HOME TAB

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1. PASTE Button – use to paste the
copied Cell Value or Item that is
being copied.
2. CUT Button – the same function as
COPY Button but the difference is
when you CUT the value or Item the
value or item from original place or
position will be removed and will be
transferred to the location where it
will be pasted.
4. FORMAT PAINTER Button – is use to
copy the format of the cell or value
of the cell to another cell or value.
5. FONT STYLE BAR/BUTTON – is use to
change the font style of the
text/value in a cell
6. FONT SIZE BAR/BUTTON – is use to
change the font size of the
text/value in a cell
9. FONT SIZE SHORTCUT BUTTON – is
use to immediately INCREASE or
DECREASE the size of the font,
without using the FONT SIZE
10. FILL COLOR TAB/BUTTON – is use to
fill in/put a color in a CELL or CELLS.
11. FONT COLOR TAB/BUTTON – is use
to CHANGE the color of the
FONT/VALUE in a cell or cells

3. COPY Button – the same function as 7. TEXT FORMATING BUTTON – is use

CUT Button but the difference is
when you COPY the value or Item the
value or item from original place or
position remains and will be
duplicated to the location where it
will be pasted.
to change the formatting of the
text/value in a cell either B-Bold, I-
Italic, U-Underlined
8. CELL BORDER LINE OPTION – is use to
create a line or border line in a cell or
cells depending on the choice you
want to display or present the cell
HOME TAB
12. CELL ALIGNMENT TAB/BUTTON – is
use to CHANGE position or the
alignment of the Cell Value to TOP,
CENTER, BOTTOM, LEFT JUSTIFIED,
CENTER JUSTIFIED OR RIGHT
JUSTIFIED
13. CELL ORIENTATION TAB/BUTTON –
is use to CHANGE ORIENTATION of
the Cell and Cell Value to
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14. INDENT TAB/BUTTON – is use to
CHANGE the indention of Cell Value
to Left or Right indention.
15. WRAP TEXT BUTTON – is use to
CHANGE THE BEHAVIOR OF THE Text
In a cell to WRAP – the text follows
the cell size and only remains inside
a cell, UNWRAP – where the text can
exceed to the Size of the cell and or
overlap another Cell or Cell Value.
16. MERGE & CENTER BUTTON – is use to
combine cells and the value of cells
in one cell and center the value of the
cell.
Note: When merging the cell the
value of the first cell will be the one to
be displayed in the combined cells
and the other values will be ignored.
17. NUMBER FORMAT BAR/BUTTON – is use
to choose format of the Cell Value to
GENERAL (no specific format either TEXT
or NUBMER), NUMBER (Just plain
Number), CURRENCY (Prefixed with
Currency Sign depending on your
preference, ACCOUNTING (Numbers
with decimal place), DATE/SHORT DATE
(display the date in mm/dd/yy format),
DATE/LONG DATE (displays the date in
mm/dd/yyyy format), TIME (displays
the date and actual time or time it was
recorded), PERCENTAGE (displays the
value in percent format), FRACTION and
SCIENTIFIC (displays the value in fraction
or scientific form
18. CURRENCY/PERCENTAGE/ACCOUNTING
BUTTON – Shortcut button use to
CHANGE the format of Cell Value to
either Currency, Percentage or
Accounting format
HOME TAB
19. INCREASE & DECEREASE DECIMAL POINT
BUTTON – Shortcut button use to increase or
decrease the decimal point of a whole number,
decimal number or percentage.
20. CONDITIONAL FORMATING BUTTON – Shortcut
button use to format the cell base on the value
of the cell and the condition that you want the
cell to behave or follow, like
HIGHLIGHT CELL RULES (Highlight the cell if it is
Greater, Less than, Between two (2) or Range of
Numbers, Equal to a value/s, Text that contain
a specific value, A date occurring, or with
Duplicate value),
TOP/BOTTOM RULES (Highlights Top/Bottom
10 Items base on High to Low, Top/Bottom 10
percentage, Above/Below the set average.
BLUE DATA BAR (Highlights/Colors the Cell
Longer if the value is Higher and Shorter if the
value is Lower)
COLOR SCALE (Highlights the Cell in Color
depending on range where it belongs)
ICON SETS (Represents the number with an
ICON depending on the choice and the
condition
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21. FORMAT AS TABLE BUTTON – Shortcut 25. FILL/CLEAR BUTTON – Shortcut
button use to immediately convert button use to fill range of cells
range of cells into different table with values or Clear range of
format. cells of the values
22. CELL STYLES BUTTON – Shortcut button 26. SORT & FILTER BUTTON –
use to cell or cells in different choice of Shortcut button use to
design SORT/FILTER range of cells with
values ALPHABETICALLY OR
23. INSERT/DELETE/FORMAT CELL/SHEET SEQUENCED.
BUTTON – Shortcut button use to
either Insert, Delete and Format
(Adjust Row Height and Column
Width, Hide Column or Row), cell or
Hide, Move, Copy or Rename Sheet,
Protect Sheet, Lock Cell, Format Cell
24. AUTOSUM BUTTON – Shortcut button
use to sum Values in a range of Cells in
Rows or Columns
INSERT TAB

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INSERT TAB – is where you can find different buttons depending on what to insert:

TABLES:

1. PIVOT TABLE – inserting a PIVOT table from a range of data selected

2. RECOMMENDED PIVOT TABLES – where excel is recommending or suggesting the type of PIVOT format you want to present
3. TABLE – tables depending on number of rows and columns

ILLUSTRATIONS:

4. PICTURE – insert pictures FROM FILE

5. ONLINE PICTURES – insert pictures FROM ONLINE
6. SHAPES BUTTON – use to insert SHAPES
7. INSERT SMART ARTS – use to insert illustrated graphics to easily illustrate process/flow
8. TAKE A SCREENSHOT BUTTON – use to take pictures using the CAMERA
9. ADD INS – insert Online Applications, Stores, Maps, etc.
10. CHART:

BAR/LINE/PIE GRAPH OR CHART – inserting GRAPH or CHARTS

11. SPARKLINES:

SPARKLINES/TREND LINE – inserting TRENDING LINES OR SPARK/PIKE LINES in graph

INSERT TAB

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17

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TEXT:

12. TEXT BOX – inserting Tex Box for text or word/s

13. HEADERS & FOOTERS - inserting Headers/Headings or Footers/Foot Note

14. WORD ART – inserting WORD ART for WORD DESIGN

15. SIGNATURE– inserting signature

16. OBJECTS – embedded objects

SYMBOLS:

17. & 18. EQUATIONS/SYMBOLS – inserting equations or symbols

PAGE LAYOUT

PAGE LAYOUT TAB – is where you can find BUTTONS related to format/Lay out/Set up Cell/s, Page/s or Shee/s

THEMES – select to give theme, effect or format on sheet, cell. Font.

PAGE SET UP – buttons to set up the sheet you want to print

MARGINS – to adjust margins

ORIENTATION – to adjust orientation either Portrait or Landscape

SIZE – to adjust paper size, Letter, Legal, A4, etc. depending on the printing size

PRINT AREA – to set the printing area of the file or sheet that wanted to be shown when printed

BREAKS – to show, edit or adjust Page Break

BACKGROUND – to insert, edit Sheet Background

PRINT TITLES – to select or choose the ROW/S or COLUMN/S to be repeated upon printing

SCALE TO FIT – adjust the Row Height or Column Width or adjust Cell Scale to fit

SHEET OPTIONS (GRIDLINES/HEADINGS) – buttons to VIEW or HIDE, PRINT the Gridlines/Headings in the cell

ARRANGE – buttons used to arrange images or objects bring Front and Back, Align, Group or Rotate
DATA TAB – manipulate, edit, attach, find, source out the Data needed

GET EXTERNAL DATA :

FROM ACCESS – select to source out Data or use Data, or create data using Microsoft Access Application

FROM WEB – select to source out Data or use Data, or create data using Website or Specific Website

FROM TEXT - select to source out Data or use Data, or create data through TEXT/s

FROM OTHER SOURCES - select to source out Data or use Data, or create data from other Sources aside from the first 3 given options

FROM EXISTING CONNECTION – button used to check the existing connection file/data/source of the Sheet/File/Cell

CONNECTIONS:

REFRESH ALL BUTTON – button used to REFRESH/UPDATE the data connection or source data of a file. Mostly used in PIVOT
FUNCTION, after the edit or the update of the source file/data.

CONNECTIONS – displays all the data connection in the work book

PROPERTIES- edit/manipulate how cell connected to Data source will update, and what content from source will be displayed

EDIT LINKS – change or update or edit the DATA SOURCE link to worksheet/workbook

SORT & FILTER:

A-Z shortcut BUTTON - button use to arrange data alphabetically from A to Z or arrange the number from lowest/first to largest/last

Z-A shortcut BUTTON – logically is the reverse process of A-Z

SORT BUTTON – is the general property of SORT FUNCTION

DATA TAB – manipulate, edit, attach, find, source out the Data needed

SORT & FILTER:

FILTER BUTTON – use to FILTER/CUSTOMIZE selected data to be shown

CLEAR FILTER BUTTON – use to CLEAR/UNFILTER the filtered data or value to return to its original form

REAPPLY FILTER BUTTON – use to RE-FILTER the cells, data, values base on the selected VALUES

ADVANCED FILTER BUTTON – properties of FILTER used to create more advance/customized filtering

DATA TOOLS:

TEXT TO COLUMN BUTTON - use to split the detail of the data in one cell or column of cells into multiple values/date or columns

FLASH FILL BUTTON – use to automatically fill in the values in a column while typing few numbers/values/letters. Set an example of the
output to show.

REMOVE DUPLICATES BUTTON – use to remove duplicated value in a column or row

DATA VALIDATION BUTTON – use to customize the type of data/value to input or type in a cell, and will not recognize any unconditioned
value.

CONSOLIDATE BUTTON – use to consolidate the result of combined value/cells in different work sheets and show the result in a
master/summary cell/worksheet.

OUTLINE:

GROUP BUTTON – use to group range of rows and columns

UNGROUP BUTTON – separate group rows and columns

SUBTOTAL BUTTON – use to create subtotal of grouped or selected rows or columns and display the value
BASIC ARITHMETIC FORMULAS USED IN EXCEL

ADDITION (+) FORMULA:

Adding values in cells or multiple cell using a formula addition (+):

EXAMPLE1: Adding the value of cells labelled Cell1, Cell2 and Cell3 and display the output to Cell labelled Total

SUBTRACTION (-) FORMULA:

Subtracting values in cells or multiple cells using a formula subtraction (-):

EXAMPLE2: Subtracting the value of cells labelled Cell1, Cell2 and Cell3 and display the output to Cell labelled Total
MULTIPLICATION (*) FORMULA: (Asterisk)

Multiplying values in cells or multiple cells using a formula multiplication (*)

EXAMPLE3: Multiplying the value of cells labelled Cell1, Cell2 and Cell3 and display the output to Cell labelled Total

DIVISION (/) FORMULA: (Slash)

Dividing values in cells or multiple cells using a formula division (/)

EXAMPLE4: Multiplying the value of cells labeled Cell1, Cell2 and Cell3 and display the output to Cell labelled Total
HOW TO USE PIVOT OR CREATE A PIVOT TABLE:

Excel PivotTables are a great way to summarize, analyze, explore, and present your data. PivotTables let you easily view data from different angles. You can have
Excel recommend a PivotTable, or you can create one manually.

1. Select data or range of data. (example Sales report Feb. 4-9)

a. Before you select the range of data you want to create your pivot table, you must check that all the column have column title or column
heading. (In the sample illustration the headings of our rows are: Date, Invoice No., Sales Rep.,Customer ID, Customer Name, Item ID,
Description, Quantity, Unit Price, TOTAL)
2. Select the Columns that you want to use as data by
a. Left Click and hold your mouse on the first column pointing the mouse pointer in the COLUMN LETTER. (RED POINTER in the illustration)
b. Drag sideways up to the direction of the last column
c. After the last column unclick/release the Left Click of the mouse
d. You will notice that the columns that you selected is/are highlighted
3. Go to INSERT TAB, left click your mouse, and then left click PIVOT TABLE button.
a. A CREATE PIVOT TABLE MENU will pop up (See illustrated picture)
b. In the PIVOT TABLE MENU under “Select a table or range”, notice that the range value is already displayed since we have already pre-selected
the data range that we will use to create the pivot table.
i. In the case that you want to change the data to create your pivot table, delete the existing value click the box in the right side of the
Table/Range Bar then select the new data you want for the pivot table.
c. Under the option “Choose where you want the PivotTable report to be placed” select:
i. New Worksheet – if you want your PivotTable to be created outside or separate Worksheet.
ii. Existing Worksheet – if you want that your PivotTable to be created within the same Worksheeet.
4. Click Ok TAB

CREATE PIVOT TABLE MENU

5. In this illustration, the PivotTable is separated at another Sheet since we chose “New Worksheet” from the option “Choose where you want the
PivotTable report to be placed”.
a. A blank Field Table will appear at the left side of the sheet and a PivotTable Field Menu appears at the right of the sheet.
b. Now we can choose what to appear in our PivotTable. In the PivotTable Fields:
i. In the “Choose fields to add to report”, check the items you want to include in your report. (Notice that the fields are labelled by
Title/Heading of your Data. That is why it is important to have Headers/Title in each column to separate the main data to the
label/heading/Title in creating PivotTable.
ii. In this case we will show in the PivotTable the Customer Name in 1st column and the TOTAL AMOUNT in the next column.
1. From the “Field Names” drag “Customer Name” in the area labelled “ROWS”, to show the name of the customer in the first
column arranged by rows.
2. Then from the “Field Names” drag “TOTAL AMOUNT” Field to area labelled “VALUES”, (the data field that needed to be shown
as summary value or amount must be under VALUES area.
6. The sheet then will illustrate like this. Notice that the Name of Customer are now displayed at the 1st column and the Total Amount is displayed on the
next.
a. Notice that under the column “Count of TOTAL” the value is small since this is not the actual amount but instead the count of amount that the
system counted, that corresponds to the name of customer. In short the system counted the number of times that customer name appeared in
the source data and the corresponding amount it have.
i. To change this to Sum of amount or the Total amount, you need to Go To area of VALUES under PivotTable Fields.
ii. On the display of Count of TOTAL under area field VALUES, CLICK the drop down arrow at the right (shown by the BLUE ARROW) then a
VALUE FIELD SETTINGS will pop up. Select SUM to change the COUNT to SUM. (This will combine or SUM up the total amount a
customer have.
VALUE FIELD SETTING
7. The pivot table will be illustrated like this:
a. The PivotTable showed the list of accounts and their corresponding amount or Sales from the period of Feb4-9.
HOW TO USE LOOKUP OR VLOOKUP:

LOOKUP – is use to look up a value in one column OR row and display the value on the corresponding cell you created the formula.

SYNTAX FORMULA:

Lookup (LOOK UP VALUE, RANGE TO LOOK UP, OUTPUT TO DISPLAY)

EXAMPLE: (from the PivotTable we created FEB4-9 Sales)

We will create a table that have salesman name and corresponding name of accounts, then we will use LOOKUP formula to find the sales of
those account.

1. We will add another sheet to create the table of the salesman and his accounts.
a. To add another sheet, from the existing sheets.
i. RIGHT CLICK one sheet and a pop up MENU will appear
ii. LEFT CLICK Insert from the pop up MENU.
iii. Additional Sheet will appear net to the sheet you have clicked.

NEW SHEET (SHEET 2)

RIGHT CLICK SHEET1

2. In this illustration:
a. After we added another sheet to create the table of the salesman and the selected account,
i. In the case of salesman MARK AMADO, we selected 7 accounts that we wanted to look up the sales and display the result on
the next cell corresponding to the name of the account.
3. On the cell next to the account’s name we type the formula “Lookup(B3:Sheet1!A:B,Sheet1!B:B)”. Notice that the formula appears also on
the formula BAR on top (encircled in RED)
i. Lookup (LOOK UP VALUE, RANGE TO LOOK UP, OUTPUT VALUE)
1. LOOKUP VALUE B3 = is the column letter and the Row number or the CELL LOCATION which means COLUMN B ROW
3. In sheet2 where our data reference to lookup is located.
2. RANGE TO LOOK UP Sheet1!A:B = is the PivotTable sheet that we create earlier where we will look up the name of
customer and the corresponding sales. (Note that there is no Row number only Column letter since we selected the
entire columns and rows.)
3. OUTPUT VALUE Sheet1!B:B = is the Column B of the Sheet1 (PivotTable) where the value that we wanted to display

can be found. In this case the sales of “HANS OFFICE SUPPLY MERCHANDISING &EQT”

4. Type enter and notice that the value we wanted to look up is already displayed under Sales Feb4-9 corresponding to “HANS OFFICE SUPPLY
MERCHANDISING &EQT” name which is 7,007.70 (encircle in GREEN). Notice that the formula bar still displays the formula that we typed.
(encircle in Blue)
Although almost the same VLOOKUP on the other hand is slightly different with LOOKUP

VLOOKUP is use to lookup value in range or multiple rows and columns.

SYNTAX FORMULA:

Vlookup(VALUE TO LOOKUP,RANGE TO LOOKUP, COLUMN NO.,EXACT/RELATIVE)

e.g. Vlookup(B3,Sheet1!A:B,2,FALSE)/Vlookup(B3,Sheet1!A:B,2,TRUE)

1. LOOKUP VALUE B3 = is the column letter and the Row number or the CELL LOCATION which means COLUMN B ROW
3. In sheet2 where our data reference to lookup is located.
2. RANGE TO LOOK UP Sheet1!A:B = is the PivotTable sheet that we create earlier where we will look up the name of
customer and the corresponding sales. (Note that there is no Row number only Column letter since we selected the
entire columns and rows.)
3. COLUMN NO. 2 = is the Column number of the Sheet1 (PivotTable) where the value that we wanted to display

Can be found. In this case the sales of “HANS OFFICE SUPPLY MERCHANDISING &EQT”

4. FALSE = search the specific value to search and returns the value that corresponds to the output column
5. TRUE = near or relative (if 2 values to search is almost similar either of the output value will be displayed.

In this illustration we will use VLOOKUP formula to the PivotTable that we created earlier.
HOW TO USE HLOOKUP:

HLOOKUP – is almost the same with VLOOKUP but the only difference is that the OUTPUT value should be found in ROW unlike VLOOKUP is found in
COLUMN.

SYNTAX FORMULA:

HLOOKUP(VALUE TO LOOK, RANGE TO LOOOKUP, ROW NUMBER,EXACT/RELATIVE OUTPUT)

e.g. Hlookup(B3,Sheet1!4:5,2,FALSE/TRUE)

1. LOOKUP VALUE B3 = is the column letter and the Row number or the CELL LOCATION which means COLUMN B ROW
3. In sheet2 where our data reference to lookup is located.
2.
3. RANGE TO LOOK UP Sheet1!4:5 = is the PivotTable sheet that we create earlier where we will look up the name of
customer and the corresponding sales. (Note that in HLOOKUP formula the ROW number is displayed and not letters
since the range is in ROWS and unlike VLOOKUP the range is in column)
4. ROW NO. 2 = is the Row number of the Sheet1 (PivotTable) where the value that we wanted to display

Can be found. In this case the sales of “HANS OFFICE SUPPLY MERCHANDISING &EQT”

5. FALSE = search the specific value to search and returns the value that corresponds to the output column
6. TRUE = near or relative (if 2 values to search is almost similar either of the output value will be displayed.
7.
 We gained the same result from using LOOKUP, VLOOKUP and HLOOKUP but the formulas are not the same.

Notice that when we used HLOOKUP the PivotTable also needs to be changed in the format like this:

Since in HLOOKUP the value that we need to display as output is in ROW the reference value which is in this case “HANS OFFICE SUPPLY MERCHANDISING
&EQT”, must be also displayed in ROWS.

Meaning, if the data/source that you need to look up is arrange in this manner the formula that you need to use instead of VLOOKUP is HLOOKUP.

Always Remember:

That in choosing the RANGE LOOKUP, either in LOOKUP,VLOOKUP,HLOOKUP formula, the first row or column to select must be the column or row where the
LOOKUP VALUE can be FOUND. It is not always in the first row or column of the DATA SOURCE it might be in other ROWS or COLUMN, provided that it should
be always the first to select and drag to the last.

In counting the ROWS or COLUMN in the ROW NUMBER or COLUMN NUMBER, the first ROW or COLUMN in the LOOKUP range should be counted as first or
No. 1 and so on until you reach the ROW or COLUMN where the RESULT VALUE to be displayed must be.
HOW TO MAKE A GRAPH or CHART:

Graph or Chart is helpful in representing the data more simpler and compact.

In this illustration we will use the data we created from using the LOOKUP formula. In this case the accounts of MARK AMADO. The objective is to show the
Performance/Sales in Graph and the %Share vs. the Total Volume in PIE CHART.

1. Select the data that needed to create a Bar GRAPH. (Include the HEADING/TITLE)
2. Click INSERT Tab and in INSERT TAB Click BAR GRAPH, a pop up menu will appear then choose the type of BAR GRAPH you want to create.

3. You can choose Recommended Charts if you can’t decide which Chart/Graph you want for the data you have selected.
4. Select PIE Chart instead of BAR GRAPH for making the PIE CHART
5. You can add labels to be able to identify and show values in PIE CHART or BAR GRAPH by:
a. Click DESIGN TAB and under design TAB click ADD CHART ELEMENTS
b. Click DATA LABELS under ADD CHART ELEMENTS OPTION
c. Choose options for the location of the labels to appear in the PIE or BAR GRAPH.
d. In this case we choose OUTSIDE END
6. You can change the appearance or location of the images or resize your PIE CHART or BAR GRAPH buy simply left clicking and hold the resize nodule
(encircle in red).