Excel 2021

Basic
Instructor Guide

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© 2022 by CustomGuide, Inc. 3387 Brownlow Avenue, Suite 200; Saint Louis Park, MN 55426
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 Contents
Excel Fundamentals ...................................................................................................................................... 9

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Understand the Screen ................................................................................................................................. 10
Create Workbooks ........................................................................................................................................ 13
Create a Blank Workbook ......................................................................................................................... 13

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Create a Workbook from a Template ....................................................................................................... 14
Navigate Worksheets .................................................................................................................................... 16
Select a Cell ............................................................................................................................................... 16
Jump to a Cell ............................................................................................................................................ 17
Go To Dialog Box ....................................................................................................................................... 17

N T Navigation Shortcuts ................................................................................................................................. 18

Open Workbooks .......................................................................................................................................... 19
Open a Workbook ..................................................................................................................................... 19
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Open a Different File Format .................................................................................................................... 20
File Types Commonly Opened in Excel ..................................................................................................... 22
Save Workbooks ........................................................................................................................................... 23
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Save a Workbook ...................................................................................................................................... 23
AutoSave Workbooks ................................................................................................................................ 24
Save Progress ............................................................................................................................................ 24
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Save As a New File and/or Location .......................................................................................................... 25

Save to Different File Formats .................................................................................................................. 26
File Types Commonly Saved to From Excel ............................................................................................... 27
AutoRecover ................................................................................................................................................. 28
Recover a Workbook ................................................................................................................................. 28
AutoRecovery Settings .............................................................................................................................. 30
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The Quick Access Toolbar ............................................................................................................................. 31

Add a Button to the Quick Access Toolbar ............................................................................................... 31
Customize the Quick Access Toolbar ........................................................................................................ 32
Remove a Button from the Quick Access Toolbar .................................................................................... 33
Print............................................................................................................................................................... 34
Preview and Print a Worksheet ................................................................................................................ 34
Specify Printing Options ............................................................................................................................ 35
Customizable Print Options ...................................................................................................................... 36
Help ............................................................................................................................................................... 37
The Tell Me Field ....................................................................................................................................... 37

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 The Help Pane............................................................................................................................................ 38
Close and Exit ................................................................................................................................................ 39
Close a Workbook...................................................................................................................................... 39

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Close Excel ................................................................................................................................................. 40

Edit a Workbook ......................................................................................................................................... 41

Select Cells and Ranges ................................................................................................................................. 42
Select a Cell................................................................................................................................................ 42

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Select Rows ................................................................................................................................................ 42
Select Columns .......................................................................................................................................... 43
Select a Cell Range ..................................................................................................................................... 43
Select the Entire Worksheet ...................................................................................................................... 44

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Edit Cell Data ................................................................................................................................................. 45
Enter Cell Data ........................................................................................................................................... 45
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Replace Cell Data ....................................................................................................................................... 45
Delete Cell Data ......................................................................................................................................... 46
Edit Cell Data ............................................................................................................................................. 46
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Cut, Copy, and Paste...................................................................................................................................... 47
Copy and Paste .......................................................................................................................................... 47
Cut and Paste ............................................................................................................................................. 48
Move Using Drag and Drop ....................................................................................................................... 48
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Undo, Redo, and Repeat................................................................................................................................ 49

Undo .......................................................................................................................................................... 49
Undo Multiple Actions ............................................................................................................................... 50
Redo........................................................................................................................................................... 50
Repeat........................................................................................................................................................ 51
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More Pasting Options .................................................................................................................................... 52

Transpose Data .......................................................................................................................................... 52
Paste Values............................................................................................................................................... 53
Paste Formats ............................................................................................................................................ 54
Advanced Paste Special Commands .......................................................................................................... 54
Paste Special Options ................................................................................................................................ 55
Insert and Move Cells .................................................................................................................................... 56
Insert Cells ................................................................................................................................................. 56
Insert Rows or Columns ............................................................................................................................. 57
Move Cells ................................................................................................................................................. 57
Delete Cells .................................................................................................................................................... 58
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 Delete Cells ............................................................................................................................................... 58
Delete Rows and Columns ........................................................................................................................ 59
Check Spelling ............................................................................................................................................... 60

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Find and Replace Text ................................................................................................................................... 61
Find Text .................................................................................................................................................... 61
Replace Text .............................................................................................................................................. 62
Advanced Find and Replace ...................................................................................................................... 64

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Advanced Find and Replace Options ........................................................................................................ 65
Hide Columns and Rows ............................................................................................................................... 66
Hide Rows or Columns .............................................................................................................................. 66
Unhide Rows or Columns .......................................................................................................................... 66
Document Properties .................................................................................................................................... 67

N T View Document Properties ....................................................................................................................... 67

Edit Document Properties......................................................................................................................... 68
Add an Author ........................................................................................................................................... 69
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Advanced Properties ................................................................................................................................. 70

Basic Formulas ............................................................................................................................................ 71

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Formula Basics .............................................................................................................................................. 72
Create a Formula....................................................................................................................................... 72
Automatic Recalculation ........................................................................................................................... 73
Edit a Formula ........................................................................................................................................... 74
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The Formulas Tab ...................................................................................................................................... 74

Auto Fill ......................................................................................................................................................... 75
Copy Data Using Auto Fill .......................................................................................................................... 75
Enter a Series of Values with Auto Fill ...................................................................................................... 76
Auto Fill Options........................................................................................................................................ 77
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Sums and Averages ....................................................................................................................................... 78

Create a Sum Formula............................................................................................................................... 78
Create an Average Formula ...................................................................................................................... 79
MIN and MAX Functions ............................................................................................................................... 80
Create a MAX Formula .............................................................................................................................. 80
Create a MIN Formula ............................................................................................................................... 81
COUNT Function............................................................................................................................................ 82
Create a Count Formula ............................................................................................................................ 82

Basic Formatting ......................................................................................................................................... 85

Format Text ................................................................................................................................................... 86

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 Change Fonts ............................................................................................................................................ 86
Apply Bold, Italic, or an Underline ............................................................................................................. 87
Change Font Size ....................................................................................................................................... 87

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Change Font Color ..................................................................................................................................... 88
Format a Part of a Cell ............................................................................................................................... 89
Align and Merge Cells .................................................................................................................................... 90
Change Cell Alignment .............................................................................................................................. 90

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Indent a Cell’s Contents............................................................................................................................. 91
Wrap Text in a Cell..................................................................................................................................... 91
Merge Cells ................................................................................................................................................ 92
Split Merged Cells ...................................................................................................................................... 93
Format Numbers and Dates .......................................................................................................................... 94

N T Format a Number or Date ......................................................................................................................... 94

Advanced Number Formats....................................................................................................................... 95
Create a Custom Number Format ............................................................................................................. 96
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Borders and Background Colors .................................................................................................................... 97
Add a Cell Border ....................................................................................................................................... 97
Advanced Border Options ......................................................................................................................... 97
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Add a Cell Shading ..................................................................................................................................... 98
Copy Formatting ............................................................................................................................................ 99
Copy Cell Formatting ................................................................................................................................. 99
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Row Heights and Column Widths ................................................................................................................ 100

Adjust Column Width .............................................................................................................................. 100
Adjust Row Height ................................................................................................................................... 100
AutoFit Columns or Rows ........................................................................................................................ 101
Set a Row or Column Value ..................................................................................................................... 101
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Insert Objects ............................................................................................................................................ 103

Insert Images ............................................................................................................................................... 104
Insert an Image ........................................................................................................................................ 104
Insert Shapes ............................................................................................................................................... 105
Insert a Shape .......................................................................................................................................... 105
Format a Shape........................................................................................................................................ 106
Insert Hyperlinks.......................................................................................................................................... 107
Insert a Hyperlink .................................................................................................................................... 107
Object Properties and Alt Text .................................................................................................................... 108
Object Properties..................................................................................................................................... 108
Alt Text..................................................................................................................................................... 109
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 View and Manage Worksheets ................................................................................................................. 111
View Worksheets ........................................................................................................................................ 112
Change Worksheet Views ....................................................................................................................... 112

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Use Zoom ................................................................................................................................................ 113
Custom Views.............................................................................................................................................. 114
Create a Custom View ............................................................................................................................. 114
Multiple Windows ....................................................................................................................................... 115

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Switch Between Windows from the Taskbar .......................................................................................... 115
Switch Between Windows from Excel .................................................................................................... 115
Arrange Windows ................................................................................................................................... 116
Move and Copy Worksheets ....................................................................................................................... 117
Move or Copy a Worksheet .................................................................................................................... 117

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Insert, Rename, and Delete Worksheets .................................................................................................... 118
Insert a Worksheet.................................................................................................................................. 118
Rename a Worksheet.............................................................................................................................. 119
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Change Tab Color .................................................................................................................................... 119
Delete a Worksheet ................................................................................................................................ 120
Freeze Rows and Columns .......................................................................................................................... 121
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Freeze Rows ............................................................................................................................................ 121
Freeze the First Row or Column .............................................................................................................. 122
Unfreeze Panes ....................................................................................................................................... 122
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Hide Worksheets and Gridlines .................................................................................................................. 123

Hide a Worksheet ................................................................................................................................... 123
Unhide a Worksheet ............................................................................................................................... 123
Hide or Display Worksheet Elements ..................................................................................................... 124
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 Excel Fundamentals
Microsoft Excel is a powerful spreadsheet application

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that provides quick and accurate numerical calculations Objectives
and helps make data look sharp and professional. The Understand the Screen
uses for Excel are limitless: businesses use Excel for
creating financial reports; scientists use Excel for Create Workbooks

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statistical analysis; and families use Excel to help Navigate Worksheets
manage their investment portfolios. Open Workbooks
This module will help you get started with Excel. Learn Save Workbooks
how to create a new workbook, navigate a worksheet AutoRecover
and save your work so nothing is lost.
The Quick Access Toolbar

N T Print
Help
Close and Exit
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Understand the Screen Comentado [IG1]:
Practice File: Open a new blank workbook.

Discuss the appearance of the Excel program screen; briefly

explaining each of the labeled items in the images.
There is a lot going on with the Excel program screen, so this lesson will help you become more familiar with

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it. Review the labeled items in the images below, then refer to the tables to see what everything does. For students who use a Mac or those still familiar with
Office 2003, consider mentioning that there isn’t a menu
bar in Excel 2021.

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Title Bar: Displays the name of the current Display Options: Here you can change how
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file. much of the ribbon is displayed, minimize,

maximize or restore the screen, or close
Excel altogether.

Quick Access Toolbar: This is a fast way to The Ribbon: This is where you’ll find all the
access the most used features. options you need to make a spreadsheet.
The options are grouped into tabs.

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The Tell Me Field: Allows you to find a Row and Column Headings: Each column is
command by typing it out. This way you labeled with a letter, and each row is
can skip searching through the ribbon tabs labeled with a number; giving each cell a
for a command. unique name.

Microsoft Account User Info: When you Name Box: Shows which cell is currently
log in with your Microsoft account, your selected.
name and picture appear here.
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Formula Bar: Displays the information or Scroll Bars: Use the scroll bars to move up
formula in the selected cell. and down, or left and right in a worksheet.

Worksheet: All the cells make up a single Status Bar and Views: The status bar at the
worksheet. bottom will let you know if the document is
currently saving or if it is ready to be
worked on. Next to it, you can change the
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view of the spreadsheet by zooming in or

out.

Workbook: Multiple worksheets make up

the workbook, or the file.

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 Create Workbooks Comentado [IG2]:
Practice File: Begin with a blank workbook open.

Creating a new workbook is one of the most basic commands you need to know in Excel. You can create a

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new, blank workbook or create a new workbook based on a variety of pre-designed templates.

Create a Blank Workbook Comentado [IG3]:

1. Click the File tab.

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Most of the time you’ll want to create a blank workbook.
2. Click New.
Click the File tab.
3. Select Blank workbook.
Click New. A new blank workbook is created.

Select Blank workbook.

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Shortcut: Press Ctrl + N to quickly
create a new blank workbook.

A new, blank workbook is created, and

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you can start entering data.
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Create a Workbook from a Template Comentado [IG4]:
Templates offer a standard layout and format for those who
If you need help getting started with a common document, such as an invoice, expense report, or calendar, would like to use a predesigned workbook.
you can use one of Excel’s templates instead of starting from scratch.
Mention that Microsoft has literally hundreds of

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professionally designed templates for all kinds of purposes,
Click the File tab. but an Internet connection is required to access them.
Click New.
1. Click the File tab.
Find the template you want by:
2. Click New.

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• Searching for the type of
template you want, using 3. Select a suggested search.
keywords that describe it,
4. Select a template.
such as “calendar” or
“invoice”. 5. Click Create.
• Clicking a suggested search,

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field.
• Selecting the template you
want, if it already appears
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on the page.
Select a template style.

Excel will create a new workbook,

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based on the template you select.
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 Click Create.

A new workbook is created from the

template, and you can start populating
it with your own data.

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Navigate Worksheets Comentado [IG5]:
Practice File: 03-navigate-worksheets.xlsx

Explain Excel’s cell reference system:

- Columns have letters.
An Excel worksheet can span 16,384 columns and 1,048,576 rows; fortunately, very few worksheets get this

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- Rows have numbers.
big, but knowing how to navigate through a worksheet is another critical Excel topic you’ll need to know - Cells are identified by the intersection of Columns (A) and
before you can master Excel. This lesson explains the most common ways to navigate an Excel worksheet. Rows (1), such as cell A1.

Select a Cell Comentado [IG6]:

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1. Click cell A4 (or any cell on the worksheet).
Select a single cell by using:
Point out the column / row intersection of A and 4, also
• The Mouse: Click any cell show students that the active cell reference, A4, appears
with the cross pointer. in the Name Box.

• The Keyboard: Move the 2. Click any other cell.

cell pointer using your

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To help you know where you are in a

worksheet, Excel displays row
Show students how the active cell reference changes in
the Name Box.
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headings, identified by numbers, on
the left side of the worksheet, and
column headings, identified by letters,
at the top of the worksheet. Each cell
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in a worksheet has its own cell address
made from its column letter and row
number—such as cell A1, A2, B1, B2,
etc. You can immediately find the
address of a cell by looking at the Name
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Box, which shows the current cell

address.
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 Jump to a Cell Comentado [IG7]:
1. Click in the Name Box.
The Name Box is an easy way to get to the cell you want.
2. Type E9.
Click the Name Box.

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3. Press Enter.
Type the cell reference you
want to go to.
For example, if you want to go
to cell D4, type D4.

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Press Enter.

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Go To Dialog Box Comentado [IG8]:
The Go To dialog box becomes more helpful when cell
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The Go To dialog box can be helpful when worksheets start getting very large. Here’s how to use it: names are introduced later.

Click the Find & Select button Also, Ctrl + G is the fastest and easiest method to access the
Go To dialog box.
on the Home tab.
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Select Go To. 1. Press Ctrl + G.

Enter or select the cell 2. Enter D8 in the Reference field.

reference you want to go to.
3. Click OK.
Click OK.

Shortcut: Press Ctrl + G to open the Go

To dialog box.
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Excel jumps to the specified cell.

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Navigation Shortcuts Comentado [IG9]:
Use the currently open file to demonstrate all the
Excel has several shortcuts that make it fast to get around your worksheets; they’re included in this table: navigation shortcuts listed in the table.

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Press To Move

↓ or Enter Down one row

↑ or Shift + Enter Up one row

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→ or Tab Right one column

← or Shift + Tab Left one column

Home To column A in the current row

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Ctrl + Home

Ctrl + End
To the first cell (A1) in the worksheet

To the last cell with data in the worksheet

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Page Up Up one screen

Page Down Down one screen

Ctrl + G Opens the Go To dialog box where you can go to a

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specific cell address
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 Open Workbooks Comentado [IG10]:
Practice Files:
04-open-workbooks-01.xlsx
04-open-workbooks-02.csv
It’s not necessary to open either of these files before
Opening a workbook lets you use a workbook that you or someone else has previously created and then

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starting the exercise.
saved. This lesson explains how to open a saved workbook, as well as non-Excel files.

Open a Workbook Comentado [IG11]:

Mention that Ctrl + O is a useful keyboard shortcut to open

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You can locate a workbook on your computer and simply double-click it to open it, but you can also open a files in all Microsoft applications.
workbook from within the Excel program.
1. Click the File tab.
Click the File tab. 2. Click Open.
Click Open.
Briefly describe what some of the locations are in the
Shortcut: Press Ctrl + O to Open pane.

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the Backstage view.
Select the location where the
file is saved.
3. Click Browse.

4. Navigate to and select the

04-open-workbooks-01.xlsx file in this module’s folder of
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practice files.
You can choose from:
5. Click Open.
• Recent: Recent files you’ve
worked on.
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• Shared with Me: Files
others have shared with you
on OneDrive or SharePoint
Online.
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• OneDrive: Microsoft’s
cloud-based storage.
• This PC: Browse files on your
local computer.
• Browse: Opens a dialog box
where you can browse
through your computer’s
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folders, drives, and network

shares.

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 Select the file you want to
open.
Click Open.

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Open a Different File Format Comentado [IG12]:
Explain to students that Excel can also open other files
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You can also use Excel to open data files created in other programs, like Comma Separated Values or CSV besides workbooks. The most common of these are Comma
files. Separated Values, or CSV files, which are frequently used to
export lists of contacts or data.
Click the File tab. 1. Click the File tab.
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Click Open.
2. Click Open.
Select the location where the
file is saved. 3. Click Browse.

4. Navigate to the folder that contains this module’s

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practice files.

5. Click the file type list arrow at the bottom-right of the

Open dialog box and select All Files.

6. Select the 04-open-workbooks-02.csv file.

7. Click Open.
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8. If desired, briefly explain to students that some file

types will require the additional information about the
file to open it correctly.

Instructors can opt to demonstrate this step or skip it, as

importing files will be covered in a future lesson.

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 Click the file type list arrow
and select All Files.
Select the file you want to
open.

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Click Open.
If prompted, complete the
steps in the Text Import
Wizard.

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File Types Commonly Opened in Excel

Common File Types File Extensions Description

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All Files (Any) Displays all file types (although Excel might not be able to
open all of them).

All Excel Files .xls and related Displays Excel workbooks, templates, and macro-enabled

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files.

All Web Pages .htm and related Displays web pages, including supporting files such as
images.

Text Files .txt and .csv Displays comma and tab delimited text files, often used to
import / export data.

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All Data Sources

Templates
(Varies)

.xlt and related

Displays databases (e.g. Microsoft Access) and queries.

Displays Excel template files.

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 Save Workbooks Comentado [IG13]:
Practice File: Open a new blank workbook

After you’ve created a workbook, you need to save it if you want to use it again. Also, if you make changes

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to a workbook you’ll want to save it. You can even save a copy of an existing workbook with a new name, to
a different location, or using a different file type.

Save a Workbook Comentado [IG14]:

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Make sure you are working with a new workbook that has
Once you’ve created a new workbook, you’ll need to save it if you want to use it again. never been saved. Start by typing “First” in cell A1.

Click the Save button. 1. Click the Save button on the Quick Access Toolbar or
press Ctrl + S (keyboard shortcut).
Shortcut: Press Ctrl + S to
quickly save a workbook. If desired, briefly describe local storage vs. cloud storage,
such as OneDrive.

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saved the workbook, the Save
As screen will appear.
Choose where you want to
2. Select This PC.

Your Documents folder should be the default location for

This PC, but you can navigate up a level by clicking the Up
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arrow at the top, or open the Browse dialog box by
save your file:
clicking the folder name.
• OneDrive: Save to
3. Enter “My Workbook” in the file name field.
Microsoft’s cloud-based
storage so you can open the
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4. Click Save.
worksheet on another
computer.
• SharePoint: Save the
workbook to a connected
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SharePoint server.
• This PC: Save to the local
storage on your computer.
• Browse: Opens a dialog box,
where you can browse
through your computer’s
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folders, drives, and network

shares.
Enter a file name.
Click Save.

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AutoSave Workbooks Comentado [IG15]:
1. Click the AutoSave toggle button to turn the feature on
If an Excel file is saved online, the AutoSave feature in the top-left is automatically turned on. However, this or off.
can be changed as needed.

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Click the AutoSave toggle
button to turn the feature on
or off.

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Save Progress Comentado [IG16]:
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Now make a change to the saved workbook. Enter “Last” in
As you continue to work in Excel, you'll want to save any changes you make from time to time. cell B1.

Click the Save button. 1. Click the Save button on the Quick Access Toolbar or
press Ctrl + S (keyboard shortcut).
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Shortcut: Press Ctrl + S to quickly save Tell students they should save their work at least every 10
a workbook. minutes – and more frequently if they are making more
complicated changes.
Tip: Try to save your progress every 10
minutes; that way you won’t lose any AutoRecover will be mentioned in detail in another lesson.
important changes if disaster strikes.
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 Save As a New File and/or Location Comentado [IG17]:
Sometimes it’s useful to create a copy of an existing
Sometimes you may want to make a copy of an existing workbook and save it with a new name. Using and workbook – this can save a lot of time instead of having to
modifying the content in an existing workbook can often save you a lot of time. create a new workbook from scratch.

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1.Click the File tab.
Click the File tab.
Click Save As. 2. Click Save As.

Click This PC to navigate to the 3. Click This PC.

folder you want to save your

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4. In the Save As dialog box, navigate to the Desktop.
file.
Enter a File name. 5.Type “New Workbook” in the File name field.

Click Save. 6.Click Save.

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Save to Different File Formats Comentado [IG18]:
1. Click the File tab.
Excel normally saves its files as Excel workbooks, but you can save information to other file formats as well.
For example, sometimes you may want to save your data as a Comma Separated Values or CSV file, so you 2. Click Save As and set your desktop as the location.
can import it into another program.

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3. Click the Save as type list arrow.

Click the File tab. 4. Select the CSV (Comma delimited) file type.
Click Save As. 5. Click Save.
Click the Save as type list

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Mention common file types, as listed in the table in this
arrow.
lesson.
The default file type is an XLSX
Excel file, but you can choose
from plenty of other file
formats in this menu.
Select the desired file format.

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 File Types Commonly Saved to From Excel
File Type Extension Description

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CSV .csv Comma delimited text file, often used to import/export data.

Excel Workbook .xlsx The default XLM-based file format for Excel, in use since Excel 2007.

Excel 97-2003 .xls Excel files from Excel 2003 and older.

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Workbook

Excel Macro- .xlsm Excel template that contains macros.

Enabled Template

Excel Template .xltx Excel template files.

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PDF

Web Page
.pdf

.html
Portable Document Format, a format that preserves document
formatting and allows file sharing.

A web page that is saved as a folder and contains an .htm file and
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supporting files, such as images.
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AutoRecover Comentado [IG19]:
Practice File: New blank workbook

Computers don’t always work the way they’re supposed to. Nothing is more frustrating than when a

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program locks up and stops responding, or worse, completely crashes—especially if you lose progress on an
important spreadsheet that you’re working on.

Fortunately, Microsoft realizes that people might want to recover their workbooks when something
catastrophic happens. If Excel 2019 encounters a problem and stops responding, you can restart Excel or

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your computer and try to recover your lost workbook.

Recover a Workbook Comentado [IG20]:

Unfortunately, this topic isn’t easily demonstrated, as a
If Excel crashes, it will display the Document Recovery Pane the first time you open Excel again. system crash isn’t easily simulated. Instructors are advised
to explain how the Excel AutoRecover feature works.

N T Restart Microsoft Excel.

If an unsaved workbook can be
recovered, a Recover unsaved
workbooks heading will appear
AutoRecover is a feature that, if enabled, will automatically
save your workbooks at an interval you specify (for
example, every 10 minutes). You can, and should, still
regularly save your workbooks; AutoRecover is simply a
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backup plan that helps ensure you don’t lose all your work if
on the Welcome screen. your computer or the Excel program suddenly crashes.
Click Recover unsaved
After a crash, simply restart the Excel program. Then click
workbooks. Recover unsaved workbooks to view any recovered files.
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The Recovery pane appears,
listing all recovered workbooks
that were found.
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 Select the workbook from the
Document Recovery pane.
The last AutoSaved version of
that workbook opens.

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Click Close.

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AutoRecovery Settings Comentado [IG21]:
1. Click the File tab.
If the workbook that you were hoping to recover doesn’t appear, it’s probably because the AutoRecovery
settings didn’t catch it. Excel periodically saves a copy of your file. By default, this setting is every 10 2. Click Options.
minutes, but you can easily change it so that it’s a bit more diligent about auto-saving your workbooks.

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3. Click Save.

Click the File tab. 4. Make sure the Save AutoRecover information
checkbox is checked and adjust the time interval to every
Click Options. 5 minutes.
Click Save.

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5. Click OK.
The AutoRecovery settings are
here. Make sure that the
proper checkboxes are
checked.
Make sure Save AutoRecover
information checkbox is

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interval.
Tip: You can’t specify the
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interval if the checkbox is not
selected.
Click OK.
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 The Quick Access Toolbar Comentado [IG22]:
Practice File: 07-the-quick-access-toolbar.xlsx

Explain that the Quick Access Toolbar appears in all

Microsoft Office applications, contains frequently used
The Quick Access Toolbar is located above the ribbon and contains buttons for commands that you’ll use

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commands, and can be easily customized.
often, such as save and undo. You can also add your own frequently-used commands to the Quick Access
Toolbar.

Add a Button to the Quick Access Toolbar Comentado [IG23]:

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1. Click the Customize Quick Access Toolbar button.
You can add frequently used commands to the Quick Access Toolbar.
2. Select the Quick Print command.
Click the Customize Quick
Only a limited number of commands appear in the list; the
Access Toolbar button. next sub-topic covers how to add more commands.
Select a command to add.

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The command is added to the Quick
Access toolbar.
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Customize the Quick Access Toolbar Comentado [IG24]:
1. Click the Customize Quick Access Toolbar button.
If you don’t see the command you want to add to the Quick Access Toolbar in the list, you can select More
Commands to find it. 2. Click More Commands.

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3. Select the Email command.
Click the Customize Quick
Access Toolbar button. 4. Click Add.
Click More Commands. 5. Click OK.
Select the command you want

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to add.
Click Add.
Click OK.

The command is added to the Quick

Access Toolbar.

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 Remove a Button from the Quick Access Toolbar Comentado [IG25]:
1. Right-click the Email button on the Quick Access
It’s easy to remove a button from the Quick Access Toolbar. Toolbar.

Right-click the button you want 2. Select Remove from Quick Access Toolbar.

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to remove.
Select Remove from Quick
Access Toolbar.

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The command is deleted from the
Quick Access Toolbar.

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Print Comentado [IG26]:
Practice File: 08-print.xlsx

This lesson is a quick overview of printing; more print details

will be covered in a later lesson.
Once you’ve created a worksheet, and your computer is connected to a printer, you can print a copy. Before

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you do this, it’s a good idea to preview how it’s going to look.

Preview and Print a Worksheet Comentado [IG27]:

1. Click the File tab.

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You can preview and then print a worksheet as part of the same operation.
2. Click Print.
Click the File tab.
Explain that this is also where you can preview a
Select Print. worksheet before sending it to the printer.

The Print tab is where you’ll You can use the zoom slider to see more closely, and you
find the print preview. can use the page number buttons to view extended areas

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Shortcut: Press Ctrl + P to quickly print

a worksheet.
of the worksheet.

3. Click the Print button.

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 Specify Printing Options Comentado [IG28]:
1. Click the File tab.
Sometimes you will want to specify more printing options, such as the number of copies to print.
2. Click Print.
Click the File tab.

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3. Select the desired print options.
Select Print.
Explain some of the options shown in the Customizable
Select the desired print Print Options table.
options:
4. Click Print.

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• Number of Copies you want
to print.
• Printer where you want to
send the worksheet.
• Print Area you want to
print.

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Click Print.
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Customizable Print Options
Print Option Description

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Specify the number of copies you want to print.

Select the printer you want to use (if you have more than one).

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Print the active worksheet, the entire workbook, or a selection of cells.

If you are printing multiple copies, you can select collation options.

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Select the paper size you want to print on.

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Adjust page margins.
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 Help Comentado [IG29]:
Practice File: 09-help.xlsx

The Excel Help feature can answer questions and offer tips to help you get the most out of Excel’s tools.

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The Tell Me Field Comentado [IG30]:
1. Click in the Tell Me field.
If you look at the ribbon, you’ll notice a field that says Tell me what you want to do. You can use this field to

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enter keywords and phrases about what you want to do, and get help with that. 2. Type “Gridlines”.

3. Select the Show Gridlines option.

Click in the Tell Me field.
Type what you want to do.
Commands related to your
search, from all the different

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menu.
Select the command you are
looking for.
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The Help Pane Comentado [IG31]:
1. Click the Help tab.
When you don’t know how to do something in Excel, look up your question in the Excel Help files. The Excel
Help articles can answer your questions, offer tips, and provide help for all of Excel’s features. 2. Click the Help button at the top.

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3. Type “Data validation” in the search box and click the
Click the Help tab. Search button.
Click the Help button.
4. Click the “Apply data validation to cells” option.
Shortcut: Press F1.

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A pane opens with help topics.
Type a help topic and click the
Search button.
Select a topic.

Note: Help in Office is online and

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requires a connection to the Internet.
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 Close and Exit Comentado [IG32]:
Practice File: 10-close-and-exit.xlsx

When you're done working with a file, it's a good idea to close it so you don't bog down your computer with

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unused programs.

Close a Workbook Comentado [IG33]:

If you have multiple workbooks open, close one by clicking

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Each spreadsheet window must be closed individually. When you have only one spreadsheet open and want the “X” in the upper-right corner.
Excel to stay running:
If you only have one workbook open, clicking the “X” closes
Excel completely. If you have only one file open and want
Click the File tab. Excel to stay running…
Click the Close button.
1. Click the File tab.
Shortcut: Press Ctrl + W to

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Tip: You can close all open
workbooks by holding down
the Shift key as you click the
2. Click Close.
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Close button.
If you have multiple
worksheets open, you’ll need
to close each of them
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individually.
The file is closed but Excel is
still running.
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If prompted, select from one of

the following options:
• Save: Save your changes.
• Don’t Save: Discard any
changes you’ve made.
• Cancel: Don’t close the
workbook.
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Close Excel Comentado [IG34]:
If you only have one workbook open, or if Excel is running
If you click the Close button on the title bar when you have only one Excel file open, the workbook will close without an open workbook, simply click the “X” close button
and you will exit the Excel program. in the upper right to shut down Excel completely.

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1. Click the Close button.
Click the Close button.

Excel closes.

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