Microsoft Excel For Beginners 2021

An Ultimate Guide To Learn the Basics of Excel

and Its Formulae and Functions to Make the Best
Use of This Tool in the Modern World
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 Table of Contents
Introduction

Chapter 1: Microsoft Excel Basics

1.1 Microsoft Excel
1.2 Common Features of Microsoft Excel
1.3 Identifying the basic parts of Excel.
1.4 Most Useful Microsoft Excel Tips
1.5 Importance of Microsoft Excel

Chapter 2: Creating and Opening Workbooks

2.1 To make a new blank workbook
2.2 To access a previously saved workbook
2.3 To pin a workbook
2.4 Using templates

Chapter 3: Cell Basics

3.1 Understanding cells
3.2 Cell content
3.3 To insert content
3.4 To copy and paste cell data
3.5 To drag and drop cells

Chapter 4: Formatting Cells

4.1 To change the font size
4.2 To change the font
4.3 To change the font color
4.4 To use the Italic, Bold, and Underline commands
4.5 Fill colors and Cell borders
4.6 Align text in a cell
4.8 Format Painter

Chapter 5: Modifying Rows, Columns, and Cells

5.1 To change the column width
5.2 To change the row height
5.3 To modify all columns or rows
 5.4 Inserting, moving, and deleting
5.5 Merging cells and Wrapping text

Chapter 6: Working with Worksheets

6.1 Worksheets Naming
6.2 Inserting worksheets
6.3 Deleting worksheets
6.4 Grouping and ungrouping worksheets
6.5 Freezing worksheet panes

Chapter 7 Understanding Number Formats

7.1 Why use number formats?
7.2 Applying number formats
7.3 Using number formats correctly
7.4 Percentage formats
7.5 Date formats
Introduction
Microsoft Excel is the most widely used spreadsheet software in the
world, with millions of users. Excel and other spreadsheet programs
are Excellent for data manipulation, analysis, and visualization
because they allow you to filter, sort, chart, and format your data all in
one program. Want to keep track of your grades and measure
averages automatically? Are you considering gathering contact
information for a field trip? Or, assisting your students in writing a lab
report? Excel is the program you'll need!
Manually manipulating and organizing data can be difficult and time-
consuming. Excel not only speeds up the process but also eliminates
human mistakes like counting and measuring incorrectly. It helps you
analyze vast amounts of data in a matter of seconds. Once you've
learned all of its advanced features and properties, you can perform
incredibly complex statistical analysis with it. If a user has mastered
the complexities of Excel, such as keyboard shortcuts, their
productivity can increase. As a result, every business owner should
prioritize Excel training for their employees.
It is our responsibility to make sense of the data that is all around
us. An added benefit is you can work with anyone, and Excel assists
you along the way! Collaborate in real-time with students and your
colleagues, either for free using a lightweight online version of Excel
or using the rich desktop software. Excel also includes intelligent
analysis and support features to help you quickly comprehend your
results.
Excel now has a lot of teamwork features that can help you get things
done no matter where your employees are based. MS Office is a truly
global collection of tools. With Excel, we can share spreadsheets and
have managers or team members add data, modify formulas, alter or
add charts, and change existing cells and formatting. You can then
monitor and manage the changes, accept or reject cell changes, and
add comments to data cells as required.
The possibilities of working on a sheet with other colleagues are
limitless with Office 365, which is now being rolled out to a large
number of businesses. Collaboration through the internet is the way to
go!
Chapter 1: Microsoft Excel Basics
1.1 Microsoft Excel
Microsoft Excel is a spreadsheet software for storing and analyzing
numerical and statistical data. Microsoft Excel includes various
resources for performing tasks such as calculations, graphing tools,
macro programming, and more. It works with a variety of operating
systems, like Windows, Android, iOS and macOS.
A series of rows and columns in an Excel spreadsheet creates a table.
Columns are usually assigned alphabetical letters, and rows are
usually assigned numbers. A cell is a point where the row and column
meet. A cell's address is determined by the number representing the
row and the letter representing the column.
1.2 Common Features of Microsoft Excel
Find and Replace Command
MS Excel enables us to locate required data (text and numbers) inside
a workbook and substitute old data with new data.
Password Protection
It helps the user secure their workbooks from unauthorized access by
using a password.
Add Header and Footer
In our spreadsheet document, Microsoft Excel helps us maintain the
header and footer.

Built-in formulas
MS Excel has several built-in formulas for average, sum, and
minimum, etc. We can use those formulae according to our
requirements.
Create different charts
MS Excel helps us make various charts, including pie charts, line
graphs, bar graphs, and more. This helps us to analyze and compare
results efficiently.
Data Sorting
The method of arranging data in a logical order is known as data
sorting. You can sort data in ascending or descending order in MS
Excel.
Automatically edits the result
If any changes are made in any of the cells, Excel automatically edits
the result.
1.3 Identifying the basic parts of Excel.
The Excel window:
Many aspects of the Excel XP screen are similar in Microsoft software
to PowerPoint, Word, and previous versions of Excel, while some are
specific for Excel XP.

Workbook
The workbook, also known as a spreadsheet, is a specific file created
by Excel XP.
Menu bar

All the menus available in Excel XP are shown in the menu bar. By
left-clicking the menu name, you can see the contents of any menu.
Title bar

The application's and spreadsheet's names are both displayed in the

title bar.
Toolbar
Icons or pictures are associated with certain menu commands. These
icons may also appear in the toolbar as shortcuts.

Column headings

There are 256 columns in each Excel spreadsheet. A letter or a

combination of letters is used to name each column.
Row headings

There are 65,536 rows in each spreadsheet. A number is assigned to

each row.
Name box

This displays the current selection's or active cell's address.

Formula bar

The Formula Bar is where you enter data or formulas for the active
cell in a worksheet. The Formula Bar can also be used to edit the
active cell's data or formula. The active cell shows the formula's
results, while the Formula Bar shows the formula itself.
Cell
A cell is a point where the row and column intersect. Each cell has its
unique address. A dark border surrounds the active cell. The rest of the
cells have a light grey border. Each cell is given a name. Its name has
two parts: a row number and a column letter.

Navigation buttons and sheet tabs

You can move to another worksheet in an Excel workbook using

navigation keys. They're used to display the workbook's first, next,
previous, and last worksheets.
A workbook is divided into specific worksheets by sheet tabs. There
are three worksheets in a workbook by default. There must be at least
one worksheet in a workbook.
Workbooks and worksheets
When you open MS Excel XP, a workbook appears in the workspace
by default. There are three worksheets in each workbook. A
worksheet is a cell grid that has 65,536 rows and 256 columns.
Numbers, text, and mathematical formulas are entered into different
cells in a spreadsheet.
The grey boxes that run across the Excel screen, starting with column
A, and ending with column IV, contain alphabetic characters that refer
to column headings.
Numbers that appear on the left and then run down the Excel screen
refer to rows. The first row is referred to as row 1, and the last row is
referred to as row 65,536.
1.4 Most Useful Microsoft Excel Tips
Keep in mind that no matter how experienced you are with Excel,
there is always something new to discover. Whatever you do, strive to
keep improving your Excel skills.
It will help you not only keep hold of your finances, but it could also
lead to a better job opportunity in the future!
Conditional Formatting
Conditional Formatting brings out the patterns of the universe that
your spreadsheet has captured. This is why both Excel experts and
users rank this as the most important function. This is an advanced
technique. However, even minor color variations can be extremely
beneficial. Assume that the sales team sells a certain amount of
product per month. With just three clicks, you can find out who the top
10% of salespeople are and use the information in an important
business conversation.
Master the Shortcuts
Using shortcuts in Excel increases your efficiency when performing
certain tasks. You'll notice an increase in productivity when you stop
searching for the mouse every second and start using shortcuts on a
daily basis. For example, instead of clicking and holding the mouse
over the entire document, you can simply press Ctrl + A. Isn't it
simple? With shortcuts, you can accomplish more with less effort.

Multiple Cells, Same Data

You may have to write the same thing in a worksheet's cells many
times for some reason. That is exhausting. Simply click the entire
collection of cells, either by moving your cursor over them or pressing
and holding the Ctrl key. Type it in the last cell, then press Ctrl +
Enter to display it in each of the selected cells.
AutoCorrect and AutoFill
You need to learn how to type less in Excel to save even more time.
AutoFill and AutoCorrect are two options for doing this. AutoCorrect is
a feature in which misspelled words and typos are automatically
corrected. Select the Tools tab and choose AutoCorrect to enable it.
When manually typing a numbered list, AutoFill saves you time. Go to
the Edit menu, point to Fill, and then select Series to activate it.

Manage Page Layout

You'll need to learn how to handle page layout if you want your
printouts to look as good as the display onscreen. These options can
be found by going to the Page Layout tab. Consider experimenting
with columns, page borders, and page numbering to see how they
work.
1.5 Importance of Microsoft Excel
Here we have some of the reasons why Microsoft Excel skills are
essential for anyone with a computer:
Boost Productivity
If you know how to create a decent spreadsheet in Excel easily, you
will maximize your company's productivity tenfold. This makes you a
valuable asset to the company because you possess a wide range of
skills. Excel is a logical program that is relatively easy to use. Yes,
some of the formulae are as complicated as you would expect, but the
reasoning is usually simple. Knowing and using keyboard shortcuts to
speed up your Excel use and then using features like copy/paste and
dragging formulas through rows and columns to re-adjust them to their
current cell references can improve your productivity. Filtering, what-if
analysis, calculations, sorting, and charting data as a pie chart or line
chart with trendlines are all easy ways to manipulate large quantities
of data in Excel. Since it's compatible with other office programs, you
can easily share information via Excel or copy it to PowerPoint
or Word for presentations and reports.

Time logs
You also know that keeping track of your time will help you be more
productive. Although there are many fancy apps and software to help
you fulfill the need, think of Excel as the original time-tracking tool.
Nowadays, it appears to be one of the most feasible options.
Goal Setting and Planning
Setting goals and making plans is something we all do on a regular
basis. Setting and achieving goals is important for all, from students to
business owners. However, goal setting and scheduling requires a
piece of paper, time, and a lot of calculations; however, if you use
Excel, it becomes much easier and more environmentally friendly.
Collaboration
Excel has a lot of cooperative features that can help you get things
done no matter where your employees are located. MS Office is a
truly global collection of tools. With Excel, we can share spreadsheets,
meaning team members or managers can add data, adjust existing
cells, modify formulas, and change or add formatting and charts. You
can then control and analyze the changes, accept or reject cell
changes, and add comments to data cells as required.
Excel is a universal language that can be used all over the world
Excel is designed to be collaborative, as any spreadsheet can be
shared, modified, and used by other users. This enables companies to
transfer data and information
regardless of their geographic location. Excel outputs can be easily
transferred to other applications, such as Microsoft Word or
PowerPoint as part of the Microsoft Office software package to help in
the delivery of written work and presentations. Although it can seem
intimidating at first, mastering the fundamentals of Microsoft Excel will
make your life much easier. It can help you improve your employability
and job opportunities while also serving as a valuable method for
analyzing data in daily life, such as when handling personal finances.
Excel is a user-friendly program that is useful in all areas of life and
should be considered essential for personal development.
Chapter 2: Creating and Opening Workbooks
Workbooks are Excel files. You can make a new workbook every time
you start a new project in Excel. There are several ways to begin
working with an Excel workbook. You can either start from a blank
workbook or use a custom-designed template to make a new
workbook or open an existing one.
2.1 To make a new blank workbook
1. Click on the File tab. A backstage view will be displayed.

2. Choose New, then select Blank Workbook.

3. You'll see a new blank workbook appear.

2.2 To access a previously saved workbook
You'll frequently need to open a previously saved workbook in addition
to making new workbooks. To do this follow the steps below.
1. Go to Backstage view and select Open.

2. Click Browse. You can also select OneDrive to access files

saved on your OneDrive account.

3. The dialog box "Open" will appear. Click Open after

you've found and selected your workbook.
4. Instead of searching for the file, browse your Recent
Workbooks if you've recently opened the required workbook.
2.3 To pin a workbook
You can pin a workbook to a Backstage view for easier access if
you work with it frequently.
1. Go to Backstage view and select Open. Workbooks that
you've recently edited will appear.

2. Place your mouse over the workbook you'd like to pin.

Next to the workbook, a pushpin icon will appear. Click
the pushpin icon.

3. The workbook will be saved in the Recent Workbooks

section. Simply click the pushpin icon again to unpin a
workbook.
2.4 Using templates
A template is a precomposed spreadsheet that can be used to make a
new workbook easily. Custom formatting and predefined formulas are
common features of templates that can help you save time and effort
when starting a new project.
To create a new workbook from a template, follow these steps:
1. To access the Backstage view, click the File tab.

2. Click New. Below the Blank workbook option, you'll see

several templates.
3. Choose a template to review it.

4. A sample of the template will appear, along with instructions

on how to use the template.
 5. To use the chosen template, click Create.

6. The selected template will appear in a new workbook.

You can also use the search bar or browse templates by category for
something more specific.
Chapter 3: Cell Basics
A worksheet's basic building blocks are cells. To measure, evaluate,
and manage data in Excel, you'll need to understand the basics of
cells and cell content.
3.1 Understanding cells
Thousands of rectangles referred to as cells make up each worksheet.
The letters A, B, and C identify the columns, while the numbers
identify the rows (1, 2, 3). Based on its column and row, each cell has
its name or cell address. The selected cell in the example below
intersects row 5 and column C, so its cell address is C5.

To select a cell
1. Select a cell by clicking on it. When you select a cell, you'll
notice that the cell's borders become bold, and the row
headings and cell's column become highlighted.
2. Until you click on another cell in the worksheet, the selected
cell will remain selected.
You can also use your keyboard's arrow keys to move through your
worksheet and choose a cell.
To choose multiple cells
1. Use your mouse to click and drag until all the adjacent cells
you require are highlighted.
3.2 Cell content
Each cell can contain various types of content, including its formatting,
text, formulas, functions, and comments.
Formatting attributes
Formatting attributes in cells will modify how numbers, dates and
letters are displayed. For example, percentages can be represented
as 0.20 or 20%. You can also change the background color or text of
a cell.
Text
Numbers, letters and dates can all be inserted in cells.
Formulas and Functions
A cell can contain functions and formulas for calculating cell
values. =SUM(cell 1, cell 2…), for example, is a formula that
adds the values in multiple cells.
Comments
Multiple reviewers' comments can be contained in cells.
3.3 To insert content
1. Select a cell by clicking on it.
2. Using your keyboard, type content into the selected cell. The
content is displayed both in the cell and the formula bar. You
can also enter or edit cell content in the formula bar.

To delete content within cells:

1. Select the cells containing the content you want to remove
from the spreadsheet.
2. On the ribbon, choose the Clear command. A dialogue box will
appear.
3. Then select Clear Contents.
You can also remove content from a cell by pressing the Backspace
key on your keyboard or delete data from numerous cells by pressing
the Delete key.
To delete cells:
1. Choose the cells you want to delete.
2. From the ribbon, select the Delete command.

The difference between deleting a cell's content and deleting the cell
itself is important. When you delete a cell,
the cells underneath it will automatically shift up to take its place.
3.4 To copy and paste cell data
You can save effort and time by copying and pasting content from
your spreadsheet into other cells in Excel.
1. Make a selection of the cells you want to copy.
2. Type Ctrl +C on your keyboard, or select the Copy option on
the Home tab.

3. Choose the cells you want to paste the content into.

4. Type Ctrl +V on your keyboard or select the Paste option
from the Home tab.

5. The data will be pasted into the cells that you have
chosen.
To acquire more paste options
From the Paste command, you can select additional Paste options.
Advanced users who work with cells that contain formulas or
formatting will find these options useful.

Instead of selecting commands from the Ribbon, you can easily

access commands by right-clicking. Simply right-click the mouse and
choose the cells you want to format. You'll see a drop-down menu with
some commands that are also on the Ribbon.
To cut and paste cell data
1. Choose the cells you want to cut.
2. Select the Cut option. The appearance of the chosen cells'
borders will change.

3. Choose the cells where you want the content to be pasted.

4. Select the Paste option. The cut content will be pasted into
the selected cells after it is removed from the original cells.
3.5 To drag and drop cells
1. Choose the cells you want to move.
2. Hover the mouse over the selected cell's border until the
arrow changes to a four-arrowed pointer.

3. Drag the cells to their new location by clicking and dragging

them.
4. Release your mouse. The cells will be dropped into the
specified place.
Chapter 4: Formatting Cells
By default, all cell content has the same formatting, making a
workbook with a lot of information difficult to read. Basic formatting will
help you design the texture of your workbook, allowing you to highlight
particular sections and making your content easier to understand and
view.
4.1 To change the font size
1. Choose the cells you need to modify.

2. Select the desired font size on the Home tab by clicking

the drop-down arrow next to the Font Size command.

3. The chosen font size will be applied to the text.

You can also use your keyboard to enter a customized font

size or use the Increase and Decrease Font Size controls.
4.2 To change the font
Every new workbook's font is set to Calibri by default. However,
Excel has a variety of fonts that you can use to modify your cell
text.
1. Choose the cells you want to update.

2. Select the desired font by clicking the drop-down arrow

next to the Font command on the Home tab.

3. The text will change to the font you've chosen.

When composing a workbook at the workplace, choose a
font that is easy to read. Standard reading fonts include
Times New Roman, Cambria, Calibri, and Arial.
4.3 To change the font color
1. Choose the cells you want to update.

2. Select the desired font color by clicking the drop-down

arrow next to the Font Color command on the Home
tab.

3. The text will change to the font color you've chosen.

To see more color options, go to the bottom of the menu and

choose More Colors.
4.4 To use the Italic, Bold, and Underline commands
1. Choose the cells you decide to modify.
2. On the Home tab, select the Italic (I), Bold (B), or
Underline (U) command. We use the bold command in
the example below.

3. The text will be styled in the chosen format.

You can also make selected text italicized by pressing

Ctrl +I, bold by pressing Ctrl +B and underlined by
pressing Ctrl +U on your keyboard.
4.5 Fill colors and Cell borders
You can create defined and clear boundaries for different segments of
your worksheet using cell borders and fill colors. To further distinguish
our header cells from the rest of the worksheet, we'll add cell borders
and fill color to them.
To add a fill color
1. Choose the cells you decide to modify.

2. On the Home tab, select the fill color you want to use by
clicking the drop-down arrow next to the Fill Color
command.

3. The fill color you choose will appear in the cells you
select. We also modified the font color to white to make
the dark fill color more readable.
To add a border
1. Choose the cells you decide to modify.

2. On the Home tab, select the border style you want to use
by clicking the drop-down arrow next to the Borders
command.

3. The border style you choose will appear.

With the Draw Borders tools at the bottom of the Borders drop-down
menu, you can draw borders and adjust their line style and color.
4.6 Align text in a cell
If you want to improve the visual presentation of your data by
realigning text in a cell, follow these steps:
1. Choose the cells in which you want the text to be aligned.
2. Select one of the following alignment choices from the Home
tab:

3. Select Middle Align , Top Align , or Bottom Align to

align text vertically.
4. Select Align Text Right , Align Text Left , or Center to
align text horizontally.
5. If you have a large line of text, a part of the text will be hidden.
Wrap Text can be used to correct this without changing the
column width.
6. Click Merge and Center to center text that spans several
columns or rows.
4.8 Format Painter
You can use the Format Painter command on the Home tab to copy
formatting from one cell to another. The Format Painter will copy the
formatting from the selected cell when you click it, which can then be
pasted to any cells by clicking and dragging it over them.
Chapter 5: Modifying Rows, Columns, and
Cells
A new workbook's default width and height are the same for every row
and column. You can modify the column width and row height in Excel
in several ways, including merging cells and wrapping text.
5.1 To change the column width
Column C is too limited in our example below to represent all the
content in these cells. By adjusting the width of column C, we
can make all of this content apparent.
1. Move the mouse along the column line in the column
heading until the cursor transforms into a double arrow.

2. To change the column width, click and drag the mouse.

3. Release the mouse. The width of the column will be
modified.
5.2 To change the row height
1. Set the cursor along the row line until it becomes a
double arrow.

2. To change the row height, click and drag the mouse.

Then release the mouse when you are done.
3. The selected row's height will be modified.
5.3 To modify all columns or rows
Rather than resizing columns and rows one at a time, you can
adjust the height and width of all columns and rows at once. This
method helps you make each row and column in your worksheet
the same size.
1. To select all cells in the worksheet, locate and click the
Select All button just below the name box.

2. Set the mouse along a row line, until the cursor is a

double arrow.
3. Increase or decrease the row height by clicking and
dragging the mouse, then releasing the mouse when
you're done. The row height for the entire worksheet will
be modified.
5.4 Inserting, moving, and deleting
You may need to insert new columns or rows, move them to a
different position in the worksheet, delete certain columns or rows, or
even hide them after working with a workbook for a while.
To insert rows
1. Click the row heading below the one you want to add a
new row to.

2. On the Home tab, select the Insert command.

3. The selected row will be replaced by the new row.

A paintbrush icon will appear next to the inserted cells
when you add new columns, rows, or cells. This button helps you
customize the formatting of these cells in Excel. Excel formats
inserted rows by default to match the formatting of the cells in the row
above. Hover your mouse over the icon, then click the drop-down
arrow to see more options.

To insert columns
1. To add a new column, choose the column heading to the
right of where you want it to appear.
2. On the Home tab, select the Insert command.

3. The new column will appear to the left of the selected

column.
When inserting columns and rows, make sure you choose the
heading to select the complete column or row. The Insert
command will only insert a new cell if you choose only a cell in
a column or row.
To move a row or column
You may want to rearrange the content of your worksheet by moving a
row or column. We'll move a column in this example, but you can do
the same with a row.
1. For the column you want to move, select the required column
heading.

2. On the Home tab, select Cut, or type Ctrl+ X on your

keyboard.
3. To move a column, choose the column heading to the
right of the column you decide to move.
 4. On the Home tab, click the Insert command, then choose
Insert Cut Cells from the drop-down menu.

5. The column will be shifted to the desired position, and the

columns in their surrounding will shift.

Cut and Insert commands can also be accessed by right-clicking

the mouse and selecting the required commands from a drop-
down menu.
To delete a row or column:
It's simple to delete a column or row that you don't
need. We'll delete a row in this example, but you can do the
same with a column.
1. Choose the row you want to delete by its header.

2. On the Home tab, select the Delete command.

3. The specific row will be deleted, and the rows

surrounding it will be shifted.
It's necessary to distinguish between deleting a column or
row or simply removing its contents. Right-click a heading, then
choose Clear Contents from the drop-down menu if you want to
remove content from a column or row without shifting others.
5.5 Merging cells and Wrapping text
Rather than resizing a column, merge the cell or wrap the text if there
is too much content to fit in a single cell. Merging cells helps you make
one big cell by combining them with adjacent empty cells. Wrapping
text changes the row height, enabling cell contents to be presented on
multiple lines.
To merge cells:
1. Choose the cell range you'd like to merge.
2. On the Home tab, select the Merge & Center option.
We'll use the cell range A1:F1 in our example.

3. The text will be centered, and the selected cells will be

merged.

To access more merge options:

The Merge drop-down menu displays when you select the drop-down
arrow beside the Merge & Center option on the Home tab.
You can choose from the following options:
Merge Across: The selected cells are merged into
larger cells, but each row is kept apart.
Merge Cells: The chosen cells are merged into one cell,
but the text is not centered.
Merge & Center: The text is centered, and the selected
cells are merged into one cell.
Unmerge Cells: This unmerges chosen cells.
When you use this feature, you should be careful. When you
merge several data-filled cells, Excel keeps the contents of the
upper-left cell and discards the rest.
To wrap text in cells:
1. Choose the cells you decide to wrap. Here we select the
cells in column C.
2. On the Home tab, select the Wrap Text option.
 3. The selected cells' text will be wrapped.

If you want to unwrap the text, click the Wrap Text command again.
Chapter 6: Working with Worksheets
It is essential that you understand how to handle your worksheets
effectively. A workbook comprises many worksheets with related
content, but only one is active at a given time.
6.1 Worksheets Naming
When you open a workbook on Excel, by default it starts with three
sheets, that are named, Sheet1, Sheet2, and Sheet3 on the tabs.
These are generic names. Excel allows you to give each worksheet in
a workbook a meaningful name so you can find details easily.
To name a worksheet
To select the sheet tab, right-click it.
In the menu that appears, choose Rename. A black box is
used to highlight the text.

Give the worksheet a new name.

Press enter. The descriptive name has now been assigned

to the worksheet.
Or
On the Home tab, in the Cells group, select the Format
command.
Choose Rename Sheet from the drop-down menu. A black
box surrounds the text.
Give the worksheet a new name.
Press enter. The descriptive name has now been assigned
to the worksheet.
6.2 Inserting worksheets
By selecting Excel Options from the Microsoft Office button, you can
change the number of sheets that appear by default. When you're
working, you can add new worksheets if required.
To insert a new worksheet
Select the Insert Worksheet icon with a left click. A new sheet
will be shown. Sheet4, Sheet5, or whatever the workbook's
next consecutive sheet number will be the name.

Or
Instead, press Shift + F11 on your keyboard.
6.3 Deleting worksheets
Any worksheet, including those with data, can be deleted from a
workbook.
To delete one or more worksheets
Select the sheet you decide to delete by clicking on it.
Right-click the sheet, and the menu will appear.
Choose Delete from the menu.
6.4 Grouping and ungrouping worksheets
A workbook is a multi-page Excel document with several worksheets.
A group of worksheets can be created by combining several
worksheets. When you group worksheets, you apply the same
formulas and formatting to all the worksheets in the group. So, if you
group worksheets, any modifications you bring to one will change the
rest of the group.
To group contiguous worksheets
1. Choose the first sheet you decide to group.
2. On your keyboard, press and hold the Shift key.
3. Then click the last sheet you decide to group.

4. Release the Shift key.

5. The sheets are now arranged into groups. The group
consists of all sheets between the first and last sheets
chosen. For the grouped sheets, the sheet tabs will be white.

6. When you make any adjustments to one sheet, the changes

will be displayed in all the grouped sheets.
To group noncontiguous sheets
1. Choose the first sheet you decide to group.
2. On your keyboard, press and hold the Ctrl key.
3. Then click the next sheet you decide to group.
4. Keep clicking the sheets you want to group.
 5. Release the Ctrl key.
6. The sheets have now been grouped. For the grouped sheets,
the sheet tabs will be white. Only the sheets you've chosen
are included in the group.
7. When you modify any one sheet, the changes will be
displayed in all the grouped sheets.
To ungroup worksheets
1. Select one of the sheets by right-clicking it.
2. From the list, select Ungroup.
6.5 Freezing worksheet panes
Excel has a helpful feature that allows you to freeze or lock particular
rows or columns in your spreadsheet. It's known as "freezing panes".
So, if you freeze panes, you choose which columns or rows will stay
visible at all times, even when scrolling. When working with large
spreadsheets, this is particularly beneficial.
To freeze a row
1. Choose the row below the one you want to freeze. For
instance, select row 3 if you want rows 1 and 2 to appear at the
top even when you scroll.

2. Click the View tab.

3. In the Window group, choose the Freeze Pane command.

4. Click Freeze Panes. Below everything that has been frozen

in place, a thin black line appears.
 5. To see the pinned rows, scroll down the worksheet.
To unfreeze a pane
1. Select Freeze Pane from the View tab.
2. Choose the Unfreeze command.
To freeze a column
1. Choose the column to the right of the columns you decide to
freeze. For instance, select column C if you want columns A
and B to always show on the left.
2. Click the View tab.
3. In the Window group, choose the Freeze Pane command.
4. Select Freeze Pane from the menu. To the right of the frozen
area, a thin black line appears.
5. To see the pinned columns, scroll across the worksheet.
Chapter 7 Understanding Number Formats
It's a good idea to use suitable number formats for your data while
you're working with a spreadsheet. Number formats stipulate what
kind of specifics you're using in your spreadsheet, such as currency
($), percentages (%), dates, times, and so on.
7.1 Why use number formats?
Number formats make the spreadsheet easier to read and use. When
you add a number format to a cell, you're telling your spreadsheet
what kind of values are stored there. The date format, for example,
tells the spreadsheet that you're entering particular calendar dates.
This helps the spreadsheet to effectively represent your data, ensuring
that your data is accurate and your formulas are measured correctly.
If you don't specify a number format, the spreadsheet will most likely
use the general number format by default. The general format, on the
other hand, can make minor formatting changes to your data.
7.2 Applying number formats
Number formats are applied in the same way as other forms of
formatting, such as changing the font color by selecting cells and
selecting the desired formatting option. There are two methods for
selecting a number format:
On the Home tab, select the required format from the
Number Format drop-down menu in the Number group.
You can also use one of the convenient number-formatting
commands displayed below the drop-down menu.

To access more number-formatting options, select required cells and

press Ctrl+1 on your keyboard.
We've used the Currency number format in this example, which
introduces currency symbols ($) and shows two decimal places for
any quantitative values.
You will see the actual value in the formula bar if you choose any cells
with number formatting. This value will be used in formulas and other
calculations in the spreadsheet.
7.3 Using number formats correctly
Number formatting involves more than just selecting cells and adding
a format. Based on how you enter data, spreadsheets will
automatically add number formatting. This means you'll need to enter
data in a format that the program understands and then double-check
that the numbers in those cells are formatted correctly. For example,
the image below demonstrates how to properly format dates, times,
and percentages using number formats.
7.4 Percentage formats
The percentage (%) format is one of the most useful number formats.
Values are shown as percentages, such as 15% or 65%. This is
particularly useful when estimating data like sales tax or a tip. The
percentage number format
is added to that specific cell automatically when you type a percent
sign (%) after a number.

A percentage can also be written as a decimal, as you learn from

math class. So, 15% equals 0.15, 20% equals 0.20, 75% equals 0.75,
and so on.
Percentage formatting can be helpful in different situations. For
example, note how the sales tax rate is configurated differently for
each spreadsheet (5, 5%, and 0.05) in the picture below:

The estimation in the spreadsheet on the left didn't seem to fit

correctly, as you can see. Our spreadsheet assumes we want to
multiply $22.50 by 5 instead of 5% if we don't use the percentage
number format. Although the spreadsheet on the right is still functional
without percentage formatting, the spreadsheet in the center is
more understandable.
7.5 Date formats
When dealing with dates, use a date format to show that you're
referring to particular calendar dates, such as June 25, 2014. Date
formats also give you access to a useful set of date functions that
calculate an answer using time and date information.
Spreadsheets do not perceive information in the same way as humans
do. For example, if you type July into a cell, the spreadsheet will not
consider it as a date and treat it like any other text. So, you'll need to
insert dates in a format that your spreadsheet understands, such
as day/month/year or month/day/year. We'll type 10/12/2014 for
October 12, 2014, in the example below. The date number format for
the cell will be implemented automatically by our spreadsheet.

Now that we've formatted our date correctly, we can use it for a variety
of purposes. For example, we could use the fill handle to continue the
dates down the column so that each cell has a different day.
If the date formatting isn't implemented automatically, the spreadsheet
didn't comprehend the details you entered. We typed March 15th in
the example below. Since the spreadsheet didn't understand that we
were referring to a date, this cell is still formatted as a number.

When we type March 15 (without the "th"), the spreadsheet

acknowledges it as a date. Due to the absence of a year, the
spreadsheet would automatically add the current year, ensuring that
the date contains all the required details. The date could be typed in a
variety of forms, like 3/15/2014, 3/15, or March 15, 2014,
and the spreadsheet will acknowledge it as a date.
Try entering the following dates into a spreadsheet to determine if the
date format is automatically implemented.
October 2014
October 12, 2017
10/6/2015
 10/11
October
October 14
October 12th
Other date formatting options
Select More Number Formats from the Number Format drop-down
menu to see more date formatting options. There are options for
displaying the date in a certain way, such as adding the day or
ignoring the year.

A dialog box called Format Cells will appear. You can select the
required date formatting option from this menu.
A custom date format doesn't change the date in our cell; it only
changes how it's displayed, as you can see in the formula bar.