Wiley Excel 2010 Workbook For Dummies
Contents
1. Excel opens the Excel Options dialog box with the Quick Access Toolbar tab selected see Figure 1 4 This dialog box contains two list boxes e The Choose Commands From list box on the left where you select the commands to add to the toolbar e The Customize Quick Access Toolbar list box on the right showing the buttons on the toolbar and their order To add a new command to the toolbar you select it in the Choose Commands From list box and then click the Add button To reorder the buttons on the toolbar you click its command button in the Customize Quick Access Toolbar list box and then click the Move Up or Move Down buttons with the black triangles pointing up and down respectively until the selected button is in the desired position Click the drop down button on the Choose Commands From drop down list box and then click the Commands Not in the Ribbon option on its drop down menu The Choose Command From list box now contains only command buttons that are not found on the various tabs of the Excel Ribbon Click the AutoFormat command option in the Choose Commands From list box the one with the lightning bolt on top of a small table and then click the Add button The AutoFormat command option is now listed at the very bottom of your Customize Quick Access Toolbar list box indicating that it is now the last button on the Quick Access toolbar On your own add the Calculator Draw Borders Speak Cells Speak Cells Stop Sp2. Chapter 1 Getting Familiar with the Excel 2010 Interface such as saving and printing If you prefer you can open this view and access the menu by pressing Alt F F for File instead of clicking the File menu When you select any of the major options on this menu Info Recent New Print Save amp Send or Help panels appear that bring together further related and commonly used menu options on the left side along with pertinent information and in the case of the Info and Print options document previews on the right side Before you attempt the exercises in this chapter you may want to play the Using the Excel 2010 Ribbon and Backstage exe demo located in the Excel Feature Demo folder on your workbook CD ROM This video demonstrates selecting commands from the File menu as well as on the Ribbon and Quick Access toolbar Exercise 1 1 Opening the Backstage View and Selecting Its Menu Commands In this exercise you get familiar with the new Excel Backstage View and the commands on its File menu as you practice opening the Backstage View and selecting some of its menu commands Make sure that Excel 2010 is running and an empty Sheet1 worksheet is active on your computer monitor see Chapter 2 if you need information on launching Excel 1 Click the File menu to switch to the Excel Backstage View and display the list of commands Info through Exit on the left side of this screen Keep in mind that when you switch to the Backsta
3. as it first appears when you launch the program Note the names of the different parts of the display screen before you perform Exercise 1 1 0 Part I Creating Spreadsheets Name box File menu Worksheet area Quick Access toolbar Formula bar Ribbon s WB ana on A B D L M i Figure 1 1 The Excel 2010 s program T window 2 as it 7 appears 2 immedi a8 ately after launching the a program EEEE e Sea z il n pehu Sheet Status View Zoom tabs bar buttons control What are the primary functions of the commands located on the File menu in the Excel Backstage View To open close save print and share your Excel workbook files as well as to modify the Excel program options What is the primary function of the Quick Access toolbar To enable you to quickly select Excel commands that you use all the time without having to open the File menu or use the Ribbon commands 0 What s the primary function of the Ribbon in Excel 2010 A To group related Excel commands together and give you quick and easy access to these commands Selecting Commands on the File Menu in the Backstage View Clicking the File menu the green tab looking thingy at the far left of the Ribbon opens the Excel Backstage View with a menu of options that appears down the left side Almost all the commands on this menu are related to actions that affect the entire file MBER we amp
4. Chapter 1 Getting Familiar with the Excel 2010 Interface In This Chapter Identifying the different parts of the Excel display screen Selecting commands in the Excel Backstage View Selecting commands on the Ribbon and Quick Access toolbar Customizing the Ribbon and Quick Access toolbar J Excel 2010 interface relies primarily on the Ribbon a block of commands displayed at the top of the screen and divided into distinct blocks called tabs The single vestige of the old pull down menus from versions prior to Excel 2007 is the File menu that s displayed along the left side of the brand new Backstage View screen The File menu contains all the File commands You open the Backstage View that contains the menu by clicking the File menu which looks just like the Ribbon tabs in the worksheet view except that it s the only one that s green Also in place of the many toolbars in the pre Excel 2007 versions Excel 2010 offers a single toolbar called the Quick Access toolbar The exercises in this first chapter are designed to get you familiar with the Excel 2010 interface As a result of doing these exercises you should be comfortable with all aspects of the display screen and the command structure and ready to do all the rest of the exercises in this book Identifying the Parts of the Excel Display Screen Before you can start using Excel 2010 you have to be familiar with its display screen Figure 1 1 shows you the Excel 2010 display screen
5. e Quick Access Toolbar option selected Excel Options JEg General vrooting Popular Commands For all documents default x Save lt Separator gt ag fd Save Language Ei Borders r Undo Advanced B Calculate Now Redo Center Customize Ribbon LF Conditional Formatting gt Quick Access Toolbar E Sopnecions ia Copy Add Ins aly Create Chart ape ER Custom Sort Cut aP Datasheet Formatting Customize the Quick Access Toolbar Choose commends from i Customize Quick Access Toolbar i Decrease Font Size Delete Cells Delete Sheet Rows amp g A ox W Delete Sheet Columns zx ga J E mail Fill Color Y Filter Font A Font Color Font Size i3 F Format Painter EL Freeze Panes gt A Increase Font Size an et ue Customizations Reset G Z Show Quick Access Toolbar below the Ribbon Import Export gt G Part I Creating Spreadsheets 20 Calculator Speak Cells by Column Print Preview and Print New Save Redo Ce Figure 1 5 The top part of the Excel display screen with the custom Misc tab and the customized Quick Access Toolbar be Cplibri pzu Bookl Microsoft Excel Technical Preview Formulas Data Review View Misc General E ji L 2 Aaaa rieh p F peeter Br es ESE g a s 48 Conditional Format Cel gt Sod E E a 9 48 5 a a Formatting gt as Table Styles mi F
6. e its check mark before you click the OK command button to close the dialog box Note that deselecting the Show Page Breaks option in the Excel Options dialog box removes all the dashed page break lines from the Sheet1 worksheet Fae New Print Help fed save EL Save As GF Open co Close Recent Save amp Send L Options E ext Author Greg Bookl Microsoft Excel o F 8 Insert Page Layout Formulas Data Review View Information about Book1 Permissions cr a Protect Workbook Anyone can open copy and change any part of this workbook Properties s Prepare for Sharing tss Before sharing this file be aware that it contains Check for Issues Tags Author s name siki Retated Dates Last Modified Versions Created A There are no previous versions of this file Last Printed Q Manage Related People Versions P Chapter 1 Getting Familiar with the Excel 2010 Interface Selecting Commands from the Ribbon lt r The Excel Ribbon contains the bulk of all the commands that you use in creating editing formatting and sharing your spreadsheets charts and data lists As shown in Figure 1 2 normally the Ribbon is divided into seven tabs Home Insert Page Layout Formulas Data Review and View The commands that appear on each tab are then further divided into Groups containing related command buttons Also many of these groups contain a Dialog Box Launcher bu
7. e of its commands to display only the tab names 13 14 Part I Creating Spreadsheets 5 Click the Minimize the Ribbon button the one with the caret symbol to the immediate left of the help button with the question mark icon Excel immediately minimizes the Ribbon to display only the seven tab names and the Minimize the Ribbon button changes to the Expand the Ribbon button indi cated by the caret symbol pointing downward Excel continues to reduce the Ribbon to its tab names any time after you select one its commands until you click the Expand the Ribbon button or press Ctrl F1 SMEER Keep in mind that you can expand the Ribbon to display all the command buttons v on the currently selected tab any time that the Ribbon is minimized simply by double clicking the tab or pressing Ctrl F1 which acts like a toggle switch for altering between a minimized and fully maximized Ribbon 6 Click Data on the minimized Ribbon Excel expands the Ribbon to display all of the Data tab command buttons N Click anywhere in the worksheet area to minimize the Ribbon once again The only problem with this minimized Ribbon arrangement is that the temporarily expanded Ribbon covers the first three rows of the worksheet This makes it very difficult to work with data at the top of the worksheet For that reason as well as to help you get comfortable with unfamiliar Ribbon commands you will work with the Ribbon expanded at all times in all remaining
8. eaking Cells Speak Cells by Columns Speak Cells by Rows and Speak Cells on Enter command options to the Quick Access toolbar You may have to scroll down the list of command options in the Choose Commands From list box in order to select and add the Draw Borders Form and the different Speak Cells command options to the Quick Access toolbar Next you want to modify the order in which the command buttons appear on your customized Quick Access toolbar so that they appear in this order arranged in four groups e New Open Save Quick Print and then Print Preview and Print e Undo and then Redo e AutoFormat Calculator and Draw Borders e Speak Cells Speak Cells Stop Speaking Cells Speak Cells by Columns Speak Cells by Rows and Speak Cells on Enter Click the New command option in the Customize Quick Access Toolbar list box to select it and then click the Move Up button the one with the black triangle pointing upward until New is the first command in this list four times Use the same technique to move the Open command button up until it appears between the New and the Save button Use the Move Down button to move the Undo and Redo buttons so that they now appear in the same order below the Quick Print and Print Preview and Print buttons 10 17 Chapter 1 Getting Familiar with the Excel 2010 Interface 9 The command buttons for your customized version of the Quick Access toolbar now appear in the correct order in t
9. ease Font Size Ge Insert Cells fe Insert Function Insert Sheet Columns S r Cany erce m b Macros Customizations Reset G E9 Merge amp Center JB Masse bfsnaasr fe Import Export Adding commands to groups on your custom tab After you add a custom tab to the Excel 2010 Ribbon you can then start adding the commands you want to appear on this tab Just as with the standard Ribbon tabs the commands you add on your own custom tab are arranged in groups When you first create a custom tab it contains only a single generic New Group Custom into which to add your commands You can however add other groups to the custom tab using the New Group command button as well as give these groups their own descriptive names using the Rename command button 16 Part I Creating Spreadsheets Exercise 1 4 Adding Commands to a Custom Tab In Exercise 1 4 you get practice adding commands to the custom tab you added to the Ribbon in Exercise 1 3 Before you start this exercise make sure that the Excel Options dialog box is still open with a Misc Custom tab appearing in the Main Tabs list box between View and Developer 1 w D v gt 7 Click the New Group Custom listing under Misc Custom in the Main Tabs list box to select it and then click the Rename button Excel opens the Rename dialog box where you can replace the generic New Group name with your own descriptive name Replace New Group by t
10. exercises in this workbook oa Press Ctrl F1 to maximize the Ribbon and then click the Home tab to displays its command buttons The Ribbon now remains fully displayed at all times as you select any of its tabs and command buttons without ever obscuring any part of the worksheet display Adding a custom tab to the Excel Ribbon Excel 2010 enables you to customize the Ribbon by creating a custom tab to which you can then add your own groups of commands When you create a custom tab Excel automatically assigns an available hot key to it Exercise 1 3 Adding a Custom Tab to the Excel Ribbon In Exercise 1 3 you get practice adding a custom tab to the Ribbon Make sure that Excel 2010 is running and an empty Sheet1 worksheet is active on your computer monitor see Chapter 2 for information on launching Excel 1 Select FileOptions Alt FT to open the Excel Options dialog box and then click the Customize Ribbon option Excel displays the Customize the Ribbon panel in the Excel Options dialog box This panel is divided into two list boxes Popular Commands on the left side and Main Tabs on the right side see Figure 1 3 2 Click the View tab check box in the Main Tabs list box to select it and then click the New Tab button as Figure 1 3 The Excel Options dialog box with the Customize Ribbon option selected ela Chapter 1 Getting Familiar with the Excel 2010 Interface 15 Excel inserts a generic New Tab Custom
11. ge View when no workbook is open for editing in Excel 2010 the program automatically selects the Recent menu command that displays a Recent Workbooks pane on the left with a list of recently opened workbook files and a Recent Places pane on the right with a list of file folders recently opened When you switch to the Backstage View when a workbook file is open for editing Excel selects the Info option at the top of the menu instead displaying a panel with a thumbnail of the current worksheet and a list of properties describing aspects of the file N Click the Info option on the menu Note that an Information about Book1 panel now appears attached to the immediate right of the Info option and that all of the suboptions Save through Close above Info are indented as a group see Figure 1 2 w Now highlight and click the Save As command to select it Excel opens the Save As dialog box in the regular worksheet view where you can modify the name location and type of Excel workbook file before saving a copy of it D Press the Esc Escape key on your keyboard to close the Save As dialog box Nai Press Alt F to open the Backstage View with its File menu again this time from the keyboard This time small letters appear on each command in the Backstage View menu These are the access keys that you can type to select a menu option rather than clicking its name or button Type D to select the Save amp Send option and dis
12. he Customize Quick Access Toolbar list box in the Excel Options dialog box The only other thing you need to do is to divide them into groups by adding a vertical bar called a separator Click the Print Preview and Print command option in the Customize Quick Access Toolbar list box to select it and then click the Separator option at the very top of the Choose Commands From list box to select this option Click the Add button Excel inserts a separator between the Print Preview and Print and Undo command options in the Customize Quick Access Toolbar list box Use this same technique to add a Separator between the Redo and AutoFormat command options and the Form and Speak Cells command options in the Customize Quick Access Toolbar list box Your customized Quick Access toolbar now contains four groups of command buttons created by the three Separator options that appear after the Print Preview and Print command option Redo command option and the Form command option Click OK to close the Excel Options dialog box Check the buttons on your customized toolbar against those shown in the toolbar in Figure 1 5 On the Quick Access toolbar click the Customize Quick Access Toolbar button followed by the Show Above the Ribbon option on its menu The final version of your customized Quick Access toolbar now appears once again above the Ribbon to the immediate right of the File menu PC Figure 1 4 The Excel Options dia log box with th
13. made to a worksheet 1 Redo to restore the last change you reversed with the Undo button Chapter 1 Getting Familiar with the Excel 2010 Interface 7 Customizing the Quick Access toolbar In addition to the three default command buttons the Quick Access toolbar contains a Customize Quick Access Toolbar button the one with the line above a downward pointing triangle that when clicked opens a pull down menu The options on this pull down menu enable you to quickly customize the command buttons on this toolbar In addition you can change the placement of the toolbar by moving it down so that it appears immediately below the Ribbon and above the Formula bar Exercise 1 5 Quickly Customizing the Quick Access Toolbar In Exercise 1 5 you get practice customizing the contents and position of the Quick Access toolbar using options that appear on the Customize Quick Access Toolbar menu Make sure that Excel 2010 is running and an empty Sheet1 worksheet is active on your computer monitor see Chapter 2 for information on launching Excel 1 Click the Customize Quick Access Toolbar button and then click the Show Below the Ribbon option on its menu The Quick Access toolbar with its three command buttons and the Customize Quick Access Toolbar button now appears immediately above the Formula bar 2 Click the Customize Quick Access Toolbar button and then click the Quick Print option Excel adds the Quick Print button to the Quick Access
14. ormat gt lt tyles Cells Number i Style Undo Quick Print Draw Borders Open Auto Format Speak Cells on Enter Speak Cells Stop Speaking
15. play the Save amp Send panel which contains a number of options for sharing workbook files with coworkers and clients 7 Click the File menu at the top of the menu immediately above the Save option 11 2 Part I Creating Spreadsheets De Figure 1 2 The Excel Backstage View when the Info menu option is selected EEE 8 10 Press Ctrl P the shortcut key for printing in Excel Excel selects the Print command on the menu in the Backstage View and displays a Print panel where you can preview the printout when there s data in your worksheet that can be printed and change simple print settings Because you selected the Print panel from an empty worksheet the message Microsoft Excel did not find anything to print appears on the right panel where the first page of the workbook s print preview normally appears Press the Escape key to return to the normal worksheet view and then press Alt FT Doing this selects the Options command in the Backstage View which in turn opens the Excel Options dialog box in the regular worksheet view This dialog box contains all the options for changing the Excel program and worksheet options These options are divided into categories General through Trust Center Click the Advanced button in the left pane to display all the Advanced options in the right pane Next scroll down to the Display Options for This Worksheet section and click the Show Page Breaks check box to remov
16. toolbar that you can click to send the current worksheet to the printer w Use the same technique to add the New Open and Print Preview and Print command buttons to the Quick Access toolbar on your own Use the ScreenTips attached to each button to verify that you ve correctly added the Quick Print New Open and Print Preview and Print buttons to the Quick Access toolbar noting the shortcut keys listed Adding more commands to the Quick Access toolbar When customizing the command buttons on the Quick Access toolbar you aren t limited to the selection of commands that appear on the Customize Quick Access Toolbar pull down menu Using command options that appear in the Excel Options dialog box you can add buttons for any of the commands that appear on the various tabs of the Ribbon as well as some Excel commands that remain completely unavailable until you add them to the Quick Access toolbar Exercise 1 6 Adding Commands from the Excel Options Dialog Box to the Quick Access Toolbar In Exercise 1 6 you get practice customizing the contents of the Quick Access toolbar using commands that appear in the Excel Options dialog box Make sure that Excel 2010 is running and an empty Sheet1 worksheet is active on your computer monitor see Chapter 2 for information on launching Excel 18 Part I Creating Spreadsheets 1 v Click the Customize Quick Access Toolbar button and then click the More Commands option on its menu
17. tton that appears in the lower right corner of the Group Clicking this button opens a dialog box of further options related to the particular Group Exercise 1 2 Selecting Commands from the Ribbon In Exercise 1 2 you get practice selecting commands from the Ribbon Make sure that Excel 2010 is running and an empty Sheet1 worksheet is active on your computer monitor 1 Click the Formulas tab to displays its commands Note that the commands on the Formulas tab are divided into four Groups Function Library Defined Names Formula Auditing and Calculation Press the Alt key N Note the access key letters that now appear on the File menu Quick Access toolbar options and the Ribbon tabs If you prefer selecting Excel commands from the keyboard yovu ll probably want to memorize the following access keys for selecting the seven tabs e Home tab Alt H e Insert tab Alt N e Page Layout tab Alt P e Formulas tab Alt M e Data tab Alt A e Review tab Alt R e View tab Alt W Type W to display the contents of the View tab and then type VG to remove the check mark from the Gridlines check box in the Show Group pw Click the Gridlines check box to select it again and redisplay the gridlines in the worksheet As you may have noticed the Ribbon takes up quite of bit of screen space that is otherwise used to display worksheet data You can take care of this by setting Excel to minimize the Ribbon each time you select on
18. with a generic New Group Custom right below it This custom tab and group appear between the View tab and the Developer tab in the Main Tabs list box Click New Tab Custom in the Main Tabs list box to select it and then click the Rename command button Excel opens the Rename dialog box where you can replace the generic New Tab display name with a descriptive name Replace New Tab by typing Misc for Miscellaneous in the Display Name text box and then select OK Misc Custom now appears in the Main Tabs list box sandwiched between View and Developer Excel Options afs General ay pa S Customize the Ribbon Choose commands from G Customize the Ribbon Popular Commands Main Tabs aa ave i ooo aly Al Chart Types a Main Tabs Language Borders gt E Home i Calculate Now E Clipboard aranca Center ff Font Customize Ribbon F Conditional Formatting E Alignment Connections E Number Quick Access Toolbar Ba Copy E Styles EA Custom Sort B Cells Add Ins 4 Cut fl Editing a Decrease Font Size m Y Insert Trust Center IK Delete Celis m E Page Layout X Delete Sheet Columns m X Formulas SK Delete Sheet Rows m E Data g E mail E M Review Fill Color b m E View va Filter m CO Developer Font J m Add Ins A FontColor gt m Cl Acrobat Font Size fie amp WY Background Removal Sf Format Cells y Format Painter E Freeze Panes b A Incr
19. yping Data Form in Display Name text box and then selecting OK Data Form Custom now appears as the sole group on the Misc custom tab in the Main Tabs list box Now you re ready to add the Form command button to the Data Form group that you can use later on when completing some of the exercises in Chapter 17 Click the drop down button to the right of Popular Commands in the Choose Commands From drop down list box at the top of the left side of the Customize the Ribbon panel and then click Commands Not in the Ribbon Excel now displays an alphabetical list of commands that are not currently on the Ribbon in the list box on the left Click the Form button in this Commands Not in the Ribbon list box and then click the Add command button Excel adds the Form button under the Data Form Custom group in the Main Tabs list box Click the OK button to close the Excel Options dialog box The custom Misc tab you just created now appears at the end of the Excel 2010 Ribbon Click the Misc tab or press Alt Y to select this tab The Misc tab is selected displaying its sole Form button in the single Data Form group Click the Home tab to select it Selecting Commands on the Quick Access Toolbar When you first start working with Excel 2010 the Quick Access toolbar contains only the following three simple command buttons 1 Save to save changes to your current workbook file 1 Undo to reverse the effect of the last change you
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