Work Smart: Microsoft Excel 2010 · Web viewWork Smart by Microsoft IT Get started: Microsoft Excel 2010 Customization note: This document contains guidance and/or step-by-step installation

Work Smart by Microsoft ITGet started: Microsoft Excel 2010Customization note: This document contains guidance and/or step-by-step installation instructions that can be reused, customized, or deleted entirely if they do not apply to your organization’s environment or installation scenarios. The text marked by yellow highlighting indicates either customization guidance or organization-specific variables. All of the highlighted text in this document should either be deleted or replaced prior to distribution.

Use this guide to learn about some of the features that are available in Microsoft Excel 2010 spreadsheet software.

Topics in this guide include:

Sharing a workbook

For more information

Filtering a PivotTable report

Creating and filtering a PivotChart report

Creating a slicer

Improvements to conditional formatting

Creating a sparkline

Understanding Backstage view

2 | Get started: Microsoft Excel 2010

Understanding Backstage viewThe Microsoft Office Backstage view is available in each of the Microsoft Office 2010 applications, including Excel 2010. The Backstage view contains a series of tabs that group together common commands such as Save, Save As, Open, Print, Save & Send, Excel Options, and Exit.

To display the Backstage view, click the File tab in the upper-left corner, next to the Home tab.

To return to your workbook, click any tab at the top of the ribbon, or click the image of your document in the upper-right corner.

Creating a sparklineOne of the new features in Excel 2010 is the sparkline. Sparklines are small charts in a worksheet cell that provide a visual representation of data. You can use sparklines to show trends in a series of values such as seasonal increases or decreases, or to highlight maximum and minimum values. There are three types of sparklines: line, column, and win/loss.

The following is an example of a line sparkline that has high-point and low-point markers.


The following is an example of a column sparkline that shows a weekly trend for book sales.

The following is an example of a win/loss sparkline to show the history of a team’s win/loss record.

To create a new sparkline:

1. On the Insert tab, in the Sparklines group, click the type of sparkline that you want to insert (Line, Column, or Win/Loss).

2. In the Create Sparklines dialog box, define your data range in the Data Range box and your location range in the Location Range box, and then click OK.

A sparkline is added to your workbook.

TIP: To get the greatest impact from sparklines, position them near the data that they represent.

To format a sparkline:

1. Select the sparkline that you want to format.


2. On the Design tab under Sparkline Tools, you can take the following actions: In the Style group, click one of the styles in the gallery to apply a color scheme to your

sparkline.

In the Show group, click the types of markers that you want to display, such as High Point or Low Point.

In the Style group, click Marker Color, and then select the colors that you want for your markers.

Improvements to conditional formattingApplying conditional formatting to data can help you, at a glance, quickly identify variances in a range of values. Some of the rules that are available with conditional formatting include the following.

Rule Options

Highlight cells based on values, such as cells that are greater than, less than, in between, or equal to a specific value.Highlight cells based on the highest, lowest, or average values.

Create bars in cells based on the highest and lowest values in the range.

Color cells based on the highest, lowest, and midpoint values in the range.

Insert icons in cells based on cell values greater than, less than, or in between a specified value.


Two features of conditional formatting that were improved in Excel 2010 are the data bars and icon sets. You can now use data bars to highlight negative values. And you can customize icon sets to provide greater visibility into your data.

To use custom data bars to highlight negative values:

1. Select the cells that you want to format.2. On the Home tab, in the Styles group, click Conditional Formatting, click

Data Bars, and then click More Rules.3. In the New Formatting Rule dialog box, in the Edit the Rule Description

section:a. Under Format all cells based on their values, define the criteria

for how minimum and maximum data bars will appear.b. Under Bar Appearance, define the way that color will be applied to

the data bars.c. Under Bar Appearance, click Negative Value and Axis.d. In the Negative Value and Axis Settings dialog box, define the

color for displaying negative values and define the axis position in the data bar, click OK, and then click OK again.

The following is an example of a Microsoft PivotTable report in which data bars highlight negative values in red in the Difference column.

To use custom icon sets to highlight cell values:

1. Select the cells that you want to format.2. On the Home tab, in the Styles group, click Conditional Formatting, click

Icon Sets, and then click More Rules.


3. In the New Formatting Rule dialog box, in the Edit the Rule Description section:a. Under Format all cells based on their values, select a style from

the Icon Style list.-Or-

b. Under Icon, click the icon button to define the icon that you want to use.

c. In the Value and Type boxes, define the criteria for how the icons will appear, click OK, and then click OK again.

The following is an example of a PivotTable report that uses icons to highlight values in the Difference column.


TIP: You can use the Format as Table and Cell Styles commands in the Styles group to make your data more readable:

Use the Format as Table command to apply color schemes to your table. Use the Cell Styles command to highlight specific cells, or to set cell number format, such as

setting the cell value to illustrate percentages.

Creating a slicerYou can use slicers to filter large amounts of data. Filtered data displays only relevant results.

NOTE: Slicers require that you have already created a PivotTable report from your data.

To add a slicer:

1. Select a PivotTable report, and then on the Insert tab, in the Filter group, click Slicer.

2. In the Insert Slicer dialog box, select what you want to filter your PivotTable report by, and then click OK. In this example, two slicers will be available, one to filter the PivotTable report based on genre and the other to filter the PivotTable report based on store.


3. From the slicer, select the filter that you want to apply. In this example, you are filtering the PivotTable report so that it shows only sales of arts and photography books in the Bellevue store.

Creating and filtering a PivotChart reportIn Excel 2010, filtering is more user-friendly in Microsoft PivotChart reports. Excel 2010 added interactive buttons to PivotChart reports so you can filter directly in a chart without having to go back and forth between the chart and the PivotTable report. After you filter the data, the buttons will contain a filter icon, just as the PivotTable report does in earlier versions of Excel.

NOTE: Using a PivotChart report requires that you have already created a PivotTable report from your data.

To create and filter a PivotChart report:

1. On the Insert tab, in the Tables group, click the PivotTable label (below the icon), and then click PivotChart.


2. In the Create PivotTable with PivotChart dialog box, enter your data range and the location where you want your PivotTable and PivotChart reports to appear, and then click OK.

3. In your PivotChart report, click one of the interactive field buttons, and then filter the data that is displayed in your PivotChart report.The following is an example of interactive field buttons in a PivotChart report.

To hide field buttons:

1. Select a PivotChart report, and then click the Analyze tab under PivotChart Tools.

2. Click Field Buttons and select which field buttons you want to hide.

Filtering a PivotTable reportIn Excel 2010, you can select which items to show in your PivotTable reports. For example, imagine that you have a PivotTable report that has about 1 million items that you do not want to scroll through. You can search for specific names in the data and filter your report.

To search by value to filter your PivotTable report:

1. Select the PivotTable report that you want to work with.2. Click the downward arrow to the right of the row label in the row where

you want to search.


3. In the Search box, enter the value that you want to search for. In this example, you have a PivotTable report that shows revenue for all your stores, but you want to look at just the revenue from the Redmond Way store.

4. To filter your PivotTable report to show just the Redmond Way store, click OK.

To create a custom AutoFilter:

1. Select the PivotTable report that you want to work with.2. Click the downward arrow to the right of the row label in the row where

you want to search.

3. Click Label Filters, and then click the criteria. For example, if you want to analyze the difference in revenue between stores that are on streets versus stores that are on avenues, do the following:

a. Click Contains.b. In the Label Filter dialog box, next to the filter criteria list, type a

value, such as Street.

4. To filter your PivotTable report to show just stores that contain “Street” in the store name, click OK. The report is now filtered.


Sharing a workbookYou can share a workbook with others across your organization. By using Excel 2010 and Microsoft SharePoint, you can enable multiple users to access your data simultaneously.

To share your workbook:

1. Click the File tab to display the Backstage view.2. Click the Save & Send tab, and then take any of the following actions in

the Save & Send section:

Click Send Using E-mail to send an email that contains your workbook file to other people. Click Save to Web to save your workbook to a SharePoint site where it can be viewed

through a web browser and embedded in SharePoint dashboard pages. Click Save to SharePoint when you want to share your workbook file by putting it in a

central location, or when you have large collections of work that you are sharing with your coworkers.


For more informationGetting Started with Office 2010http://office.microsoft.com/en-us/support/getting-started-with-office-2010-FX101822272.aspx

Work Smart by Microsoft IThttp://aka.ms/customerworksmart

Modern IT Experience featuring IT Showcasehttp://microsoft.com/microsoft-IT

This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. © 2014 Microsoft Corporation. All rights reserved.

Work Smart: Microsoft Excel 2010 · Web viewWork Smart by Microsoft IT Get started: Microsoft Excel 2010 Customization note: This document contains guidance and/or step-by-step installation

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