Wiley Excel 2010 For Dummies Quick Reference
Contents
1. Getting to Know Excel 2010 With Microsoft s popular Excel spreadsheet program you can enter manipulate and analyze data in ways that would be impossible cumbersome or error prone for you to do manually This part gives you the basics you need to get up and running quickly in Excel 2 Advent tks PivetTab o E TETE J H 8 D E Sabu 2009 Salen 2010 1 a Gate 6 Region gt G L S a Australi Canad France Mek L C aye was Bs 5 2 andenbure Gemary United Kingdom United Stetes British Colu Bie 9 ehr ferais Charente M England Esse Harnbu 15 Hauts ge e Hessen 44 gt H Pivotlable 1 A B C n E Yeas v Momh Region Prodect Type Product Name 2 2010 Apri Mountain Bike Mourtalr 200 Bia 200 Apri Mountain Bire Mourtalr 200 Bia we mmo Apri Mo Bike Mourtalrr200 Black 46 Black 23 2m0 Apri Mourtalrr200 Silver T zx amo Apri 13 ANO Apri 29 8 amo Apri 4 9 2M Apri 3 Mountein Mountein Mourtein Mountain Bike M Mountain Bike Mourit M 401 Sales Dashboar K YK Orders In this part yw Familiarizing Yourself with the Excel 2010 Window Navigating with the Mouse and Keyboard Introducing the Ribbon Quick Access Toolbar and Backstage View Formatting with Themes and Previewing Your Formatting Live X X X 2 Part 1 Getting to Know Excel 2010 Excel 2010 Basics Excel documents are known as workbooks A single w2. Excel This component displays information that assists Microsoft Customer Service and Support in diagnosing any issues you are having with Excel When you use contextual help or general help Excel displays the help viewer shown in Figure 1 9 The viewer sports Internet browser style controls In fact it was built using the same technology that Microsoft uses in its Internet Explorer browser application The viewer is not a full fledged browser because you can view only Excel help content Soliciting Help 19 c Excel Help o B Figure 1 9 g YOO BA D Search soffi products support images templates Getting started with Excel 2010 0 F trend Browse Excel 201 port art t jet the Office 2010 All Excel Connected to Office com Although most of the options in the help viewer are self explanatory the following options require further discussion Le Search box You can enter specific search text in this box The viewer stores a list of your text searches for the current help session Click the drop down arrow on the side of the box to view and select an item from the list if you want to review a previous search result 1 Search split button Click the text part of the Search split button or press Enter to initiate a search after you enter the search text in the search box Click the arrow part of the Search split button to define the search scope By default if your computer is connected to the Intern
3. Logical D Lookup 7 E Recently Used A Text EB Math amp Tri Insert x Function B Financial E Date amp Time BB More Functions Function Library fi AutoSum B Logical A fe s E Recently Used A Text f Function B Financial Bi Date amp Time Pr Library lt Insert Function Function Library 12 part 1 Getting to Know Excel 2010 Figure 1 5 It is important to note that at each stage of downward resizing no command groups or commands disappear entirely from the Ribbon The multiple layout options for the command groups ensure that nothing is lost as space becomes more limited If you reduce the size of the Excel window sufficiently however the Ribbon disappears altogether Tipping off your keyboard Excel provides KeyTips which allow you to access every command on the Ribbon using the keyboard without having to memorize keystroke combinations So what are KeyTips KeyTips are little alphanumerical indicators containing a single letter a single number a combination of two letters or a combination of a letter and a number indicating what to type to activate the command under them as shown in Figure 1 5 Follow these steps to access a command on a Ribbon tab using a KeyTip 1 Press the Alt key The KeyTips appear over the Ribbon tabs Ignore the KeyTips that appear in the other areas of the user interface for this exercise 2 Press the key that represents the KeyTip for the Ri
4. Right click the command you want to remove from the toolbar 2 Choose Remove from Quick Access Toolbar in the menu that appears If you think you ll be adding a lot of commands to the QAT it s a good idea to move the toolbar from the title bar to a separate location below the Ribbon Right click anywhere on the QAT and choose Place Quick Access Toolbar below the Ribbon in the menu that appears You can regain screen area for working in the worksheet by hiding the Ribbon controls temporarily You can access commands on the Quick Access toolbar using the keyboard Press the Alt key and then a number key that represents the KeyTip for the command you want to access See also Tipping off your keyboard earlier in this part Going Backstage fk 20 Excel 2010 introduces a new view for working with documents called the Backstage view This view is accessed by clicking the File tab on the Ribbon See Figure 1 7 The Backstage view consolidates all document management tasks such as opening closing and sharing files printing and setting document properties In previous versions of Excel many of these tasks were scattered all over the user interface On the left side of Backstage view is a navigation pane that consists of a mix of quick command buttons such as open close and save and vertically aligned tabs Info Recent New Print Send amp Save and Help The buttons execute com mands directly and the vertical tabs l
5. so you don t have to seek additional help Contextual help If the SuperTip doesn t offer enough for you to understand the use of a specific command you can get more detailed help After you hover the mouse pointer over the command the SuperTip that pops up lets you know whether additional help for the command is available by indicating that you can press F1 for more help If you are in a dialog box and need help for the dialog box options click the help button on the dialog box s title bar the question mark to get contextual help General help Click the help button the question mark on the right side of the Excel title bar or press F1 when you are not in a specific context for example the mouse pointer is not hovering over a command on the Ribbon to display a list of general help topics Backstage help You can access additional help topics in Backstage view Click the File tab on the Ribbon and then click the Help tab The Help tab consolidates the following help components e Support This option provides various ways to get Excel help and troubleshoot issues s Tools for Working with Office In this section you can access general Excel options or check online for product updates s Product Licensing Status This component displays the Office 2010 products you are licensed to use on your computer the applications included in each installed product suite and the activation status of the products s About Microsoft
6. 1 F5 Displays the Go To dialog box OO 8 pant 1 Getting to Know Excel 2010 Keys Action Ctrl Backspace Scrolls the screen to display the active cell Up arrow Scrolls the screen one row up active cell doesn t change Down arrow Scrolls the screen one row down active cell doesn t change Left arrow Scrolls the screen one column left active cell doesn t change Right arrow Scrolls the screen one column right active cell doesn t change With Scroll Lock on Introducing the Ribbon Excel comes with a user interface called the Ribbon which consists of a series of horizontal tabs each containing a variety of commands grouped according to function see Figure 1 3 Most features in Excel 2010 are available through the commands on the Ribbon tabs Home tab Contextual tab header x E om g mpa ET H H 5 dme ns age Lou ormulas Data moes Vie eveloper Add Ins PowserPreo Data Minin Design syou omat K al vea Figure 1 3 Split button Dialog launcher Contextual tabs Dissecting the parts of the Ribbon The commands on the Ribbon are accessed through a variety of controls Here s a list of the various types of controls and other parts that make up the Ribbon Button This is the most common type of control Most buttons on the Ribbon except the formatting ones have descriptive text associated with them so you don t need to be a Mensa expert to figure out what a button represents The most freq
7. Add Ins 2 Options E en The Backstage navigation pane includes an Options button which gives you access to various Excel options We encourage you to visit the options from time to time because you may find useful application workbook or worksheet options that you want to turn on or off An option in the Advanced tab of the Excel Options dialog box for example allows you to increase the number of documents displayed in the Recent Workbooks list to a maximum of 50 You ll find a list of recent workbooks in the Backstage Recent tab Previewing Vour Formatting Live When you hover over a formatting option with the mouse pointer Excel lets you see the effect that the formatting option will have on your selection before you commit to applying the option This feature is called Live Preview Your selection for Live Preview might be a cell a range of cells a chart a table a shape and more Suppose that you want to change the font of some text in a cell On the Ribbon a drop down box called the font picker presents a list of available fonts As you hover over each choice in the font picker your cell updates to show you what the text would look like if you chose that font Live Preview avoids the normal tedium of committing to an option then undoing the option because the result 16 Part Forma Figure 1 8 1 Getting to Know Excel 2010 is not what you wanted and then committing to another option only to realize that you do
8. bbon tab that you want to access For example press N to select the Insert tab Note that you do not have to hold down the Alt key If you need to select a different tab after you select the KeyTip for a tab press the Esc key 3 Press the key or key combination that represents the KeyTip for the command you want to use If the command you select is a drop down gallery or drop down grid you can use an arrow key or the Tab key to highlight your choice and then press the Enter key to select your choice Remember KeyTips are associated with in Ribbon galleries so you have to press the key that represents the KeyTip for the gallery before you can choose an option in the gallery Hiding the Ribbon commands If you find that the Ribbon commands take up too much room in the Excel window you can hide them using any of the following methods Introducing the Ribbon Introducing the Quick Access Toolbar QAT 13 Click the Ribbon s Minimize button in the Excel title bar to the left of the help button Le Press Ctrl F1 X Double click any Ribbon tab Right click in the Ribbon area and choose Minimize the Ribbon from the contextual menu After you hide the commands only the Ribbon tabs are displayed If you click a tab after you hide the Ribbon commands Excel displays the tab commands temporarily The commands are hidden again after you select a command in the tab or click away from the Ribbon area Similarly you can use KeyTips
9. book is open Click the File tab and then click the Exit button Le Press the Alt key then press F and then press X 4 parn 1 Getting to Know Excel 2010 Figure 1 1 Select all button Ribbon Control button Control button Mouse pointer Split box Name box Formula bar Help Quick Access toolbar Excel title bar Close Active Workbook title bar Maximize Restore cell Column pointer header Workbook window Minimize f RUPICE Microsoft Excel DA Ta o o 3 k Calibri 11 A l a A zy tel Bs or s ew B Formatting arable Sones l B2 l fe ED c e D F k 1 L cc z ll 12 13 l4 15 16 i 18 19 20 21 ma K Sheeti Sheet Sheet H Sheet tabs Status bar Tab split Zoom controls Row header New sheet tab Scroll bar Split box Tab scrolling controls Normal view Page break preview Page layout view Window resize handles Familiarizing Yourself with the Excel 2010 Window Navigating with the Mouse and Keyboard 5 Navigating with the Mouse and Keyboard The mouse is the primary tool that you use in Excel for executing commands making selections and navigating in the worksheet Following are the mouse conventions that we use in this book Click Click the left mouse button once 1 Double click Click the left mouse button twice in quick succession Le Right click Click the right mouse button once L Drag Hold do
10. cking and dragging the mouse pointer over them You can then issue a command that does something to the active cell or to the range The selected range is usually a group of contiguous cells but it doesn t have to be To select a noncontiguous group of cells select the first cell or group of cells hold down the Ctrl key while you drag the mouse and select the next cell or group of cells Familiarizing Vourself with the Excel 2010 Window Figure 1 1 shows a typical Excel 2010 window with the important parts labeled This terminology rears its ugly head throughout the book so you should review the figure from time to time Moving resizing and closing windows When Excel and workbook windows are in a restored state between a maximized and minimized state that is you can use the resize handles to adjust the window size to your liking Move the mouse pointer to the area of the resize handle until the pointer changes to a double headed arrow and then drag with the mouse You can move the window around the screen by dragging the title bars See also Navigating with the Mouse and Keyboard later in this part When the active workbook window is maximized it shares a single Close button with the Excel window After you click the shared Close button Excel closes the active workbook Exiting Excel Use any one of the following methods to close the Excel application Click the Close button on the Excel title bar if one or no work
11. e bar above the contextual tabs Contextual tabs contain all the commands you need for working with the particular object After you deselect an object the contextual tabs and the header disappear The general rules that govern the display of contextual tabs follow e After you select an object such as a chart shape or table one or more contextual tabs for the object appear on the Ribbon You must select a tab to display the associated commands e After you insert an object Excel displays the commands for the first tab of the contextual tab set for that object e After you double click an object Excel displays the commands for the first tab of the contextual tab set for that object Note that not all objects have this double click capability e After you select deselect and then reselect the object without using any other commands in between Excel displays the commands for the first tab of the contextual tab set for that object Le Tab custom In addition to the built in standard and contextual Ribbon tabs that Excel includes you can create custom Ribbon tabs ost Tac Figure 1 4 Introducing the Ribbon 11 Le Tab standard The Ribbon comes with a set of standard tabs each organized according to the functions of the commands that it contains For example the Insert tab contains command groups to insert shapes charts tables pictures and so on An exception is the Home tab which is so named because this is wher
12. e you do most of your work in Excel If your mouse has a scroll wheel you can navigate quickly among the Ribbon tabs by hovering the mouse pointer over the Ribbon area and scrolling the wheel back and forth Le Text box A box in which you enter a number or text In general the Ribbon associates a text box with another control such as a spinner or a drop down box Sizing up the Ribbon The layout of the Ribbon controls is not static Depending on your screen resolution or the Excel window size or both the Ribbon provides one of four layout options for command groups If sufficient space is available the Ribbon presents a layout that labels commands displays more commands individually and eliminates extra mouse clicks As you resize the Ribbon downwards by reducing the screen resolution or shrinking the size of the Excel window the Ribbon rearranges the layout of some of the command groups by first resizing command buttons larger buttons become smaller then removing labels from commands and finally reducing the groups to single large buttons see Figure 1 4 To access the commands in a command group that the Ribbon resizes to a single button you must first click the button to display a menu and then select the command L 266656 6 6 amp Insert AutoSum Recently Financial Logical Text Date amp Lookup amp Math More Function x Used w e a Time Reference amp Trig Functions Function Library f E AutoSum
13. et Excel will display help content from an online source If possible you should use this source as your first choice because Microsoft updates the contents of online help regularly 20 part 1 Getting to Know Excel 2010 If vou re offline when you initiate a search Excel uses help content internal to your system Whether online or offline you can narrow your search scope further by selecting an appropriate option from the Search button menu 1 Status bar The left side of the status bar located at the bottom of the help viewer displays the current search scope On the right side of the status bar is a connection status button that displays the current connection status online or offline You can click this button to switch quickly between viewing online and offline help content Pin button By default Excel keeps the help viewer window on top when you re working in an application Use the Pin button to control this behavior If you unpin the viewer by clicking the button Excel hides the window automatically if you click anywhere inside the Excel window TIP If you want to resize the help viewer window move the mouse pointer to any edge of the window until the pointer changes to a double headed arrow and then drag the mouse
14. hat presents additional choices However the Ribbon displays the commands you are likely to use frequently thus minimizing the need to launch dialog boxes Drop down list This list contains things you can choose from Click the control s downward pointing arrow to display the list Gallery A gallery is a control that presents you with a set of graphic choices such as a particular formatting style patterns colors and effects or a predefined layout An example of a predefined layout is a chart choice with specific elements preselected for inclusion in the chart Galleries enable Excel to be more results oriented that is they present the likely result you are looking for first and then expose advanced choices through a dialog box or Ribbon command Three types of galleries are available s Drop down gallery This is displayed after you click certain buttons with downward pointing arrows This type of gallery presents a single column of choices and includes both graphic and text elements s Drop down grid This is displayed after you click certain buttons with downward pointing arrows This type of gallery presents a two dimensional grid of choices and does not include text s In Ribbon gallery This is like the drop down grid but this gallery exposes a single row of choices directly within a Ribbon control group You can click up and down scroll arrows to reveal additional rows or you can click a drop down arrow to display the f
15. he gallery that appears Remember The Microsoft Office applications Excel 2010 Word 2010 PowerPoint 2010 and Access 2010 share the same themes If you create reports that combine elements from each application your reports will have a consistent look if you use a common theme Soliciting Help With so many features and options available in Excel it isn t unusual to get stuck once in a while Fortunately Excel provides the following methods for getting help easily 1 SuperTips Standard ScreenTips also called ToolTips which have been available in Excel and many other Windows applications for some time provide textual context to commands After hovering your mouse pointer over a command having a standard ScreenTip Excel displays the action of the command using either a single word such as Paste or a brief phrase such as Increase Font Size A standard ScreenTip helps to decipher the meaning of a command button for example when the button has no asso ciated text and the command meaning is unclear from the button icon 18 Part 1 Getting to Know Excel 2010 SuperTips take the concept a step further by adding a short description explaining the purpose of the command Some SuperTips include an explanatory graphic when a text description is insufficient to explain the meaning of the command SuperTips are available for all commands on the Ribbon In many cases the SuperTip explanation provides enough information
16. he memory available is limited by the maximum amount of memory that your version of Windows XP Vista or Windows 7 can use Formulas A cell in Excel can hold a number some text a formula or nothing at all You already know what numbers and text are but you may be a bit fuzzy on the concept of a formula A formula tells Excel to perform a calculation using information stored in other cells For example you can insert a formula that tells Excel to add the values in the first 10 cells in column A and to display the result in the cell that contains the formula Formulas can use normal arithmetic operators such as plus minus multiply and divide They can also use special built in functions that let you do powerful things without much effort on your part For example Excel has functions that add a range of values calculate square roots compute loan payments and even tell you the time of day Excel has more than 300 built in functions which are categorized by type Math Financial Statistical and so on Part 5 covers the basics of using functions in Excel Excel 2010 Basics Familiarizing Yourself with the Excel 2010 Window 3 Active cell and ranges In Excel one of the cells in a worksheet is always the active cell The active cell is the one that s selected and it s displayed with a thicker border than the others Its contents appear in the formula bar You can select a group or range of cells by cli
17. ike traditional horizontal tabs expose a set of options If you don t have any workbooks currently open some of the but tons and tabs will be disabled A distinguishing feature of Backstage view is that while you work in this view no part of the worksheet is visible Also Excel minimizes the Ribbon assuming that you haven t previously minimized the Ribbon yourself To return to the worksheet display view click any Ribbon tab or press Esc Introducing the Quick Access Toolbar QAT Previewing Your Formatting Live Figure 1 7 Sl amp osoft Excel o D Z Home Inset Page Layout Fomulas Daa eur view o d save L S Information about Monthly Budgets Save as a EA Operations Wwanthly Budgets xlsx 2 Open 2 Close 2 t Permissions E Monthly Budgets ET Anyone can open copy and change ary part of this workbook amp Exerutme_Daznboa Protect au z Work E CFO_Operations A e A Trt Ei AdrentureWorks Piu z E Orders 2020 hs cal SO ee are that gt contains E Monthiy Budgets F cat epee Naik Check fo iter path and author s narne Related Dates E Department Fertor aan s Mes ned ax 1 GBD Bike Oreiersoder lissbilities are unable to read xt 10 15 1 Version Related People Recent You can open or delete a version file Most autasaved versions are eted when you clase this file Mana New Versions e 10 01 4M Gutosave 15 AM autasave Print 9 35 AM autosave Share Z Today 9 23 AM autoseve Help 7 2
18. n t like the new result either and so on You find Live Preview options throughout Excel in places where formatting alternatives are available most notably in galleries Remember Live Preview formatting is not universal in Excel Some elements provide formatting alternatives but do not have Live Preview support tting with Themes In Excel you can use a formatting concept known as a theme A theme consists of a combination of fonts colors and effects that provide a consistent look among your workbook s elements including cells charts tables and PivotTables You apply the theme s fonts colors and effects through individual options or the style galleries of the various elements Excel applies a default theme to all new workbooks along with a theme gallery so that you can change the default theme After you select a new theme all galleries and all the elements in your workbook formatted with theme styles change to match the new theme Following is a description of the three parts of a theme vy Theme font A theme uses two complementary fonts a header font and a body font All elements using themed styles use the same font or fonts Click the arrow on the drop down box the font picker on the Ribbon s Home tab to see the fonts used in the theme currently applied to the workbook Theme color A theme uses a matched set of twelve colors Click the arrow on the Fill Color or Font Color tool in the Font group of the H
19. ome tab to see ten of the colors used in the theme currently applied to the workbook see Figure 1 8 SA E ZZ Theme Colors E 88878 Standard Colors go BEEBE No Fill ore Colors Previewing Your Formatting Live Soliciting Help 17 The following are characteristics of theme colors e The top row in a color picker displays the base theme colors and the next five rows display various tints and shades of the base colors Below the theme colors are standard colors that do not change if the theme is changed If you want to apply specific formatting that doesn t change after you change the theme use a standard color e The first four columns of colors on the picker from the left are intended for text and background use These colors are designed so that light text always shows well on a dark background and vice versa s The next six columns of colors are used for accents Most of the theme style galleries in Excel make extensive use of accent colors The two colors that are not displayed on the color pickers are used for hyperlinks not discussed in this book vy Theme effect Theme effects apply to graphic elements such as charts and shapes and include three levels of styles for outlines fills and special effects Special effects include shadow glow bevel and reflection You can change the theme in a workbook by clicking the Themes button on the Ribbon s Page Layout tab and selecting a new theme from t
20. ontextual menu with useful commands drawn from the Ribbon as shown in Figure 1 2 See also Introducing the Ribbon later in this part 6 Part 1 Getting to Know Excel 2010 Figure 1 2 Calibri 11 A Aa S gt 99 2 ATH F i I Cu a Copy Z Paste Options Paste Special H Insert Delete Clear Contents Filter Sort ud Insert Comment Sf Format Cells Pick From Drop down List Define Name pE Hyperlink Using the keyboard Most users will be comfortable using the mouse to do all their work in Excel For users who prefer to use the keyboard exclusively when working in Windows applications or for users who prefer to split the use of the mouse and keyboard among various tasks Excel provides the following solutions Keyboard shortcuts 1 Keyboard navigation 1 KeyTips The first two functions are described next For more on the last function KeyTips see Tipping off your keyboard later in this part You can access commands in Excel using keyboard shortcuts which are individual keystrokes or a combination of keys pressed simultaneously To access the Print command using a shortcut for example you hold down the Ctrl key and press the P key represented in this book as Ctrl P The following table lists some common keyboard shortcuts in Excel Shortcut Action Ctrl A Select all Ctrl B Apply or remove bold formatting Ctrl C Copy selection Ctrl F Find Ctrl G or F5 Go
21. orkbook can store as many sheets as will fit into memory and these sheets are stacked like the pages ina notebook Sheets can be either worksheets a normal spreadsheet type sheet with rows and columns or chart sheets a special sheet that holds a single chart Most of the time you perform tasks in worksheets Each worksheet uses a grid with 1 048 576 rows and 16 384 columns Excel numbers rows starting with 1 and assigns letters to columns starting with A After Excel exhausts the letters of the alphabet column lettering continues with AA AB and so on So column 1 is A column 26 is Z column 27 is AA column 52 is AZ column 53 is BA and so on Rows are numbered from 1 to 1 048 576 and columns are labeled from A to XFD The intersection of a row and a column is called a cell A quick calculation using Excel tells us that this works out to 17 179 869 184 cells more than enough for just about any use Cells have addresses which are based on their row and column The upper left cell in a worksheet is called A1 and the cell down at the bottom right is called XFD1048576 Cell K9 also known as the dog cell is the intersection of the eleventh column and the ninth row You might be wondering about the amount of system memory known as random access memory or RAM you need to accommodate all those rows and columns The memory you need depends on the amount of data you store in the workbook and the number of open workbooks In Excel 2010 t
22. to Navigating with the Mouse and Keyboard 7 Shortcut Action Ctrl H Replace Ctrl I Apply or remove italic formatting Ctrl 0 or Ctrl F12 Open a document Ctrl P Print Ctrl S or Shift F12 Save Ctrl U Apply or remove underlining Ctrl V Paste Ctrl W or Ctrl F4 Close the active workbook Crtl X Cut Ctrl Y or F4 Repeat the last action Ctrl Z Undo the last action FA Display the help viewer Ctrl F1 Hide or display the Ribbon commands F2 Enable editing within the active cell With more than 17 billion cells in a worksheet you need ways to move to spe cific cells Fortunately Excel provides you with many techniques to move around a worksheet As always you can use either your mouse or the keyboard on your navigational journeys The following table lists the keystrokes that enable you to move through a worksheet Keys Action Up arrow Moves the active cell one row up Down arrow Moves the active cell one row down Left arrow Moves the active cell one column to the left Right arrow Moves the active cell one column to the right PgUp Moves the active cell one screen up PgDn Moves the active cell one screen down Alt PgDn Moves the active cell one screen right Alt PgUp Moves the active cell one screen left Home Moves the active cell to the first column of the row that the active cell is currently in CtrltHome Moves the active cell to the beginning of worksheet A
23. to select a command when the command display is hidden To redisplay the commands permanently after you hide them use the same methods described for hiding the commands Remember Excel maintains the hidden condition of the Ribbon commands if you exit and subsequently relaunch Excel Introducing the Quick Access Toolbar OAT The Quick Access toolbar or QAT is an area of the user interface that provides quick access to commands The QAT is designed to reduce the amount of navigation you have to do in the Ribbon to access the features that you use frequently The QAT is located at the top left of the Excel title bar above the Ribbon tabs see Figure 1 6 Figure 1 6 The QAT contains three default commands Save Undo and Redo you can add additional commands Follow these steps to add a command to the QAT 1 Select the Ribbon tab that houses the command you want to add 2 Right click the command and choose Add to Quick Access Toolbar in the menu that appears ge ey To quickly add some commonly used commands to the QAT click the arrow to Ch the right of the toolbar and choose a command from the menu 14 part 1 Getting to Know Excel 2010 TIP TIP You can add an entire Ribbon command group to the QAT Just right click an area in the command group name for example Font and choose Add to Quick Access Toolbar Follow these steps to remove a command including the default commands from the toolbar 1
24. uently used commands on each Ribbon tab have larger buttons Most buttons execute commands directly when you click them However some buttons have an embedded downward pointing arrow and others have an attached downward pointing arrow Clicking a button with an embedded arrow displays a menu or gallery For a button with an attached Navigating with the Mouse and Keyboard Introducing the Ribbon 9 arrow known as a split button the icon or text part of the button represents the most common command for the button Clicking the arrow part displays a menu or gallery with additional commands or formatting choices The two types of buttons with arrows look similar but if you hover the mouse pointer over a button with an attached arrow you see a clear delineation between the icon or text command part and the arrow menu part refer to Figure 1 3 Check box This is a square box that you click to turn an option on or off Command group Each Ribbon tab contains groups of related commands For example you find commands related to text fonts in the Font group of the Home tab Dialog launcher A dialog launcher is a command that launches a dialog box a pop up window from a command group menu or gallery The dialog launcher in a command group is a little button in the bottom right of the group frame In addition some menus and galleries contain options that launch dialog boxes After you click a dialog launcher a dialog box appears t
25. ull set of choices in a two dimensional grid 10 part 1 Getting to Know Excel 2010 vy Menu rich Rich menus have illustrative graphics the command name and in some cases a short description of what the command does Remember Don t confuse rich menus with drop down galleries although they look similar Menus contain related commands Galleries allow you to choose from among a set of formats or layouts vy Menu standard Most users are already familiar with this form of menu a drop down list of choices with command names such as Copy or Insert Cells Some command names have small associated icons If you click a command name that ends with an ellipsis Excel displays a dialog box that presents further choices yw Spinner A spinner is a control with two arrows one pointing up the other pointing down used with an input box to specify a number height or width for example Clicking an arrow increases or decreases the number in the input box You can also enter a number in the box directly The spinner control allows you to use only valid numbers vy Tab contextual Contextual tabs give the Ribbon the power to expose most Excel features One or more contextual tabs appear after you insert or select an object such as a chart shape table or picture For example after you insert a chart three contextual tabs related to chart functionality appear on the Ribbon and a header labeled Chart Tools appears on the Excel titl
26. wn the left mouse button and move the mouse Release the mouse button to complete the drag operation X Hover Place the mouse pointer over an element without clicking a mouse button v Select Place the mouse pointer over an element and click the left mouse button Mousing around Every mouse action is associated with some element in the Excel window An element can be a slider button cell chart object and so on You select or hover over the element using the mouse pointer Navigating through a worksheet with a mouse works just as you d expect Click a cell and it becomes the active cell If the cell that you want to activate isn t visible in the workbook window you can use the scroll bars to scroll the window in any direction as follows Le To scroll one cell click one of the arrows on the scroll bar Le To scroll by a complete screen click either side of the scroll bar s slider Le To scroll faster drag the slider Le To scroll along distance vertically press and hold the Shift key while dragging the slider button Note that only the active workbook window displays scroll bars If you activate a different window its scroll bars appear After you right click a cell a range of cells or another object in the worksheet area Excel displays a contextual menu so called because the menu includes commands specific to working with the cell range or object For your convenience Excel adds a minitoolbar above the c
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