Take A Tour
Take A Tour
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 >
Go back to top by pressing CTRL+HOME. To start the tour, press CTRL+PAGE DOWN.
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
up columns.
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.
Here's another way to add. Cells C10 through D15 have two columns of data: Item and Amount.
3
Now add only the numbers over 50. Go to cell D16. Type =SUMIF(D11:D15,">50"), then press Enter. The result is 100.
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:
GOOD TO
=SUM(D48,G48:G51,100)
KNOW: Go to
cell G78. The
The formula above uses the following:
formula in cell
G78:
=SUMIF(G73:G• A single cell reference, which is the "address" or "name" of a cell. D48 is the single
77, ">=50") is reference in the formula above.
cell
different from
the formula • Ainrange of cells, which is a series of cells starting at one cell and ending at another.
cell D78. G48:G51 is the range of cells in the formula.
Specifically,
the sum • A constant. The constant in this formula is the number 100.
criteria is
">=50" which
means greater
than or equal
to 50. There
are other
More about
operators youthe SUMIF function
We also
can
More about the SUMIF function
showed you the SUMIF function at the top of this sheet in cells A10 and A11. The SUMIF function sums up totals base
use like
"<=50" which
Cells C72 through D77 contain data with two columns: Item and Amount.
is less than or
The
equalformula
to 50. in cell D78: =SUMIF(D73:D77,">50").
If thethere's
And SUMIFWefunction could you
also showed talk, the
it would
SUMIF sayfunction
this: Sumatupthe
some
topvalues
of thisbased
sheet.onThe
this SUMIF
criterion, look through these cells D73 th
function
"<>50" which
NOTE: If yousums findupyou are making
totals based on a lota of SUMIF formulas,
criterion. you might
If the SUMIF findcould
function that atalk,
PivotTable
it wouldis asay
better
this:solution. See the PivotTa
is not equals
Cells F72 through G77 contain data with two columns: Item and Amount.
50.
Sum up some
values
Go to cell A86 based
to go to the next instruction.
on this
criterion:
=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 up columns.
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.
e's another wayHere's
to add.another
Cells C10 through D15 haveatwo columns ofSelect
data: Item and Amount. Item
3 way to add, using shortcut key. the yellow cell
w add only the numbers
under the over 50. Go to
amounts forcell D16. Type =SUMIF(D11:D15,">50"), then press Enter. The result is 100. 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
Pies
5 Now add only the numbers over 50. Select the last yellow cell. Type
=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 IMPORTAN
cell reference in the formula above. Double-click th
end. Although
• A range of cells, which is a series of cells starting at one cell and ending at another. like this, we do
G48:G51 is the range of cells in the formula. necessary. This
forget that it's
• A constant. The constant in this formula is the number 100. cell instead, lik
hidden inside a
EXTRA CREDIT
Try adding another SUMIF
formula here, but add
amounts that are less
than 100. The result
should be 160.
Amount
50 CHECK THIS OUT
Select these cells. Then in the
20 lower-right corner of the Excel
60 window, look for this:
40
170 That's just another way to quickly
find a total.
lower-right corner of the Excel
window, look for this:
Total:
200
IMPORTANT DETAIL
Double-click this cell. You'll notice the 100 toward the
end. Although it's possible to put numbers in a formula
like this, we don't recommend it unless it's absolutely
necessary. This is known as a constant, and it's easy to
forget that it's there. We recommend referring to another
cell instead, like cell D16. That way it's easily seen and not
hidden inside a formula.
s D73 through D77, and if the value is greater than 50 sum it up.
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.
than or equal to 50. And there's "<>50" which is not
equals 50.
Save time by filling cells automatically
Save time by filling cells automatically
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 in Excel:"This:" column, which contains the number 50 in each cell; "Plus th
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
Excel can automatically fill some cells based on a series. For example, you can type Jan
in one cell, and then fill the other cells with Feb, Mar, etc.
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 in Excel:"This:" column, which contains the number 50 in each cell; "Plus thThis:
to cell E4. Press CTRL+G, type E4, then press Enter. 50
1 E5,Click
ect cells E4, E6, and
theE7cell
by with
holdingthethe SHIFT key
number 100.while pressing the ARROW DOWN key, then press CTRL+D. Excel will 50
RA CREDIT: Go to cell G4 and repeat the fill down steps above. 50
s C10 through G14 contain data with five columns. These columns contain the heading from C3 to G3 and the values 50
2 Select
to cell C15. Restcells
your cursor
C15, D15, onE15,the lower-right
F15, corner
and G15. This timeofpress
the cell untilto fill the cells. This is known as “filling right.”
CTRL+R
e down for more it becomes
detail: Go atocross:
cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
This:
3 Click the cross and drag down three cells. Excel will automatically fill the 50
cells with the totals: 110, 120, and 130. People call this “filling down.” 50
50
4 Click the yellow cell with 200, and fill again but this time drag the fill handle 50
to the right to fill the cells. This is known as “filling right.” 200
2 Now select the cell with the word Fruit. Rest your cursor on the lower- right
corner again, and when you get the cross, double-click. That's another way
to fill down in case you ever need to fill a long column.
Fill a series
Fill a series
Excel can automatically fill some cells based on a series. For example, you can type Jan
in one cell, and then fill the other cells with Feb, Mar, etc. Week 1
2 Rest your cursor on the lower-right corner of the cell until it becomes a
cross, then drag right two cells. Excel detects a series, and fills in Feb and
Mar for you.
4 Rest your cursor on the lower-right corner again, and when you get the
cross, double-click it.
Intervals
15
IMPORTANT DETAIL
Select this cell, and then drag the fill
handle down 3 cells. After that, click this button:
This is the AutoFill Options button, and it lets you
change the fill immediately after. Choose another
option like Copy cells or Fill formatting only. You
never know when these might come in handy
someday.
30
EXPERIMENT
Select these two cells, and then drag the fill handle to the
right. Excel fills the series in increments of 15. Try changing 15
and 30 to other values, like 1 and 1.8. Or, Mon and Wed. Or,
January and March. And then fill to the right again... see what
happens!
Data stuffed into one column? Split it.
Data stuffed into one column? Split it.
Go to cell D5. Press CTRL+G, type D5, then press Enter. Type the first name that is in the Email column in cell C5: Nancy.
Go to cell D6. Press CTRL+E, a shortcut for Flash Fill.
1 when you type a consistent pattern, and fills the cells once the pattern is detected.
Flash Fill detects
Try another way to Flash Fill: Go to cell E5.
Press ALT+H to enter the Home tab above the ribbon, then press FI to select Fill options. Arrow down to select Flash Fil
Dive down for 2 more detail: Go to cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
4
5
Select cell H56: McKay. This is the same formula as in step A57, 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.
Data First name Last name Company name
Nancy,Smith,Contoso Ltd.
Andy,North,Fabrikam Inc.
Jan,Kotas,Relecloud
Mariya,Jones,Contoso Ltd.
Steven,Thorpe,Relecloud
Michael,Neipper,Fabrikam Inc.
Robert,Zare,Relecloud
Yvonne,McKay,Contoso Ltd.
WORTH EXPLORING
There's another way of working with data. You can
query an external source, and you can split the data
that comes from the source. You do that once, and
the data is refreshable and easy to work with from
that moment on. Curious? Click the Data tab, and
then explore the options in the Get & Transform area.
Or see the link at the bottom of this sheet.
WORTH EXPLORING
There's another way of working with data. You can
query an external source, and you can split the data
that comes from the source. You do that once, and
the data is refreshable and easy to work with from
that moment on. Curious? Click the Data tab, and
then explore the options in the Get & Transform area.
Or see the link at the bottom of this sheet.
ata will get updated as well. This is more advanced. But it is possible when using a handful of functions: LEFT, RIGHT, FIND, and LEN. For m
to specify the number of characters to extract, we used the FIND function. Here's how the formula "=LEFT(C56,FIND(" ",C56)-1)" works:
works: Find the character position number of the first space in cell C56. Then subtract 1 to exclude the space itself.
Name inside one cell First name [Helper column] Middle name
Yvonne Francis McKay Yvonne Francis McKay Francis
...and find the ... the ...in ...then ...and get the count ...this ...and
character first this subtract 1 of characters cell... subtract
position space... cell. to exclude (character length) this
number of... the space of... number:
itself.
on is selected, then press Enter. Use the Tab key to navigate the dialogue.
FT, RIGHT, FIND, and LEN. For more information on each these functions, see the links at the bottom of this sheet under More information
(C56,FIND(" ",C56)-1)" works:
Last name
McKay
he Find
.and function,
extract whichcharacters.
this many finds the character
To specifyposition number of the first space in cell C56 and returns the number of characters up until the
the number
f characters, use the LEN function...
C56)-FIND(" ",C56))
4
This is kind of
tricky, so pay5
close
attention.
With those
cells still
selected, type
the following:
=TRANSPOSE( Dive down for more detail
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
Sometimes you don't want to copy and paste to transpose. In this case, you can use a formula to transpose rows and columns
Transpose with a formula
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 any
Select Sometimes
another youcell
of thetransposed
transposed don't
cells,
from want toC40
forcells copy
example and
tocell paste
C41.
D45, forLookto
at transpose.
examplethecell D43. In
formula atthis
Looktheatcase,
top
theofyou can
Excel.
formula use
You’ll
bar a that
see
again. The the formula
formula loos
is the
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
can perform in mind when onusing
morean array
than oneformula:
cell in an array. In the example above, the array is the original da
You
2) always
When
What's 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 mu
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 functi
+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, youcall
informally cannot
arraytype 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 selAmount
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 any
ect Sometimes
another youcell
of thetransposed
transposed don't
cells,
from want toC40
forcells copy
example and
tocell
D45, paste
C41.
forLookto
at transpose.
examplethecell D43. In
formula atthis
Looktheatcase,
top
theofyou can
Excel.
formula use
You’ll
bar a that
see
again. The the formula
formula looks
is the samelikeasthis: {=TR
in cell C
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 MIN
There are three
formula:
1) Always selec
at's
P INan array formula?
MIND… selected, start t
re areformula
array three things to keepcalculations
can perform in mind when onusing
morean array
than oneformula: multiple
cell in an array. In the example above, the array is the original data cellsC3
set is cells fi
always
When
What's an array formula?
lways select multiple cells first, and then with those cells selected, start typing the array formula. That's the key: Select multiple cells first,
finishdone
you're an array formula
typing with
an array CTRL+SHIFT+ENTER,
formula, not just
press CTRL+SHIFT ENTER. Pressing CTRL+SHIFT+ENTER calculates the function
+ENTER. 2) against the a
When you're
Once you enter an array formula, you cannot interrupt that new array. For example, you cannot type over or delete just one
EL SPEAK: Because array formulas require CTRL+SHIFT+ENTER, some people informally call array formulas, "CSE formulas." CTRL+SHIFT +Eof the cells. Yo
An array formula can perform calculations on more than one cell in an array. In the 3) Once you en
to cell A72 for theabove,
example next instruction.
the array is the original data set in cells C33:H34. The TRANSPOSE array. For exam
function then switches the horizontal orientation of the cells to a vertical orientation. cells. You also c
array. If you ne
the array formu
You always finish an array formula with CTRL+SHIFT+ENTER, not just ENTER. Pressing recreate the fo
CTRL+SHIFT+ENTER calculates the function against the array. When you're done, Excel
puts special brackets { } around the formula. These brackets are a visual clue that the
selected cell is part of an array formula. You can't type these brackets yourself. Excel
puts them in when you press CTRL+SHIFT+ENTER.
EXCEL SPEAK
Because array fo
people informa
EXPERT TIP
The shortcut key for
Paste Special is
CTRL+ALT+V.
KEEP IN MIND…
There are three things to keep in mind when using an array
formula:
1) Always select multiple cells first, and then with those cells
selected, start typing the array formula. That's the key: Select
multiple
ginal data cellsC33:H34.
set is cells first, thenThe
start typing. function then switches the horizontal orientation of the cells to a vertical orientation.
TRANSPOSE
elect multiple cells first, then start typing.
e function2) against the array.
When you're doneWhen
typingyou're done,
an array Excel puts
formula, pressspecial brackets { } around the formula. These brackets are a visual clue that th
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 h
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."
o a vertical orientation.
kets 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
select all of the cells that have the array formula, press Delete, and then make your changes and recreate the formula.
xcel puts them in when you press CTRL+SHIFT+ENTER.
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 t
EXTRA CREDIT: 2 Try sorting alphabetically by two columns. Here's how: First sort Department alphabetically (refer to ste
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
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 Ent
December's1 amounts
Let's sayfrom
you big
wantto the departments
small. in alphabetical
Select the December columnorder.
cell, Click
go toin 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.
Home Go> Sort & G5,
to cell Filter
Dec.> Sort
PressACTRL+A
to Z. to select all of the cell
er buttons appear on the top row from cell C5 to G5. Go to the Department cell, C5, and press ALT+DOWN ARROW t
RA CREDIT: 2 TrySort 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 ste
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
8/29/2022 Jackie $21 $3,820 You can't clear a sort order like
you can a filter. So if you don't
8/28/2022 Mark $62 $2,112 want your sort to stick, undo it
8/25/2022 Dave $25 $1,611 by pressing CTRL+Z.
8/31/2022 Tricia $30 $3,085
8/27/2022 Jeff $69 $528
8/26/2022 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
he Number Filters option. Press RIGHT ARROW to enter the Number Filters list. Use the arrow keys to find the Greater than... option, then
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
les 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
andwithin 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 the
inside a collection
data to of
thecells thatand
right, has then
special features.
click InsertFor starters:
> Table A table gives you banded row
> OK.
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 aandcollection
the text of
Jancells
and that hasfilled
Feb are special features.
in cells H5 and I5 for you.
For starters: A table gives you banded rows for easier reading.
e down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
3 You can also create new rows easily. In the empty cell 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
Back to top
Insert a drop-down list
rt 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
entrycolumns: 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 to
all be
cellsvalid
fromentries
D4 to D15.
for each of the
the Data tab, select
foodsData
on Validation, or press
the right. Those ALT+A,V to open
departments the Data Validation
are Produce, Meat and dialogue
Bakery. box. Tab to Allow and sel
he Source text box, type Produce, Meat, Bakery. Make sure to put commas in between each name. Press Enter whe
w
ODselect
2 D4,Drop-down
cell
TO KNOW:
Click
whichand drag
is the tonext
select
cellhelp
lists
the yellow
to Apples
ensure in C4.
people
cells
Press
enter
under
ALT+DOWN
valid
Department. You'll see a drop-down menu with
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, to proceed to the next step,Allow,
press CTRL+PAGE
click List. DOWN.
3 On the Data 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
n data with one column: Department.
Pies
dialog box. But there’s a more efficient way by creating a table first:
Analyze data quickly
Analyze data quickly
Here’s how to analyze data so that you can spot patterns and trends quickly:
Cells C5 through
Here’s G13
howcontain data data
to analyze in fivesocolumns:
that youDepartment, Category,
can spot patterns andOct, Nov, and
trends Dec.
quickly:
Go 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 ap
Press Tab key1to enter Formatting options, then press Enter to select Data Bars.
The cells under Oct, Nov, and Dec columns, cells E6 through G13 get special data bars that visualize their amounts.
Now let's say you want to get rid of the data bars. Select the entire range of cells from C5 through G13, then press CTR
Press Tab key2to enter Formatting options, then press RIGHT ARROW to find Clear…, then press Enter.
GOOD TO KNOW: When you select cells, this Quick Analysis button appears. Aptly named, don't you think? You can always
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
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 andOct, Nov, and
trends 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 to options,
select then press
all cells onEnter to select
the right, and Data
then Bars.
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 CTR
ss Tab key2to enter
On the panel that
Formatting appears,
options, thenclick Data
press Bars.
RIGHT 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, to
toproceed tothe
the bars.
next step,
Click press CTRL+PAGE
again:DOWN.
3 Now say get rid of this button
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
the three months. You don't have to make 8 little line charts. You can make sparklines instead.
to select the Line option. Press Enter to add Sparklines to the table.
r 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 DOWNGreat charts recommended for you
charts recommended for you
ARROW 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 recommendations will appear. Press Tab to enter the list and use the arrow keys to find an option called Clust
Legend Keys,
A column
then presschart appears showing total number of conference attendees per year. Use the arrow keys to move the chart
Enter to add
Now you'll 2 a trendline. Select the chart you just created, and press ALT+JC to enter the Chart Tools Design tab abov
add
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 the
The Insert data
Charts toabove
tab the right, and then
the ribbon. clickR Insert
Press 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 total number of conference attendees per year. Use the arrow keys to move the chart
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 abov
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 total number of conference attendees per
e down for more detail:
year. FeelGo to A27.
free Or, to
to move proceed toyou'd
it anywhere the next
like.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.
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 ax
Secondary axis
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 s
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
1400
, temperature, and so on. 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 so this is a category axis.
1000
Vertical axis 800
(Value axis)
600
400
200
0
2017 2018 2019 2020 2021 2022
400
200
0
2017 2018 2019 2020 2021 2022
Horizontal axis
(Category axis)
1400
rent values than the other value axis. $35,000
s 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
2017 2018 2019 2020 2021 2022
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.
hat 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 k
Secondary
axis
5
Press Tab to
enter the list
of categories.
Press DOWN
ARROW
Now press to find
Product
DOWN Dive down for more detail
checkbox.
ARROW to find
Press
Amount Spacebar
to select
checkbox.
Product.
When you do
When
that, the you do
that,
Amount thefield
Product field
will get added
gets added
to the Values to
Create
the Rows
area at thea PivotTable
area
at theyou’ll
bottom
Now
bottom
of the And,
pane.
Cells
And,
Create a PivotTable
pane.at
create the PivotTable yourself so that you know how to make one when you need to summarize data.
of the
C34 through F40 contain data with four columns: Date, Salesperson, Product, and Amount.
the
the same time
Select
product a cell
the amounts datainside 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 totaled as Now
for you’ll
PivotTable createappears.
dialogue the PivotTable
Focus isyourself
on Selectso that you
a table knowLeave
or range. how this
to make
radio one when
button option selected press Tab to
Row
each labels
product in
The
the PivotTable
new you 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
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 Productsoand
a few buttons thatAmount
the data columns. Can you
could be summarized. Now we know which p
quickly identify which product is the most profitable? Or which salesperson
t you’ll pivot the data so that you can find out which salesperson is the leading seller. Press CTRL+G, type E12, then
ss SHIFT+F6 until is the
youleading
enter theseller? That’sFields
PivotTable where theIfPivotTable
pane. below
the pane isn't canpress
open, help.
ALT+JT, then L to launch the
w, press TAB
2 untilWhenyou access the categories
we created list: Date,
the PivotTable, weSalesperson,
clicked a fewProduct andso
buttons Amount.
that theUse your arrows to find t
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 isyourself
on Selectso that you
a table knowLeave
or range. how this
to make
radio one when
button option selected press Tab to choose where y
you Fields
PivotTable need to summarize
pane data.
appears on 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.
Learn more