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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.
In just 10 steps, you'll be up and running with
Excel, the world's most popular spreadsheet app.

Go back to top by pressing CTRL+HOME. To start the tour, press CTRL+PAGE DOWN.

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 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 D7 contain
some data
wayswith
to two
addcolumns. One forin
up numbers Fruit, and one for Amount.
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 Amount
2Press ALT+=, then press ENTER.
Go to cell G8.
The result in cell G8 is 140.
Here's another
3 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,">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.

Dive down for more detail

More about the SUM function

More about the SUM function
In some of the above tips, we taught you how to use the SUM function. Here are more details about it.
Cells C37 through D41 contain data with two columns: Fruit and Amount.
The formula in cell D42: =SUM(D38:D41).
If the SUMInfunction
some of theD42
in cell above
couldtips,
talk, itwe taught
would youSum
say this: howupto
theuse theinSUM
values function.
cells D38, D39, D40, and D41.
Here are more details
Here's another way it can be used: about it. Double-click a yellow cell on the right, and
then read along with the text below.
Cells C47 through D48 contain data with two columns: Item and Amount.
Cells F47 through
If the SUMG51 contain
functiondata with two
could talk,columns: Item
it would andthis:
say Amount.
Cells E53 through E54 contain data with one column: Total.
The formula in cell E54: =SUM(D48, G48:G51,100).
If the formula
Suminupcellthe
E54 could talk, it would say: Sum the following: the value in cell D48, the values in cells G48, G49
The formulafollowing:
in cell E54 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 t
• A constant, which is the number 100.
IMPORTANT DETAIL: Go to cell E54. You'll notice the 100 toward the end of the formula. Although it's possible to put numbers
=SUM(D38:D41)
 =SUM(D38:D41)
Go to cell A66 for the next instruction.

Here's another way it can be used:

Sum the
following:

=SUM(D48,G48:G51,100)
GOOD TO
KNOW: Go to
The formula above uses the following:
cell G78. The
formula in cell
G78: • A single cell reference, which is the "address" or "name" of a cell. D48
=SUMIF(G73:Gis the single cell reference in the formula above.
77, ">=50") is
• A range of cells, which is a series of cells starting at one cell and ending
different from
the formula at in
another. G48:G51 is the range of cells in the formula.
cell D78.
• A constant. The constant in this formula is the number 100.
Specifically,
the sum
criteria is
">=50" which
means greater
than or equal
to 50. There
are other
More about
operators the SUMIF function
you
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"
Cells C72which
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").
Wefunction
If thethere's
And SUMIF also showed you
could talk, the SUMIF
it would say this:function at the
Sum up some topbased
values of this
on sheet. The SUMIF
this criterion, look through these cells D73 th
"<>50" which
function sums up totals based on a criterion. If the SUMIF function could
NOTE: If you find you are making a lot of SUMIF formulas, you might find that a PivotTable is a better solution. See the PivotTa
is not equals
talk, it would say this:
Cells
50. F72 through G77 contain data with two columns: Item and Amount.
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.

More information on the web

More information on the web
 More information on the web
All about the SUM function
All about the SUMIF function
Use Excel as your calculator
Free Excel training online
Go back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

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 D7 contain
some dataways with
to two
addcolumns. One forin
up numbers Fruit, and one for Amount.
Excel: Fruit
o D8 by pressing CTRL+G, type D8, and then press ENTER. Apples
1 Select
e =SUM(D4:D7), then press
the ENTER.
yellow cell under the amounts for fruit. 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 AmountLemons
2PressType
o cell G8.
=SUM(D4:D7), and then press enter. When you're done,
ALT+=, then press ENTER.
you'll see the result of 170.
result in cell G8 is 140.
e's another
3 wayHere's
to add.another
Cells C10 through
way to D15
add,have two a
using columns of data:
shortcut key.Item and Amount.
Select the yellow Item
w add only the numbers
cell under overthe
50. amounts
Go to cell D16.
for Type
meat. =SUMIF(D11:D15,">50"), then press Enter. The result is 100. Bread
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.
=
first. Then,
Or, to press
proceed Enter.
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.

Dive down for more detail Next step

re about the SUM function

More about the SUM function
ome of the above tips, we taught you how to use the SUM function. Here are more details about it.
s C37 through D41 contain data with two columns: Fruit and Amount.
formula in cell D42: =SUM(D38:D41).
e SUMInfunction
some of theD42
in cell above
couldtips,
talk, itwe taught
would youSum
say this: howupto
theuse theinSUM
values function.
cells D38, D39, D40, and D41.
Here are more details
e's another way it can be used: about it. Double-click a yellow cell on the right, and
then read along with the text below.
s C47 through D48 contain data with two columns: Item and Amount.
s F47 through
If the SUMG51 contain
functiondata with two
could talk,columns: Item
it would andthis:
say Amount.
s E53 through E54 contain data with one column: Total.
formula in cell E54: =SUM(D48, G48:G51,100).
e formula
Suminupcellthe
E54 could talk,
…the it would
values in say: Sum the following: the value in cell D48, the values in cells G48, G49 Fruit
formulafollowing:
in cell E54 usescells D38, D39,
the following: Apples
D40, and D41.
single cell reference, which is the "address" or "name" of a cell. D48 is the single cell reference in the formula aboveOranges
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 t Bananas
constant, which is the number 100. Lemons
ORTANT DETAIL: Go to cell E54. You'll notice the 100 toward the end of the formula. Although it's possible to put numbers in a fo
=SUM(D38:D41)
 =SUM(D38:D41)
o cell A66 for the next instruction.

Here's another way it can be used:

Item
Sum the …the …the values …and
value in in cells G48, 100. Table
following:
cell D48… G49, G50,
and G51...

=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. IMPORTAN
Double-click th
• A range of cells, which is a series of cells starting at one cell and ending end. Although
at another. G48:G51 is the range of cells in the formula. formula like th
absolutely nec
• A constant. The constant in this formula is the number 100. it's easy to forg
referring to an
way it's easily s

re about the SUMIF function

More about the SUMIF function
also showed you the SUMIF function at the top of this sheet in cells A10 and A11. The SUMIF function sums up totals based on a criterion.
s C72 through D77 contain data with two columns: Item and Amount.
formula in cell D78: =SUMIF(D73:D77,">50").
e SUMIFWefunction
also showed you
could talk, the SUMIF
it would say this:function
Sum up someat the topbased
values of this
on sheet. The SUMIF
this criterion, look through these cells D73 through D77, and
function sums up totals based on a criterion. If the SUMIF function could
TE: 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 f
talk, it would say this:
s F72 through G77 contain data with two columns: Item and Amount. Item
Sum up some ....Look through ...and if the Bread
values based these cells...
o cell A86 to go to the next instruction. value is Donuts
on this greater than
criterion: 50, sum it up. Cookies
Cakes
Pies
=SUMIF(D73:D77,">50")
GOOD TO
NOTE: If you find you are making a lot of SUMIF formulas, you might find Double-click th
that a PivotTable is a better solution. See the PivotTable worksheet for formula is diffe
more information. ">=50" which m
There are other
which is less th
"<>50" which is
re information on the web
More information on the web
 There are other
which is less th
"<>50" which is

More information on the web

about the SUM function
about the SUMIF function
Excel as your calculator
e Excel training online
All about the SUM
back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.
function

All about the SUMIF

function

Use Excel as your

calculator

Free Excel training online

Back to top Next step

Amount Meat Amount
50 Beef 50
20 Chicken 30
60 Pork 10
40 Fish 50
170 140

Amount Item Amount

50 Bread 50
100 Donuts 100
40 Cookies 40
50 Cakes 50
20 Pies 20
260
0

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:

That's just another way to

quickly find a total.

Amount Item Amount

20 Cars 20
Trucks 10
Bikes 10
Skates 40

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.

als based on a criterion.

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
100 160

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.
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.
 Save time by filling cells
Save time by filling cells automatically

automatically
Here’s how to use the fill feature in Excel:
Cells C3 through
Here’sG7 howcontain datathe
to use withfill
five columns:
handle in "This:"
Excel: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.

Dive down for more detail

Use the fill handle to copy cells

Use the fill handle to copy cells
Sometimes you don't need the numbers to change as you fill. Instead, you just want to copy values to other adjacent cells. He
Cells C33 to cell F37 contain four columns: Department, Category, Product, and Count.
Go to cell C34. Select C34, C35, C36, C37 and press CTRL+D. The value in C34 is filled down into the selected cells.
Sometimes
Go to cell A64 for the nextyou don't need the numbers to change as you fill. Instead, you
instruction.
just want to copy values to other adjacent cells. Here's how to do that:

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.

More information on the web

More information on the web
Fill data automatically in worksheet cells
Fill a formula down into adjacent cells
Go back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

Back to top
 Save time by filling cells
e time by filling cells automatically

automatically
e’s how to use the fill feature in Excel:
s C3 through
Here’sG7 howcontain datathe
to use withfill
five columns:
handle in "This:"
Excel:column, which contains the number 50 in each cell; "Plus thThis:
o cell E4. Press CTRL+G, type E4, then press Enter. 50
1 E5,Click
ct cells E4, E6, andtheE7 cell
by holding
with thethe SHIFT
numberkey while
100.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
o cell C15.
Rest your cursor on the lower-right corner of the cell until
cells C15, D15, E15, F15, and G15. This time press CTRL+R to fill the cells. This is known as “filling right.”
it becomes a cross:
e down for more detail: Go to 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 50
fill the cells with the totals: 110, 120, and 130. People call this 50
“filling down.” 50
4 Click the yellow cell with 200, and fill again but this time drag 50
the fill handle to the right to fill the cells. This is known as “filling
right.” 200

Dive down for more detail Next step

the fill handle to copy cells

Use the fill handle to copy cells
metimes 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 t
s C33 to cell F37 contain four columns: Department, Category, Product, and Count.
o cell C34. Select C34, C35, C36, C37 and press CTRL+D. The value in C34 is filled down into the selected cells.
Sometimes
o cell A64 for the nextyou don't need the numbers to change as you fill. Instead, you
instruction.
just want to copy values to other adjacent cells. Here's how to do that:

Dept.
1 Click the cell with the word Produce. Rest your cursor on the
Produce
lower-right corner of the cell until it becomes a cross, then drag
down three cells.
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

1 Click the cell with the word Jan.

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.

3 Now select the cell with Week 1.

4 Rest your cursor on the lower-right corner again, and when you
get the cross, double-click it.

Intervals
15

re information on the web EXPERIMEN

Select these two
More information on the web
data automatically in worksheet cells
a formula down into adjacent cells
right. Excel fills th
15 and 30 to othe
back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN. Wed. Or, January
again... see what
Fill data automatically in worksheet
cells

Fill a formula down into adjacent

cells

Back to top Next step

 Plus this: Equals: Plus this: Equals:
50 100 75 175
EXTRA
60 75 CREDIT
70 75 Click and drag to
80 75 select these four
cells, and then press
CTRL+D. That's the
shortcut key for
Plus this: Equals: Plus this: Equals: filling down. Can you
guess what the
50 100 75 175 shortcut for filling
60 110 75 185 right is?
70 120 75 195
80 130 75 205

cells. Here's how to do that:

Category Product Count

Fruit Apple 100
Orange 200
Banana 50
Pears 100
 Jan
35 44 79 Qrtr 1
74 64 56
82 50 83
90 22 89

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
Data stuffed into one column? Split it.

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
2
Dive down for more detail: Go to cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.

Dive down for more detail

Split a column based on delimiters.

Split a column based on delimiters

Flash Fill is pretty handy. But if you want to split data into more than one column all at once, then it's not the best tool for the
Go to cell C32. Select all cells C32 through C39: Nancy all the way down to Yvonne.
Press ALT+A to enter the Data tab above the ribbon, then press E to select Text to Columns within the Data Tools section. Con
Convert Text Flash Fill is pretty
to Columns Wizard -handy. But
Step 2 of if you
3: Tab want
to find the to splitoption
Comma data into
undermore thanMake
Delimiters. one sure that Comma is
column all at once, then it's not the best tool for the job. Try
Convert Text to Columns Wizard - Step 3 of 3: press Tab and select only the General option.Text to
Columns in this situation:
Finally, press tab until you enter the Destination text box. Type $D$32, then press Enter.
WORTH EXPLORING:1 There's another way of working with data. You can query an external source, and you can split the da
Go to cell A49 for the next instruction.
2

4
 5

Split a column with formulas

Split a column with formulas
You might want to write a formula to split data. This way, if the original data gets updated, then the split data will get updated
The left function extracts a specified number of characters from the left side of cell C56.
Go to cell E56: Yvonne. We used the LEFT function to extract characters from the left side of cell C56. And to specify the numb
The Find function is used to determine the number of characters to extract. Here's how the Find function works: Find the char
You might want to write a formula to split data. This way, if the original
data gets updated, then the split data will get updated as well. This is
The result is Yvonne.
more advanced. But it is possible when using a handful of functions: LEFT,
Then we created
RIGHT, a [Helper
FIND, column].
and LEN. This
Forwas just toinformation
more “help” extracton
theeach
otherof
text in thefunctions,
these cell. It’s meant to be tempora
Select cell F56:
see Francis McKay
the links in thebottom
at the [Helper column]. You’ll see
of this sheet. Butthat
if we used curious,
you’re the RIGHT,here’s
LEN, and FIND functions to extra
how
Here's howwe thissplit
formula
cell"=RIGHT(C56,LEN(C56)-FIND("
C56. Make sure to follow",C56))" alongworks:
with the diagram on the right
as you extracts
The Right function go through these
a specified steps:
number of characters from the right side of cell C56.
In this case, the LEN function is used to determine the number of characters to extract. Here's how the LEN function works: Co
The result
Select cell G56:
1 Francis.
is Francis McKay.
Here we used almost the same formula as in cell A51, but instead of extracting characters from cell C5

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

More information on the web

More information on the web
Split text into different columns
All about Get & Transform
All about the LEFT function
All about the RIGHT function
All about the FIND function
All about the LEN function
Go back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.
Back to top
 Data stuffed into one column? Split
a stuffed into one column? Split it.

it.
o cell D5. Press CTRL+G, type D5, then press Enter. Type the first name that is in the Email column in cell C5: Nancy.
o cell D6. Press CTRL+E, a shortcut for Flash Fill.
1 when
h Fill detects In the
youcells
type aunder First
consistent name,
pattern, andtype the
fills the first
cells names
once that isare
the pattern in
detected.
the Email column: Nancy,
another way to Flash Fill: Go to cell E5. Andy, and so on.
ss ALT+H to enter the Home tab above the ribbon, then press FI to select Fill options. Arrow down to select Flash Fil
2 When
e down for more
you see the faded list of suggestions, press Enter right
away. Go to This
detail: cell A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
list of suggestions is called Flash Fill. Flash Fill
detects when you type a consistent pattern, and
provides suggestions to fill the cells with. When you
see the faded list, that's your cue to press Enter.

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.

Dive down for more detail Next step

t a column based on delimiters.

Split a column based on delimiters

h Fill is pretty handy. But if you want to split data into more than one column all at once, then it's not the best tool for the job. Try Text to
o cell C32. Select all cells C32 through C39: Nancy all the way down to Yvonne.
ss ALT+A to enter the Data tab above the ribbon, then press E to select Text to Columns within the Data Tools section. Convert Text to Colu
vert TextFlash Fill is pretty
to Columns Wizard -handy. But
Step 2 of if you
3: Tab want
to find the to splitoption
Comma data into
undermore thanMake
Delimiters. one sure that Comma is
column all at once, then it's not the best tool for the job. Try Text
vert Text to Columns Wizard - Step 3 of 3: press Tab and select only the General option. to
Columns in this situation:
lly, press tab until you enter the Destination text box. Type $D$32, then press Enter.
1 Click
RTH EXPLORING:
and drag to select the cells from Nancy all the way down to
There's another way of working with data. You can query an external source, and you can split the da
Yvonne.
o cell A49 for the next instruction.
2 On the Data tab, click Text to Columns. Make sure that
Delimited is selected, and then click Next.

3 Under Delimiters, make sure that Comma is the only checkbox

selected, and then click Next.

4 Click the General option.

 Click the General option.

5 Finally, click inside the Destination box and type $D$32. Then
click Finish.

t a column with formulas

Split a column with formulas
might want to write a formula to split data. This way, if the original data gets updated, then the split data will get updated as well. This is
left function extracts a specified number of characters from the left side of cell C56.
o cell E56: Yvonne. We used the LEFT function to extract characters from the left side of cell C56. And to specify the number of character
Find function is used to determine the number of characters to extract. Here's how the Find function works: Find the character position n
You might want to write a formula to split data. This way, if the original
data gets updated, then the split data will get updated as well. This is
result is Yvonne.
more advanced. But it is possible when using a handful of functions: LEFT,
n we created
RIGHT, a [Helper
FIND, column].
and LEN. This was
For just toinformation
more “help” extractontheeach
otherof
text in thefunctions,
these cell. It’s meant to be tempora
ct cell F56:
see Francis McKay
the links in thebottom
at the [Helper column]. You’ll see
of this sheet. Butthat
if we used curious,
you’re the RIGHT,here’s
LEN, and FIND functions to extra
how
e's howwe thissplit
formula
cell"=RIGHT(C56,LEN(C56)-FIND("
C56. Make sure to follow",C56))" alongworks:
with the diagram on the right
as you extracts
Right function go through these
a specified steps:
number of characters from the right side of cell C56. HOW IT WORKS:
his case, the LEN function is used to determine the number of characters to extract. Here's how the LEN function works: Count the numbe
Extract
result
ct cell G56:
1
is Francis
Double-click the yellow cell with Yvonne. We used the LEFT
McKay.
Francis. Here we character
function to used almost
extract the same formula
characters from theas inleft
cell A51,
sidebut instead
of cell of extracting
C56. And characters from cell C56, it extracts the
s from
to specify the number of characters to extract, we used the FIND the left
ct cell H56: McKay. This is the
function. Readsame formula
the Howasitinworks
step A57, but it extracts
diagram, andcharacters
then press from F56 instead of cell C56.
ESC side of...
o cell A79 to gowhento the next
you're instruction.
done.
2 Then we created a [Helper column]. This was just to “help”
extract the other text in the cell. It’s meant to be temporary and
something one could always hide later. =LEFT(C56,FIN
3 Double-click Francis McKay in the [Helper column]. You’ll see
that we used the RIGHT, LEN, and FIND functions to extract
characters from the first space, up until the end of the cell.

4 Double-click Francis. Here we used almost the same formula as

in step 1, but instead of extracting characters from C56, it
extracts them from F56.
5 Double-click McKay. This is the same formula as in step 3, but it
extracts characters from F56 instead of cell C56.

re information on the web

More information on the web
t text into different columns
about Get & Transform
about the LEFT function
about the RIGHT function
Split text into different
about the FIND function
columns
about the LEN function
back to top by pressing CTRL+HOME.
All about To proceed to the next step, press CTRL+PAGE DOWN.
Get & Transform
All about the LEFT function

All about the RIGHT

function

All about the FIND function

All about the LEN function

Back to top Next step

ll C5: Nancy.

Email First name Last name

Nancy.Smith@contoso.com Smith
Andy.North@fabrikam.com
Jan.Kotas@relecloud.com
Mariya.Jones@contoso.com
Yvonne.McKay@fabrikam.com

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
 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

HOW IT WORKS: HOW IT WORKS:

function works: Count
Extract the number
…this ...andofextract
characters in cell C56 and subtract
this many the number
Extract of characters
…this from
...and the Find
extract thisfunction, which finds
many characters. the
To spe
character cell... characters. To specify
racters from cell C56, it extracts them from cell F56. the characters cell... number of characters, use the LEN functio
s from number of characters, use the from the
the left FIND function... right side
of cell C56.
side of... of...

=LEFT(C56,FIND(" ",C56)-1) =RIGHT(C56,LEN(C56)-FIND(" ",C56))

...and find ... the ...in ...then ...and get the ...this ...and Find the
the first this subtract 1 count of cell... subtract character
character space... cell. to exclude characters this position
position the space (character length) number: number
number of... itself. of... of...
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
ractFind
thisfunction, which finds
many characters. the character
To specify the position number of the first space in cell C56 and returns the number of characters up until the
of characters, use the LEN function...

-FIND(" ",C56))

Find the ...the ...in

character first this
position space cell.
number ...
of...
t under More information on the web starting in cell A80. But if you’re curious, here’s how we split cell C56.

r of characters up until the space.

 Switch data around by transposing it
Switch data around by transposing it
When you need to rotate columns and rows, you transpose them in Excel.
Cells C5 toWhen
H6 contain
you two
needrows
to of Items and
rotate Amounts.
columns andSelect
rows,cells
youC5 to H6.
transpose them in Excel.
Now you'll copy the cells. Press CTRL+C.
1
Select cell C9.
Press ALT+H to enter the Home tab above the ribbon, then press V to select Paste options. Arrow down or press S to sel
Press
EXPERTTab 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
Dive down for m
3

4
This is kind of
tricky, so pay5
close
attention.
With those
cells still
selected, type
the following: Dive down for more detail
=TRANSPOSE(C
33: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
To
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
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 Sometimes youcells,

don't want to copy and paste to transpose. In this case,
Select any of thetransposed
another transposed forcells
cell from example
C40 tocell C41.
D45, forLook at thecell
example formula at theattop
D43. Look theof Excel.
formula You’ll see that
bar again. The the formula
formula loos
is the
you can use a formula to transpose rows and columns. Here's how to do
that:
Go to cell A54 for the next instruction.
1

3
 4

What's
KEEP INan array formula?
MIND…
There
An array formulathings
are three to keepcalculations
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morean array
oneformula:
You always
2) When
What's an array formula?
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can perform
finishdone
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typing with
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than
CTRL+SHIFT+ENTER,
formula,
cell in an array. In the example above, the array is the original da
1) Always select multiple cells first, and then with those cells selected, start typing the array formula. That's the key: Select mu
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 on
formulas."
An array formula can perform calculations on more than one cell in an
Go to cell A72 for the
array. nextexample
In the instruction.above, 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.

More information on the web

More information on the web
Transpose (rotate) data from rows to columns or vice versa
All about the TRANSPOSE function
Create an array formula
Go back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

Back to top
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
you two
need rows
to of Items and
rotate Amounts.
columns andSelect
rows,cells
youC5 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 key forcopyPress
Paste the Space
Special Bar to select Transpose, then press Enter.
is CTRL+ALT+V.
2 Now you'll the cells. Press
Ctrl C

to proceed to the next step 50.00

3 Click the yellow cell. 100.00
40.00
50.00
4 On the Home tab, click the arrow under the Paste button.
20.00
52.00
5 Click Paste Special, and then at the bottom, click the checkbox
for Transpose. Click OK.

Dive down for more detail Next step

nspose with a formula

Transpose with a formula

metimes you don't want to copy and paste to transpose. In this case, you can use a formula to transpose rows and columns. Here's how to
ranspose this data, you need to select some blank cells first. Since the data in cells C33 to H34 on the right has six columns and two rows,

ct Sometimes youcells,
don't want to copy and paste to transpose. In this case,
ct any of thetransposed
another transposed forcells
cell from example
C40 tocell C41.
D45, forLook at thecell
example formula at theattop
D43. Look theof Excel.
formula You’ll see that
bar again. The the formula
formula looks
is the samelikeasthis: {=TR
in cell C
you can use a formula to transpose rows and columns. Here's how to do
that:
o 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.
Shif Ente
3 Press Ctrl t r

If you get #VALUE! as a result, try again starting at step 1.

 Press

If you get #VALUE! as a result, try again starting at step 1.

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 M
There are three
formula:

1) Always selec
at's
P INan array formula?
MIND… selected, start t
re are three things to keep in mind when using an array formula: multiple cellsC3
fi

When
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
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.
set is cells
lways select multiple cells first, and then with those cells selected, start typing the array formula. That's the key: Select multiple cells first,
always 2) against the a
When you're
nce you enter an array formula, you cannot interrupt that new array. For example, you cannot type over or delete
EL SPEAK: Because array formulas require CTRL+SHIFT+ENTER, some people informally call array formulas, "CSE formulas." just oneCTRL+SHIFT
of the cells.+EN
Yo
An array formula can perform calculations on more than one cell in an 3) Once you ent
o cell A72 for the
array. nextexample
In the instruction.above, the array is the original data set in cells new array. For e
C33:H34. The TRANSPOSE function then switches the horizontal orientation one of the cells
of the cells to a vertical orientation. within that arra
cells that have t
your changes an
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.
EXCEL SPE
Because array fo
people informal

re information on the web

More information on the web
nspose (rotate) data from rows to columns or vice versa
about the TRANSPOSE function
ate an array formula
back to top by pressing CTRL+HOME.
Transpose (rotate)Todata
proceed
fromto the
rowsnext
tostep, press CTRL+PAGE
columns or DOWN.
vice versa

All about the TRANSPOSE

function

Create an array
formula

Back to top Next step

Back to top Next step
 0
1
Bread Donuts Cookies Cakes Pies 2
50 100 40 50 20 3
4
5
EXPERT TIP 6
The shortcut key 7
for Paste Special is
CTRL+ALT+V. 8
9
10
11
12
13
14
15
16
9
16

columns. Here's how to do that:

columns and two rows, you need to select the opposite: two columns and six rows. Do this by selecting cells C40 to D45.
This data has 6 columns...
mula looks like this: {=TRANSPOSE(C33:H34)}
a is the same as in cell C41. Why? Because this is an array formula.

Bread Donuts Cookies Cakes Pies ...and 2 rows.

50 100 40 50 20

lect these 2 columns...

...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
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 function
2) 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

Dive down for more detail

Sort by date, or by color even

Sort by date, or by color even
There are many ways to sort in Excel. Here are just two more ways to sort:
Cells C31 through F31 contain data with four columns: Expense date, Employee, Food, and Hotel.
You want the Expense dates in order. So, select Expense date header, cell C31, then press ALT+DOWN ARROW and use the arr
Someone There
filled arecells
three many withways toYou
yellow. sortcan
in Excel. Here by
are just twoGomore ways to sort, but
IMPORTANT DETAIL:
this time You can't
you'll useclear
thea sort ordersort
right-clicklikethe
yourows
menu:
that
can a filter. color.
So to cell
if you don't F31,your
want then press
sort toALT+DOWN
stick, undo itARROW
by pressing

Go to cell A43 for the next instruction.

1

2
More ways to filter data

More ways to filter data

Cells C49 through F49 contain data with four columns: Expense date, Employee, Food, and Hotel.
Go to cell F49: Hotel. Press ALT+DOWN ARROW, then use the arrow keys to find Number Filters option. Press RIGHT ARROW t
Now add a second filter. Go to cell E49: Food. Press ALT+DOWN ARROW, then use the arrow keys to find the Number Filters o
Many
Go to cell A60 for people
the next type formulas to find amounts that are above average, or greater
instruction.
than a certain amount. But there's no need to type formulas when special
filters are available.
1

More information on the web

More information on the web
Sort data in a range or table
Filter data in a range or table
Go back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

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 Ente
December's1 amounts
Let's say you
from bigwant theSelect
to small. departments in alphabetical
the December column cell, goorder.
to G5,Click
then in
select cells G5 through G13. Press ALT+H to ente
the Department column, and then click Home > Sort & Filter >
w 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
Sort A to Z.
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
sorting
the Decalphabetically
column, and by then
two columns. Here's>how:
click Home SortFirst
& sort Department
Filter > Sort alphabetically (refer to ste
e down for more detail: Go to A27.
Largest to Smallest. 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...

Dive down for more detail Next step

by date, or by color even

Sort by date, or by color even
re are many ways to sort in Excel. Here are just two more ways to sort:
s C31 through F31 contain data with four columns: Expense date, Employee, Food, and Hotel.
want the Expense dates in order. So, select Expense date header, cell C31, then press ALT+DOWN ARROW and use the arrow keys to find
meone There
filled arecells
three many withways toYou
yellow. sortcan
in Excel. Here by
are just twoGomore ways to sort, but
ORTANT DETAIL:
this time You can't
you'll useclear
thea sort ordersort
right-clicklikethe
yourows
menu:
that
can a filter. color.
So to cell
if you don't F31,your
want then press
sort toALT+DOWN
stick, undo itARROW
by pressing CTRL+Z.

o cell A43 for the next instruction.

1 You want the dates in order. So, right-click a date and then click
Sort > Sort Oldest to Newest. The rows get sorted in ascending
date order by the Expense date.

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

More ways to filter data

s C49 through F49 contain data with four columns: Expense date, Employee, Food, and Hotel.
o cell F49: Hotel. Press ALT+DOWN ARROW, then use the arrow keys to find Number Filters option. Press RIGHT ARROW to enter Number
w add a second filter. Go to cell E49: Food. Press ALT+DOWN ARROW, then use the arrow keys to find the Number Filters option. Press RIG
Many
o cell A60 for people
the next type formulas to find amounts that are above average, or greater
instruction.
than a certain amount. But there's no need to type formulas when special
filters are available.
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.

re information on the web

More information on the web
data in a range or table
er data in a range or table
back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

Sort data in a range or

table

Filter data in a range or

table

Back to top Next step

ss CTRL+G, type C5, then press Enter. Now press ALT+H to enter the Home tab above the ribbon, then press S to enter the Sort & Filter op
5 through G13. Press ALT+H to enter the Home tab above the ribbon, then press S for Sort & Filter options. Notice the options changed fro
Department Category Oct Nov Dec
Meat Beef $90,000 $110,000 $120,000
Bakery Breads $30,000 $15,000 $20,000
Meat Chicken $75,000 $82,000 $2,000,000
Bakery Desserts $25,000 $80,000 $120,000
Produce Fruit $10,000 $30,000 $40,000
Deli Salads $90,000 $35,000 $25,000
Deli Sandwiches $80,000 $40,000 $20,000
Produce Veggies $30,000 $80,000 $30,000

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
9/11/2024 Dave $25 $1,611 DETAIL
You can't clear a sort order
10/11/2024 Laura $45 $5,050 like you can a filter. So if you
11/11/2024 Jeff $69 $528 don't want your sort to stick,
12/11/2024 Mark $62 $2,112 undo it by pressing CTRL+Z.
13/11/2024 Jackie $21 $3,820
15/11/2024 Tricia $30 $3,085
 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

Expense date Employee Food Hotel

10/11/2024 Laura $45 $5,050
13/11/2024 Jackie $21 $3,820
12/11/2024 Mark $62 $2,112
15/11/2024 Tricia $30 $3,085
9/11/2024 Dave $25 $1,611
11/11/2024 Jeff $69 $528
nter the Sort & Filter options. Use the arrow keys to find the option to Sort A to Z, or press S, then press Enter.
the options changed from Sort A to Z to Sort Largest to Smallest and so forth. Use the arrow keys to find the option to Sort Largest to Sma

r by the Expense date.

 Enter. Excel calculates the average amount of the Hotel column, and then shows only rows with amounts greater than that average.
ter than... option, then type 25 and press Enter. Of the three rows that were filtered for above average, Excel shows two rows with Food a
ption to Sort Largest to Smallest, then press Enter.
ater than that average.
shows two rows with Food amounts greater than 25
table between
cells C5 and
I14. The Table
Tools Design
tab will appear
at the top of
Excel. Press
ALT+JT to
enter the
Design Tables make things a lot easier
tab things a lot easier
Tables make
above the
A table gives
ribbon, then you special features and conveniences. Here’s how to create one:
Cells C5
press S tothrough
A table G13 contain
gives youdata. Go to features
special any cell within
andthat region, for example,
conveniences. Here’scellhow
D8. Press CTRL+G, type D8, then press En
to create
enter Table
Press ALT+N one:to enter the Insert tab above the ribbon, then press T and press Enter. Or, press shortcut key combination CTRL+T
Styles. Use
Now
arrowyoukeyshave1 a table, which is a collection of cells that has special features. For starters: A table gives you banded row
to
You can also
navigate the create new rows easily. Go to the empty cell under cell C13: Meat. Type some text, then press Enter. A ne
options and
You can also create columns easily: Go to any cell between H5 and H14, for example H10. Type some text, then press
select a table2
Notice
style youhow the two columns are created, formatted, and the text Jan and Feb are filled in cells H5 and I5 for you.
like.

Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
3

Dive down for more detail

Calculated columns in tables

Calculated columns in tables

One example of a convenience that tables give you: calculated columns. You type a formula once, and it gets automatically fill
Cells C33 through H41 contain data with six columns: Department, Category, Oct, Nov, Dec, and Total.
Go to cell H34: Total.
One
Press ALT+=, thenexample of a convenience that tables give you: calculated columns.
press Enter.
You type a formula
The SUM formula gets automatically once,
filled and
downitfor
gets
you automatically
so that you don’tfilled down
have to for you.
do it yourself.
Here’s how it works:
Go to cell A47 for the next instruction.
1

4
 4

Total rows in tables

Total rows in tables
Another convenience in tables are total rows. Instead of typing a SUM formula, Excel can make that total for you with a flip of
Cells C54 through E61 contain data with three columns: Department, Category, and Sales.
Go to any cell within the range above, for example cell D57.
Another
At the top of convenience
the Excel in tables
window, the Table Toolsare total
Design tab rows. Instead
will appear. Pressof typing
ALT+JT a SUM
to enter the Design tab above the ribbon,
formula, Excel can make that total for you with a flip of a switch. And the same
A new row is added at the bottom of the table in cells C62 through E62.
goes for the AVERAGE formula, and many others. Here’s how it works:
The total of $24,000 is added to the total row, in cell E62 .
But what if you wanted to know the average? Select cell E62: $24,000.
Press
1 ARROW, then use the arrow keys to find the Average option and press Enter. The average amount of
GOODALT+DOWN
TO KNOW: There's a shortcut for showing and hiding the total row. Select inside the table, then press CTRL+SHIFT+T.

Go to cell A722for the next instruction.

More information on the web

More information on the web

Overview of Excel tables
Total the data in an Excel table
Use calculated columns in an Excel table
Go back to top

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 youdata. Go to features
special any cell within
andthat region, for example,
conveniences. cellhow
Here’s D8. Press CTRL+G, type D8, then press Enter.
to create
ss ALT+N to
one: 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 a collection
inside the dataoftocells
thethat has special
right, and then features.
clickFor starters:
Insert > ATable
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 a table, which is a collection of cells that has
columns are created, formatted, and the text Jan and Feb are filled in cells H5 and I5 for you.
special features. For starters: A table gives you banded rows for
easier reading.
e down for more detail:
canGo to A27. Or, to proceed
rowstoeasily.
the nextInstep,
thepress CTRL+PAGE DOWN.
3 You also create new 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.

Dive down for more detail Next step

ulated columns in tables

Calculated columns in tables

example of a convenience that tables give you: calculated columns. You type a formula once, and it gets automatically filled down for you
s C33 through H41 contain data with six columns: Department, Category, Oct, Nov, Dec, and Total.
o cell H34: Total.
One
ss ALT+=, thenexample of a convenience that tables give you: calculated columns.
press Enter.
You type a formula
SUM formula gets automatically once,
filled and
downitfor
gets
you automatically
so that you don’tfilled down
have to for you.
do it yourself.
Here’s how it works:
o cell A47 for the next instruction.
1 Select the cell under Total.

2 Press Alt =

Ente
3 Press r

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
Total rows in tables
ther convenience in tables are total rows. Instead of typing a SUM formula, Excel can make that total for you with a flip of a switch. And th
s C54 through E61 contain data with three columns: Department, Category, and Sales.
o any cell within the range above, for example cell D57.
Another
he top of convenience
the Excel in tables
window, the Table Toolsare total
Design tab rows. Instead
will appear. Pressof typing
ALT+JT a SUM
to enter the Design tab above the ribbon, then press T to
formula, Excel can make that total for you with a flip of a switch. And the same
ew row is added at the bottom of the table in cells C62 through E62.
goes for the AVERAGE formula, and many others. Here’s how it works:
total of $24,000 is added to the total row, in cell E62 .
what if you wanted to know the average? Select cell on
E62:the
$24,000.
ss ALT+DOWN
1 Select
ARROW,
any cell
then use
within the
the arrow
table
keys to find the
right.
Average option and pressthe
Enter. The average
OD TO KNOW: There's a shortcut for showing and hiding the total row. Select inside table, then press amount of
CTRL+SHIFT+T.

o cell A722for the

Atnext
the instruction.
top of the Excel window, the Table Tools Design tab will
appear.

3 On that tab, click Total Row.

4 The total of $24,000 is added to the bottom of the table.

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.

re information on the web

More information on the web

rview of Excel tables
al the data in an Excel table
calculated columns in an Excel table
press CTRL+PAGE DOWN.
Overview of Excel
tables

Total the data in an Excel

table

Use calculated columns in an Excel

table

Back to top Next step

Back to top Next step
pe D8, then press Enter.
ombination CTRL+T, then Enter.
Department Category Oct Nov Dec
Produce Veggies 30000 80000 30000
Produce Fruit 10000 30000 40000
Bakery Breads 30000 15000 20000
Bakery Desserts 25000 80000 120000
Deli Sandwich 80000 40000 20000
Deli Salads 90000 35000 25000
Meat Beef 90000 110000 200000
Meat Chicken 75000 82000 150000
605000

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.

ts automatically filled down for you. Here’s how it works:

Department Category Oct Nov Dec Total

Produce Veggies $30,000 $80,000 30000.00
Produce Fruit $10,000 $30,000 40000.00
Bakery Breads $30,000 $15,000 20000.00
Bakery Desserts $25,000 $80,000 120000.00
Deli Sandwiches $80,000 $40,000 20000.00
Deli Salads $90,000 $35,000 25000.00
Meat Beef $90,000 $110,000 200000.00
Meat Chicken $75,000 $82,000 150000.00
605000
or you with a flip of a switch. And the same goes for the AVERAGE formula, and many others. Here’s how it works:

EXPERIMENT
b above the ribbon, then press T to select Total Row from within the Table Styles Options.
After putting in the calculated column, try typing over one o
the cells in the column. What happens? If you see a green
Department Category Sales triangle, click it and then click the exclamation mark. You'll
Produce Veggies $1,000 see that Excel's watchin' out for ya...
Produce Fruit $2,000
Bakery Breads $3,000
Bakery Desserts $1,000
Deli Sandwiches $2,000
Deli Salads $3,000 GOOD TO KNOW
There's a shortcut for
Meat Beef $4,000 showing and hiding the total
Meat Chicken $8,000 row. Click inside the table,
and then press
CTRL+SHIFT+T.
olumn, try typing over one of
appens? If you see a green
he exclamation mark. You'll
ya...
 Insert a drop-down list
Insert a drop-down list
Drop-down lists make data entry easier for people. Here's how to do one:
Cells C3 through D15 contain
Drop-down lists data
make with twoentry
data columns: Food for
easier and people.
Department.
Here's how to do one:
We want only three department names to be valid entries for each of the foods on the right. Those departments are
Go to cell D4.1Press CTRL+G, type D4, then press Enter. Select all cells from D4 to D15.
On the Data tab, select Data Validation, or press ALT+A,V to open the Data Validation dialogue box. Tab to Allow and sel
In the Source text box, type Produce, Meat, Bakery. Make sure to put commas in between each name. Press Enter whe
Now
GOODselect
2 D4,Drop-down
cell
TO KNOW: which is the cellhelp
lists nextensure
to Apples in C4.
people Press
enter ALT+DOWN
valid data. So itARROW. You'llthat
makes sense see drop-downs
a drop-downare
menu with
a part of a large
There are other data validation methods. For example, you can restrict entry to whole numbers, dates, or even minimum and
Dive down for more detail: Go to A27. Or, to proceed to the next step, press CTRL+PAGE DOWN.
3

Dive down for more detail

Best practice for drop-downs: Use a table.

Best practice for drop-downs: Use a

We just taught you how to insert a drop-down menu for the list of departments. But what if that list changes? For example, w
Cells C31 through D43 contain data with two columns: Food and Department. Cells F31 through F34 contain data with one col
table.
From cells F31 to F34, select a cell with a department. For example, select cell F33: Meat.
We byjust taught you how to insert a drop-down menu for the list of
Create a table pressing CTRL+T, then Enter.
Now you’ll set up the data validation again.that
departments. But what if Underlistcell
changes? For example,
D31: Department, select allwhat
of theifblank
there isfrom
cells a D32 through
new department called Dairy? You’d have to update the data validation
On the Data tab, select Data Validation, or press ALT+A,V to open the Data Validation dialogue box. Tab to Allow and
dialog box. But there’s a more efficient way by creating a table first:
In the Source text box, type =$F$32:$F$34, then press Enter.
You selected the values within the single column starting in cell F31: Department.
Now
EXPERTgo TIP: 1D32people
to cell
Often and press
put ALT+DOWN ARROW.
their validation There
lists like thisare
outonly three
of the waydepartments in the drop-down
on another sheet. list: Produce,
That way others won't beMeat
tempted

Go to cell A60 for the next instruction.

2

3
 4

More information on the web

More information on the web

Apply data validation to cells
Create a drop-down list
Go back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

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 lists data
make with twoentry
data columns: Food for
easier and people.
Department.
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
o cell D4.1PressWe
CTRL+G,
wanttypeonly D4,three
then press Enter. Select
department all cells
names tofrom D4 to D15.
be valid entries for
each of the foods on the right. Those departments
the Data tab, select Data Validation, or press ALT+A,V to open the Data Validation are dialogue
Produce, box. Tab to Allow and sel
Meat and Bakery.
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 and drag to select the yellow cells under Department.
which is the cellhelp
lists nextensure
to Apples in C4.
people Press
enter ALT+DOWN
valid data. So itARROW. You'llthat
makes sense see drop-downs
a drop-downaremenu with
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:
the Go to A27.
tab,Or,click
to proceed
Data to the next step,Under
press CTRL+PAGE DOWN.
3 On Data Validation. Allow, click List.

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.

Dive down for more detail Next step

t practice for drop-downs: Use a table.

Best practice for drop-downs: Use a

just taught you how to insert a drop-down menu for the list of departments. But what if that list changes? For example, what if there is a n
s C31 through D43 contain data with two columns: Food and Department. Cells F31 through F34 contain data with one column: Departme
table.
m cells F31 to F34, select a cell with a department. For example, select cell F33: Meat.
We byjust taught you how to insert a drop-down menu for the list of
ate a table pressing CTRL+T, then Enter.
w you’ll set up the data validation again.that
departments. But what if Underlistcell
changes? For example,
D31: Department, select allwhat
of theifblank
there isfrom
cells a D32 through
new department called Dairy? You’d have to update the data validation
the Data tab, select Data Validation, or press ALT+A,V to open the Data Validation dialogue box. Tab to Allow and
dialog box. But there’s a more efficient way by creating a table first:
he Source text box, type =$F$32:$F$34, then press Enter.
selected the values within the single column starting in cell F31: Department.
wERTgo TIP: 1D32people
to cell
Often
In column
and press F, click aARROW.
put ALT+DOWN
cell with
their validation There
lists like
a department.
thisare
outonly three
of the
For example,
waydepartments in theclick
on another sheet. drop-down list: Produce,
That way others won't beMeat
tempted to change the
Meat.
o cell A60 for the next instruction.
2 Create a table by pressingCtrl T and then OK.

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.

re information on the web

More information on the web

ly data validation to cells
ate a drop-down list
back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

Apply data validation to

cells

Create a drop-down
list

Back to top Next step

 Food Department GOOD TO KNOW
Drop-down lists help ensure people
Apples apples enter valid data. So it makes sense
Beef beef that drop-downs are a part of a
Bananas bananas larger group of features known as
data validation.
Lemons lemons
Broccoli broccoli There are other data validation
Kale kale methods. For example, you can
restrict entry to whole numbers,
Ham ham dates, or even minimum and
Bread bread maximum amounts. There are many
Chicken chicken options available, and you can read
more about them by clicking the link
Cookies cookies at the bottom of this sheet.
Cakes cakes
Pies pies

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.

Food Department
Apples Produce
Beef Meat
Bananas Bakery
Lemons
Broccoli
Kale
Ham
Bread EXPERT TIP
Often people put their validation
Chicken lists like this out of the way on
Cookies another sheet. That way others
Cakes won't be tempted to change the
list.
 EXPERT TIP
Often people put their validation
lists like this out of the way on
another sheet. That way others
won't be tempted to change the
list.
Pies
ialog 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’sG13 howcontain data in five
to analyze datacolumns: Department,
so that Category,
you can spot Oct, Nov,
patterns andand Dec.
trends
Go to a cell in the
quickly: table between cells C5 through G13, for example go to cell E9, then press CTRL+Q. A Quick Analysis panel ap
Press Tab key 1to 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 key 2to 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

Dive down for more detail

Quickly make a chart

Quickly make a chart

You can always use the Insert tab and create a chart. But here is another way to make a chart, using the Quick Analysis option
Cells C34 through G42 contain data with five columns: Department, Category, Oct, Nov, and Dec.
Go to a cell inside the table between cells C34 and G42, for example go to cell D38, then press Ctrl+Q.
You canpanel
The Quick Analysis always use the
appears. PressInsert tab anduntil
RIGHT ARROW create a chart.
you find But here is another way
Charts.
to make a chart, using the Quick Analysis button. This time though, we'll use
Press the Tab key to enter the Charts options and Enter to select Clustered… .
the keyboard shortcut:
A new clustered column chart appears and is selected. Use your arrow keys to move it anywhere you’d like. Within the chart e
Go to cell A47 for the next instruction.
1

4
 4

Quickly make sparklines

Quickly make sparklines
Let's say you want little trend lines to the right of this data to show how the amounts go up or down during the three months.
Cells C54 through G62 contain data with five columns: Department, Category, Oct, Nov, and Dec.
Go to a cell inside the table between cells C55 and G62, then press Ctrl+Q.
Let's
On the Quick say you
Analysis panelwant little trend
that appears, lines
press to theARROW
the RIGHT right of this
until data
you findto show how
Sparklines, thenthe
press Tab to select the Line o
Sparklines appear to the right of the Dec column in cells H55 through H62. Each line represents the8 data for that row, and sho
amounts go up or down during the three months. You don't have to make
little line charts. You can make sparklines instead.
To clear the sparklines, select cells H55 through H62. Press ALT+JD to enter The Sparkline Tools Design tab above the ribbon. P
Go to cell A68 for the next instruction.
1

More information on the web

More information on the web

Analyze your data instantly
Analyze trends in data using sparklines
Go back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

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’sG13 how contain data in five
to analyze datacolumns:
so that Department, Category,
you can spot Oct, Nov,
patterns andand Dec.
trends
o a cell in the
quickly: table between cells C5 through G13, for example go to cell E9, then press CTRL+Q. A Quick Analysis panel appears.
ss Tab key 1to enter Formatting
Click and dragoptions, thenall
to select press Enter
cells on to
theselect Data
right, andBars.
then click this
button in the lower-right corner:
e cells under Oct, Nov, and Dec columns, cells E6 through G13 get special data bars that visualize their amounts.
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 key 2to enter
On the panel that appears, click Data Bars. The cells under Oct,
Formatting options, then press RIGHT ARROW to find Clear…, then press Enter.
Nov, and Dec columns get special data bars that visualize their
OD TO KNOW: When you select cells, this Quick Analysis button appears. Aptly named, don't you think? You can always
amounts.
e down for more detail: Gosay
to A27.
youOr, to proceed
to get to
ridthe
of next
the step,
bars.press
ClickCTRL+PAGE DOWN.
3 Now let's want this button again:

4 On the panel that appears, click the Clear Format button on the
right.

Dive down for more detail Next step

ckly make a chart

Quickly make a chart

can always use the Insert tab and create a chart. But here is another way to make a chart, using the Quick Analysis option. This time thou
s C34 through G42 contain data with five columns: Department, Category, Oct, Nov, and Dec.
o a cell inside the table between cells C34 and G42, for example go to cell D38, then press Ctrl+Q.
You canpanel
Quick Analysis always use the
appears. PressInsert tab anduntil
RIGHT ARROW create a chart.
you find But here is another way
Charts.
to make a chart, using the Quick Analysis button. This time though, we'll use
ss the Tab key to enter the Charts options and Enter to select Clustered… .
the keyboard shortcut:
ew clustered column chart appears and is selected. Use your arrow keys to move it anywhere you’d like. Within the chart each product has
o cell A47 for the nextainstruction.
1 Click cell inside the data to the right, and then press Ctrl Q

2 On the panel that appears, click Charts.

3 Click the first Clustered… button.

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.

ckly make sparklines

Quickly make sparklines
s say you want little trend lines to the right of this data to show how the amounts go up or down during the three months. You don't have
s C54 through G62 contain data with five columns: Department, Category, Oct, Nov, and Dec.
o a cell inside the table between cells C55 and G62, then press Ctrl+Q.
Let's
the Quick say you
Analysis panelwant little trend
that appears, lines
press to theARROW
the RIGHT right of this
until data
you findto show how
Sparklines, thenthe
press Tab to select the Line option. Press En
rklines appear to the right of the Dec column in cells H55 through H62. Each line represents the8 data for that row, and shows whether the
amounts go up or down during the three months. You don't have to make
little line charts. You can make sparklines instead.
lear the sparklines, select cells H55 through H62. Press ALT+JD to enter The Sparkline Tools Design tab above the ribbon. Press C to select
o cell A68 for the next instruction.
1 Click a cell inside the data to the right, and then press Ctrl Q

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.

re information on the web

More information on the web

lyze your data instantly
lyze trends in data using sparklines
back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

Analyze your data

instantly

Analyze trends in data using

sparklines

Back to top Next step

ck Analysis panel appears.
Department Category Oct Nov Dec
Produce Veggies $30,000 $80,000 $30,000
Produce Fruit $10,000 $30,000 $40,000
Bakery Breads $30,000 $15,000 $20,000
Bakery Desserts $25,000 $80,000 $120,000
Deli Sandwich $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

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
charts recommended for you
ARROW until
Cells C5 through D11 contain data with two columns: Year and Conference attendance.
you find
you
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.

Dive down for more detail

Horizontal and vertical axes

Horizontal and vertical axes

In school you might have learned that there is an x-axis and a y-axis. Excel has these two axes as well, but it calls them someth
In Excel this is what they are called:
• The x-axis along the bottom is called the horizontal axis.
• The y-axisInthat
school
runs you
up andmight
downhave learned
is called that axis.
the vertical there is an x-axis and a y-axis. Excel has
these two axes as well, but it calls them something different.
Each axis can either be a value axis or a category axis.
• A value axis represents
In Excel this numerical
is what theyvalues.
areFor example, a value axis can represent dollars, hours, duration, temperature, and
called:
• A category axis represents things like dates, people names, product names. The horizontal axis in the chart on the right starti
• The
Go to cell A52 for x-axis
the nextalong the bottom is called the horizontal axis.
instruction.
• The y-axis that runs up and down is called the vertical axis.

Each axis can either be a value axis or a category axis.

• A value axis represents numerical values. For example, a value axis can
represent dollars, hours, duration, temperature, and so on. The vertical axis
on the right is a value axis.
• A category axis represents things like dates, people names, product
names. The horizontal axis on the right has years so this is a category axis.
then press represent dollars, hours, duration, temperature, and so on. The vertical axis
DOWN on the right is a value axis.
ARROW until • A category axis represents things like dates, people names, product
you find the names. The horizontal axis on the right has years so this is a category axis.
Combo option,
listed at the
bottom. Tab
twice to enter
the Series
name: . Press
DOWN
ARROW twice
to find "Food
Sales", then
press Tab
twice to select
the Secondary
Axis option.
Secondary
Press SPACEaxis
You can
BAR
this Secondary axis
also use a secondary axis in a chart. A secondary axis is an additional value axis that can show different values than th
to enable
option,
A popular 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 seco
then press
Cells
Enter.D67 through F73 contain data with three columns: Date, Conference attendance, and Food sales. Food Sales column con
You 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 axis.
Go to cell A68 for the next 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.

More information on the web

More information on the web
Create a chart from start to finish
Create a combo chart with a secondary axis
Available chart types in Office
Go back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

Back to top
 Great charts recommended for
at charts recommended for you
s C5 through D11 contain data with two columns: Year and Conference attendance.
you
o 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 The Insert in the tab
Charts data to the
above theright,
ribbon.and then
Press R toclick
bring Insert >
up Recommended Charts options.
Recommended Charts.
eral recommendations will appear. Press Tab to enter the list and use the arrow keys to find an option called Clust
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
Select the chart you just created,
called Clustered Columns. Then clickand
OK.press ALT+JC to enter the Chart Tools Design tab abov
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
e down for more attendees per
detail: Go to year.
A27. Or, Feel free to
to proceed to move it step,
the next anywhere you'd like.
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.

Dive down for more detail Next step

izontal and vertical axes

Horizontal and vertical axes

chool you might have learned that there is an x-axis and a y-axis. Excel has these two axes as well, but it calls them something different.
xcel this is what they are called:
he x-axis along the bottom is called the horizontal axis.
1400
he y-axisInthat
school
runs you
up andmight
downhave learned
is called that axis.
the vertical there is an x-axis and a y-axis. Excel has
these two axes as well, but it calls them something different.
h axis can either be a value axis or a category axis.
value axis represents 1200
In Excel this numerical
is what theyvalues.
areFor example, a value axis can represent dollars, hours, duration, temperature,
called: and so on. The verti
category axis represents things like dates, people names, product names. The horizontal axis in the chart on the right starting in cell D30 h
• The
o cell A52 for x-axis
the nextalong the bottom is called the horizontal axis.
instruction. 1000
• The y-axis that runs up and down is called the vertical axis.
Vertical axis
Each axis can either be a value axis or a category axis. 800
(Value axis)
• A value axis represents numerical values. For example, a value axis can
represent dollars, hours, duration, temperature, and so on. The vertical axis 600
on the right is a value axis.
• A category axis represents things like dates, people names, product
names. The horizontal axis on the right has years so this is a category axis. 400

200

0
2019 2020
 represent dollars, hours, duration, temperature, and so on. The vertical axis 600
on the right is a value axis.
• A category axis represents things like dates, people names, product
names. The horizontal axis on the right has years so this is a category axis. 400

200

0
2019 2020

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 ax
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 that can show different values than the other value axis.
o cell A68 for the next 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.

re information on the web

More information on the web
ate a chart from start to finish
ate a combo chart with a secondary axis
ilable chart types in Office
back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.
Create a chart from start to
finish

Create a combo chart with a secondary

axis

Available chart types in

Office

Back to top Next step

 press Enter.

Year Conference attendance

2019 500
2020 800
2021 1000
2022 900
2023 1000
2024 1200

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.

calls them something different.

1400

1200
, temperature, and so on. The vertical axis in the chart on the right starting in cell D30 is a value axis.
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
2019 2020 2021 2022 2023 2024
 600

400

200

Horizontal axis
0 (Category axis)
2019 2020 2021 2022 2023 2024

rent values than the other value35000

axis.
s an additional secondary vertical axis that represents the sales amounts for each month. Some would say that by having a secondary axis
30000
d Sales column contains data that supports the secondary axis for the chart described above.
25000
20000 Secondary
15000 axis

10000
5000
0
2019 2020 2021 2022 2023 2024

Column E Column F

Date Conference attendance Food sales

2019 500 $5,000
2020 800 $11,200 Data that
supports the
2021 1000 $30,000 secondary axis
2022 900 $25,000 above
2023 1000 $5,000
2024 1200 $8,000

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

2024

Data that
supports the
secondary axis
above
art 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 in c
s kind 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. Press CTRL+G, type E12, then
Press SHIFT+F6 until you enter the PivotTable Fields pane. If the pane isn't open, press ALT+JT, then L to launch the
2 until you access the categories list: Date, Salesperson, Product and Amount. Use your arrows to find t
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
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
Now
bottom
of the And,
pane.
Cells
Create a PivotTable
theyou’ll
bottom create the PivotTable yourself so that you know how to make one when you need to summarize data.
of the
pane.at
C34 through F40 contain data with four columns: Date, Salesperson, Product, and Amount.
And, 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 create
dialogue the PivotTable
appears. yourself
Focus is on Select soorthat
a table you
range. know
Leave thishow
radioto make
button option selected press Tab to
Row
each labels
product in when you need to summarize data.
one
The
the PivotTable
new Fields pane appears 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

More information on the web

More information on the web
Create a PivotTable to analyze worksheet data
Use the Field List to arrange fields in a PivotTable
Go back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.

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, Salesperson, Product and Amount columns. Can
PivotTable, we clicked a few buttons so that the data could be summarized. Now we know which p
you quickly identify which product is the most profitable? Or
t you’ll pivot the data so
which that you can find
salesperson outleading
is the which salesperson is the leading
seller? That’s whereseller.
the Press CTRL+G, type E12, then
ss SHIFT+F6 until you enter the
PivotTable PivotTable
below Fields pane. If the pane isn't open, press ALT+JT, then L to launch the
can help.
2 until
w, press TAB you access
When the categories
we created list: Date, Salesperson,
the PivotTable, we clicked Product
a fewand Amount.soUse
buttons your arrows to find t
that
e down for more the data
detail: Gocould
to A27.be
Or,summarized.
to proceed to the Nownextwe know
step, presswhich product
CTRL+PAGE is
DOWN.
the most profitable.
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.

Dive down for more detail Next step

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.
ct 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
eate PivotTable create
dialogue the PivotTable
appears. yourself
Focus is on Select soorthat
a table you
range. know
Leave thishow
radioto make
button option selected press Tab to choose where y
one when you need to summarize data.
PivotTable Fields pane 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
gratulations, youmenu,
made aclick PivotTable.
PivotTable. But there is a lot more you can do. So go to cell A60 if you want to learn more
o 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.

3 The PivotTable Fields pane appears on the right.

4 At the top of the pane, click the checkbox for Product.

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.

4 At the top of the pane, click the checkbox for Product.

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.

5 At the top of the pane, click the checkbox for Amount.

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.

re information on the web

More information on the web
ate a PivotTable to analyze worksheet data
the Field List to arrange fields in a PivotTable
back to top by pressing CTRL+HOME. To proceed to the next step, press CTRL+PAGE DOWN.
Create a PivotTable to analyze
worksheet data

Use the Field List to arrange fields in a

PivotTable

Back to top Next step

 Date Salesperson Product Amount
19/9/2024 Anne Beer $ 1,400
24/9/2024 Mark Wine $ 1,010
11/10/2024 Anne Beer $ 750
15/10/2024 Mark Soda $ 510
4/11/2024 Mariya Soda $ 1,600
15/11/2024 Laura Wine $ 680

Row Labels Sum of Amount

Beer $2,150
PivotTable
Soda $2,110
Wine $1,690
Grand Total $5,950

the ribbon. Press V to insert a PivotTable.

ected press Tab to choose where you want the PivotTable report to be placed. The default option is selected: New Worksheet. Press DOW
pe words to search for edit.

Date Salesperson Product Amount

19/9/2024 Anne Beer $ 1,400
24/9/2024 Mark Wine $ 1,010
11/10/2024 Anne Beer $ 750
15/10/2024 Mark Soda $ 510
4/11/2024 Mariya Soda $ 1,600 Product Sum of Amount
15/11/2024 Laura Wine $ 680 Beer $ 2,150
Soda $ 2,110
Wine $ 1,690
Total Result $ 5,950
d: New Worksheet. Press DOWN ARROW to select Existing Worksheet. Press Tab to enter the Location text box and type C42, then press En
and type C42, then press Enter.
More questions about Excel?
Press ALT+Q and type what you want to know.
Keep going. There is more to learn with Excel:
LinkedIn Learning: Video courses for all levels—from beginner to advanced. Take at your own pace.
Community: Ask questions and connect with other Excel fans.
What else is new?Office 365 subscribers get continual updates and new features.
More questions about Excel?

More questions about Excel?

Press ALT+Q and type what you want to know.
Keep going. There is more to learn with Excel:
LinkedIn Learning: Video courses for all levels—from beginner to advanced. Take at your own pace.
Community: Ask questions and connect with other Excel fans.

Click the Help button to find out more about Excel.

Keep going. There is more to learn with Excel:

LinkedIn Learning Community

Video courses for all Ask questions
levels—from beginner and connect
to advanced. Take at with other Excel
your own pace. fans.

Learn more Learn more

xcel.

What else is
new?
Office 365
subscribers get
continual updates
and new features.
Learn more