the Excel
60 window, look for this:
40
170 That's just another way to
quickly find a total.
lower-right corner of the Excel
window, look for this:
Total:
200
IMPORTANT DETAIL
Double-click this cell. You'll notice the 100 toward the
end. Although it's possible to put numbers in a
formula like this, we don't recommend it unless it's
absolutely necessary. This is known as a constant, and
it's easy to forget that it's there. We recommend
referring to another cell instead, like cell D16. That
way it's easily seen and not hidden inside a formula.
lls D73 through D77, and if the value is greater than 50 sum it up.
e PivotTable worksheet for more information.
Amount Item Amount
50 Bread 50
100 Donuts 100
40 Cookies 40
50 Cakes 50
20 Pies 20
100 200
GOOD TO KNOW
Double-click this cell and you'll see that the
formula is different. Specifically, the sum criteria is
">=50" which means greater than or equal to 50.
There are other operators you can use like "<=50"
which is less than or equal to 50. And there's
"<>50" which is not equals 50.
"<>50" which is not equals 50.
Save time by filling cells automatically
Save time by filling cells automatically
Here’s how to use the fill feature in Excel:
Cells C3 through G7 contain
Here’s how to usedata
the with five columns:
fill handle "This:" column, which contains the number 50 in each cell; "Plus t
in Excel:
Go to cell E4. Press CTRL+G, type E4, then press Enter.
1 E5, E6, and E7 by holding the SHIFT key while pressing the ARROW DOWN key, then press CTRL+D. Excel will
Select cells E4,
EXTRA CREDIT: Go to cell G4 and repeat the fill down steps above.
Cells C10 through G14 contain data with five columns. These columns contain the heading from C3 to G3 and the values
2 Select cells C15, D15, E15, F15, and G15. This time press CTRL+R to fill the cells. This is known as “filling right.”
Go to cell C15.
Dive down for more detail: Go to cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
Fill a series
Fill a series
Sometimes you don't need the numbers to change as you fill. Instead, you just want
to copy values to other adjacent cells. Here's how to do that:
Back to top
Save time by filling cells automatically
e time by filling cells automatically
e’s how to use the fill feature in Excel:
s C3 through G7 contain
Here’s how to usedata
the with five columns:
fill handle "This:" column, which contains the number 50 in each cell; "Plus tThis:
in Excel:
to cell E4. Press CTRL+G, type E4, then press Enter. 50
1 E5,Click
ect cells E4, E6, and
theE7 bywith
cell holdingthethe SHIFT 100.
number key while pressing the ARROW DOWN key, then press CTRL+D. Excel will 50
RA CREDIT: Go to cell G4 and repeat the fill down steps above. 50
s C10 through G14 contain data with five columns. These columns contain the heading from C3 to G3 and the values 50
2 Select
to cell C15. Restcells
your cursor
C15, D15,on E15,the lower-right
F15, corner
and G15. This timeofpress
the cell untilto fill the cells. This is known as “filling right.”
CTRL+R
e down for more it becomes
detail: Go atocross:
cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
This:
3 Click the cross and drag down three cells. Excel will automatically fill the 50
cells with the totals: 110, 120, and 130. People call this “filling down.” 50
50
4 Click the yellow cell with 200, and fill again but this time drag the fill 50
handle to the right to fill the cells. This is known as “filling right.” 200
2 Now select the cell with the word Fruit. Rest your cursor on the lower-
right corner again, and when you get the cross, double-click. That's
another way to fill down in case you ever need to fill a long column.
Fill a series
Fill a series
Sometimes you don't need the numbers to change as you fill. Instead, you just want
to copy values to other adjacent cells. Here's how to do that: Week 1
2 Rest your cursor on the lower-right corner of the cell until it becomes a
cross, then drag right two cells. Excel detects a series, and fills in Feb and
Mar for you.
4 Rest your cursor on the lower-right corner again, and when you get the
cross, double-click it.
Intervals
15
30
EXPERIMENT
Select these two cells, and then drag the fill handle to the
right. Excel fills the series in increments of 15. Try changing
15 and 30 to other values, like 1 and 1.8. Or, Mon and
Wed. Or, January and March. And then fill to the right
again... see what happens!
Data stuffed into one column? Split it.
Data stuffed into one column? Split it.
Go to cell D5. Press CTRL+G, type D5, then press Enter. Type the first name that is in the Email column in cell C5: Nancy.
Go to cell D6. Press CTRL+E, a shortcut for Flash Fill.
1 when you type a consistent pattern, and fills the cells once the pattern is detected.
Flash Fill detects
Try another way to Flash Fill: Go to cell E5.
Press ALT+H to enter the Home tab above the ribbon, then press FI to select Fill options. Arrow down to select Flash Fil
Dive down for 2 more detail: Go to cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
4
5
Select cell H56: McKay. This is the same formula as in step A56, but it extracts characters from F56 instead of cell C56.
Go to cell A79 to go to the next instruction.
2
3 Try another way to Flash Fill: Click the cell with Smith.
4 Click Home > Fill > Flash Fill. Now the last names are in their own
column.
3 Under Delimiters, make sure that Comma is the only checkbox selected,
and then click Next.
5 Finally, click inside the Destination box and type $D$32. Then click Finish.
GOOD TO KNOW
CTRL+E is the
shortcut for Flash
Fill.
he best tool for the job. Try Text to Columns in this situation:
Tools section. Convert Text to Columns Wizard - Step 1 of 3 appears. Make sure that Delimited radio button is selected, then press Enter. U
Data First name Last name Company name
Nancy,Smith,Contoso Ltd.
Andy,North,Fabrikam Inc.
Jan,Kotas,Relecloud
Mariya,Jones,Contoso Ltd.
Steven,Thorpe,Relecloud
Michael,Neipper,Fabrikam Inc.
Robert,Zare,Relecloud
Yvonne,McKay,Contoso Ltd.
WORTH EXPLORING
There's another way of working with data. You
can query an external source, and you can split
the data that comes from the source. You do that
once, and the data is refreshable and easy to
work with from that moment on. Curious? Click
the Data tab, and then explore the options in the
Get & Transform area. Or see the link at the
WORTH EXPLORING
There's another way of working with data. You
can query an external source, and you can split
the data that comes from the source. You do that
once, and the data is refreshable and easy to
work with from that moment on. Curious? Click
the Data tab, and then explore the options in the
Get & Transform area. Or see the link at the
bottom of this sheet.
ata will get updated as well. This is more advanced. But it is possible when using a handful of functions: LEFT, RIGHT, FIND, and LEN. For mo
to specify the number of characters to extract, we used the FIND function. Here's how the formula "=LEFT(C56 comma FIND(" " comma C5
works: Find the character position number of the first space in cell C56. Then subtract 1 to exclude the space itself.
Name inside one cell First name [Helper column] Middle name
Yvonne Francis McKay Yvonne Francis McKay Francis
...and find ... the ...in ...then ...and get the ...this ...and
the first this subtract 1 count of cell... subtract
character space... cell. to exclude characters this
position the space (character length) number:
number of... itself. of...
on is selected, then press Enter. Use the Tab key to navigate the dialogue.
EFT, RIGHT, FIND, and LEN. For more information on each these functions, see the links at the bottom of this sheet under More information
T(C56 comma FIND(" " comma C56)-1)" works:
Last name
McKay
the Find
extract thisfunction, which finds
many characters. Tothe character
specify the position number of the first space in cell C56 and returns the number of characters up until th
r of characters, use the LEN function...
56)-FIND(" ",C56))
4
This is kind of
tricky, so pay5
close
attention.
With those
cells still
selected, type
the following: Dive down for more detail
=TRANSPOSE(
C33:H34) but
don’t press
Enter. Instead
press
CTRL+SHIFT+E
NTER. If you
get an error or
#VALUE! as a
Transpose
result, try with a formula
again starting
Transpose with a formula
Sometimes you don't want to copy and paste to transpose. In this case, you can use a formula to transpose rows and columns.
at instruction
To transpose
in cell A29. this data, you need to select some blank cells first. Since the data in cells C33 to H34 on the right has six columns
Select
Select any Sometimes
of
another youcell
thetransposed
transposed don't
cells,
from want
for toC40
cells copy
example and
cell
to paste
C41.
D45, forLook to
at transpose.
example thecell D43. In
formula at this
Look case,
theattop you can
theofformula
Excel. baruse
You’ll a that
see
again. Thethe formula
formula look
is the s
formula to transpose rows and columns. Here's how to do that:
Go to cell A54 for the next instruction.
3
4
What's
KEEP INan array formula?
MIND…
There
An array formulathings
are three to keepcalculations
in mind whenonusing
morean array
oneformula:
What's an array formula?
can perform than cell in an array. In the example above, the array is the original dat
1) Always select multiple cells first, and then with those cells selected, start typing the array formula. That's the key: Select mu
You always
2) When finishdone
you're an array formula
typing with
an array CTRL+SHIFT+ENTER,
formula, not just
press CTRL+SHIFT ENTER. Pressing CTRL+SHIFT+ENTER calculates the functio
+ENTER.
3) Once you enter an array formula, you cannot interrupt that new
EXCEL SPEAK: Because array formulas require CTRL+SHIFT+ENTER, some peoplearray. For example, you call
informally cannot type
array over or"CSE
formulas, delete just one
formulas."
An array formula can perform calculations on more than one cell in an array. In the
Go to cell A72 for theabove,
example next instruction.
the array is the original data set in cells C33:H34. The TRANSPOSE
function then switches the horizontal orientation of the cells to a vertical orientation.
You always finish an array formula with CTRL+SHIFT+ENTER, not just ENTER. Pressing
CTRL+SHIFT+ENTER calculates the function against the array. When you're done,
Excel puts special brackets { } around the formula. These brackets are a visual clue that
the selected cell is part of an array formula. You can't type these brackets yourself.
Excel puts them in when you press CTRL+SHIFT+ENTER.
Back to top
Switch data around by transposing it
tch data around by transposing it
en you need to rotate columns and rows, you transpose them in Excel.
s C5 toWhen
H6 contain two rows
you need of Items
to rotate and Amounts.
columns Select
and rows, youcells C5 to H6.
transpose them in Excel.
w you'll copy the cells. Press CTRL+C.
1 Click and drag to select the two rows of cells from Item, to 20. Item
ss ALT+H to enter the Home tab above the ribbon, then press V to select Paste options. Arrow down or press S to sel
Amount
ss
ERTTab until
TIP: Theyou find Transpose.
shortcut Press
key for Paste the Space
Special Bar to select Transpose, then press Enter.
is CTRL+ALT+V.
2 Now you'll copy the cells. Press C t r l C
4 On the Home tab, click the arrow under the Paste button.
5 Click Paste Special, and then at the bottom, click the checkbox for
Transpose. Click OK.
ect
ect any Sometimes
of
another youcell
thetransposed
transposed don't
cells,
fromwant
for toC40
cells copy
example to and
cell
D45, paste
C41.
forLook to
at transpose.
example thecell D43. In
formula at this
Look case,
theattop you can
theofformula
Excel. use
You’ll
bar a that
see
again. Thethe formula
formula looks
is the likeasthis:
same {=TRA
in cell C4
formula to transpose rows and columns. Here's how to do that:
to cell A54 for the next instruction. Item
Amount
1 To transpose this data, you need to select some blank cells first. Since the
data on the right has 6 columns and 2 rows, you need to select the
opposite: 2 columns and 6 rows. Do this by selecting the yellow cells.
So select these 2 columns...
2 This is kind of tricky, so pay close attention. With those cells still selected,
type the following: =TRANSPOSE(C33:H34) ….but don’t press Enter.
4 Click any of the yellow cells to select just one. Look at the formula at the
top of Excel. You’ll see that the formula looks like this:
{=TRANSPOSE(C33:H34)}
5 Click another yellow cell. Look at the formula bar again. The formula is the
same. Why? Because this is an array formula. KEEP IN MIND
There are three t
formula:
1) Always select
at's
P INan array formula?
MIND… selected, start ty
re are three things to keep in mind when using an array formula: multiple cells firs
What's an array formula?
array formula can perform calculations on more than one cell in an array. In the example above, the array is the original data set is cells C33
lways select multiple cells first, and then with those cells selected, start typing the array formula. That's the key: Select multiple cells first, t
always
When finishdone
you're an array
typingformula with
an array CTRL+SHIFT+ENTER,
formula, not just
press CTRL+SHIFT ENTER. Pressing CTRL+SHIFT+ENTER calculates the function
+ENTER. againstyou're
2) When the ard
Once you enter an array formula, you cannot interrupt that new array. For example, you cannot type over or delete just oneCTRL+SHIFT
of the cells.+EN
You
EL SPEAK: Because array formulas require CTRL+SHIFT+ENTER, some people informally call array formulas, "CSE formulas."
An array formula can perform calculations on more than one cell in an array. In the 3) Once you ente
to cell A72 for theabove,
example next instruction.
the array is the original data set in cells C33:H34. The TRANSPOSE new array. For ex
one of the cells.
function then switches the horizontal orientation of the cells to a vertical orientation. within that array
cells that have th
You always finish an array formula with CTRL+SHIFT+ENTER, not just ENTER. Pressing your changes an
CTRL+SHIFT+ENTER calculates the function against the array. When you're done,
Excel puts special brackets { } around the formula. These brackets are a visual clue that
the selected cell is part of an array formula. You can't type these brackets yourself.
Excel puts them in when you press CTRL+SHIFT+ENTER.
EXCEL SPEAK
Because array for
people informally
EXPERT TIP
The shortcut key
for Paste Special is
CTRL+ALT+V.
...and these 6
rows before you
type the formula.
...and these 6
rows before you
type the formula.
KEEP IN MIND…
There are three things to keep in mind when using an array
formula:
1) Always select multiple cells first, and then with those cells
selected, start typing the array formula. That's the key: Select
multiple cells first, then start typing.
iginal data set is cells C33:H34. The TRANSPOSE function then switches the horizontal orientation of the cells to a vertical orientation.
Select multiple cells first, then start typing.
he function againstyou're
2) When the array.
doneWhen
typingyou're done,
an array Excel puts
formula, pressspecial brackets { } around the formula. These brackets are a visual clue that th
e just oneCTRL+SHIFT
of the cells.+ENTER.
You also cannot insert a new row or column within that array. If you need to any of that, select all of the cells that ha
3) Once you enter an array formula, you cannot interrupt that
new array. For example, you cannot type over or delete just
one of the cells. You also cannot insert a new row or column
within that array. If you need to any of that, select all of the
cells that have the array formula, press Delete, and then make
your changes and recreate the formula.
EXCEL SPEAK
Because array formulas require CTRL+SHIFT+ENTER, some
people informally call array formulas, "CSE formulas."
s C40 to D45.
s to a vertical orientation.
ackets are a visual clue that the selected cell is part of an array formula. You can't type these brackets yourself. Excel puts them in when yo
at, select all of the cells that have the array formula, press Delete, and then make your changes and recreate the formula.
elf. Excel puts them in when you press CTRL+SHIFT+ENTER.
the formula.
Sort and filter with ease
Sort and filter with ease
Cells C5 to G13 contain five columns: Departments, Categories, and Amounts for the months Oct, Nov, Dec.
Let's say you want the departments in alphabetical order. Select the Department column, go to cell C5. Press CTRL+G, type C5,
1 amounts from big to small. Select the December column cell, go to G5, then select cells G5 through G13. Pres
Sort December's
Now you'll filter the data so that only the Bakery rows appear. Go to cell G5, Dec. Press CTRL+A to select all of the cell
Filter buttons appear on the top row from cell C5 to G5. Go to the Department cell, C5, and press ALT+DOWN ARROW
EXTRA CREDIT: 2 Try sorting alphabetically by two columns. Here's how: First sort Department alphabetically (refer to st
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
3
2
More ways to filter data
Back to top
Sort and filter with ease
t and filter with ease
s C5 to G13 contain five columns: Departments, Categories, and Amounts for the months Oct, Nov, Dec.
s say you want the departments in alphabetical order. Select the Department column, go to cell C5. Press CTRL+G, type C5, then press Ente
1 amounts
t December's Let's sayfrom
you big
wantto the departments
small. in alphabetical
Select the December column order.
cell, Click
go to in the
G5, then select cells G5 through G13. Press ALT+H to ente
w you'll filter theDepartment
data so thatcolumn,
only theand thenrows
Bakery clickappear.
HomeGo > Sort
to cell&G5,
Filter
Dec.> Press
Sort A to Z. to select all of the cell
CTRL+A
er buttons appear on the top row from cell C5 to G5. Go to the Department cell, C5, and press ALT+DOWN ARROW
RA CREDIT:2 Try Sort December's amounts from largest to smallest. Click any cell in the Dec
sorting alphabetically by two columns. Here's how: First sort Department alphabetically (refer to st
column, and then click Home > Sort & Filter > Sort Largest to Smallest.
e down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
3 Now you'll filter the data so that only the Bakery rows appear. Press CTRL+A to
select all of the cells, and then click Home > Sort & Filter > Filter.
4 Filter buttons appear on the top row. On the Department cell, click the filter
button and then click to clear the Select All checkbox. Then, click to select
Bakery.
5 Click OK and only the Bakery rows appear. Now clear the filter by clicking the
filter button for Department and then click Clear filter...
2 Someone filled three cells with yellow. You can sort the rows by that color.
Right-click a yellow cell, and then click Sort > Put Selected Cell Color
on Top.
re ways to filter data
1 On the Hotel cell, click the filter button and then click
Number Filters > Above Average. Excel calculates the average amount of the
Hotel column, and then shows only rows with amounts greater than that
average.
2 Now add a second filter. On the Food cell, click the filter button and then
click Number Filters > Greater than..., and then type 25. Click OK.
Of the three rows that were filtered for above average, Excel shows two rows
with Food amounts greater than 25.
EXTRA CREDIT
When you're done with step 5, try sorting alphabetically
by two columns. Here's how: First sort Department
alphabetically (that's step 1 on the left). Then click Home
> Sort & Filter > Custom Sort. Add a second level for
Category. After you click OK, Department will be sorted,
and within each department, Category rows will be
sorted in alphabetical order as well.
OW and use the arrow keys to find Sort Oldest to Newest. Press Enter. The rows get sorted in ascending date order by the Expense date.
Expense date Employee Food Hotel IMPORTANT DETAIL
You can't clear a sort order
2/14/2018 Jackie $21 $3,820 like you can a filter. So if you
2/13/2018 Mark $62 $2,112 don't want your sort to stick,
2/10/2018 Dave $25 $1,611 undo it by pressing CTRL+Z.
2/16/2018 Tricia $30 $3,085
2/12/2018 Jeff $69 $528
2/11/2018 Laura $45 $5,050
ss RIGHT ARROW to enter Number Filters list and use the arrow keys to find the Above Average option, then press Enter. Excel calculates th
e Number Filters option. Press RIGHT ARROW to enter the Number Filters list. Use the arrow keys to find the Greater than... option, then t
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
3
4
4
Back to top
Back to top
Tables make things a lot easier
es make things a lot easier
ble gives you special features and conveniences. Here’s how to create one:
s C5 through
A tableG13 contain
gives data. Gofeatures
you special to any cell
and within that region,Here’s
conveniences. for example,
how tocell D8. Press
create one: CTRL+G, type D8, then press Enter.
ss ALT+N to enter the Insert tab above the ribbon, then press T and press Enter. Or, press shortcut key combination CTRL+T, then Enter.
w you have 1 a table,
Clickwhich is athe
inside collection
data toof cells
the thatand
right, has then
special features.
click InsertFor starters:
> Table > AOK.
table gives you banded row
can also create new rows easily. Go to the empty cell under cell C13: Meat. Type some text, then press Enter. A ne
can also create columns easily: Go to any cell between H5 and H14, for example H10. Type some text, then press
2 twoNow
tice how the you have
columns a table,formatted,
are created, which is aand
collection of cells
the text Jan thatare
and Feb hasfilled
special
in cells H5 and I5 for you.
features. For starters: A table gives you banded rows for easier reading.
e down for more detail:
canGo to create
A27. Or,new
to proceed to theInnext
the step, press
cellCTRL+PAGE DOWN.
3 You also rows easily. empty under Meat, type
some text and then press Enter. A new row for the table appears.
4 You can also create columns easily: In the lower-right corner of the table,
click the resize handle and drag it to the right 2 columns.
5 Notice how the two columns are created, formatted, and the text Jan and
Feb are filled for you.
2 Press Alt =
3 Press Enter
4 The SUM formula gets filled down for you so that you don’t have to do it
yourself.
4 The SUM formula gets filled down for you so that you don’t have to do it
yourself.
al rows in tables
5 But what if you wanted to know the average? Click the cell with $24,000.
6 Click the down arrow and then click Average. The average amount of
$3,000 appears.
EXTRA CREDIT
Try changing the table style. First
click inside the table, and the Table
Tools Design tab will appear at the
top of Excel. Click that tab, and then
pick a style you like.
EXPERIMENT
After putting in the calculated column, try typing over one of
the cells in the column. What happens? If you see a green
triangle, click it and then click the exclamation mark. You'll
see that Excel's watchin' out for ya...
EXPERIMENT
After putting in the calculated column, try typing over one of
the cells in the column. What happens? If you see a green
triangle, click it and then click the exclamation mark. You'll
see that Excel's watchin' out for ya...
or you with a flip of a switch. And the same goes for the AVERAGE formula, and many others. Here’s how it works:
b above the ribbon, then press T to select Total Row from within the Table Styles Options.
3
4
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Insert a drop-down list
ert a drop-down list
p-down lists make data entry easier for people. Here's how to do one:
s C3 through D15 contain
Drop-down data data
lists make with two
entry columns: Food
easier for and Department.
people. Here's how to do one:
want only three department names to be valid entries for each of the foods on the right. Those departments are
to cell D4.1PressWe
CTRL+G,
want typeonly D4, then
three press Enter.names
department Select all
to cells fromentries
be valid D4 to D15.
for each of the
foodsData
the Data tab, select on Validation,
the right. Those
or press departments
ALT+DL to open arethe
Produce, Meat and
Data Validation Bakery.box. Tab to Allow and sele
dialogue
he Source text box, type Produce, Meat, Bakery. Make sure to put commas in between each name. Press Enter whe
w
ODselect
2 D4,Drop-down
cell
TO KNOW:
Click
which and drag
is the tonext
select
cellhelp
lists
the yellow
to Apples
ensure in C4.
people
cells
Press
enter
under Department. You'll see a drop-down menu with
ALT+DOWN
valid data. So itARROW.
makes sense that drop-downs are a part of a larger group of featu
re are other data validation methods. For example, you can restrict entry to whole numbers, dates, or even minimum and maximum amou
e down for more detail: Go totab,
A27.click
Or, toData
proceed to the next step,Allow,
press CTRL+PAGE
click List. DOWN.
3 On the Data Validation. Under
4 In the Source box, type Produce, Meat, Bakery. Make sure to put
commas in between them. Click OK when you’re done.
5 Now click the yellow cell next to Apples, and you'll see a drop-down
menu.
3 Now you’ll set up the data validation again. In column D, select all of the
blank cells under Department.
Now you’ll set up the data validation again. In column D, select all of the
blank cells under Department.
4 On the Data tab, click Data Validation. Under Allow, click List.
5 Click inside the Source box, then click the up arrow button
6 Click and drag to select just the Produce, Meat and Bakery cells in column
F. Then click the down arrow button
7 You should see this in the Source box: =$F$32:$F$34. (If you don’t see
that you can type it in.) Click OK.
8 Now click the drop-down arrow. There are only three departments:
Produce, Meat and Bakery. But if you add a new department in column F
under Bakery, it will get updated with the new department.
es? For example, what if there is a new department called Dairy? You’d have to update the data validation dialog box. But there’s a more e
in data with one column: Department.
4
4
Back to top
Analyze data quickly
lyze data quickly
e’s how to analyze data so that you can spot patterns and trends quickly:
s C5 through
Here’s G13
howcontain data data
to analyze in fivesocolumns:
that youDepartment, Category,
can spot patterns Oct,trends
and Nov, and Dec.
quickly:
to a cell in the table between cells C5 through G13, for example go to cell E9, then press CTRL+Q. A Quick Analysis panel appears.
ss Tab key1to enter
ClickFormatting
and drag options,
to selectthen press
all cells onEnter to select
the right, andData
thenBars.
click this button in the
e cells under Oct, Nov, and Dec
lower-right columns, cells E6 through G13 get special data bars that visualize their amounts.
corner:
w let's say you want to get rid of the data bars. Select the entire range of cells from C5 through G13, then press CT
ss Tab key2to enter
On the panel that
Formatting appears,
options, thenclick
pressData
RIGHTBars. The cells
ARROW under
to find Oct,then
Clear…, Nov,press
and Dec
Enter.
columns get special data bars that visualize their amounts.
OD TO KNOW: When you select cells, this Quick Analysis button appears. Aptly named, don't you think? You can always
e down for more detail:
let'sGo toyou
A27.want
Or, totoproceed to the
the next
bars.step,
Clickpress CTRL+PAGE DOWN.
3 Now say get rid of this button again:
4 On the panel that appears, click the Clear Format button on the right.
4 A new clustered column chart appears. Move it anywhere you’d like. Notice
that each product has three columns, one for each month of sales.
4 A new clustered column chart appears. Move it anywhere you’d like. Notice
that each product has three columns, one for each month of sales.
2 On the panel that appears, click Sparklines, and then click the Line button.
3 Sparklines appear to the right of the Dec column. Each line represents the data
for that row, and shows whether the amounts go up or down.
4 To clear the sparklines, click and drag to select them. The Sparkline Tools
Design tab will appear at the top of the window. Go to that tab, and then click
the Clear button.
GOOD TO KNOW
When you select cells, this button appears:
It's called the Quick Analysis button.
Aptly named, don't you think? If you ever
have a question about the data, click this
button and see if it gives you some answers.
uick Analysis option. This time though, we'll use the keyboard shortcut:
. Within the chart each product has three columns, one for each month of sales: Oct, Nov, and Dec.
Department Category Oct Nov Dec
Bakery Breads $30,000 $15,000 $20,000
Bakery Desserts $25,000 $80,000 $120,000
Deli Sandwiches $80,000 $40,000 $20,000
Deli Salads $90,000 $35,000 $25,000
Meat Beef $90,000 $110,000 $200,000
Meat Chicken $75,000 $82,000 $150,000
Produce Veggies $30,000 $80,000 $30,000
Produce Fruit $10,000 $30,000 $40,000
g the three months. You don't have to make 8 little line charts. You can make sparklines instead.
b to select the Line option. Press Enter to add Sparklines to the table.
or that row, and shows whether the amounts go up or down.
above the ribbon. Press C to select the Clear option, then press C again to select to Clear Selected Sparklines.
Department Category Oct Nov Dec
Bakery Breads $30,000 $15,000 $20,000
Bakery Desserts $25,000 $80,000 $120,000
Deli Sandwiches $80,000 $40,000 $20,000
Deli Salads $90,000 $35,000 $25,000
Meat Beef $90,000 $110,000 $200,000
Meat Chicken $75,000 $82,000 $150,000
Produce Veggies $30,000 $80,000 $30,000
Produce Fruit $10,000 $30,000 $40,000
Element. Press
DOWN
ARROW to find
the Data Table
option then
press RIGHT
ARROW to
open the Data
Table options.
Press
Great DOWN
ARROW
Great charts recommended for you
charts recommended for you
until
Cells C5 through D11 contain data with two columns: Year and Conference attendance.
you find the
Go toLegend
With any cell in the table between cells C5 and D11, for example go to cell C6. Press CTRL+G, type C6, then press Enter.
Keys
Now option. 1 to enter The Insert Charts tab above the ribbon. Press R to bring up Recommended Charts options.
press ALT+N
Select With
Several
Legend recommendations
Keys, will appear. Press Tab to enter the list and use the arrow keys to find an option called Clust
A column
then presschart appears showing the units sold for each year. Use the arrow keys to move the chart anywhere you'd lik
Enter 2 a trendline. Select the chart you just created, and press ALT+JC to enter the Chart Tools Design tab abo
to addadd
Now you'll
Legend Keys to
Press A to Add chart element, then press DOWN ARROW to find the Trendline option. Press RIGHT ARROW to open the Tr
the chart.
3
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
A popular example is on the right. It's the same as the chart above, but it has an
additional secondary vertical axis that represents the sales amounts for each month. Some
would say that by having a secondary axis, you almost have “two charts in one.” That’s
true. This chart is both a column chart and a line chart. These kind of charts are called
Combo charts in Excel. If you’re interested in this kind of chart, click the link at the
bottom of this sheet.
Back to top
Great charts recommended for you
at charts recommended for you
s C5 through D11 contain data with two columns: Year and Conference attendance.
to any cell in the table between cells C5 and D11, for example go to cell C6. Press CTRL+G, type C6, then press Enter.
1 toClick
w press ALT+N anywhere
enter in Charts
The Insert the data
tabtoabove
the right, and then
the ribbon. click
Press Insert
R to bring>up
Recommended
Recommended Charts options.
Charts. will appear. Press Tab to enter the list and use the arrow keys to find an option called Clust
eral recommendations
olumn chart appears showing the units sold for each year. Use the arrow keys to move the chart anywhere you'd lik
2 a trendline.
w you'll add
You'll see several recommendations. Click the second one on the left called
Select the chart you just created, and press ALT+JC to enter the Chart Tools Design tab abo
Clustered Columns. Then click OK.
ss A to Add chart element, then press DOWN ARROW to find the Trendline option. Press RIGHT ARROW to open the Tr
3 A column chart appears showing the units sold for each year. Feel free to
e down for more detail:
move Go to A27.you'd
it anywhere Or, tolike.
proceed to the next step, press CTRL+PAGE DOWN.
4 Now you'll add a trendline. Select the chart, and the Chart Tools tab will
appear at the top of the Excel window.
5 On the Chart Tools tab, click Design. Then click Add chart element >
Trendline > Linear. Now you have a trendline that shows the general
direction of the units sold over time.
Secondary axis
can also use a secondary axis in a chart. A secondary axis is an additional value axis that can show different values than the other value axi
opular example is in the chart on the right starting in cell D52. It's the same as the chart above, but it has an additional secondary vertical a
s D67 through F73 contain data with three columns: Date, Conference attendance, and Food sales. Food Sales column contains data that su
You can also use a secondary axis in a chart. A secondary axis is an additional value axis
thatfor
to cell A68 canthe
show
nextdifferent values than the other value axis.
instruction.
A popular example is on the right. It's the same as the chart above, but it has an
additional secondary vertical axis that represents the sales amounts for each month. Some
would say that by having a secondary axis, you almost have “two charts in one.” That’s
true. This chart is both a column chart and a line chart. These kind of charts are called
Combo charts in Excel. If you’re interested in this kind of chart, click the link at the
bottom of this sheet.
EXTRA CREDIT
Want a data table directly under the
chart? Click the chart. On the Chart
Tools tab, click Design. Then click Add
Chart Element > Data Table > With
Legend Keys.
Conference attendance
, temperature, and so on. 1400
The vertical axis in the chart on the right starting in cell D30 is a value axis.
1200
rt on the right starting in cell D30 has years: 2012, 2013, and so on, so this is a category axis.
1000
Vertical axis 800
(Value axis)
600
400
200
0
2012 2013 2014 2015 2016 2017
400
200
0
2012 2013 2014 2015 2016 2017
Horizontal axis
(Category axis)
1400
erent values than the other value axis. $35,000
as an additional secondary vertical
1200axis that represents the sales amounts for each month. Some would say that by having a secondary axis
$30,000
d Sales column contains data that supports the secondary axis for the chart described above.
1000 $25,000
800 $20,000
Secondary
600 $15,000 axis
400 $10,000
200 $5,000
0 $0
2012 2013 2014 2015 2016 2017
Conference attendance Food sales
EXTRA CREDIT
Try making a combo chart. Select the data
above, and then click Insert >
Recommended Charts. At the top, click the
All Charts tab, and then click Combo at the
bottom. On the right, click the Secondary
Axis checkbox for Food sales.
that by having a secondary axis, you almost have “two charts in one.” That’s true. This chart is both a column chart and a line chart. These
Secondary
axis
Data that
supports the
secondary
axis above
n chart and a line chart. These kind of charts are called Combo charts in Excel. If you’re interested in this kind of chart, select the hyperlink
d of chart, select the hyperlink in cell A70.
Summarize data with PivotTables
Summarize data with PivotTables
Cells C3 through F9 contain data with four columns: Date, Salesperson, Product, and Amount.
Look through the Date, Salesperson, Product and Amount columns. Can you quickly identify which product is the most pr
1 the PivotTable, we clicked a few buttons so that the data could be summarized. Now we know which p
When we created
Next you’ll pivot the data so that you can find out which salesperson is the leading seller. Select any cell inside the
Press SHIFT+F6 until you enter the PivotTable Fields pane or press ALT+JT, then L to launch the PivotTable Fields pan
2 three times to enter the categories list: Date, Salesperson, Product and Amount . Select the checkbo
Now, press Tab
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
5
Press Tab to
enter the list
of categories.
Press DOWN
ARROW
Now press to find
Product Dive down for more detail
DOWN
checkbox.
ARROW to find
Press
Amount Spacebar
to select
checkbox.
Product.
When you do
When
that, theyou do
that, the
Amount field
Product field
will get added
gets
to theadded
Values to
Create
the Rowsa PivotTable
area
area at the
Create a PivotTable
at
Nowtheyou’ll
bottom bottomcreate the PivotTable yourself so that you know how to make one when you need to summarize data.
of the
of the
pane. pane.
And, at
Cells
And, C34
the through F40 contain data with four columns: Date, Salesperson, Product, and Amount.
the same time
Select
product a cell
the amountsdatainside the table. For example go to cell E38, then press ALT+JT to enter the Design menu above the ribbon. Press V
appears
A Create
are as
totaled Now
for you’ll
PivotTable createappears.
dialogue the PivotTable
Focus is yourself
on Selectso that or
a table you knowLeave
range. howthis
to make one when
radio button option selected press Tab to c
Row
each labels
product in
The
the new you
PivotTable need
Fields to summarize
pane appears data.
on the right. Press SHIFT+F6 until you come to the Search text box: Type words to search fo
in the
PivotTable.
PivotTable.
1
Congratulations, you made a PivotTable. But there is a lot more you can do. So go to cell A60 if you want to learn more
Go to cell A58 for the next instruction.
2
4
4
Back to top
Summarize data with PivotTables
mmarize data with PivotTables
s C3 through F9 contain data with four columns: Date, Salesperson, Product, and Amount.
k through the Date, Salesperson, Product and Amount columns. Can you quickly identify which product is the most pr
1 the
en we created Look at the Date,
PivotTable, Salesperson,
we clicked Product
a few buttons so and
that Amount columns.
the data could Can you Now we know which p
be summarized.
quickly
t you’ll pivot the data soidentify which
that you product
can find is thesalesperson
out which most profitable? Or which
is the leading salesperson
seller. Select any cell inside the
is the leading seller? That’s where the PivotTable below can help.
ss SHIFT+F6 until you enter the PivotTable Fields pane or press ALT+JT, then L to launch the PivotTable Fields pan
2 three
w, press Tab Whentimes
wetocreated
enter the categories
the list: Date,
PivotTable, Salesperson,
we clicked Product so
a few buttons andthat
Amount . Select the checkbo
the data
e down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE
could be summarized. Now we know which product is the most profitable. DOWN.
3 Now you’ll pivot the data so that you can find out which salesperson is the
leading seller. Right-click any cell inside the PivotTable, and then click
Show Field List.
4 The PivotTable Fields pane appears. At the bottom of the pane, under
Rows, click Product and then click Remove Field.
5 At the top of the pane, click the checkbox for Salesperson. Now you can
see who’s the leading salesperson.
ate a PivotTable
Create a PivotTable
w you’ll create the PivotTable yourself so that you know how to make one when you need to summarize data.
s C34 through F40 contain data with four columns: Date, Salesperson, Product, and Amount.
ect a cell inside the table. For example go to cell E38, then press ALT+JT to enter the Design menu above the ribbon. Press V to insert a Pivo
Now you’ll
reate PivotTable createappears.
dialogue the PivotTable
Focus is yourself
on Selectso that or
a table you knowLeave
range. howthis
to make one when
radio button option selected press Tab to choose where yo
you Fields
PivotTable need pane
to summarize
appears ondata.
the right. Press SHIFT+F6 until you come to the Search text box: Type words to search for edit.
1 Click a cell inside the data on the right, and then on the Insert menu, click
gratulations, youPivotTable.
made a PivotTable. But there is a lot more you can do. So go to cell A60 if you want to learn more
to cell A58 for the next instruction.
2 In the dialog that appears, click Existing Worksheet, and then type C42 in
the Location box. Click OK.
When you do that, the Product field gets added to the Rows area at the
bottom of the pane. And, the product data appears as Row labels in the
new PivotTable.
The PivotTable Fields pane appears on the right.
When you do that, the Product field gets added to the Rows area at the
bottom of the pane. And, the product data appears as Row labels in the
new PivotTable.
When you do that, the Amount field will get added to the Values area at
the bottom of the pane. And, at the same time the amounts are totaled for
each product in the PivotTable.
6 Congratulations, you made a PivotTable. But there is a lot more you can
do. So click the link at the bottom of this sheet if you want to learn more.
Give us feedback o
w.
Learn more