Lesson Plans

10 

IT Academy Lesson Plan 

Microsoft Excel ® 

Turn potential into success

® 

Microsoft Office Excel 2010: 

Lesson Plans 

Introduction 

Preparing to teach courses on Microsoft Office 2010 for the first time can be a challenge requiring careful planning and organization. 

The Microsoft IT Academy provides these lesson plans to help you save time, skillfully manage the teaching environment and successfully 

communicate the intended lesson. 

The lesson plans are flexible and have been created in a concise format of small teachable units to allow you to use them with any 

textbook. To support a textbook independent teaching style, each lesson plan contains suggested demonstrations and explanations. 

The lesson plans have been developed to be independent of a predefined lesson schedule. Whether the course is taught in either 

a semester or quarter term format, we suggest the following class format: a 60 minute lesson lecture followed by a 120 minute lab 

(hands-on performance) session. This model is recommended in order to increase student performance and enhance the knowledge 

and skills gained through active participation in the course. 

Each Lesson Plan Includes: 

Learning Goals for each lesson. 

Learning Objectives that may be observed throughout the lesson. 

Lecture Outline that detail what to present in each class. 

Highlighted Cautions strategically placed throughout the lesson plan that alert you to common issues students may experience. 

Discussion Questions that encourage class participation. 

Tech Tips to remind you of items that may require explanation. 

Alternative Methods for task completion that explain short cuts. 

Hot Keys, or keyboard shortcuts, are introduced in the lesson plan to be used at your discretion. 

Discussion questions at the conclusion of each teachable unit engage students and promote critical thinking. 

Quick Quiz of multiple choice and true/false type questions. 

Lesson Projects are provided that directly connect the student with the materials that were provided in the lesson. The projects 

may be used independent of a textbook or as an assessment to determine skill mastery. To simplify the scoring process, an annotated 

answer key for each project is included to adequately determine if the learning objective was accomplished through process 

of lecture and activity. 

Multimedia resources at the end of each unit pull together a wide variety of online demos, videos, tutorials, quizzes, and E-Learning 

resources all available for classroom use at no charge through your IT Academy membership. These resources can be used in 

class or by students as self paced instruction and lesson reinforcement outside of class.

IT Academy Program Lesson Plan: Microsoft OFFICE 2010 // Microsoft Excel 2010 

Lesson 1: Understanding 

Microsoft Office 

Excel 2010 

Learning Objectives 

Lesson Introduction 

Creating a Workbook 

Learning Goals // The goal of this lesson is for students to successfully 

explore and describe the Excel window and to create a new worksheet. 

The student will learn to edit a worksheet, save the workbook and 

properly exit the program. 

On completion of this lesson, students will be able to do the following: 

• Create a workbook 

• Understand Microsoft Excel window elements 

• Select cells 

• Enter text, numbers, and dates in a worksheet 

• Enter a range of data 

• Edit cell contents 

• Adjust the size of rows and columns 

• Align cell contents 

• Find and replace cell contents 

• Insert and delete cells, rows, and columns 

• Cut, copy, paste, and clear cells 

• Use additional paste techniques 

• Move between worksheets 

• Name and save a workbook 

• Open a workbook 

• Rename a worksheet 

• Preview and print a worksheet 

• Close a workbook and exit Excel 

Explain that Microsoft Excel is a powerful analysis tool that provides the ability to 

increase productivity and make fast, effective comparisons from lists of data. Give 

examples of data that may be appropriate for a spreadsheet. Explain that student 

will learn to navigate the Excel window, identify various commands and ribbons 

as well as create a basic worksheet. 

Instructors should do the following: 

• Demonstrate how to start the Excel 2010 program. 

• Define the terms spreadsheet, workbook, and worksheet. 

• Define the elements of a worksheet. 

• Explain the uses of Excel. 

• Explain that when the Excel program is started, it begins with a new workbook 

open, and each new workbook includes three worksheets. 

• Demonstrate how to open a blank workbook using the Office Button. 

+ Demonstrate how to close a workbook using the Office Button. 

+ Define and explain the uses of Excel templates. 

+ Demonstrate how to open an Excel template. 

Alternative Methods: 

Explain how to obtain new templates from the Office Online Web site. 

Discussion Question: 

Discuss with students the productivity benefits of using templates.

IT Academy Program Lesson Plan: Microsoft Office 2010 // Microsoft Excel 2010 

Understanding Microsoft 

Excel Window Elements 

Selecting Cells 


• Identify the components of the Excel 2010 window. 

• Discuss each Ribbon that appears in the Excel 2010 window. 

• Discuss the uses of the Excel 2010 Ribbons. 

• Demonstrate how to access each Ribbon in the Excel 2010 Window. 

• Explain how to access online help to search for help quickly and easily. 


• Explain that cells must be selected before contents of the Excel 2010 window 

can be modified. 

• Define that a cell is an intersection of a row and a column. 

• Explain that more than one cell can be modified as long as they are all selected. 

• Explain that a single selected cell is the active cell. 

• Demonstrate how to select a single cell and multiple cells. 

• Explain that all cells in a worksheet can be selected by using the Select All 

button that is located in the upper left corner of the Excel 2010 window. 

• Demonstrate how to select an entire row, column, or worksheet. 

• Explain that selected cells and headers appear in a color different from that of 

the unselected cell. 

• Explain that the Name box changes to match the cell address of the first 

selected cell. 


• Demonstrate how to select all cells using the Select All button on the left 

worksheet border. 

• Demonstrate how to select multiple rows or columns by selecting the first 

element, holding down the shift key, and selecting the last element. 

HOT KEY 

Select All Cells—CTRL + A 

Selecting a Range 

of Cells 


• Define the term range of cells. 

• Explain that a range of cells is displayed as the first cell address and the last 

cell address, separated by a colon. 

• Demonstrate how to select a range of cells using the mouse pointer. 

• Demonstrate how to select nonadjacent cells by using the CTRL key. 


Demonstrate how to select a range of cells by choosing the first cell, holding 

down the shift key, and selecting the last cell in the range. 

Caution 

Explain that the range that is currently selected can be changed by simply 

selecting a new range. 

Entering Text in a Worksheet 


• Explain that text, numbers, and formulas are the three types of information 

that can be entered into a worksheet. 

• Define the terms text, numbers, and formulas. 

• Demonstrate how to enter text and numbers in a cell. 

• Explain that all of the text, numbers, and formulas that are entered into a cell 

will be visible in the Formula Bar as well as in the active cell. 

• Explain that text entries may also be referred to as labels. 

• Demonstrate entering text and numbers into cells. 

• Explain that, by default, all text in cells is left aligned, and numbers in cells are 

right aligned. 

• Demonstrate how lengthy entries might spill over into the empty adjacent 

cell or be truncated within the active cell if the adjacent cell is not empty. 

• Demonstrate how all information entered into cells is stored only in one cell


• address; select a cell that includes text that has spilled over into another cell 

and then point out the cell address in the name box. 

• Demonstrate how to move from one cell to another using the Enter key or 

arrow keys. 


Demonstrate how to move from one cell to another using the Tab key. 

Entering Numbers 

in a Worksheet 

Entering Dates in 

a Worksheet 

Entering a Range of Data 


• Explain that all numeric data entered into a worksheet will be right aligned. 

• Explain that numeric data can consist of currency, percentages, decimals, and 

fractions. 

• Point out all special characters that are used with numeric data in a worksheet. 

• Explain and demonstrate that negative numbers appear with a minus sign by 

default. 

• Explain and demonstrate that dollar signs, percent signs, forward slashes, 

commas, or exponents will automatically invoke a specific number format to 

be applied. 

• Explain and demonstrate that longer numbers will appear in scientific notation. 


• Explain that dates are considered to be serial numbers and can be included in 

formulas. 

• Demonstrate that even if dates are entered in the cell in different formats, 

they will be converted to the date format that has been applied to the cell. 

• Explain that when entering the year as a two-digit reference, Excel will assume 

that years 00-20 are years 2000-2020 and 30-99 are years 1930-1999. 

• Demonstrate that by default all dates will be right aligned. 

• Explain that the computer’s default setting will determine Excel’s default date 

format. 

• Demonstrate how to enter a date using several formats. 


• Explain how entering data into a range saves time by eliminating the need to 

move the insertion point after each portion of data is entered. 

• Demonstrate how to select a range of cells. 

• Demonstrate how to enter numeric data into a range of cells. 

• Demonstrate how to enter labels into a range of cells. 

• Point out how the insertion point location changes on pressing the Enter key 

while the range is selected. 


Explain that while entering text, pressing the Tab key will move the insertion point 

horizontally across cells and that pressing the Enter key will move the insertion 

point vertically across cells. 


Which key do you tend to use when entering data into a spreadsheet? Enter data 

by selecting the range first, and then discuss the time that was saved through 

eliminating keystrokes. 

Editing Cell Contents 


• Explain to students that a worksheet is not static, making it very easy to correct 

errors. 

• Demonstrate how to double-click a cell to put it into Edit mode. 

• Point out that the word Edit will appear in the Status bar, on the left side, 

when a cell is in the Edit mode. 

• Point out that when Excel 2010 is in Edit mode, the Cancel and Enter buttons 

appear on the Formula Bar.


• Demonstrate how to use the Backspace or Delete key to edit cell data. 

• Demonstrate that pressing the Cancel button on the Formula Bar will cancel 

an entry, bring Excel out of Edit mode, and restore the cell’s former contents. 

• Demonstrate that clicking the check mark (Enter) button on the Formula Bar 

will complete an entry. 


• Explain to students that selecting a cell and then clicking on the Formula Bar 

will put a cell into Edit mode. 

• Explain that the Escape button can be pressed to cancel an entry, take Excel 

out of edit mode, and restore the cell’s former contents. 

• Explain that pressing the Enter key will complete an entry and take Excel out 

of Edit mode. 

HOT KEY 

Edit Cell Contents—F2 

Adjust Row and 

Column Size 


• Define the term pixel and point. 

• Explain that the purpose of adjusting row and column size is to approve the 

appearance of a worksheet. 

• Explain that a cell can contain up to 32,000 characters. 

• Point out that Excel’s default column width is 8.43 characters wide 

• Explain that text will spill over into the next cell if the entry is too long for the 

active cell. 

• Explain that text formatted for currency and other numeric formats will appear 

with pounds signs if it is too long for the active cell. 

• Point out that when a cell is filled with pound signs, the numeric data is not 

affected, only the way that the data appears in the cell. 

• Explain that row height is measured in points rather than characters. 

• Explain that row height can be changed to accommodate larger labels or 

numbers. 

• Explain that column widths and row heights may be adjusted to accommodate 

data. 

• Demonstrate how to adjust column width by dragging the right border of the 

column heading. 

• Demonstrate how to adjust row height by dragging the bottom border of the 

row heading. 

• Demonstrate how to adjust multiple rows or columns using the drag method. 

• Explain how Autofitting eliminates any empty space that may appear when 

column width is matched to its longest entry. 

• Demonstrate how to Autofit the column width of one or multiple columns. 


• Demonstrate how to set the column width to an exact point size using the 

column width command on the shortcut menu. 

• Demonstrate how to set the row height to an exact point size using the row 

height command on the shortcut menu. 

• Demonstrate how to adjust the row or column size setting for multiple columns 

or rows using the shortcut menu. 

Caution 

Explain if a column or row is blank, that Autofit will restore the width or 

height to the default setting. 

Align Cell Contents 


• Explain that, by default, text entries are left-aligned and numeric entries are 

right-aligned. 

• Explain that the alignment of entries affects readability, not functionality of 

the data. 

• Explain that text can also be aligned to the top or bottom of the cell.


• Demonstrate how to align text in the cell using the Alignment Group on the 

Home Ribbon. 


Demonstrate how to change the horizontal alignment of data in cells using the 

Alignment Group commands on the Home Ribbon. 

CAUTION 

Remind students that after a worksheet is saved, you can no longer use 

undo to reverse changes. 

Finding and Replacing 

Cell Contents 


• Explain that a worksheet contains more than 65,000 rows and 256 columns. 

• Explain how the Find and Replace option can quickly search a large worksheet 

and replace erroneous data with correct data. 

• Explain that any cell can be selected before opening the Find and Replace 

dialog box. 

• Demonstrate how to enter a search string using the Find tab of the Find and 

Replace dialog box under the Edit Group of the Home Ribbon to search a 

worksheet for information. 

• Demonstrate how to find data and replace it with new data using the Replace 

tab of the Find and Replace dialog box under the Edit Group on the Home 

Ribbon. 

• Explain that a formula can be typed into a search string by choosing formulas 

in the Look In drop down option (click the Options expand button to see the 

Look In box). 

• Explain that data can be searched for by using a search string as well as 

matching the case of the data or matching the entire contents of the cell. 

HOT KEY 

Find and Replace Dialog Box—CTRL + H 

Tech Tip 

Point out that the Find and Replace dialog box can be moved by dragging 

the title bar to another location, making the worksheet area visible. Explain 

that when searching for numeric data, a decimal point must be entered after a 

number to prevent Excel from finding any series that includes the specific numbers 

being searched for. 

Inserting and Deleting Cells, 

Rows, and Columns 


• Explain that new rows or columns can be inserted into a worksheet to insert 

new data, serve as dividers, or enhance the appearance of the worksheet. 

• Explain that inserting a row or column will shift all data up or down, or left or 

right, depending upon the location of the new entry. 

• Demonstrate how to insert a single row or column using the Rows or Columns 

option using the Cells Group on the Home Ribbon. 

• Explain that a range of rows or columns can be inserted using the Cells Group 

on the Home Ribbon. 

• Demonstrate how to insert multiple rows or columns based upon the range 

selected. 

• Explain that new rows inserted are inserted above the selected row. 

• Explain that new columns are inserted to the left of the selected column. 

• Explain that the Insert Options button will appear, in the worksheet area, after 

new rows or columns are inserted. This allows the user to select to retain 

specific formatting or to clear the formatting. 

• Explain that rows and columns are deleted by selected the target row or column 

and choosing Delete from the Cells Group on the Home Ribbon. 

• Demonstrate how to delete a row, column, and cell using the Cells Group on 

the Home Ribbon.



Explain that cells can be deleted by right-clicking on the cell and choosing Delete 

from the shortcut menu. 

Demonstrate how to use the shortcut menu to insert or delete, rows, columns or 

cells. 

Cutting, Copying, Pasting, 

and Clearing Cells 


• Explain that by using the Cut, Copy, and Paste options, data can be moved 

throughout a worksheet without deleting and reentering the data. 

• Explain that cutting data from a cell and pasting it to a new cell is actually 

moving the data. 

• Demonstrate how to cut data from a cell and paste it into a new location using 

the Clipboard Group on the Home Ribbon. 

• Explain that copying data from a cell and pasting into another location actually 

makes a duplicate of the data without affecting the original cell. 

• Demonstrate how to copy data from a cell and paste it in another location 

using the Clipboard Group on the Home Ribbon. 

• Explain that contents can be removed from a cell without removing the cell 

formats. 

• Demonstrate how to clear contents from a cell or range of cells using the 

Clear command in the Edit Group on the Home Ribbon. 

• Explain that formats can be removed from cells without affecting the cell 

data. 

• Demonstrate how to clear formats from a cell without changing the data in 

the cell. 


• Demonstrate how to cut data from a cell and paste it into a new location using 

the shortcut menu. 

• Demonstrate how to cut data from a cell and paste it into a new location by 

right-clicking to view the shortcut menu. 

• Demonstrate how to copy data from a cell and paste it into another location 

using the shortcut menu. 

• Demonstrate how to copy data from a cell and paste it into another location 

by right-clicking to view the shortcut menu. 

HOT KEY 

Cut—CTRL + X 

Copy—CTRL + C 

Paste—CTRL + V 

Tech Tip 

Explain that pressing ESC will cancel the action of cutting data from a cell. 

Using Additional 

Paste Features 

Moving Between Worksheets 


• Explain the Paste options of Excel which will allow special features for cells. 

• Explain that Paste options are available for data that is cut or copied. 

• Explain each option that is available in the Paste drop down option in the 

Clipboard Group on the Home Ribbon. 

• Demonstrate how to use the Paste options when copying data. 

• Demonstrate how to use the Paste options when cutting data. 

• Explain that some of the Paste options are available from the Paste options 

button that appears after data has been pasted into a cell. 


• Remind students of the differences between workbooks and worksheets. 

• Explain that a workbook contains three worksheets by default. 

• Point out that each worksheet is named consecutively in a workbook. 

• Demonstrate to students that clicking on the desired sheet tab will activate 

that worksheet.



Explain that using the tab scrolling buttons on the bottom of the workbook is 

another way to move to other sheets. 

Naming and Saving 

a Workbook 


• Explain that a filename and location should be assigned the first time a workbook 

is saved. 

• Explain that a workbook can be saved with a name up to 255 characters in 

length. 

• Point out that the / \ < > * ? “ | : ; characters may not be used when naming a 

workbook. 

• Demonstrate how to save a workbook. 

• Demonstrate how to create a new folder using the Office Button File Save As 

command. 

• Explain that a workbook can be saved with the same filename by clicking the 

Save button located under the Office Button. 

• Explain that a different file type can be selected in the File Save As dialog box. 

• Demonstrate how to use the Save button on the Quick Access toolbar to save 

a workbook with the same filename in the same location. 

• Demonstrate how to choose a new file type in the File Save As dialog box. 

HOT KEY 

Save—CTRL + S 

Opening a Workbook 


• Explain that the purpose of saving a file is to be able to edit the file at a later 

time. 

• Demonstrate how to retrieve a stored file by using the Open command under 

the Office Button. 


Explain that files may also be opened by double-clicking the filename in the file 

storage location. 

HOT KEY 

Save—CTRL + S 

Renaming a Worksheet 


• Explain that worksheets are named Sheet1, Sheet2, etc. by default, according 

to their location in the workbook. 

• Explain that worksheets should be named appropriately based upon their 

contents. 

• Demonstrate how to double-click the sheet tab and enter the new sheet tab 

name. 

• Explain that the Enter key can be pressed or the student can click elsewhere 

in the worksheet for the new sheet tab name to be accepted. 


Demonstrate how to right-click on the sheet tab and choose Rename from the 

shortcut menu. 

Previewing and Printing 

a Worksheet 


• Explain that viewing a spreadsheet prior to printing it is important to pinpoint 

errors in a worksheet. 

• Demonstrate how to preview a workbook by choosing Print Preview found by 

choosing the Print Command under the Office Button. 

• Point out that clicking anywhere on the preview will toggle the zoom. 

• Explain the buttons in the Print Preview window. 

• Explain that an entire worksheet, a selected range in a worksheet, or an entire 

workbook can be printed. 

• Demonstrate how to print an entire worksheet and a selected range in a


worksheet using the Print dialog box. 


• Demonstrate how to print a worksheet from the Print Preview window. 

HOT KEY 

Print—CTRL + P 

Closing a Workbook 

and Quitting Excel 


• Explain that closing the file and quitting Excel will keep the task bar uncluttered. 

• Explain that closing the workbook window will not close the Excel window. 

• Demonstrate how to close a workbook window by choosing Close found 

under the Office Button. 

• Demonstrate how to close Excel by choosing Exit from the Office Button 

menu list. 


• Demonstrate how to close the Excel window using the Close button on the 

program window. 

Lesson Quiz 

True/False 

1. There are only two methods to start Microsoft Office Excel 2007. 

2. The basic Microsoft Office Excel 2007 window includes seven Ribbon tabs that 

maybe selected to view various command groupings. 

3. A ribbon may be accessed by clicking once on the ribbon tab. 

4. To identify a cell, specify the row number first, followed by the column letter. 

5. The Save option on the Quick Access Toolbar may not be used the first time 

that you save a workbook. 

Multiple Choice 

1. _____ are a collection of worksheets. 

a. Workbooks 

b. Books 

c. Papers 

d. Sheet Group 

2. _____ is the intersection of a column and row. 

a. Row-column 

b. Worksheet box 

c. Column-row 

d. cell 

3. In order access the information on a ribbon, the user must the _____ _____. 

a. Shortcut menu 

b. Start menu 

c. Ribbon Tab 

d. Quick Access Toolbar 

4. Information on each ribbon is organized a collection called a _____. 

a. Family 

b. Group 

c. Segment 

d. Cluster


5. In Excel 2007, numbers are automatically _____ aligned. 

a. Right 

b. Left 

c. Center 

d. Decimal 

Quiz Answers: 

True/False 

1. False, three methods are discussed and two alternative methods 

provided. 

2. False, 10 basic ribbons are available. 

3. True 

4. False, Column letter and row number makeup the cell address. 

5. False, regardless of the method selected to save a file, if it is the first time 

you are saving the workbook, the Save As dialog box will open to enable 

the user to provide a filename. 


1. A (Workbook) 

2. D (Cell) 

3. C (Ribbon Tab) 

4. B (Group) 

5. A (Right) 

Class Projects 

Lesson 1—Exercise 1 

As an accounting office assistant, you are required to assist with departmental 

inventories. Create a workbook in Excel 2007 that can be distributed to the staff. 

Open Excel 2007 using the Start menu and create a new blank workbook. Apply 

the title, Accounting Office Inventory, in cell A1 of sheet1. 

Enter the following information in Sheet1 beginning in cell A3. 

Item Quantity Cost Each Original Order Date 

Notepads 10 .56 5/152010 

Pencils 150 .03 6/1/2010 

DVD-ROM 30 .48 6/1/2010 

CD-ROM 100 .30 6/15/2010 

Enter the following data in the range E3:E7: 

Reorder Quantity 

5 

25 

5 

10 

Save the workbook as lesson1ex1a in the Excel 2010 folder and then close the 

program. Open the file again and rename the sheet1 to Accounting. Create the 

following ranges for the data entered, Item, Quantity, Cost, Date, Reorder. The 

range should include the column heading and the data. Adjust all columns to 

best fit size. Print Preview the worksheet. Save the updated workbook as lesson1ex1bcomplete 

in the Excel 2010 folder and close the program.


Lesson 1—Project 1 

A weekly sales report is distributed for the sales managers in your department. 

Create the following weekly sales report in a new workbook to share with the 

appropriate sales managers. Create a workbook in Excel 2010 that can be distributed 

to the staff. Enter the days by creating a series. 

Company Sales Report 

Name Monday Tuesday Wednesday Thursday Friday 

Abel 289.34 354.36 234.43 376.46 356.38 

Collins 345.65 365.45 209.45 256.45 265.45 

Davis 345.54 387.98 234.45 378.13 401.23 

Jolly 354.34 245.45 245.45 354.46 245.32 

Magni 234.54 342.44 267.23 242.61 265.78 

Nguyen 264.34 434.56 278.54 367.43 345.61 

The report title should be entered in the worksheet at cell A1 on Sheet2. 

Rename Sheet1 to Employee Information, and rename Sheet2 to Week 42 Sales 

Report. 

Save the document with the filename Lesson1project1a in the appropriate storage 

location. Close the document and Excel 2010. 

Reopen the workbook and create the following data on the Employee Information 

sheet of the workbook. In order to save time, copy the employee names 

from the Weekly 42 Sales Report sheet. 

Sales Employee Information 

Employee Name Employee ID Years of Service 

Abel 325 9 

Collins 278 13 

Davis 215 2 

Jolly 344 16 

Magni 903 8 

Nguyen 251 23 

Create the appropriate named ranges for the ID and Years areas. Best fits all columns 

on the Employee Information and Week 42 Sales Report Sheets. Save the 

document with the filename Lesson1project1b in the appropriate storage location. 

Close the document and Excel 2010. 

Video and Training 

Resource Links 

Microsoft Office Online provides online training, demonstrations, and quizzes that 

include detailed explanations, preferred methods, and lesson tutorials for each 

Microsoft Office program. These resources are suggested to engage students in 

hands-on experience, self-paced lesson participation, and lesson reinforcement. 

E-Learning Courses from Microsoft Learning 

Course 10296: Beginner Skills in Microsoft Excel 2010 

Show the class the information for this course and explain that this course is 

designed to help you use the Microsoft Excel 2010 interface, commands, and 

features to present, analyze, and manipulate various types of data. 

Video Basics 

Using the keyboard in Excel 2010 

Show the class the information for this video and explain that the video is intended 

to demonstrate how to ribbon comes with new shortcuts, called Key Tips.


Introduction to the ribbon in Excel 2010 


to demonstrate a short tour of Excel 2010 Ribbons. 

Create a Workbook 


to demonstrate how to create a workbook in Excel 2010. 

Enter and edit data in a worksheet 


to demonstrate how to create a workbook in Excel 2010. 

Enter and edit data in a worksheet 


to demonstrate a quick tour of the backstage view in Microsoft Excel 2010, 

where you can open, save, print, and otherwise manage your fil


Lesson 2: Format a 

Workbook 



Formatting Text 


apply formatting to a worksheet that was created in Microsoft Excel 

2010. The student will learn to edit a worksheet and apply formatting 

attributes to enhance the appearance of the worksheet. 


• Format text 

• Format numeric data 

• Format numbers as currency 

• Use Format Painter 

• Add borders to cells 

• Add shading to cells 

• Use AutoFormat 

• Apply conditional formats 

• Create and apply styles 

• Merge cells 

Explain that Microsoft Excel enables users to format the appearance of a worksheet 

to enhance the readability and presentation of data. Give examples of 

data that may be appropriate for a spreadsheet use and how this data could be 

formatted to enhance its appearance. Explain that student will learn to form text 

and numerical data in Excel. 


• Define font, font size and font style. 

• Explain that altering the font, font size, and font style can add visual interest 

to a worksheet. 

• Demonstrate how to change the font, font size, and font style using the Font 

Group on the Home Ribbon. 

• Demonstrate how to indent entries using the Alignment Group on the Home 

Ribbon. 


• Demonstrate how to change the font, font size, and font style by right-clicking 

on the selection and choosing Format Cells from the shortcut menu. 

HOT KEY 

Format Cells Dialog Box—CTRL + 1 

Formatting Numbers Data 


• Explain the differences in text and numeric data. 

• Point how that formatting a numeric entry as text allows the entry to be 

treated as text even when a number is present in the cell. 

• Demonstrate how to format numeric data as text using the Format Cells 

dialog box. 

HOT KEY 


Formatting Numbers 

as Currency 


• Explain that general format is the default for numeric entries. 

• Explain that numeric entries can be formatted as currency using dollar signs, 

comma separators, and decimal points. 

• Explain that currency style will apply dollar signs, comma separators, and two


• decimal places. 

• Demonstrate how to apply the currency style format using the Format Cells 

dialog box. 

• Explain that percent style will multiply numbers by 100 and display a percent 

sign following the number. 

• Demonstrate how to apply the percent style format using the Format Cells 

dialog box. 

• Explain that the comma style will apply commas between groups of thousands. 

• Demonstrate how to apply the comma style format using the Format Cells 

dialog box. 

• Explain that the Increase Decimal button in the Number Group on the Home 

Ribbon will increase a decimal by one decimal position. 

• Explain that the Decrease Decimal button in the Number Group on the Home 

Ribbon will decrease a decimal by one decimal position. 


• Demonstrate how to apply the currency style format using the Currency Style 

button in the Number Group on the Home Ribbon. 

• Demonstrate how to apply the percent style format using the Percent Style 


• Demonstrate how to apply the comma style format using the Comma Style 


• Explain that the Format Cells dialog box can be located by right-clicking a cell 

selection and choosing Format Cells from the shortcut menu. 

HOT KEY 


Using Format Painter 


• Explain that the Format Painter will copy a format from one area to another 

without altering the data. 

• Explain that the Format Painter will copy the font, font size, font style, font 

color, alignment, indentation, number format, border, and shading. 

• Demonstrate how to using the Format Painter to copy a format from one 

selection to another by clicking the Format Painter button in the Clipboard 



Explain that by double-clicking the Format Painter button in the Clipboard Group 

on the Home Ribbon, formats can be copied to more than one area of the worksheet. 


Ask student to explain situation where the Format Painter would have a lot of 

time in their work. 

Adding Border to Cells 


• Explain that borders will emphasize a specific portion of a worksheet by applying 

various styles and colors of lines around a range of data. 

• Demonstrate how to apply a border to a range of cells using the Border Tab 

in the Format Cells dialog box. 


• Demonstrate how to apply a border to a range of cells using the Borders button 

in the Font Group on the Home Ribbon. 

• Demonstrate how to apply a border to a range of cells by clicking and dragging 

to select cells and altering the border using the Borders button in the 

Font Group on the Home Ribbon.. 

• Demonstrate how to apply a border to a range of cells by right-clicking the 

selection and choosing the Border tab from the Format Cells dialog box.


HOT KEY 


Adding Shading to Cells 


• Explain that applying shading and patterns to a cell or range of cells can draw 

attention to the area. Shading is also a good method for improving readability 

of cells. 

• Demonstrate how to apply shading and patterns to a cell or range of cells using 

the Fill Command in the Font Group on the Home Ribbon. 


• Demonstrate how to apply shading and patterns to a cell or range of cells by 

right-clicking on the selection, clicking Format Cells on the shortcut menu, 

and choosing the Fill tab. 

HOT KEY 


Using Cell Styles 

Creating and Applying Styles 


• Explain that the Cell Styles Command will apply predefined formats to a 

range of cells. 

• Explain that the Cell Styles Command will serve as a time saver in worksheet 

creation. 

• Explain that the Cell Styles Command will automatically apply borders, shading, 

patterns, and font changes to a range of cells. 

• Demonstrate how to apply Cell Styles to a range of cells by choosing the Cell 

Styles drop down from the Style Group on the Home Ribbon. 


• Explain that styles are a defined set of formats that can be applied to cells or 

a range of cells. 

• Explain that styles can be defined by the user and that they facilitate consistency 

in worksheet formats. 

• Demonstrate how to define a new style by entering a new style name and 

modifying the style in the Style dialog box from the Cell Styles drop down 

command in the Styles Group on the Home Ribbon. 


Discuss with students the benefits of creating styles to use on future projects and 

the efficiency of using styles. 

Merging Cells 


• Explain that merging cells will convert multiple cells into one individual cell. 

• Explain that merging cells allows for ease of formatting within the cells. 

• Demonstrate how to merge multiple cells into a single cell using the Merge 

and Center button in the Alignment Group on the Home Ribbon. 

• Demonstrate how to merge cells using the Text Control section of the Alignment 

tab in the Format Cells dialog box. 


Demonstrate how to merge cells by copying a previously merge range using the 

Format Painter from the Home Ribbon. 

HOT KEY 

Format Cells Dialog Box—CTRL + 1



True/False 

1. The Currency style button is located on the Home Ribbon. 

2. Numerical data is automatically right aligned in a cell and there is no way to 

change this. 

3. Formatting a worksheet could possibly change the data on the sheet. 

4. When formatting data, most of the formatting commands are located on the 

Insert Ribbon. 

5. Dates are considered text data so they are automatically left aligned in the cell. 


1. The increase and decrease indent commands are located on the _____ ribbon. 

a. Data 

b. Formulas 

c. Home 

d. Review 

2. The _____ command will join selected cells and center the contents. 

a. Merge and Center 

b. Join 

c. Group 

d. Combine 

3. The _____ command allows for only formatting to be copied from one cell to 

another. 

a. Copy Special 

b. Format Painter 

c. Copy Painter 

d. Paste format 

4. By default, there are _____ date formats that may be applied to a cell. 

a. 17 

b. 12 

c. 5 

d. 7 

5. _____ enhances the readability of a worksheet. 

a. Spell check 

b. Formulas 

c. Formatting 

d. Saving 

Quiz Answers: 

True/False 

1. True 

2. False, the data may be formatted as text. 

3. False, formatting changes the look of the sheet data. 

4. False, most of the commonly used formatting tools are located on the 

Home Ribbon. 

5. False, dates are numerical data and will be right aligned by default.



1. C (Home) 

2. A (Merge and Center) 

3. B (Format Painter) 

4. A (17) 

5. C ( Formatting) 



You are volunteering, at a local youth center, to teach some of the older youth 

how to balance their checkbook. To prepare for the lesson, create a new workbook 

in Excel 2010, and enter the following data. 

Checkbook Analysis 

Item Dobbs Maxwell Penn Rosetti 

Beginning 

Balance 2894.28 1342.98 7624.13 1468.29 

Check 348.36 1782.96 2356.45 782.19 

Deposits 209.24 1876.45 2892.67 732.41 

Ending Balance 

Merge and center and format the worksheet title to bold, 14-point font. 

Best fit column A, format cell A3 to bold, 12-point font. To save time use the 

Format Painter to copy the format of cell A3 to cells B3:E3. Next apply an indent 

to the data in the Items column and format all numeric data to currency style with 

two decimal places. 

To enhance the readability of all columns right-align the column heading and apply 

the border of your choice around cells A3:E7. Next fill the border area with a 

light shade of your choice. 

Apply a black, double, bottom border to cells A6:E6. 

Save the updated workbook as lesson2ex1a in the Excel 2010 folder and close the 

program. Using the same workbook, apply an AutoFormat to cells A3:E7. 

Save the workbook as lesson2ex1b in the Excel 2010 folder on your network drive. 

Using the same file, select cells A3:E7, and clear the formats in this area. Select 

the area A3:E7, and create a new style named lesson2ex1 with the following formats: 

+ font = 12 point, bold 

+ border = dark green outline 

+ shading = light yellow 

Save the workbook as lesson2ex1c in the Excel 2010 folder. Close the workbook 

and Excel. 


Open the workbook Lesson2Project1 and make the following modifications to the 

workbook. 

• Format the row 3 headings to 12 point, bold, center-aligned font. 

• Resize the columns to provide readability. 

• Insert a new row above row 12. 

• Apply a double, black border above row 12. 

• Apply a red, thick border around cells A3:B3. 

• Apply a thick, black border below row 13. 

• Apply a light shading of your choice to A13:B13. 

• Format the worksheet title to bold, 12-point font. 

• Merge and center the worksheet title over the data. 

• Save the workbook as Lesson2Project1a.


• AutoFormat the worksheet to the Accent 4 60% style. 

• Save the workbook as Lesson2Project1b. 

• Clear formats in the worksheet area. 

• Create a style to using any formats that you choose, and name the style 

project3. 

• Save the workbook as Lesson2Project1c. 

• Close Excel. 












Video Basics 

Format numbers in a worksheet 


to demonstrate how to quickly enter and edit data in a worksheet.


Lesson 3: Format a 

Worksheet for 

Printing 



Adding a Header and Footer 

Changing Margins 


format a worksheet for printing in Microsoft Excel 2010. The student 

will learn to apply specific formats to a worksheet that will enhance 

the appearance of the hard copy. 


• Add a header and footer to a worksheet 

• Change margins and center a worksheet 

• Change the orientation and the scale of a worksheet 

• Add and delete page breaks 

• Set and delete page breaks 

• Set other print options 

• Magnify and shrink a worksheet on-screen 

• Hide and unhide rows and columns 

Explain that Microsoft Excel enables users to format the appearance of a worksheet 

to enhance the printed hard copy. Give examples of data that required 

a printed hardcopy. Explain that student will learn to adjust margins, headers, 

footers and various breaks in the hard copy. Also point out that section of the 

worksheet may be hidden, allowing only the desired area to be visible on the 

hard copy. 


• Define the terms header and footer. 

• Explain that you can create custom headers and footers or use predefined 

headers and footers. 

• Demonstrate how to create predefined and custom headers and footers from 

the Header and Footer Command in the Text Group on the Insert Ribbon. 


• Explain the term margin. 

• Explain that default margins are .75 inch at the top and bottom and 0.70 inch 

left and right. 

• Demonstrate how to change the page margins using the Page Setup Group 

from Page Layout Tab. 


Demonstrate how to change page margins using the Page Setup Dialog box accessed 

through the Print Preview window. 

Centering a Worksheet 


• Explain that the worksheet may be centered both vertically and horizontally 

on the hard copy. 

• Demonstrate how to change page margins using the Page Setup Dialog box 

accessed by choose the Custom Margins option on the Margins drop down in 

the Page Setup Group. 


Demonstrate how to center the worksheet on the page using the Page Setup 

Dialog box accessed through the Print Preview window. 

Changing the Orientation 

and Scale 

• Instructors should do the following: 

• Explain that printing all information on one page increases readability. 

• Explain that orientation and scale of a worksheet allow the user to control the 

print direction and printed size of the worksheet.


• Explain the difference between landscape and portrait print orientation. 

• Demonstrate how to change the print orientation using the Page Setup 

Group on the Page Layout Ribbon. 

• Explain how to scale the worksheet to print on one page or on multiple 

pages. 

• Demonstrate how to change the print scale using the Scale to Fit Group on 

the Page Layout Ribbon. 


Demonstrate how to locate the Page Setup dialog box from the Print Preview 

window. 

Demonstrate how to change the print scale using the Page Setup dialog box. 

Adding and Deleting 

Page Breaks 

Setting and Clearing 

a Print Area 


• Explain the concept of automatic and manual page breaks. 

• Explain that page breaks allow the user to organize the worksheet in a desired 

manner. 

• Demonstrate how to create a manual page break from the Page Layout Ribbon. 

• Demonstrate how to remove a manual page break by selecting the cell 

directly below the manual break and choosing Remove Page Break from the 

Breaks drop down box in the Page Setup Group. 


• Explain that defining a print area will allow the user to control the portion of 

a worksheet that prints. 

• Demonstrate how to set a print area by selecting the range of cells to print 

and choosing Print Area on the Page Layout Ribbon. 

• Demonstrate how to change a print area by selecting a new range of cells to 

print and choosing Print Area on the Page Layout Ribbon. 

• Demonstrate how to remove the print area by selecting the Print Area drop 

down on the Page Layout Ribbon and then choosing Clear Print Area. 


Demonstrate how to print a specific section of a worksheet by selecting the range 

of cells to print and choosing Print under the Office Button. Then choose Selection 

from the Print What area of the Print dialog box. 

Setting Other Print Options 


• Explain that printing the headings for rows and columns on each page means 

the reader won’t need to flip to the first page to check which row or column 

the information is located. 

• Demonstrate how to create print titles for rows and columns using the Print 

Titles command in the Page Setup Group on the Page Layout Ribbon. 

• Explain that altering the print quality of a worksheet can help conserve toner 

or ink. 

• Demonstrate how to alter the print quality by choosing the desired quality 

from the Print Shortcut tab in the Page Setup dialog box. Then change the 

Print Quality to Fast Draft. 


Discuss with student how using the Fast Draft print quality can save money by 

conserving toner or ink. Some students may not be aware of the price of these 

products. 

Magnifying and Shrinking 

a Worksheet 


• Explain that in some cases it is helpful to magnify or shrink the worksheet 

view to get a clear picture of the data. 

• Demonstrate how to magnify or shrink the worksheet view using the Zoom 

Group on the View Ribbon. 

• Explain to student that magnifying and shrinking does not affect the print 

settings of the worksheet.



Demonstrate how to using the zoom controls on the bottom right corner of the 

worksheet window to magnify or shrink the worksheet view. 

Hide and Unhide Rows 

and Columns 


• Explain that necessity of hiding rows and columns for readability or printing 

purposes. 

• Explain that hiding rows or columns does not delete the data. 

• Demonstrate how to hide and unhide rows or columns using the Format 

Command in the Cells Group on the Home Ribbon. 


Demonstrate how to hide and unhide rows or columns by right clicking on the 

row or column to be altered and choosing the hide/unhide options on the shortcut 

menu. 


True/False 

1. Hiding worksheet data will delete the data. 

2. By default all areas of the worksheet will print. 

3. Once a page break is inserted, it cannot be removed. 

4. Print titles are an excellent way to include titles or column headings on all 

pages that are printed. 

5. Footers will be printed immediately below the last line of data on the work 

sheet. 


1. The quickest method to hide a column or row in a worksheet it to select 

the column or row and choose hide from _____. 

a. The review ribbon 

b. The quick access toolbar 

c. Shortcut menu 

d. Popup menu 

2. The _____ is the space between the page content and the edges of the paper. 

a. headers 

b. margin 

c. footer 

d. white space 

3. The _____ command allows information to repeat on each printed page. 

a. header 

b. footer 

c. print area 

d. print titles 

4. Page breaks may be manually inserted using the breaks command on the _____ 

ribbon. 

a. Page Layout 

b. Insert 

c. Home 

d. View


5. An entire worksheet may be hidden by choosing hide on the _____. 

a. Sheet tab shortcut menu 

b. Home ribbon 

c. Print Layout Ribbon 

d. View Ribbon 

Quiz Answers: 

True/False 

1. False, the information can be simply unhidden. 

2. True 

3. False, select any cell below or to the right of the page break to remove it. 

4. True 

5. False, a footer is printed in the bottom margin of the printed page. 


1. C (Shortcut menu) 

2. B (margin) 

3. C (Print Titles) 

4. A (Page Layout) 

5. A (sheet tab shortcut menu ) 



You are returning for an additional volunteer session, at the local youth center. 

This trip you will check in with the students who attended your previous training 

session on balancing their checkbook. To prepare for the lesson, you have decided 

to enhance the handout that you used before. Open the workbook lesson3ex1 

from the student data files and make the following modifications. 

• Apply a custom header with your name, centered. 

• Apply a custom footer with the date right aligned and the filename left 

aligned. 

• Change the left and right page margins to 1.25 inches. 

• Center the worksheet vertically and horizontally on the page. 

• Change the page orientation to landscape. 

• Insert a manual page break after row 7. 

• Save file as lesson3ex1a in a new folder named Excel 2010 folder. 

• Remove the manual page break. 

• Insert a manual page break after row 9. 

• Print preview the worksheet to ensure accuracy. 

• Save the workbook as lesson3ex1b in a new folder named Excel 2010 folder. 

• Using the same workbook, set the print area to A1:E7. 

• Set cells A1:E3 to repeat on all pages. 

• Print preview the worksheet and ensure that meets the above requirements. 

• Save the workbook as lesson3ex1c in the Excel 2010 folder. 



This semester you are interning as a student assistant. The instructor routinely 

presents grade reports to the students and has asked you to create the grade 

report spreadsheet. Open the workbook lesson3project1 from the student data 

files and make the following modifications. 

• Best fit the columns in the worksheet for better readability.


• Bold and center-align the column headings. 

• Format the worksheet title to 12 point, bold font. 

• Merge and center the worksheet title. 

• Apply a centered custom header to the worksheet that includes the date. 

• Apply a right-aligned custom footer to the worksheet that includes your 

name. 

• Center the worksheet vertically and horizontally on the page. 

• Set the page margins to 1 inch. 

• Apply a page break between rows 11 and 12. 

• Set the worksheet title to repeat on all pages. 

• Print preview the worksheet. 

• Save the workbook as Lesson3Project1 in the Excel 2010 folder. 







Video Basics 

Print a Worksheet 


to demonstrate how to print a worksheet in Excel 2010.


Lesson 4: Working 

with Multiple 

Workbooks 



work with an entire workbook in Microsoft Excel 2010. The student 

will learn to move between workbooks and worksheets, copy, move, 

freeze areas of a worksheet, insert and delete worksheets in a workbook 

as well as apply filters to data within the worksheet. 


• Freeze and unfreeze rows and columns 

• Move between worksheets in a workbook 

• Copy and move worksheets in a workbook 

• Insert and delete worksheets in a workbook 

• Sort data 

• Apply filters to data 


Freeze and Unfreeze 

Rows and Columns 

Explain that Microsoft Excel enables users to create multiple worksheets within 

a workbook. This feature allows for similar data to be grouped together. Give 

examples of data that would be appropriately grouped together in a workbook. 

Explain that student will learn to move, insert, delete, and copy worksheets within 

a workbook. Describe the benefit of being able to freeze areas of a worksheet to 

enhance data readability. Also point out that the ability to sort and filter data in a 

workbook allows for appropriately organized data to be presented to the user. 


• Explain that freezing rows and columns allows the user easily view information 

while seeing row or column headers. 

• Demonstrate how to freeze a row and a column using Freeze Panes command 

on the View Ribbon. 

• Demonstrate how to unfreeze a row and a column using the Freeze Panes 

command on the View Ribbon. 

Tech Tip 

Explain that the unfreeze panes option if only visible when a pane 

is frozen. 

Managing Worksheets 

in a Workbook 


• Explain that storing related worksheets in a single workbook increases organization 

and productivity. 

• Demonstrate how to move easily between worksheets in a workbook by 

clicking the worksheet tab that appears at the bottom of the worksheet directly 

above the status bar. 

• Demonstrate how to move between worksheets in a workbook using the 

worksheet tab scrolling buttons located on the bottom left side of the workbook. 

• Explain that worksheets can be moved or copied within the workbook, rather 

than rebuilding the worksheet from scratch. 

• Demonstrate how to move a worksheet within a workbook by dragging the 

sheet tab to a new location within the workbook. 

• Demonstrate how to copy an entire worksheet and paste the information to a 

new sheet within the same workbook. 

• Point out that there are three easy methods to copy worksheets in a workbook. 

• Demonstrate how to copy an entire worksheet and paste the information to 

overwrite data in an existing worksheet within the same workbook. 

• Explain that worksheets may be inserted into a workbook rather than creating 

a new workbook.


• Demonstrate how to insert a new worksheet into a workbook using the insert 

worksheet tab that appears on the right of the worksheet tabs or by rightclicking 

on any sheet tab and selecting insert for the shortcut menu. 

• Demonstrate how to delete a worksheet from a workbook by right-clicking 

on the sheet tab and selecting delete for the shortcut menu. 

Sorting Data 

Filtering Data 


HOT KEY 

Insert Worksheet—Shift + F11 


• Explain that sorting data allows the user to control the order in which the 

data is presented in the worksheet. 

• Explain the difference between sorting data in ascending and descending 

orders. 

• Explain that a sort key is the item that is being sorted. 

• Demonstrate how to sort data in ascending or descending orders using the 

Sort & Filter Command located in the Editing Group on the Home Ribbon. 

• Demonstrate how to undo a sort using the Undo command on the Quick Access 

Toolbar. 

• Demonstrate how to sort data using the Sort command on the shortcut 

menu. 


• Explain that filtering data allows the user to display only data that meets specific 

criteria that is set in the filter. 

• Demonstrate how to filter data using the Sort & Filter Command located in 

the Editing Group on the Home Ribbon. 

• Demonstrate how to filter multiple data items using the Sort & Filter Command 

located in the Editing Group on the Home Ribbon. 

• Demonstrate how to apply a custom filter using the Sort & Filter Command 

located in the Editing Group on the Home Ribbon. 

True/False 

1. The only way to copy a worksheet in a workbook it to use the copy command 

on the shortcut menu. 

2. The quickest way to insert a new worksheet into a workbook is to use the insert 

worksheet tab located to the right of the sheet tabs. 

3. Once a new sheet is inserted into a workbook, it must remain in the location 

that it was inserted. 

4. Freezing areas in a worksheet is only used to enhance the readability of the 

worksheet data. 

5. Worksheet names may not exceed 31 characters. 


1. Which of the following is NOT an appropriate worksheet tab name? 

a. Employees 

b. Staff Information 

c. Employee and Staff Information Sheet 

d. Employee Information 

2. When the insert worksheet command is selected, where is the new 

sheet inserted? 

a. To the left of all sheets 

b. To the right of all sheets 

c. In the middle of all sheets 

d. This command is not available


3. Which of the following is NOT a freeze panes option? 

a. Freeze panes 

b. Freeze current area 

c. Freeze top row 

d. Freeze first column 

4. When sorting numerical data in ascending order, how will the data be sorted? 

a. Smallest number to largest number 

b. Largest number to smallest number 

c. Numbers cannot be sorted ascending 

d. Only numerical order is an option 

5. _____ temporarily hides records that do not meet a specific criterion. 

a. Sorting 

b. Custom sort 

c. Conditional formatting 

d. Filtering data 

Quiz Answers: 

True/False 

1. False, there are three methods to copy a worksheet. 

2. True 

3. False, any sheet may be moved. 

4. True 

5. True 


1. C (Employee and Staff Information Sheet) 

2. B (to the right of all sheets) 

3. B (Freeze current area) 

4. A (smallest number to largest number) 

5. D (filtering data ) 



• As assistant to the sales manager for XYZ Products, you are asked to create 

a spreadsheet that will be used to present sales employee data to the sales 

manager. Open the lesson4ex1 student data file in Excel 2010, and complete 

the following: 

• Freeze Row 3 and Column A of the worksheet. 

• Delete Sheet2 and Sheet3 in the workbook. 

• Rename Sheet1 to Salary Data. 

• Create a copy of the Salary Data Sheet and move it to the right. 

• Rename the rename Sheet2 to Sales Data. 

• Delete the column on the Sales Data Sheet for Weekly Salary. 

• Rename the column C heading to Weekly Sales. 

• Sort the salary amount from highest to lowest month on the Weekly Salary 

sheet. 

• Create a custom filter to show any salary on the Weekly Salary sheet over 

$500. 

• Save the file as Lesson4ex1a in the Excel 2010 folder. 

• Remove the filter. 

• Format all sales on the Weekly Salary sheet to display as currency. 

• Save the file as Lesson4exb1 in the Excel 2010 folder. 

• Close Excel.


Project 4—Exercise 1 



You were recently selected as the Economics department work study student assistant. 

The professor that you are assisting has created a basic worksheet to use 

for sharing all grades with the students. 

Open the workbook Lesson4Project 1 and make the following modifications: 

• Merge and center the sheet title for increase readability. 

• Freeze appropriate areas so that column and row headings are visible as data 

increases. 

• Copy the data from Sheet1 to Sheet2. 

• Delete the score column on sheet2. 

• On sheet2, rename column B to be Student ID #. 

• Move Sheet2 to the left of sheet1. 

• Rename sheet2 to Student Information. 

• Rename Sheet1 to Student Scores. 

• Sort the grades is ascending order. 


• Close the program. 










Video Basics 

Sort data 


to demonstrate how to sort data in a worksheet. 

Filter data by using an Autofilter 


to demonstrate how to see just the data you want by applying an AutoFilter. 

Freeze and Unfreeze rows and columns 


to demonstrate how to freeze specific rows and columns in a spreadsheet



with Formulas 

and Functions 



work with formulas and functions in Microsoft Excel 2010. The student 

will learn to apply build formulas and apply functions to summarize 

data in a worksheet. 


• Build formulas 

• Copy formulas 

• Use absolute and relative cell references 

• Edit formulas 

• Use the SUM function and AutoSum 

• Insert Date functions 

• Using conditional logic in a formula 

• Understand basic statistical functions 

• Work with three-dimensional formulas 


Building Formulas 

Copying Formulas 

Explain that Microsoft Excel enables users to build formulas and functions to give 

a clear overall picture of the data that they wish to summarize. Give examples of 

data that would be best explained through a formula or function. Explain that 

student will learn to build formulas, apply default functions to information, reference 

cells using various methods, and apply conditional logic to data. 


• Define the terms formula and cell reference. 

• Explain the mathematical operators used in Excel. 

• Discuss the order of operations in mathematics. 

• Explain that the order of operations can be overridden by adding parentheses 

to a specific portion of a formula. 

• Point out that all formulas must begin with either an equal sign or an addition 

sign. 

• Point out the location of the Formula Bar, and explain its uses. 

• Demonstrate how to manually enter a formula into a worksheet cell. 

• Explain that cell addresses can be entered in either upper or lower case. 

• Demonstrate how to enter a formula using the point and click method. 

• Demonstrate how to enter a formula that begins with both the equal sign 

and the addition sign. 


• Explain that copying formulas prevents repeated entry of the same formula. 

• Explain that most formulas contain relative references that will automatically 

adjust to the pasted area. 

• Demonstrate how to copy a formula in a single cell and paste that formula to 

a new location using the Clipboard Group on the Home Ribbon. 

• Demonstrate how to use the fill handle to copy a formula to multiple cells. 


Demonstrate how to copy a formula in a single cell and paste that formula to a 

new location using the shortcut menu and keyboard shortcut keys. 

HOT KEY 

Copy—CTRL + C 

Paste—CTRL + V


Working with Cell 

References 


• Define the terms relative cell references and absolute cell references. 

• Demonstrate how to create a formula using absolute row references. 

• Demonstrate how to create a formula using absolute column references. 

• Demonstrate how to create a formula using absolute cell references. 

• Demonstrate how to copy a formula that contains an absolute cell reference. 


Demonstrate how to create a formula using the F4 key to create absolute cell 

references. 

HOT KEY 

Toggle Absolute Reference—F4 

Editing Formulas 


• Explain that formulas can be edited at any time after the formula is created. 

• Demonstrate how to edit a formula by double clicking the cell and making 

changes directly in the cell. 


Demonstrate how to edit a formula by clicking on the cell and making the edits in 

the Formula Bar. 

HOT KEY 

Edit Mode—F2 

Exploring Functions 


• Define the terms function, function name, and argument. 

• Demonstrate how to manually enter a function into a cell. 

• Demonstrate how to create a formula using a function from the Insert Function 

button on the Formula Bar. 

• Demonstrate how to use various types of functions found in the Insert Function 

dialog box. 

• Explain the AutoSum feature. 

• Demonstrate how to create a formula using the AutoSum button in the Editing 


• Demonstrate how to copy a formula that was created using the AutoSum 

button. 

• Demonstrate how to create a date and time formula using the NOW function. 

• Demonstrate how to create a date and time formula using the TODAY function. 

• Demonstrate how to create a date formula using the Date function from the 

Insert Function button on the Formula Bar. 

• Explain that the date and time functions are based upon the computer system’s 

date and time. 

• Explain that dates are more useful as formulas rather than as constants. 

• Explain the basic statistical functions of SUM, AVERAGE, COUNT, MIN, and 

MAX. 

• Demonstrate how to manually create a formula using the basic statistical 

functions. 


Demonstrate how to create a formula using the More Functions option under the 

Sum Command in the Editing Group. 

HOT KEY 

Insert Sum Function—ALT + = 

Using Logic in Formulas 


• Define a logical function and comparison operators. 

• Explain how the IF function returns values based on true or false results from


• a logical test. 

• Demonstrate how to create a formula using the If function. 

• Point out how the comparison operator is used in the function. 

• Demonstrate how to nest other functions with a logical function. 


Demonstrate various situations where a logical function can be beneficial. 

Creating a Three-Dimensional 

Formula 



• Explain the concept of three-dimensional functions and how they allow for 

formulas to access data in other worksheets or workbooks. 

• Demonstrate how to create a three-dimensional formula using values from 

several worksheets within the same workbook. 

• Demonstrate how to create a three-dimensional formula using values from 

several different workbooks. 

True/False 

1. The arithmetic operator, *, instructs Excel to perform a division operation. 

2. In Excel 2007, fixed references are referred to as relative references. 

3. The = (equal) symbol is used to signify the beginning of a formula. 

4. When then a small black square in the lower-right corner of the cell appears, 

information may be filled using the fill handle. 

5. The If function is considered a financial function. 


1. If the year 35 is entered into a worksheet, Excel automatically changes it to the 

four-digit year of _____. 

a. 1735 

b. 1935 

c. 2035 

d. 2135 

2. All of the following are Excel arithmetic operators except _____. 

a. ^ 

b. * 

c. % 

d. > 

3. Each time a value is entered into the worksheet, Excel automatically ____ 

formulas. 

a. Includes the number in 

b. Recalculates old 

c. Recalculates new 

d. Recalculates all 

4. Which button on the Home Ribbon will allow additional decimal spaces to be 

displayed? 

a. alignment 

b. increase decimal 

c. comma (,) style 

d. currency style


5. Which symbol is displayed throughout a cell when there is not enough width to 

accommodate the entry? 

a. # 

b. * 

c. + 

d. & 

Quiz Answers: 

True/False 

1. False, the / (forward slash) is the division operator 

2. False, absolute references are fixed references. 

3. True 

4. True 

5. False, The IF function is a logical function. 


1. B (1935) 

2. D (>) 

3. D (Recalculate All) 

4. B (increase decimal) 

5. A (# ) 



As an office clerk in the human resources department, you are asked to update a 

spreadsheet that will be used to present employee data for an upcoming audit. 

Open the lesson5ex1 student data file in Excel 2010, and complete the following: 

• Format the worksheet to enhanced readability. 

• Create formulas to calculate the average age, weekly salary and bonus percentage 

of each employee. 

• Create formula to calculate the maximum age, weekly salary and bonus percentage 

of each employee. 

• Create a formula to calculate the Bonus amount that an employee would 

receive if they meet their weekly sales goal. 

• Below is the percentage of salary amount that each employee must sell to 

receive the weekly bonus. 

Bill Cole 548 

Gloria Doer 516 

Eric Erwin 511 

Mitchell Harms 489 

Pattie Hovey 496 

Lauren Huang 476 

David Mott 474 

Wanda Shas 493


• Below is the sales amount that each employee has sold this week. 

Bill Cole 548 

Gloria Doer 516 

Eric Erwin 511 

Mitchell Harms 489 

Pattie Hovey 496 

Lauren Huang 476 

David Mott 474 

Wanda Shas 493 

• Calculate this percentage and create a conditional formula to determine the 

employee receives a salary bonus. 

• Save the workbook as lesson5ex1 in the Excel 2010 folder. 



As an office clerk for the sales department, you are asked to update a spreadsheet 

that will be used to present sales person data for the management staff 

meeting. Open the lesson5project1 student data file in Excel 2010, and complete 

the following: 



• Enter the row heading Totals in cell A9, and calculate column totals in cells B9 

and C9 for the employee sheets. 

• Insert a new worksheet name Grand Total. 

• Create the worksheet to display Grand Total cells for each day. 

• Using three-dimensional formulas, calculate the weekly total for all employees 

on the Grand Total sheet. 

• On each employee sheet, calculate a daily total that combines the regular 

sale item with the bonus sale item. 

• On the report total sheet, calculate the weekly average for each employee 

using a three-dimensional formula. 

• Format all values on all sheets as currency to two decimal places with no 

symbol. 

• In cell A2 of the report totals sheet, use a formula to insert the current date. 


• Close Microsoft Excel. 






Course 5426: Performing Calculations on Data in Microsoft® Office Excel® 

2007 

Show the class the information for this course and explain that this course is a 

part of a series of courses that cover how to perform calculations on data using 

Microsoft® Office Excel® 2007. 

Video Basics 

Enter a simple formula 

Show the class the information for this video and explain that the video demonstrates 

how to enter simple formulas to add and subtract numbers. 

Count cells in Excel 


how to count cells in a range or table.


Add and subtract numbers 


how to do simple addition and subtraction in a worksheet. 

Fix broken formulas 


how to fix broken formulas and how to avoid common errors when you 

build them. 

Add or subtract units of time 


how to add or subtract units of time in Excel. 

Move and copy a formula 


Moving and copying a formula in Excel is simple. 

Use functions in formulas 


how to harness the power of Excel by using worksheet functions in your 

formulas. 

Changes made to functions 


what’s new and improved in the functions area. 

Find and fix circular references 


how to find and fix formulas that contain circular references.



with Charts and 

Graphics 



Creating Charts 

Moving and Resizing Charts 

Modifying Chart Titles and 

Adding Axis Labels 


charts to present data in Microsoft Excel 2010. The student will learn to 

apply create and modify various type of charts. 


• Create charts 

• Move, resize, and delete charts 

• Modify chart titles 

• Move and format chart elements 

• Change chart types and organize source data 

• Update data and format the axes 

• Add gridlines and arrows 

• Using Illustrations 

• Preview and print charts 

Explain that Microsoft Excel enables users to create pictorial representations of 

data using charts. Give examples of data that is appropriate for a chart. Explain 

that student will learn to create and edit various type of charts in Excel. 


• Discuss each type of chart, and explain the differences in the appearance of 

the data. 

• Point out that the most common type of charts that are used include the 

column, bar, and pie charts. 

• Explain how to select the appropriate data for a chart, and point out that 

totals are not typically used in a chart. 

• Explain that Excel will easily create charts based on selected data. 

• Demonstrate how to create a chart using the Chart Group on the Insert Ribbon. 

• Guide students through the four of creating a chart. 

• Point out that charts are either created as embedded charts in a worksheet or 

as separate chart sheets. 


• Explain that charts can be moved or resized. 

• Point out that many charts are placed immediately below the data that it 

summarizes to improve readability. 

• Explain that the chart must be selected to gain access to the Chart Tools Ribbons 

which allow for chart editing. 

• Demonstrate how to select the chart by pointing out the chart area. 

• Demonstrate how to drag the chart area to a new location within the worksheet. 

• Demonstrate how to resize the chart area by dragging the chart sizing 

handles. 

• Demonstrate how to delete a chart by selecting the chart area and pressing 

the delete key. 

• Demonstrate how to undo the deletion of a chart by choosing the Undo button 

on the Quick Access Toolbar. 


• Explain that titles and labels in a chart can make the charted data more 

meaningful to the user. 

• Define the term legend. 

• Point out that the legend is a means of identifying data.


• Explain that titles provide users with a method for understanding the source 

of the data. 

• Demonstrate how to insert labels and titles by selecting the chart area and 

choosing appropriate option from the Labels Group in the Chart Tools Ribbons 

(available only when a chart is open). 

• Demonstrate how to change the legend using the Legend Command from 

the Labels Group in the Chart Tools Ribbons (available only when a chart is 

open). 


• Another method for applying labels is to right-click the chart area and 

choose Data Labels from the shortcut menu. 

Moving and Formatting 

Chart Elements 

Changing the Chart Type and 

Organizing the Source Data 

Updating Data and 

Formatting the Axes 


• Explain that formatting a chart and moving various elements in the chart can 

improve readability of the data. 

• Demonstrate how to reposition the legend by selecting the chart area and 

dragging the legend to a new location. 

• Demonstrate how to change the format of the legend using from the Chart 

Tools Format Ribbon (available only when a chart is open). 

• Demonstrate how to reposition a label or title by clicking the item and dragging 

it to a new location within the chart area. 

• Demonstrate how to change the format of title and labels by right-clicking on 

the item and choosing Format Chart title from the shortcut menu. 


• Another method for repositioning the legend is to select the chart area and 

choosing the Legend Command on the Chart Tools Layout tab. 

• Demonstrate an alternative method for formatting a legend by right-clicking 

on the legend and choosing Format Legend from the shortcut menu. 

• Demonstrate another method used to format a title by selecting the title or 

label and choosing Format Chart Title or Format Data Label from the shortcut 

menu. 


• Explain that there are a wide variety of data types, and some represent various 

types of data better than others. 

• Discuss the various types of charts. 

• Explain that source data is the data that actually is represented in the charted 

area. 

• Point out that the chart type can be switched to any type of chart. 

• Demonstrate changing the chart type by selecting the chart area and choosing 

the Chart Tools Layout Ribbon. 

• Demonstrate the same data represented by at least three different types of 

charts. 

• Point out that changing the way the source data is organized can affect the 

layout and representation of the chart. 

• Demonstrate how to reorganize the source data by right-clicking on the chart 

area and choosing the Chart Tools Design Ribbon. 


• An alternative method for changing the chart type is to select the chart area 

and right-clicking and choosing Change Chart Type from the shortcut menu. 

• Point out that an alternative to changing the organization of the source data 

is to choose the chart area and choose Select Data from the shortcut menu. 


• Explain that data in the chart will automatically update to match the updates 

in the worksheet. 

• Define the terms category and value axis.


• Explain that the axis scale can be modified to better suit the data used in the 

chart. 

• Demonstrate how to scale the axis by right-clicking and choosing the Format 

Axis dialog box from the shortcut menu. 


Demonstrate how to scale the axis by choosing the Axes Option from the Chart 

Tool Design Ribbon. 

Adding Gridline and Arrows 

Previewing and 

Printing Charts 


• Explain that gridlines and arrows help to identify the data in the chart. 

• Demonstrate how to add horizontal gridlines by selecting the chart area and 

choosing Gridlines from the Chart Tools Layout Ribbon. 

• Demonstrate how to turn off gridlines using the Chart Tools Layout Ribbon. 

• Demonstrate how to add arrows to a chart using the Shapes Command on 

the Chart Tools Layout Ribbon. 

• Demonstrate how to remove arrows by selecting the arrow and pressing the 

Delete key on the keyboard. 


• Explain that previewing a chart prior to printing it will help identify problems 

in the data or chart. 

• Explain that an embedded chart can be printed without printing the entire 

worksheet. 

• Demonstrate how to preview an embedded chart by clicking on the chart 

area and choosing Print Preview from the Print command under the Office 

Button. 

• Demonstrate how to preview a chart sheet by selecting the chart sheet and 

choosing Print Preview from the Print Command under the Office Button. 

HOT KEY 

Print—CTRL + P 


True/False 

1. The chart area is a rectangular area that contains the charts and other chart 

elements. 

2. Charts may not be resized once they are created. 

3. The line chart is considered the most commonly used chart type. 

4. Chart pages are entire sheets that contain only chart information. 

5. Data labels are used in charts to associate data values with the charted infor 

mation. 


1. Which of the following is not a component of a data series? 

a. Series name 

b. Series labels 

c. Series values 

d. Category values 

2. _____ is a graphical representation of a set of data. 

a. picture 

b. label 

c. chart 

d. diagram


3. Which of the following is not an Excel Chart type? 

a. Column 

b. Line 

c. Row 

d. Pie 

4. _____ is a chart this is display on the same worksheet as the source data. 

a. Included Chart 

b. Employed Chart 

c. Inserted Chart 

d. Embedded Chart 

5. _____ is an area that labels the data used in a chart. 

a. Legend 

b. Definition 

c. Map 

d. Appendix 

Quiz Answers: 

True/False 

1. True 

2. False, charts may be resized at any time. 

3. False, the column chart or pie chart 

4. False, chart sheet. 

5. True 


1. B (series labels) 

2. C (chart) 

3. C (Row) 

4. D (Embedded Chart) 

5. A (Legend ) 



As an office clerk for the sales department, you are asked to update a spreadsheet 

that will be used to present sales person data for the management staff 

meeting. The management is considering salary increase for the sales personnel 

and would like to review the data once more before rendering a final decision. 

Open the lesson6ex1 student data file in Excel 2010, and complete the following: 

• Create a chart using the Name and Weekly Salary data fields. 

• Select for the chart to be 3-D Clustered Column. 

• Enter the chart title ABC Manufacturing 2010 Employee Salary and the x-axis 

title Employees. 

• Select for the on a new sheet. 

• On the chart sheet, click and drag the chart area to the center position of the 

sheet. 

• Move the legend to the bottom of the sheet. 

• Change the chart legend to major units of $50. 

• Add an arrow and text box to the column for Pattie Hovey pointing out that 

she has the highest salary. 

• Rename the Chart Sheet to Chart. 

• Save the workbook as lesson6ex1a in a new folder named Excel 2010 folder. 

• Change the chart type to a 3-D Bar chart.


• Change the number format on the scale to general number with zero decimal 

places. 

• Rotate the Axis titles. 

• Changes the bar fill color to red. 

• Remove the arrow that was used in the 3-D column chart. 

• Change the gridlines to minor value axis gridlines. 

• Change the salary on Employee Information Sheet for Bill Cole to 452.97. 

• Print preview the chart sheet. 

• Save the workbook as lesson6ex1b in the folder named Excel 2010 folder. 



You have decided to work an addition semester as the Economics department 

work study student assistant. The professor that you are assisting was extremely 

impress with your previous test score worksheet and would like to have you 

create a chart so that he may easily compare student data. Open the workbook 

lesson6project1 and complete the following: 

• Use all data except the average, and create a line chart as a chart sheet with 

the title Class Test Scores. 

• Change the scale to have a maximum unit of 100, minimum unit of 60, and 

major unit of 10. 

• Remove the legend, and format the alignment of the student names to be at 

a 45 degree angle. 

• Change the student names to 12-point font. 

• Alter the plot area to have a light yellow background color. 

• Modify the chart line to be thick with square markers. 

• Save the workbook as Lesson6Project1a in the folder named Excel 2010 

folder. 

• Change the chart type to 3-D bar with dark blue bars. 

• Save the workbook as Lesson6Project1b in the folder named Excel 2010 

folder. 








Learning Courses from Microsoft Learning 

Course 10393: Intermediate Skills in Microsoft Excel 2010 


part of a series of courses that cover how to help manage workbooks in Excel 

2010. 

Video Basics 

Present your data in a pie chart 


how easy it is to create a professional looking pie chart. 

Present your data in a combination chart 


how you can make a chart easier to understand by using different chart 

types in the same chart and by using a secondary vertical axis to plot values that 

are in a different value range.


Lesson 7: Working with 

Tables, PivotTable, 

PivotCharts 



use tables and table tools in a worksheet. The student will learn to 

create a table and format the table as well as work with PivotTable and 

PivotChart to enhance the appearance of data. 


• Create a table 

• Format a table 

• Maintaining Data in a table 

• Sort and Filter data in a table 

• Understanding PivotTables 

• Create a PivotTable 

• Modify a PivotTable 

• Understand PivotCharts 

• Create a PivotChart 


Create and Format a Table 

Explain that Microsoft Excel enables users to present data using a table features. 

Excel table features allow for data to be inserted, deleted, and modified easily to 

verify accuracy. Data in tables may also be sorted or filtered to display on the 

data that meets a specific criteria. Excel’s advanced data analyzing features also 

allow detailed data to be summarized and represented in easy to read PivotTables 

and PivotCharts. 


• Define table, field, and record. 

• Point out that an important component of table creation is planning based 

upon how the data will be used. 

• Discuss the importance of appropriate field names which will be used as the 

header row for the table. 

• Demonstrate how to create a table. 

• Demonstrate how navigate through a table using the scroll boxes, arrow keys, 

tab key, and various Hot Key combinations. 

• Remind students that freezing rows and columns can assist in table readability. 

This was discussed in an earlier lesson. 

• Demonstrate how to select data and define a table using the Table command 

in the Tables Group on the Insert Ribbon. 

• Point out that when a table is created and selected that the Table Tools Ribbon 

becomes available. 

• Demonstrate how to rename a table using the Properties Group on the Table 

Tools Design Ribbon. 

• Explain that formatting a table will change the appearance of the table and 

enhance to readability of the data in the table. 

• Demonstrate how to format a table using the Table Style Options Group on 

the Table Tools Design Ribbon 

HOT KEY 

Move to Cell A1 (or upper most left) in the Table—CTRL + HOME 

Move to Last Cell or (lower most right) in the Table—CTRL + END 

Move to Last Record in the table—END + down arrow 

Maintaining Data in 

a Table 


• Explain that adding data into a table is also considered adding records into


• the table. 

• Demonstrate how to enter data into the table and use the tab key to navigate 

to the next data field. 

• Point out that after data is keyed into the last field of the table, pressing the 

Tab key on the keyboard will create a new record in the table. 

• Demonstrate how to the use the Find & Select Command in the Editing 

Group on the Home Ribbon to search for specific data in a table. 

• Demonstrate how to edit data in a table by selecting the data and making the 

edit in the formula bar. 

• Demonstrate how to delete data, rows or columns in a table using the Delete 

command in the Cells Group on the Home Ribbon. 


• Demonstrate how to edit data in a table by selecting the data and pressing F2 

to enter edit mode. 

• Demonstrate how to delete selected data in a table using the Delete key on 

the keyboard. 

• Demonstrate how to delete selected data in row or columns in a table using 

the Delete key on the keyboard. 

• Demonstrate how to delete an entire selected row or column in a table using 

the Delete Command on the Shortcut menu. 

HOT KEY 

Enter Edit Mode—F2 

Sort and Filter Data 

in a Table 

Understanding and Using 

PivotTables 


• Explain the benefit of sorting and filtering data in a table. 

• Define the terms sort, sort fields, ascending order, descending order, primary 

sort field, secondary sort field, and filtering. 

• Demonstrate how to sort data using the Sort Commands in the Sort and Filter 

Group on the Data Ribbon. 

• Demonstrate how to sort data based on several criteria at once using the Sort 

Dialog box in the Sort and Filter Group on the Data Ribbon. 

• Demonstrate how to sort data using the Custom List Option in the Order 

drop down on the Sort Dialog box. 

• Demonstrate how to filter one column of data using the Filter Command in 

the Sort & Filter Group. 

• Demonstrate how to filter multiple columns of data using the Filter Command 

in the Sort & Filter Group. 

• Demonstrate how to clear filters from the table by choosing the Clear Command 

in the Sort & Filter Group. 

• Demonstrate how to create a criteria filter in the Custom Filter Dialog box. 

• Demonstrate how to sort filtered data using Sort Command in the Sort & 

Filter Group. 

• Demonstrate how to apply a totals row to summarize data by choosing the 

Total Row Option in the Table Style Options on the Table Tools Design Ribbon. 

• Demonstrate how to change the summary calculation type by choosing the 

drop down in the cell on the total row. 

• Demonstrate how to remove totals from the table area. 

• Discuss how subtotals may be used in a table area to provide summary information 

of data this is being presented. 

• Demonstrate how to apply subtotals to the table area by converting the table 

to a normal range and choosing the Subtotal Command in the Outline Group 

on the Data Ribbon. 


• Define the term PivotTable, value fields and category fields. 

• Explain the benefits of presenting data via a PivotTable. 

• Demonstrate how to create a PivotTable using the PivotTable Command in 

the Tables Group on the Insert Ribbon. 

• Discuss with students the layout areas of the PivotTable.


Modifying a PivotTable 

Understanding and Using 

PivotCharts 

Modify a PivotTable 



• Demonstrate how to add and remove a field in a PivotTable using the Pivot- 

Table Field List. 

• Demonstrate how to add category and condition fields to a PivotTable using 

the PivotTable Field List. 

• Demonstrate how to apply a style to a PivotTable using the PivotTable Tools 

Design Ribbon that is displayed when the PivotTable is selected. 

• Demonstrate how to apply numerical formatting to the PivotTable using PivotTable 

Tools Options Ribbon. 

• Demonstrate how to rearrange the fields in a PivotTable to provide a more 

effective summary of the data presented. Using the Layout Section of the 

PivotTable Field list accomplish this task. 

• Demonstrate the use of the PivotTable Design Tools Ribbon to change the 

Report Layout. 

• Explain the necessity of filtering fields in a PivotTable to present only required 

data. 

• Demonstrate how to filter PivotTable fields using the column label filters that 

appear when the PivotTable is selected. 

• Demonstrate the use of the collapse and expand buttons in the PivotTable. 

• Demonstrate how to use the Sort Command on the PivotTable Tools Options 

Ribbon to sort the data in a PivotTable. 

• Explain the importance of refreshing a PivotTable to update any data changes 

that have taken place since the PivotTable was created. 

• Demonstrate how to refresh a PivotTable update the PivotTable data. 


• Define the term PivotChart and point out how it differs from a PivotTable. 

• Explain the benefits of presenting data via a PivotChart. 

• Demonstrate how to create a PivotChart using the information in a PivotTable 

and choosing the PivotTable Tools Ribbon. 

• Demonstrate how to filter item in the PivotChart. 


• Demonstrate how to add and remove a field in a PivotTable using the Pivot- 

Table Field List. 

• Demonstrate how to add category and condition fields to a PivotTable using 

the PivotTable Field List. 

• Demonstrate how to apply a style to a PivotTable using the PivotTable Tools 

Design Ribbon that is displayed when the PivotTable is selected. 

• Demonstrate how to apply numerical formatting to the PivotTable using PivotTable 

Tools Options Ribbon. 

• Demonstrate how to rearrange the fields in a PivotTable to provide a more 

effective summary of the data presented. Using the Layout Section of the 

PivotTable Field list accomplish this task. 

• Demonstrate the use of the PivotTable Design Tools Ribbon to change the 

Report Layout. 

• Explain the necessity of filtering fields in a PivotTable to present only required 

data. 

• Demonstrate how to filter PivotTable fields using the column label filters that 

appear when the PivotTable is selected. 

• Demonstrate the use of the collapse and expand buttons in the PivotTable. 

• Demonstrate how to use the Sort Command on the PivotTable Tools Options 

Ribbon to sort the data in a PivotTable. 

• Explain the importance of refreshing a PivotTable to update any data changes 

that have taken place since the PivotTable was created. 

• Demonstrate how to refresh a PivotTable update the PivotTable data. 

True/False 

1. Excel creates an associated PivotTable with each PivotChart.


2. A PivotTable is an interactive table that enables data grouping. 

3. Information does not need to be defined as an Excel table prior to creating a 

PivotTable. 

4. Excel Tables enable the user to filter data easily. 

5. Items on a PivotTable may be expanded or collapsed based upon the desirable 

view. 


1. The data in a PivotTable is ____ directly to worksheet cells. 

a. linked 

b. not linked 

c. copied 

d. imported 

2. PivotTables are useful because they show _____ among data. 

a. relationships 

b. links 

c. changes 

d. values 

3. Which button will update the PivotTable and PivotChart information? 

a. update 

b. recalculate 

c. Refresh 

d. Link 

4. _____ is a graphic representation of the data in a PivotTable. 

a. Option Chart 

b. PivotChart 

c. Inserted Chart 

d. Embedded Chart 

5. _____ is one way to manipulate data in a PivotChart environment. 

a. Filter 

b. Embed 

c. Map 

d. Alphabetize 

Quiz Answers: 

True/False 

1. True 

2. True 

3. False, the PivotTable option will not be available otherwise. 

4. True 

5. True 


1. B (not linked) 

2. A (relationships) 

3. C (Refresh) 

4. B (PivotChart) 

5. A (Filter )




As an office clerk for the sales department, you have shared information with 

your supervisor regarding the use of PivotTables and PivotCharts to display information. 

You are asked to prepare a sample demonstrating the enhanced readability 

of data presented in the manner. Open the lesson7ex1 student data file in 

Excel 2010, and complete the following: 

• Create a new column with a formula that calculates the new salary increase 

amount. 

• Using the data in columns A, D, and E on the Employee Information sheet, 

create a pivot table using the following: 

• aRow labels – Name 

• bValue – summarize the increase in salary. 

• Save the workbook as lesson7ex1a in the folder named Excel 2007 folder. 

• Remove the total and average rows. 

• Create a PivotChart on a new sheet displaying the Name and Salary increase. 

• Save the workbook as lesson7ex1b in the folder named Excel 2007 folder. 



You have decided to work an addition semester as the Economics department 

work study student assistant. The professor that you are assisting was extremely 

impress with your previous work. You have just learned to create PivotTables and 

PivotCharts and would like offer an alternative to the professor. Open the workbook 

lesson7project1 and complete the following: 

• Delete the Average score row. 

• Using the Test Scores sheet, create a pivot table using the following: 

a. Row labels – Name 

b. Value – summarize the average score 

• Save the workbook as lesson7project1a in the folder named Excel 2007 folder. 

• Create a PivotChart on a new sheet displaying the Name and Average Score. 

• Save the workbook as lesson7project1b in the folder named Excel 2007 

folder. 









Course 10393: Intermediate Skills in Microsoft Excel 2010 


part of a series of courses that cover how to help manage workbooks in Excel 

2010. 

Course 10394: Advanced Skills in Microsoft Excel 2010 


part of a series of courses that cover how to help you customize and manage the 

Excel 2010 interface as well as know how to manage, manipulate, and format 

data. 

Video Basics 

Create a PivotTable report 

Show the class the information for this video and explain that the video demon-


strates how you can analyze your worksheet data by creating a PivotTable report. 

Create a PivotTable report 


how you can analyze your worksheet data by creating a PivotTable report. 

Use slicers to filter PivotTable data 


a new way to filter data in a PivotTable report by using slicers. 

Use the show values as feature in a PivotTable report 


easy it is to use the show values as feature in a PivotTable report. 

Use interactive controls in a PivotChart report 


how you can “pivot” and filter data in a PivotChart report. 

Use Named Sets in an OLAP PivotTable report 


how you can quickly apply a specific field selection in a PivotTable report by 

saving it as a named set. 

Use interactive controls in a PivotChart report 


how you can “pivot” and filter data in a PivotChart report. 

Group items in a PivotTable report 


how you can arrange your PivotTable data in grouped sets of items so that 

it’s easier to view the data you want to analyze. 

This document is provided “as-is”. Information and views expressed in this document, including URL 

and other Internet Web site references, may change without notice. You bear the risk of using it. 

Some examples depicted herein are provided for illustration only and are fictitious. No real association 

or connection is intended or should be inferred. 

This document does not provide you with any legal rights to any intellectual property in any Microsoft 

product. You may copy and use this document for your internal, reference purposes. 

© 2010 Microsoft. All rights reserved. Microsoft and the trademarks listed at http://www.microsoft.com/ 

about/legal/en/us/IntellectualProperty/Trademarks/EN-US.aspx are trademarks of the Microsoft group 

of companies. All other marks are property of their respective owners.


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