Saidi Project Final

UNDERSTANDING COMPUTER
A Deep Understanding of Microsoft Office

(Office Introduction, Word and Excel 2007)
For tutors, students, officers and businessmen
SEMAKULA SAIDI
2010
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UNDERSTANDING COMPUTER
A Deep Understanding of Microsoft Office
The Book of its kind, it expresses the best way to approach and communicate with a
computer.
A step-by-step detailed and outlined procedure towards the application of Microsoft office
With relevant information, graphics and well labelled diagrams for ease of learning and
practical application.
By
Semakula Saidi
Academics Department
Cavendish University Uganda
Reviewed by
Balirwa Moses
Faculty of ICT
Cavendish University Uganda
2010© Semakula Saidi
All rights reserved

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any
form by any means, electronic, mechanical, photocopying or otherwise, without the prior
permission of the copyright owner
Contact: +256 776 90 7504

TABLE OF CONTENTS
Foreword............................................................................................................................................................ v
Acknowledgements .......................................................................................................................................... vi
Dedication........................................................................................................................................................ vii
SECTION I
DEFINITION AND GENERAL COMPUTER INFORMATION .......................................................... - 1 -
Introduction ................................................................................................................................................... - 1 -
Characteristics of Computers......................................................................................................................... - 1 -
Uses of Computers ........................................................................................................................................ - 2 -
Key Components of a Computer ................................................................................................................... - 3 -
Extending the Computer‘s Abilities .............................................................................................................. - 4 -
SECTION II
MICROSOFT WORD 2007 APPLICATION ........................................................................................... - 6 -
FORMATTING ........................................................................................................................................... - 20 -
SAVING ...................................................................................................................................................... - 34 -
SELECTING TEXT .................................................................................................................................... - 40 -
PAGE SETUP ............................................................................................................................................. - 44 -
PAGE NUMBERS ...................................................................................................................................... - 51 -
FIND AND REPLACE TEXT OR OTHER ITEMS .................................................................................. - 52 -
INSERT A SYMBOL OR SPECIAL CHARACTER ................................................................................. - 55 -
HEADERS AND FOOTERS ...................................................................................................................... - 55 -
PRINTING .................................................................................................................................................. - 64 -
HEADERS AND FOOTERS ...................................................................................................................... - 65 -
PAGE BREAKS AND SECTION BREAKS .............................................................................................. - 72 -
MAKE TEXT SUPERSCRIPT OR SUBSCRIPT ...................................................................................... - 78 -
WRAP TEXT .............................................................................................................................................. - 79 -
CREATE AN EQUATION IN WORD ....................................................................................................... - 81 -
COUNT THE NUMBER OF WORDS IN A DOCUMENT ...................................................................... - 81 -
COUNT THE NUMBER OF PAGES, CHARACTERS, PARAGRAPHS, AND LINES ......................... - 82 -
TURN ON OR OFF OVERTYPE MODE .................................................................................................. - 83 -
AUTOMATICALLY CORRECT CAPITALIZATION ............................................................................. - 83 -
TRACKING CHANGES AND COMMENTS ........................................................................................... - 84 -
WORKING WITH TABLES ...................................................................................................................... - 91 -
TABLES OF CONTENTS AND OTHER REFERENCES ........................................................................ - 95 -
INSERT OR DELETE A FOOTNOTE OR AN ENDNOTE ..................................................................... - 98 -
ADD OR DELETE BOOKMARKS ......................................................................................................... - 102 -
ENVELOPES AND LABELS................................................................................................................... - 104 -
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WORKING WITH GRAPHICS AND CHARTS ..................................................................................... - 112 -

WORDART ............................................................................................................................................... - 124 -
SECTION III
MICROSOFT EXCEL ............................................................................................................................ - 128 -
Open a file ................................................................................................................................................. - 128 -
Open a file as a copy ................................................................................................................................. - 128 -
Open a file as read-only ............................................................................................................................. - 129 -
Copy a file ................................................................................................................................................. - 129 -
SAVE A FILE FOR USE IN OFFICE 2003 OR EARLIER VERSION ............................................ - 130 -
INSERT PAGE NUMBERS BY USING THE PAGE SETUP DIALOG BOX ....................................... - 130 -
PAGE LAYOUT ....................................................................................................................................... - 132 -
HIDE OR DISPLAY GRIDLINES, ROW HEADINGS, AND COLUMN HEADINGS IN PAGE LAYOUT
VIEW......................................................................................................................................................... - 135 -
INSERT, MOVE, OR DELETE PAGE BREAKS IN A WORKSHEET ................................................. - 137 -
PREPARE A WORKSHEET FOR PRINTING ........................................................................................ - 142 -
PREVIEW WORKSHEET PAGES BEFORE PRINTING ................................................................ - 145 -
Print several workbooks at once ................................................................................................................ - 146 -
ENTERING DATA INTO EXCEL 2007............................................................................................... - 151 -
Save a file .................................................................................................................................................. - 152 -
Save a file to another format (Save As command) .................................................................................... - 154 -
Repairing a corrupted workbook ............................................................................................................... - 154 -
Recover data from a corrupted workbook ................................................................................................. - 155 -
FILE MANAGEMENT........................................................................................................................... - 157 -
Automatically save a backup copy of a workbook .................................................................................... - 157 -
Rename a file ............................................................................................................................................. - 158 -
WORKSHEET AND EXCEL TABLE BASICS .................................................................................. - 158 -
Enter the same data into several cells at the same time ............................................................................. - 160 -
Enter the same data on several worksheets at the same time .................................................................... - 162 -
Adjust worksheet settings and cell formats ............................................................................................... - 163 -
Change the direction for the ENTER key .................................................................................................. - 163 -
Change the width of a column ................................................................................................................... - 163 -
Wrap text in a cell...................................................................................................................................... - 164 -
Change the format of a number ................................................................................................................. - 164 -
Format a number as text ............................................................................................................................ - 165 -
Enter data in multiple worksheets at the same time .................................................................................. - 165 -
Fill data automatically in worksheet cells ................................................................................................. - 166 -
Automatically repeat values that already exist in the column ................................................................... - 166 -
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Turn off automatic completion of cell values ............................................................................................ - 166 -

Use Auto Fill Options to change how the selection is filled ..................................................................... - 167 -
Fill data by using a custom fill series ........................................................................................................ - 171 -
Format numbers as text ............................................................................................................................. - 171 -
Insert or delete cells, rows, and columns ................................................................................................... - 172 -
Edit cell contents ....................................................................................................................................... - 175 -
Enable or disable Edit mode ...................................................................................................................... - 176 -
Insert, delete, or replace cell contents........................................................................................................ - 177 -
Change the width of a column ................................................................................................................... - 177 -
Automatically number rows ...................................................................................................................... - 178 -
Display or hide the fill handle ................................................................................................................... - 178 -
Fill a column with a series of numbers ...................................................................................................... - 178 -
Use the ROW function to number rows .................................................................................................... - 179 -
Create a list of sequential dates ................................................................................................................. - 179 -
Enter a line break ....................................................................................................................................... - 181 -
Insert bullets in a worksheet ...................................................................................................................... - 181 -
UNDO, REDO, OR REPEAT AN ACTION ............................................................................................ - 182 -
Combine the contents of multiple cells ..................................................................................................... - 187 -
Merge cells or split merged cells ............................................................................................................... - 188 -
Merge adjacent cells .................................................................................................................................. - 189 -
Find or replace text and numbers on a worksheet ..................................................................................... - 190 -
Locate and reset the last cell on a worksheet............................................................................................. - 192 -
Clear all formatting between the last cell and the data .............................................................................. - 192 -
SELECTING AND NAVIGATING ....................................................................................................... - 193 -
Move or scroll through a worksheet .......................................................................................................... - 195 -
Use the arrow keys to move through a worksheet ..................................................................................... - 195 -
Scroll and zoom by using the mouse ......................................................................................................... - 197 -
Hide or display scroll bars in a workbook ................................................................................................. - 198 -
Move or copy cells and cell contents......................................................................................................... - 198 -
Copy cell values, cell formats, or formulas only ....................................................................................... - 203 -
Move or copy rows and columns ............................................................................................................... - 204 -
Move or copy rows and columns by using the mouse ............................................................................... - 205 -
Move or copy a worksheet ........................................................................................................................ - 206 -
Move or copy worksheets to another workbook........................................................................................ - 207 -
Move or copy data to another worksheet or workbook ............................................................................. - 208 -
Drag data to another workbook that is open in a separate instance of Excel ............................................ - 210 -
Copy cell values, not formulas .................................................................................................................. - 210 -
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Remove or allow a circular reference ........................................................................................................ - 214 -

Locate and remove a circular reference ..................................................................................................... - 214 -
FORMULA AND NAME BASICS ........................................................................................................ - 215 -
The difference between absolute, relative and mixed references .............................................................. - 221 -
Use Formula AutoComplete ...................................................................................................................... - 250 -
Turn Formula AutoComplete on or off ..................................................................................................... - 254 -
Nest a function within a function .............................................................................................................. - 254 -
Move or copy a formula ............................................................................................................................ - 255 -
Select cells that contain formulas .............................................................................................................. - 256 -
Use Equation Editor in Excel .................................................................................................................... - 257 -
Insert an equation with Equation Editor .................................................................................................... - 258 -
Correcting formulas ................................................................................................................................... - 259 -
Correct common errors when entering formulas ....................................................................................... - 272 -
Correct common problems in formulas ..................................................................................................... - 273 -
Correct an error value ................................................................................................................................ - 277 -
Evaluate a nested formula one step at a time............................................................................................. - 279 -
Display the relationships between formulas and cells ............................................................................... - 280 -
Protect or audit formulas ........................................................................................................................... - 282 -
Show formulas that were previously hidden by removing protection ....................................................... - 283 -
Replace a formula with its result ............................................................................................................... - 283 -
Replace part of a formula with its calculated value ................................................................................... - 284 -
Correct common errors in formulas........................................................................................................... - 285 -
Correct common formula errors one at a time ........................................................................................... - 288 -
Mark common formula errors on the worksheet and correct them there................................................... - 289 -
v
Foreword
From the Industrial to the Information age, the world has undergone a drastic technological
transition. We now live in an era where the need to get and keep informed has made research a vital
aspect of life. This is the period when the World is run on the basis of Computing and Information
Technology. Yes, we now live in a world of computers; a World where one‘s computer knowledge
determines how well they perform in school, at work and the ease with which they perform their
day-to-day activities! A world where the use of computer is even becoming part of an individual‘s
everyday life!
The on-set of the computer era, therefore, implies that we have no place to hide; we have to
embrace and appreciate the use of information technology and computers in general for our own
good and the good of the entire World! With all the advantages of computer, no one deserves to be
left behind. In fact, now is the time to take that noble decision, the decision to learn computer and
its applications, and you will not remain the same! You will realize how easy and enjoyable every
aspect of life becomes with computer literacy!
For that matter, the book you are holding in your hands right now contains some of the most
powerful information one would need to understand and master computer applications.
Understanding Computer Applications: A Deep Understanding of Microsoft Office is not only

timely but also comes as a once-in-a-lifetime opportunity/tool for the user to easily approach and
acquaint themselves with a computer! The content of this book is spread out in a way that makes it
easy to use by tutors and students for reference and guidance. In fact, all one needs is access to a
computer and this book and the rest will be history; you will be able to teach yourself computer
with ease.
The lessons and information from the book generate a voice that is easily understandable.
They offer the reader no less than a blueprint for understanding and implementing his/her own
computer literacy level. No need for just reading but understanding.
In its outline form, it brings out all possible questions and answers for the good of the user.
This book makes the learning of computer applications so easy and enjoyable, yet without
compromising the quality of its content!
In its simplest form, this book is meant for all grades of learners who have access to a computer.
It is outlined to simplify reading; it is self explanatory and chronologically spread out to logically
grasp its content.
It is unique in all of its publishing, and the reader will be blessed to tap into their hearts the content
contained herein because each line is a point!
vi
Acknowledgements
My sincere gratitude goes to Mr. Balirwa Moses for his invaluable editorial assistance to this book.
His knowledge and experience in the ICT was of great value to the completion of this book.
The author is indebted many brains, encouragements, visionaries and friends for their feedback,
editorial suggestions, and production assistance.
I am also thankful to many students, friends and well-wishers for their contribution to the
accomplishment of this book. Among many, I would like to greatly thank Michele for her spiritual
and moral support, encouragement and her being there for me in good and bad times.
Great many thanks go to Michael Blomsterberg for his inspiration since I got to know him. He has
been there for me physically and spiritually.
May the Almighty God bless you all!

vii
Dedication
To my parents, Mr. Ausi Semakula (RIP), Mrs. Nandagano Semakula (RIP) and my siblings –
Sauba, Faridah, Muzafaru, Fagil, Wagihi, Rashidah, Faizo, Sharifah, Hashim.
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SECTION I
DEFINITION AND GENERAL COMPUTER INFORMATION
Introduction
A computer is a machine that manipulates data according to a list of instructions.

Described in its simplest form, a computer takes information (or inputs), processes it according to a
set of instructions (a program), and gives back a result (or output). In this respect, it is very similar
to a calculator, but obviously somewhat more complex.
The other key characteristic of a computer is that it is a multi-function platform. The same machine
can perform many different tasks by using different programs. So, one program
(e.g., a word processing application) allows letters or documents to be created, while another
program (e.g., a graphics or drawing application) allows images to be created.
Characteristics of Computers
For a device to be characterised as a computer it must manifest some or all of the following
characteristics.
 Speed
 Accuracy
 Storage
 Diligence
 Artificial intelligence
 Automation
1. Speed: Computers are quite fast in their operation in that their speed is measured in millions
of instructions per second (MIPS). So a computer with 15MIPS is able to process 15
million instructions per second.
2. Accuracy: Computers are known to be so accurate that they hardly make any mistake. In
fact, computers are capable of detecting and correcting any mistakes made. It follows
therefore, that if wrong data is fed into the computer, wrong results are expected out. Hence
the saying, "Garbage in, Garbage out"
3. Storage: For a computer to be able to work, it must have some form of work space where
data is stored before being processed or where information is stored before being output to
particular devices. This storage is called memory.
4. Diligence: Computers have the ability to perform the same task over and over for a long
time without getting bored. Therefore, computing devices must be able to perform the same
routines repeatedly.
This is evidenced in industrial robotics, like those in car assembly lines.

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5. Artificial intelligence: Computers are artificially intelligent. They can respond to requests
given to them and provide solutions. This is accomplished by the "power" of the programs
installed in them. Evidence of this is again in industrial robotics.
6. Automation: Computers also work automatically. They do not need any supervision in
order to perform programmed routines.
Uses of Computers
Computers are widely used in our everyday life to accomplish various tasks. Their uses are as wide
as the user can imagine.
Some of the areas that computers are widely used include:
 Education
 Research
 Business
 Recreation
 Military
Computers in Education
Computers have many applications in education. They can act as a resource for students or teachers
as they facilitate access to relevant information on the Internet and on CDROM/ DVD/Memory
Stick/mp3 players, Mobile Phones etc. They allow students and teachers to prepare presentations,
documents, images and so on. Furthermore, there are specific educational programs, usually
containing multimedia and animation, which are designed to teach or support learning in specific
subject areas. In fact, the ways in which computers are integrated depends entirely on the
imagination of both teachers and students.
Computer literacy is becoming a vital skill for all as we move further into this information age.
Everyone involved in education has much to gain from the increased productivity that these
machines can offer.
i) Scientific Research
Recent advancements in scientific research have been possible due to the use of computers. New
drugs have been introduced; exploration into space is possible; and in places where human beings
cannot survive, machines equipped with various computers are sent in space and data transmitted
back to earth.
Architectural construction has greatly improved through the use of computers. It is possible to have
a look at a house you plan to build, both on the outside and the inside, furnish and paint it, establish
flower gardens and pathways, all manipulated on a computer top. This enables one to furnish his
house according to his taste.
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ii) Business Environment

Very many businesses have realised the benefits of computers. For instance with most money
markets (Stock Exchanges), you only need to sit in front of your computer, whether in your office
or at home and trade shares with various centres worldwide - without going to those particular stock
centres physically. Today E-commerce has been more feasible with computers.
iii) Recreation Purposes

When bored in the office, you can double click an icon on your computer and you are already
playing golf, or in a car, racing. You don't need to have those big rally cars to enjoy the sport,
probably, like Schumacher. You might even compete with him right on your desktop in the
computer. All this is possible with computer games. There are hosts of computer games, some of
which exist as shareware (free software programs supposed to be shared freely) while others need a
license to run.
Disney World, one of the world's biggest entertainment companies, has made a fortune with
computer games.
Key Components of a Computer
Although computers come in many different shapes and sizes, they are all made up of the same
basic components. In fact, all computers are remarkably similar to each other.
Input Devices – telling the computer what to do

Computers have input devices to allow the user to control the machine. Essentially, an input device
acts as a conduit for information from the user to the computer. It allows external information to be
passed to the computer, which the computer then works with. Common examples of input devices
include:
• Keyboard
• Mouse
• Microphone
Output Devices – the computer telling the user what it has done
Computers also have output devices which return the results of computer actions back to the user.
Common examples of these are:
• Monitor
• Speakers
• Printer
The Processor
The processor can be considered the ‗brain‘ of the computer — it plays a pivotal role in almost all
aspects of the computer‘s functioning, including its performance and reliability.
The processor, either directly or indirectly, controls all the work carried out in the computer.
It is commonly known as the ‗chip‘ or, more correctly, the central processing unit (CPU). The
processor follows the instructions provided by both the user (via input devices) and the program
that is running in order to perform a task.
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Memory
In a similar way to the human brain, computers need some short-term memory (or working
memory) to do the tasks they have been set. In a computer, this working memory is called random
access memory (RAM). RAM is very important to the overall functioning of the computer as a
system with a fast processor but only a small amount of RAM will not perform to its full potential.
On the other hand, a slower processor with plenty of RAM will perform up to the limit of its ability.
The Monitor
It is also called the Visual Display Unit (VDU). The screen displays information as it is being
typed enabling the user to monitor the data input before it is executed. This is known as Interactive
Processing. This device provides a soft copy of the output and if power goes off, the
information/data disappears. Note: The Monitor can act both as an input and output device.
The Keyboard
It is an input device. It is used to feed data into the Computer.
The various types of keyboards include; 102 Keyboard, The 102/3 Enhanced Keyboard, The 105
Keyboard (This was developed, from the 102/3 enhanced keyboard after the development of
Windows 95). The 102/3 enhanced keyboard is the most commonly used keyboard, it is the
standard keyboard currently.
The Mouse
The mouse is often used in conjunction with a keyboard, particularly in windows-based systems. A
mouse usually has two or three buttons which can be pressed (clicked) to activate different
functions. The user has an option of clicking the right button or the left one. There are different
mice but the most commonly used is a desktop mouse.
Hard Drive
Computers need to be able to store both the programs that run on the system as well as the work that
is created. The most common storage device is a fixed magnetic disk that sits inside the machine
and this is called the hard drive. The hard drive is similar to long-term memory in human beings in
that it can be a little slow. Consider the following analogy: if you were asked what you did on this
day five years ago, you would have to think awhile (accessing the hard drive or storage area), but if
you were asked what you were doing at this precise moment in time, you would have no difficulty
providing an answer (accessing the working memory or RAM).
Extending the Computer’s Abilities
As mentioned earlier, a computer is a multi-function device. This means it is capable of carrying out
a diverse set of functions. To actually do so, the computer must be set-up or adapted to take on
whatever extra functions are most relevant to the user. The following list outlines some ways in
which a computer‘s abilities can be extended.
Software
An easy way to extend the computer‘s capabilities is to install more programs. If users want to make posters
and cards, for example, a suitable desktop publishing program can be purchased and installed. If users want
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to create or edit sound files, a sound editing program can be installed. There are programs (also termed
applications) written to do everything imaginable.
Hardware
These are the tangible parts of a computer. It is possible to increase the functionality of a computer by adding
new or improved parts to it. For example, the working memory (RAM) can be increased and this will
normally make the machine run faster. Similarly, a larger hard drive can be added which will allow more
information to be stored.
Peripherals
Peripherals are devices that connect to a computer and perform specific tasks. They are usually related to the
input or output of data, i.e., they are input or output devices. For example, a printer is a peripheral, as is a
scanner and a digital camera, to name but a few.
Other peripherals such as alternative keyboards, switches and touch-screens provide students with special
needs with alternative methods of accessing and operating the computer.
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SECTION II
MICROSOFT WORD 2007 APPLICATION
Welcome to the ―new world‖ of Microsoft 2007 Office. As you may have heard, 2007 Office was a major
change from previous Office versions. If you are new to Microsoft Office you will find 2007 very intuitive.
When you click on ―something,‖ like an image, text, or spreadsheet area, special Ribbons, customized to
your selection, will appear to assist you.
For this reason, I am creating an introduction to some of the new features of Office applications. First, I‘ll
take you through the Microsoft Office Button, the Quick Access Toolbar, Ribbons, Tabs and Groups – to
familiarize you with these common features.
If you have 2007 Office installed on your computer here are a couple of hints on how we‘ll proceed.
To open an application, Double click quickly on the application icon (Word, PowerPoint, Excel, etc.) on
the Windows desktop. Or, click the Start button, in the lower left corner of the screen, then click All
Programs, move the cursor over Microsoft Office and select the application you desire.
In this tutorial, when we indicate that you need to click a mouse button, it will mean to click the left mouse
button – unless we indicate that you should click the RIGHT mouse button. So, always move the cursor
over the ―place‖ we indicate and ―click left‖ unless we tell you otherwise.
The Microsoft Office Button
We‘ll use Microsoft Word 2007 for our initial illustrations of Ribbon, Tab and Group examples.
The first thing you‘ll notice, when you open a 2007 Office application is that there is no longer a File choice
in the Menu Bar. The arrow above points to the Microsoft Office Button – which replaces File.
As you move your cursor over the Microsoft

Office Button a preview image (image on right)
will appear.
Click the Microsoft Office button.
When you click the Microsoft Office button, it

will turn orange and a “File like” menu will
appear (similar to the image on the right).
You‘ll notice that you now have little images for

choices and that some of them have little arrows
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pointing to the right. These arrows indicate that there are additional choices for a selection.
On the right side of the Microsoft Office Button menu screen you will see your most recently used files –
Recent Documents (see arrow above on right).
Each Microsoft Office Button menu is tailored to its Office application (Word, Excel, PowerPoint, etc).
Move your cursor over the arrow to the right

of the Print button (1.), a menu of print 2.
choices will appear on the right – under
Preview and print the document (2.) (image on 3.
right).
Click Print (3.) at the top of the Menu.
1.
A standard Print Menu screen will appear.
It is suggested that you spend a few minutes

clicking the various choices in the Microsoft
Office Button menu screen to familiarize
yourself with what they do.
If you look at the bottom of

the Microsoft Office Button
menu screen you will see two
buttons. Since we‘re using
Word, the buttons indicate
Word Options and Exit
Word.
The buttons change with each application (e.g. PowerPoint will indicate PowerPoint Options).
When you click the Word Options button the image below will appear. Notice, on the left side of the
menu screen there are a number of choices (e.g. Personalize, Display, Proofing, etc.). when you click a
choice on the left side of the screen, the options for that choice appear on the right. Take a few minutes and
move through these choices to familiarize yourself with this menu screen. You will see that Microsoft
has placed a lot of resources that were under File-Tools-Options, in previous versions of Office, in this
menu.
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The last choice – Resources – furnishes a lot of online resources for the application which you are using.
We clicked the Microsoft Word Resources text link and the image below appeared.
Notice all of the useful online resources available to you.
Quick Access Toolbar
In the upper left corner – to the right of the Microsoft Office

Button - you will see an area called the Quick Access Toolbar
(image on left). This area is quite handy as it currently contains
several of the most used buttons in Office applications – Save,
Undo, Redo, Print and Print Preview. You can customize this toolbar by adding and removing as many
Quick Access button choices as you desire.
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In the Quick Access Toolbar (on the left) you can see we
added the Insert Picture button – since we are using it a lot for
this tutorial.
To add this button to the toolbar we first clicked the

Insert Tab and then RIGHT clicked the Insert
Picture button. One of the choices was Add to
Quick Access Toolbar. When we clicked this choice
the Insert Picture button was added. You can add any
button you choose by doing this.
To remove buttons from the

Quick Access Toolbar just
RIGHT click on the button you
desire to remove and choose
Remove from Quick Access
Toolbar.
Ribbons
This is the new term you hear a lot about in 2007 Office. Ribbons stretch across the top of your application
screen with features to assist you as you click the Ribbon Tabs. To us, Tabs and Ribbons are the same. It is
like unreeling holiday ribbon from a spool and seeing new images on the ribbon – very cool! So, we‘ll cover
Tabs/Ribbons in great detail.
Tabs
Below the Microsoft Office Button and Quick Access Toolbar we see a series of Tabs/Ribbons.
Tabs are similar to the Drop Down Menu choices in previous versions of Office. The Tabs are, logically, a
bit different for each 2007 Office application to assist you with the most common features of that
application. All the 2007 Office applications begin with the Home tab.
The Home Tab/Ribbon for Word 2007 looks like the image below.
Ribbon
The Home Tab/Ribbon for PowerPoint 2007 looks like the image below.
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The Home Tab/Ribbon for Excel 2007 looks like the Image below.
The Home Tab/Ribbon for Access 2007 looks like the Image below.
You‘ll quickly notice that the Home Tab/Ribbon for each application shows the Clipboard as the left
“Group‖ (except in Access) In Word and Excel, the Font Tab/Ribbon is to the right, but in PowerPoint,
because working with slides is paramount, the Slides Tab/Ribbon comes next. If you have 2007 Office
installed on your computer, open these four applications and take a few minutes looking at each
application’s Home Tab/Ribbon.
Notice, the Tabs to the right of the Home Tab/Ribbon are tailored to each application. We‘ll work a bit
with this in a little while.
Groups
In the image below, the arrows point to a new topic – Groups.
Clipboard Font Paragraph Styles Editing
Clipboard Group
The Tab/Ribbon bar images (in this tutorial) are hard to read, so we‘ve placed arrows (in the image above)
for the Groups in the Word Home Tab/Ribbon. Again, the Tabs/Ribbons, and Groups, will vary
depending on the application you‘re using. Let‘s look a bit at the Groups in Word.
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The first Group on the Word Home Tab is

Clipboard. To open a Group you move your
cursor over the little down pointing arrow in the
lower right corner of a group.
Open
Group
This arrow is enlarged in the image below.
Close Group
When you click this arrow the image on the right

appears. Notice that the Clipboard appears on the left side of your screen and shows any text or images
you‘ve copied. To close this group, click the ―X‖ in the upper right corner of the Group.
Font
Notice, in the Font Group area (above), you have

the most used Font features. However, if you
desire all of the font features, just click the Open
Group arrow to the right of Font.
An old friend – the Font menu screen appears

(when you click the Open Group arrow). You‘ll
see this a lot as your learn more about 2007 Office.
Many of the ―tried and true‖ menu screens will
appear in logical places.
Select Text Mini Toolbar
When you‘re working with text and fonts a really

ingenious ―new thing” occurs as you highlight
text - a Select Text Mini Toolbar appears!
In the image on the right we highlighted -

Highlight Text. When we paused the cursor
over the highlight, a “shadow like” toolbar
appeared. When we move our cursor over the
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toolbar, it is ready for us to use it to modify our text. This is really handy as many of text formatting
features are in the Mini Toolbar. The first time you try this, be patient, it sometimes takes a few tries.
Paragraph
Notice in the Paragraph Group area (left) you

again have the most used Paragraph features.
However, if you desire all of the paragraph
features, just click the Open Group arrow to
the right of Paragraph.
The Paragraph menu screen appears when you click the

Open Group arrow to the right of the Paragraph Group.
You should now have a ―feel‖ for how the Tabs/Ribbons and
Groups work together to assist you.
Styles
Hang on! The next Group on the Word Home Tab/Ribbon is

Styles. If you go back to Page 6 and glance at the Word,
PowerPoint and Excel Home Tabs, you‘ll see that the right
portion of a Tab is where the application selections change
to fit the application. In Word you can now select a style
from the Styles Group (image below). If you click the More arrow in the lower right corner of the Styles
group, you will see additional choices.
More
Arrow
When you click the More arrow you will see an image similar to the one below. Notice that we are in
Times New Roman – Normal. On the next page we‘ll show you one of the really, really neat new features
in 2007 Office.
- 13 -
Fasten your seatbelts!
We‘re going to highlight this paragraph (when we have finished typing it). Then we‘re going to open the
Styles Group. When the Group is open we‘ll move our cursor over the choices, and as we do, you‘ll see,
in the images below, that the entire paragraph changes to that Style!
We selected this Style. Look how

the text now appears!
And another………..
- 14 -
Other Tabs/Ribbons –
When you move to the other Tabs/Ribbons, you‘ll notice that they contain their own Groups – associated
with that Tab. The Insert Tab/Ribbon (below) has logical ―things‖ that you would insert into a document –
Shapes, Pages, Tables, Illustrations, Links, Headers/Footers, Text and Symbols. Again, depending on your
choices, many selections allow you to ―preview‖ what you‘ve highlighted – similar to the two illustrations
above.
It is suggested that you click the Tabs/Ribbons in each application you‘ll be using to get a ―feel‖ for them.
The Page Layout Tab/Ribbon also has logical selections – Themes, Page Setup, Page Background,
Paragraph and Arrange.
The References Tab/Ribbon will really come in handy for those publishing long documents, articles or
books – Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, and Table of Authorities.
The Mailings Tab/Ribbon lets you work with Envelops, Labels, Mail Merge, Fields and Preview. It
includes Create, Start Mail Merge, Write and Insert Fields, Preview Results and Finish.
The Review Tab/Ribbon has the Proofing Tools, Comments, Tracking, Changes, Compare and Protect
features.
- 15 -
The View Tab/Ribbon allows you to change the document Views, do Show/Hide, Zoom and arrange your
Windows.
This gives you a ―feel‖ for how the Tabs/Ribbons work in Word 2007. Again, it would be prudent to look
at the other 2007 Office applications you will be using - to get a similar sense for these new features.
Now we’ll look at several other neat features of 2007 Office.
Picture Tools
Currently, when you click an image in Word 2007, PowerPoint 2007 or Excel 2007, a Picture Tools
Tab/Ribbon will be available to you. We placed a Microsoft Clip Art frog on the left. When we click the
frog a Picture Tools Tab appears above of the other Tabs/Ribbons.
When you click the Picture Tools Tab (we‘re still in Word) the Picture Tools Ribbon below appears.
Notice, like the other Ribbons, that Picture

Tools also has its own Groups – Picture Tools,
Shadow Effects, Border, Arrange, and Size.
You can click the Open Group arrow at the

lower right of some groups to see more of the
Group.
- 16 -
We clicked the Open Group arrow on the Size Group and the Format Picture Menu Screen appeared.
If we are in PowerPoint – and click an image – Picture Tools becomes available. The image below shows
that there are different selections since we are now using PowerPoint.
SmartArt
In the Insert Ribbon/Tab at the bottom of Page 10 there is a new selection that improves on the ―old‖
Drawing Toolbar – especially
SmartArt. SmartArt is a part of
Word, Excel and PowerPoint.
We‘ve enlarged the Word Insert

Ribbon/Tab (right) to show the
SmartArt selection. When you click
SmartArt a Choose a SmartArt
Graphic menu (image below) will
appear.
If you have used SmartArt in the past, you‘ll quickly see that it has been greatly enhanced.
We‘ll click on the Pyramid and then click the OK button.
A Pyramid Diagram, similar to the one on the right, will appear. Now it gets exciting!
When you click the Pyramid you‘ll notice a new SmartArt Tools Ribbon/Tab appears.
- 17 -
Similar to Picture Tools, you‘ll notice several

Layout and SmartArt Styles Groups designed
for enhancing the Pyramid on which you‘re
working.
If you click the Change Colors button in the

SmartArt Styles Group an image like the one
the right will appear. As you move your cursor
arrow over the Primary Theme Colors, you‘ll
see that the Pyramid changes to that color. We
chose the one you see marked by the arrow on the right. Our Pyramid now has this shading!
If you now move your cursor arrow over one of the

images in SmartArt Styles you‘ll see an image similar to
the one on the right.
Comparable to the Text Styles on Page 10, you can see how
2007 Office is enhanced to assist you with these great
previews.
We‘ll work with these in the individual 2007 Office

tutorials.
Other Ribbons/Tabs/Tools
Excel
If you are in Excel, you can now highlight a row, column

or entire spreadsheet with really eye-opening effects.
In the image on the right we opened the spreadsheet

developed with the Excel 2007 tutorial. We highlighted
the December column and then clicked Conditional Formatting. The drop down menu you see on the
right appeared. We then clicked Color Scales and, when the area to the right of Color Scales appeared,
we moved our cursor over the selections. As with other 2007 applications, when you move your cursor
over the choices you will get a temporary preview of how your selection will appear.
Notice, in Conditional Formatting, there are also Data Bars and Icon Sets selections. If you were to
choose these you would see small bar charts or little flags, smiley faces, etc. appear in the area you
highlighted. And the list goes on and on. Really awesome!
- 18 -
Word
The image on the right is the

Word View Toolbar Master Document Draft View Zoom
(located on the bottom Right View
of the Word screen).
You‘ll notice that normal Page Layout View

Word document views and
zoom features are available.
Full Screen Web Layout View
View
PowerPoint
Slide Sorter View Zoom
The PowerPoint View

Toolbar looks similar to the
image on the right.
Normal View Slide View
Access
The Access View Form View PivotTable Layout View

Toolbar looks similar to View
the image on the right.
Datasheet PivotChart Design

Excel View View View
Zoom
Page Layout View
The Excel View Toolbar looks
similar to the image on the
right.
Normal View Page Break View

- 19 -
We have found these View toolbars to be very handy as we‘ve worked in these applications.
More Excel
Page Layout View

While we‘re in the Excel View
Toolbar we‘ll mention the new
Page Layout View.
When you click the Page Layout View button, an image similar to the one below will appear. This view is
similar to Print Layout View in Word. Now you have it in Excel! It‘s really great as it not only gives you
a “mini” print preview of your spreadsheet, it also allows you to work with your Headers and Footers
“interactively” by clicking the Header or Footer area!
We clicked in the center Header area and the image below appeared. Notice that a Header and Footers
Tools Tab/Ribbon is available – with all of the Header and Footer Groups – and easy to use buttons.
Center Header Area
Notice the Auto Header and Auto Footer buttons to the left of the Ribbon. You can use these, or the
Header & Footer elements, or simply type your header. This is really flexible and you see your choices
instantly.
- 20 -
You can see that 2007 Office is working with you more than ever. As we create the 2007 Office tutorials,
we‘ll introduce you to, and show you how to use these Ribbons, Tabs, Groups, and Toolbars unique to each
application.
At the moment Word, Excel, PowerPoint, Access and creating messages in Outlook Mail contain these new
features. 2007 Publisher is fairly similar to Publisher 2003 – but has Publisher Tasks to assist you in creating
Publications. FrontPage has changed its name and moved to a new family called Expression – with a new
name – Microsoft Expression Web Designer
FORMATTING
Formatting text
In Microsoft Office Word 2007, you can use the formatting options Mini toolbar to quickly format text. The
Mini toolbar appears automatically when you select text. It also appears with the menu when you select text
and then right-click.
Make text bold
1. Select the text that you want to make bold, and move your pointer to the Mini toolbar above
your selection.
2. Click Bold .
NOTE Click Bold again to unbold the text that you selected.
Underline text
The quickest way to underline text is to press CTRL+U and start typing. When you want to stop underlining,
press CTRL+U again.
You can also underline text and spaces in several other ways.
Underline words and the spaces between them
1. Select the text that you want to underline.

2. On the Home tab, in the Font group, click Underline. Or press CTRL+U.
To change the underline style or color, click the Font Dialog Box Launcher, click the Font tab, and
then change the Underline style or Underline color setting.
Underline words, but not the spaces between them

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2. On the Home tab, click the Font Dialog Box Launcher, and then click the Font tab.
3. In the Underline style box, click Words only.
Underline blank spaces
You can underline blank spaces by pressing SHIFT+HYPHEN (-), but it is difficult to line up the
underlines — if you are creating a fill-in form, for example. Also, if the AutoFormat option for changing
underscore characters into border lines is turned on, pressing SHIFT+HYPHEN (-) three or more times in a
row will result in a line that extends the width of the paragraph, which may not be what you want.
A better way to underline blank spaces for a printed document is to use the TAB key and apply the underline
formatting to the tab characters.
When you want to create an underline in an online form, insert table cells with the bottom border turned on.
Underline blank spaces for a printed document
To underline blank spaces for a printed document, use the TAB key and apply the underline formatting to the
tab characters.
1. On the Home tab, in the Paragraph group, click Show/Hide ¶

so that you can see the marks that indicate spaces and tab stops.
2. Press the TAB key.
3. Select the tab characters that you want to underline. A tab character looks like a small arrow.
4. Do one of the following:

 Press CTRL+U to apply a simple underline format.
 To apply a different style of underline, on the Home tab, click the Font Dialog Box Launcher,
click the Font tab, and then click Underline style to choose a different underline style.
Underline blank spaces for an online document
To create an underline in an online document or form, insert a table cell with the bottom border turned on.
This method ensures that when someone types on the line, the line stays in place.
1. Click where you want to insert a blank underline.

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2. On the Insert tab, in the Tables group, click Table.
3. Click the upper-left box to insert a 1x1 Table.
If you want to add introductory text, such as Name or Social Security Number, before the underline,
insert a 2x1 Table.
To change the length of the line, move the pointer over the end of the table until it becomes a resize
pointer , and then move the arrow right or left to lengthen or shorten the line.
4. Click in the table (or in the second table cell if you created a 2x1 table).
5. Right-click, click Borders and Shading, and then click the Borders tab.
6. Under Setting, click None.
7. Under Style, click the line type, color, and width that you want.
8. In the diagram under Preview, click between the lower margin markers to add the bottom
border. Make sure only the bottom line is displayed.
NOTE If you prefer to view the table without the light gray gridlines that do not print, on the Layout
tab, in the Table group, click Show Gridlines.
If you used a 2x1 table to make room for introductory text, you can type the text before the line.
Add a decorative underline

3. In the Underline style box, click the style that you want.
4. To change the color of the underline, click Underline color, and then click the color that you
want.
Remove underlining
To remove single underlining from words and spaces, select the underlined text and press CTRL+U.
NOTE To remove other styles of underlining, press CTRL+U twice.

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Double underline the text

3. In the Underline style box, click the double underline style
Change the color of text
In Microsoft Office Word 2007, you can apply a format to selected text, or you can quickly and easily format
an entire document to give it a professional and modern look by applying a document theme. A document
theme is a set of formatting choices that can include a color scheme (a set of colors), a font scheme (a set of
heading and body text fonts), and an effects scheme (a set of lines and fill effects).
Change the text color
In Office Word 2007, you can use the formatting options on the Mini toolbar to quickly format text. The
Mini toolbar appears automatically when you select text. It also appears with the menu when you select text
and then right-click.
1. Select the text that you want to change, and move your pointer to the Mini toolbar that appears
with your text selection.
2. Click Font Color, and then select the color that you want.
Apply a predefined color theme
You can change the colors in your document by selecting a new color theme. When you choose a new color
theme, Word automatically formats various parts of your document with colors that are designed to work
together.
1. On the Page Layout tab, in the Themes group, click Theme Colors.
NOTE If you want to change the font, colors, and effects in your document, click
Themes instead of Theme Colors.
2. Under Built-In, click the predefined color theme that you want to use.
Create a custom color theme
Changes that you make to a color theme immediately affect the active document. If you want to apply these
changes to new documents, you can save them as a custom color theme.
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1. On the Page Layout tab, in the Themes group, click Theme Colors.
2. Click Create New Theme Colors.

3. Under Theme colors, select the colors that you want to use.
The sample updates automatically each time you select a color.
4. In the Name box, type a name for the new color theme.
5. Click Save.
Change the size of text
In Microsoft Office Word 2007, you can apply a format to selected text, or you can quickly and easily format
an entire document to give it a professional and modern look by applying a document theme. A document
theme is a set of formatting choices that can include a color scheme (a set of colors), a font scheme (a set of
heading and body text fonts), and an effects scheme (a set of lines and fill effects).
Change the text size
In Office Word 2007, you can use the formatting options Mini toolbar to quickly format text. The Mini
toolbar appears automatically when you select text. It also appears with the menu when you select text and
then right-click.
1. Select the text that you want to change, and move your pointer to the Mini toolbar that appears
with your text selection.
 To make the text larger, click Grow Font. Or press CTRL+SHIFT+>.
 To make the text smaller, click Shrink Font. Or press CTRL+SHIFT+<.
NOTE You can also specify a font size on the Home tab, in the Font group.
Apply a predefined font theme
You can change the fonts in your document by selecting a new font theme. When you choose a new font
theme, you change the heading and body text font for the document that you are working on.
1. On the Page Layout tab, in the Themes group, click Theme Fonts.
- 25 -
NOTE If you want to change the font, colors, and effects in your document, click Themes
instead of Theme Fonts.
2. Under Built-In, click the predefined font theme that you want to use.
Create a custom font theme
1. On the Page Layout tab, in the Themes group, click Theme Fonts.
2. Click Create New Theme Fonts.
3. Select the fonts and sizes that you want to use in the Heading font and Body font boxes.
The sample is updated with the fonts that you select.
4. In the Name box, type a name for the new font theme.
5. Click Save.
Apply or remove highlighting
Use the Highlight tool to mark and find important text in your document. Highlighted parts of a document
are easiest to see when the document is online.
Start highlighting
1. On the Home tab, in the Font group, click the arrow next to Text Highlight Color.
2. Click the color that you want.
NOTE Use a light highlight color if you plan to print the document by using a monochrome or dot-
matrix printer.
3. Select the text or graphic that you want to highlight.

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4. To stop highlighting, click the arrow next to Text Highlight Color and click Stop
Highlighting, or press ESC.
Highlight selected text
1. Select the text that you want to highlight.

3. Click the color that you want.
NOTE Use a light highlight color if you plan to print the document by using a monochrome or
dot-matrix printer.
Remove highlighting from part or all of a document
1. Select the text that you want to remove highlighting from, or press CTRL+A to select all of the
text in the document.
3. Click No Color.
Quickly find highlighted text
1. On the Home tab, in the Editing group, click Find.
2. If you don't see the Format button, click More.

3. Click Format, and then click Highlight.
4. Click Find Next.
Create a large dropped initial capital letter

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The dropped cap, a large dropped initial capital letter, can be used to begin a document or a chapter, or to
add interest to a newsletter or invitation.
Dropped cap
In-margin dropped cap
1. Click in the paragraph that you want to begin with a drop cap.
The paragraph must contain text.
2. On the Insert tab, in the Text group, click Drop Cap.
3. Click Dropped or In margin.
Change the capitalization of text
In Word 2007 and PowerPoint 2007, you can change the capitalization of words, sentences, or paragraphs by
doing the following:
1. Select the text that you want to change the case of.
2. On the Home tab, in the Font group, click Change Case (as shown in the diagram below),
and then click the capitalization option that you want.
- To capitalize the first letter of a sentence and leave all other letters as lowercase, click
Sentence case.
- To exclude capital letters from your text, click lowercase.
- To capitalize all of the letters, click UPPERCASE.
- To capitalize the first letter of each word and leave the other letters lowercase, click Capitalize
Each Word.
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- To shift between two case views (for example, to shift between Capitalize Each Word and the
opposite, cAPITALIZE eACH wORD), click tOGGLE cASE.
- To apply the small capital (Small Caps) letter formatting to your text, see the note and diagram
below.
NOTE To apply the small capital (Small Caps) letter formatting to your text, select the text, and then on
the Home tab, in the Font group, click the arrow in the lower right corner. In the Font dialog box, under
Effects, select the Small Caps check box. See the diagram below for details.
The Font group
The arrow in the lower right corner of the Font group
The Small Caps check box
CHANGE SPACING OR ALIGNMENT
Align text left or right, center text, or justify text on a page
Horizontal alignment determines the appearance and orientation of the edges of the paragraph: left-aligned
text, right-aligned text, centered text, or justified text, which is aligned evenly along the left and right
margins. For example, in a paragraph that is left-aligned (the most common alignment), the left edge of the
paragraph is flush with the left margin.
Align the text left or right
1. Select the text that you want to align.
2. On the Home tab, in the Paragraph group, click Align Left or Align Right .
Center the text
1. Select the text that you want to center.
2. On the Home tab, in the Paragraph group, click Center .

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Justify the text
You can justify the text, which might make the last line of text in a paragraph considerably shorter than the
other lines.
1. Select the text you want to justify.
2. On the Home tab, in the Paragraph group, click Justify
Change the vertical alignment of text on a page
Vertical alignment determines the position of the text within a section of a document relative to the top and
bottom margins.
Vertical alignment is often used to create a cover page or title page for a document. In Microsoft Office
Word 2007, you can quickly and easily add a cover page to your document without having to change the
vertical alignment option.
Change the vertical alignment of the text
You can change the vertical alignment of the text within a section or of selected text only. You can align the
text at the top of the page, center the text, justify the text, or align the text at the bottom of the page.
1. On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then click the Layout
tab.
2. In the Vertical alignment box, click the option that you want.
3. In the Apply to box, click Whole document, This section, or This point forward, and then
click OK.
Create a cover page
In Office Word 2007, you can choose from a selection of predesigned cover pages to create a professional-
looking document quickly and easily.
1. On the Insert tab, in the Pages group, click Cover Page.
2. Click the cover page that you want.

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A cover page is always added to the beginning of the open document.
Center the text on a page
You can center the text between the side margins and between the top and bottom margins on a page.
Centering the text horizontally and vertically on a page is most often used to create a cover page for a
document. In Microsoft Office Word 2007, you can choose from a gallery of predesigned cover pages, or
you can create a cover page manually by centering the text on the page. If you create a cover page manually,
you center the text between the side margins and between the top and bottom margins.
Center the text between the side margins
1. Select the text that you want to center between the left and right margins.
2. On the Home tab, in the Paragraph group, click Center.
Center the text between the top and bottom margins
1. Select the text that you want to center between the top and bottom margins.
2. On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then click the Layout tab.
3. In the Vertical alignment box, click Center.

4. In the Apply to box, click Selected text, and then click OK.
Double-space the lines in a document
You can double-space all or part of a document. Changes that you make to the spacing are saved when you
save the document, but you can make additional changes at any time.
NOTE The default document spacing for any blank document is 1.15.
Double-space the entire document
1. On the Home tab, in the Styles group, right-click Normal, and then click Modify.
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2. Under Formatting, click Double Space.
Formatting for the entire document changes to double spacing.
Double-space the selected text
1. Select the text that you want to change.

2. On the Home tab, in the Paragraph group, click Line Spacing.
3. Click 2.0.
Adjust the spaces between lines or paragraphs
Line spacing determines the amount of vertical space between the lines of text in a paragraph. Paragraph
spacing determines the amount of space above or below a paragraph.
If you want to set up paragraph or line spacing that you can reuse, you can create a style that you apply to
paragraphs.
Understand why the line spacing looks different
In Microsoft Office Word 2007, the default spacing for most Quick Style sets is 1.15 between lines and a
blank line between paragraphs. The default spacing in Office Word 2003 documents is 1.0 between lines and
no blank line between paragraphs.
1.0 line spacing and no space between paragraphs
1.15 line spacing and a blank line between paragraphs

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Change the line spacing in an existing document
The easiest way to change the line spacing for an entire document is to apply a Quick Style set that uses the
spacing that you want. If you want to change the line spacing for a portion of the document, you can select
the paragraphs and change their line spacing settings.
Use a style set to change line spacing for an entire document
1. On the Home tab, in the Styles group, click Change Styles..

2. Point to Style Set, and point to the various style sets. Using the live preview, notice how the line
spacing changes from one style set to the next.
For example, the Traditional and Word 2003 style sets use single-spacing. The Manuscript style set
uses double spacing.
3. When you see spacing that you like, click the name of the style set.
Change the line spacing in a portion of the document
 Select the paragraphs for which you want to change the line spacing.
 On the Home tab, in the Paragraph group, click Line Spacing.
 Do one of the following:

Click the number of line spaces that you want.
For example, click 2.0, to double-space the selected paragraph. Click 1.0 to single-space with
the spacing that is used in earlier versions of Word. Click 1.15 to single-space with the spacing
that is used in Word 2007.
 Click Line Spacing Options, and then select the options that you want under Spacing. See the
following list of available options for more information.
Line spacing options
Single: This option accommodates the largest font in that line, plus a small amount of extra space. The
amount of extra space varies depending on the font that is used.
1.5 lines: This option is one-and-one-half times that of single line spacing.
Double: This option is twice that of single line spacing.
At least: This option sets the minimum line spacing that is needed to fit the largest font or graphic on the
line.
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Exactly: This option sets fixed line spacing, expressed in points. For example, if the text is in a 10-point
font, you can specify 12 points as the line spacing.
Multiple: This option sets line spacing that can be expressed in numbers greater than 1. For example, setting
line spacing to 1.15 will increase the space by 15 percent, and setting line spacing to 3 increases the space by
300 percent (triple spacing).
NOTE If a line contains a large text character, graphic, or formula, Word increases the spacing for that
line. To space all lines evenly within a paragraph, use exact spacing and specify an amount of space that is
large enough to fit the largest character or graphic in the line. If items appear cut off, increase the amount of
spacing.
Change the spacing before or after paragraphs
The easiest way to change the spacing between paragraphs for an entire document is to apply a Quick Style
set that uses the spacing that you want. If you want to change the spacing between paragraphs for a portion
of the document, you can select the paragraphs and change their spacing-before and spacing-after settings.
Use a style set to change paragraph spacing for an entire document
2. Point to Style Set, and point to the various style sets. Using the live preview, notice how the line
spacing changes from one style set to the next.
For example, the Word 2003 style set inserts no extra space between paragraphs and a small amount
of space above headings. The Word 2007 style set uses a double space between paragraphs and adds
more space above headings.
3. When you see spacing that you like, click the name of the style set.
Change the spacing before and after selected paragraphs
By default, paragraphs are followed by a blank line, and headings have extra space above them.
1. Select the paragraph before or after which you want to change the spacing.
2. On the Page Layout tab, in the Paragraph group, click an arrow next to Spacing Before or Spacing
After and enter the amount of space that you want.
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Set the default to single-spacing for all new documents
2. Point to Style Set, and click Word 2003.

3. In the Styles group, click Change Styles, and then click Set as Default.
SAVING
Save and recover a backup copy of a document
Microsoft Office Word includes a number of ways to back up and recover your documents in case of power
failure or other problems. The most reliable way to recover work is to prepare ahead of time, such as by
manually saving files frequently, or by setting Word to create backup copies automatically. If a file is
damaged, you may be able to recover your work by using the Open and Repair feature or the file recovery
text converter.
Save backup copies
You can set Word to automatically save a backup copy each time you save a document. Saving a backup
copy can protect some of your work if the original document is damaged or deleted. The backup copy is the
version of the document that you saved prior to the most recent save, so your most recent changes are not
available in the backup copy. However, the backup copy prevents the document from being entirely lost.
NOTE If you delete the original document without saving it, the backup copy will not include any
changes you made since you last saved the document.
Backup copies are saved in the same folder as the original document, with the file name Backup of
document name.wbk. Each time you save the document, a new backup copy replaces the existing backup
copy.
Set up Word so that it automatically saves backup copies
1. Click the Microsoft Office Button , and then click Word Options.
2. Click Advanced.
3. Scroll to the Save section, and then select the Always create backup copy check box.
Open a backup copy
1. Click the Microsoft Office Button , and then click Open.

2. In the box next to the File name box on a computer that is running Windows Vista, or in the Files of
type box on a computer that is running Microsoft Windows XP, click All Files.
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3. If you want to open a backup copy that was saved in a different folder, locate and open the folder.
4. Click the arrow next to Views, and then click Details.
In the Name column, the backup copy name appears as Backup of document name. In the Type
column, the file type for the backup copy appears as Microsoft Word Backup Document.
5. Locate and double-click the backup copy to open it.

6. If you want to work with the backup copy as a regular Word document, click the Microsoft Office
Button , click Save As, and then type a name for the file in the File Name box.
Open and repair a file
If a file has been damaged and you cannot open it by normal means, you may be able to recover its content
by using the Open and Repair feature.

2. Browse to the file that you want to recover, and click it (do not double-click it).
3. Click the arrow next to the Open button, and then click Open and Repair.
Use the file recovery converter
If a document is saved in the Word 97-2003 format, with either the .doc or .dot file extension, you can use
the Recover Text Converter at any time to open a document that has been damaged and recover the text.
After you open the damaged document, you can then save it in Word format or in another format (for
example, text or HTML format). Text in paragraphs, headers, footers, footnotes, endnotes, and fields is
recovered as plain text. Document formats, graphics, fields, drawing objects, and any other information that
is not text are not recovered.
2. Click Advanced.
3. Scroll down to the General section, and select the Confirm file format conversion on open check
box, and then click OK.

5. In the box next to the File name box on a computer that is running Windows Vista, or in the Files of
type list on a computer that is running Windows XP, select Recover Text from Any File.
If you don't see Recover Text from Any File in the Files of type list, you need to install the file
converter.
How?
a) In Microsoft Windows, click the Start button, and then click Control Panel.
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b) Do one of the following:
In Windows Vista
i. In Control Panel, click Uninstall a program.

ii. In the list of programs, click the listing for Microsoft Office or Microsoft Word,
depending on whether you installed Word as part of Office or as an individual
program, and then click Change.
In Microsoft Windows XP
i. In Control Panel, click Add or Remove Programs.

ii. In the Currently installed programs box, click the listing for Microsoft Office or
Microsoft Word, depending on whether you installed Word as part of Office or as an
individual program, and then click Change.
c) Under Change your installation of Microsoft Office, click Add or Remove Features, and
then click Continue.
d) Under Installation Options, expand Office Shared Features.
e) Expand Converters and Filters, and then expand Text Converters.
f) Click the arrow next to Recover Text Converter, and then click Run from My Computer.
6. Open the document as usual.
When you save a file, you can save it to a folder on your hard disk drive, a network location, disk, DVD, CD,
the desktop, flash drive, or another storage location. You must identify the target location in the Save in list.
Otherwise, the saving process is the same, regardless of what location you choose.
You should save the file frequently while you are working on it to avoid losing data because of an
unexpected power failure or other problem.
By default, the Microsoft Office programs save a file in a default working folder. If you want, you can
specify a different location.
1. Click the Microsoft Office Button , and then click Save.
IMPORTANT If you don't see the Microsoft Office Button , click Save on the File menu.
Keyboard shortcut To save the file, press CTRL+S.
2. If you are saving the file for the first time, you are asked to give it a name.
NOTE To save to a CD, or another location, click the Microsoft Office Button , select Save As, and
then Other Formats. From the Folders list, select a location or the media on which you want to save.
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Save a file for use in an earlier version of Office
If you are using the 2007 Office release, you can share your files with people using an earlier version of
Microsoft Office by saving your file in the 97-2003 file format. For example, you can save your Microsoft
Office Word 2007 document (.docx) as a 97-2003 document (.doc).
Save a copy of a file (Save As command)
You can also use the Save As command to rename a file or change the location of where you save the file.
1. Click the Microsoft Office Button , and then click Save As.
IMPORTANT If you don't see the Microsoft Office Button , click Save As on the File
menu.
Keyboard shortcut To open the Save As dialog box, press ALT, F, A.
2. In the File name box, enter a new name for the file.
3. Click Save.
TIP To save the copy in a different folder, click a different drive in the Save in list or a different folder in
the folder list. To save the copy in a new folder, click Create New Folder .
Save a file to another format (Save As command)
IMPORTANT If you don't see the Microsoft Office Button , click Save As on the File menu.
Keyboard shortcut: To open the Save As dialog box, press ALT, F, A.
3. In the Save as type list, click the file format that you want to save the file in. For example, click
Rich Text Format (.rtf), Web Page (.htm or .html), or Comma Delimited (.csv).
4. Click Save.
Save AutoRecover information automatically
AutoRecover does not replace regularly saving your files. If you choose not to save the recovery file after
you open it, the file is deleted, and your unsaved changes are lost. If you save the recovery file, it replaces
the original file (unless you specify a new file name). The more frequently your files are saved, the more
information is recovered if there is a power failure or other problem while a file is open.
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2. Click Save.
3. Select the Save AutoRecover information every check box.
4. In the minutes box, type or select a number to determine how often you want to save files.
Use the Document Recovery task pane to recover your files
Sometimes a Microsoft Office program closes unexpectedly before you can save changes to a file you are
working on. When this happens, the Document Recovery feature recovers as much as possible of the work
that you did since you last saved the file.
When you start a Microsoft Office program after it closes abnormally, one of two things occurs:
 If data is available to the program about the latest changes you made to the file, the program opens
the file so you can continue your work.
What determines whether the Document Recovery task pane is displayed?
o Depending on how and why the program closed abnormally, data about the changes you
made before the event occurred may be available to the program. If this data is available and
the program can determine that it has recovered all the changes you made, it shows you that
version of your file. If you are not sure this version is the version that you want, click the
Recovered button (on the status bar) to open the Document Recovery task pane and decide
which version you want to keep.
 If you need to identify which version of a file you want to keep, the program displays the Document
Recovery task pane automatically.
Use the Document Recovery task pane
The Document Recovery task pane displays up to three versions of your file. In general, the file versions are
displayed with the most current version at the top of the list.
TIP If the Document Recovery task pane makes it harder to see your file, you can click Recovered on the
status bar to close the task pane. Click Recovered again to open the task pane.
1. Review the available versions of your file.

2. You might not be sure which version is the right version, or you might not have time to figure it
out right now. In these situations, you can save each version with a different name and then go back
later to review the different versions. Right-click each version in the Document Recovery task
pane, and then click Save As.
3. When you have opened and saved all of the files that you want to keep, click Close in the
Document Recovery task pane.
Save documents in a previous file format by default
If you frequently save Microsoft Office Word 2007 documents as Word 2003-97 (.doc) files, you can change
the settings so that Word saves documents in that file format by default.
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2. Click Save.
3. Under Save documents, next to Save files in this format, select Word 2003-97 Document
(*.doc).
Save a Word 2007 document in .doc format
1. Click the Microsoft Office Button , and then point to Save As.
2. Click Word 97-2003 Format.
3. Type a name for the document, and then click Save.
Save a file in PDF format
Overview of PDF format
Portable Document Format (PDF) format ensures your printed or viewed file retains the formatting that you
intended, and that data in the file cannot easily be changed. The PDF format is also useful if you intend to
use commercial printing methods.
IMPORTANT To view a PDF file, you must have a PDF reader installed on your computer. One reader is
the Acrobat Reader, available from Adobe Systems
Save as PDF format in an Office program
1. Click the Microsoft Office Button , point to the arrow next to Save As, and then click PDF
or XPS.
2. In the File Name list, type or select a name for the document.
3. In the Save as type list, click PDF.
4. If you want to open the file immediately after saving it, select the Open file after publishing
check box. This check box is available only if you have a PDF reader installed on your computer.
5. Next to Optimize for, do one of the following, depending on whether file size or print quality is
more important to you:
 If the document requires high print quality, click Standard (publishing online and
printing).
 If the print quality is less important than file size, click Minimum size (publishing online).
6. Click Options to set the page range to be printed, to choose whether markup should be printed,
and to select the output options. (Find links to more information on these options in the See Also
section.) Click OK.
7. Click Publish.
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SELECTING TEXT
In Microsoft Office Word 2007, you can select text or items in a table by using the mouse or the keyboard.
You can also select text or items that are in different places. For example, you can select a paragraph on one
page and a sentence on a different page.
Select text by using the mouse
Select text in the body of a document
NOTE To select an entire document, do one of the following:
 On the Home tab, in the Editing group, click Select, and then click Select All.
 Move the pointer to the left of any text until it turns into a right-pointing arrow, and then triple-
click.
To select Do this
Any amount of Click where you want to begin the selection, hold down the left mouse button, and then drag the
text pointer over the text that you want to select.
A word Double-click anywhere in the word.
A line of text Move the pointer to the left of the line until it changes to a right-pointing arrow, and then click.
A sentence Hold down CTRL, and then click anywhere in the sentence.
A paragraph Triple-click anywhere in the paragraph.
Multiple Move the pointer to the left of the first paragraph until it changes to a right-pointing arrow, and
paragraphs then press and hold down the left mouse button while you drag the pointer up or down.
A large block Click at the start of the selection, scroll to the end of the selection, and then hold down SHIFT
of text while you click where you want the selection to end.
An entire Move the pointer to the left of any text until it changes to a right-pointing arrow, and then triple-
document click.
Headers and In Print Layout view, double-click the dimmed header or footer text. Move the pointer to the left
footers of the header or footer until it changes to a right-pointing arrow, and then click.
Footnotes and Click the footnote or endnote text, move the pointer to the left of the text until it changes to a
endnotes right-pointing arrow, and then click.
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To select Do this
A vertical block Hold down ALT while you drag the pointer over the text.
of text
A text box or Move the pointer over the border of the frame or text box until the pointer becomes a four-
frame headed arrow, and then click.
Select items in a table
To select Do this
The contents of a Click in the cell. Under Table Tools, click the Layout tab. In the Table group, click
cell Select, and then click Select Cell.
The contents of a Click in the row. Under Table Tools, click the Layout tab. In the Table group, click
row Select, and then click Select Row.
The contents of a Click in the column. Under Table Tools, click the Layout tab. In the Table group, click
column Select, and then click Select Column.
The contents of Click in a cell, a row, or a column and then hold the left mouse button down while you
multiple cells, drag across all of the cells, rows, or columns that contain the content that you want to
rows, or columns select. To select the contents of cells, rows, or columns that are not next to each other,
click in the first cell, row, or column, press CTRL, and then click the additional cells,
rows, or columns that contain the content that you want to select.
The contents of Click in the table. Under Table Tools, click the Layout tab. In the Table group, click
an entire table Select, and then click Select Table.
Select text in different places
You can select text or items in a table that are not next to each other. For example, you can select a
paragraph on one page and a sentence on a different page.
1. Select some text or an item in a table.

2. Hold down CTRL while you select any additional text or item in a table that you want.
Select text in Outline view
To view your document in Outline view, click the View tab, and then click Outline in the Document Views
group.
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To select Move the pointer to
A heading The left of the heading until it changes to a right-pointing arrow, and
then click.
A heading, its subheading, and body The left of the heading until it changes to a right-pointing arrow, and
text then double-click.
A paragraph of body text The left of the paragraph until it changes to a right-pointing arrow,
and then click.
Multiple headings or paragraphs of The left of the text until it changes to a right-pointing arrow, and then
body text drag up or down.
Selecting Text by Using the Keyboard
Select text in the body of a document
NOTE To select an entire document, press CTRL+A.
To select Do this
One character to the right Press SHIFT+RIGHT ARROW.
One character to the left Press SHIFT+LEFT ARROW.
A word from its beginning to its end Place the insertion point at the beginning of the word, and
then press CTRL+SHIFT+RIGHT ARROW.
A word from its end to its beginning Move the pointer to the end of the word, and then press
CTRL+SHIFT+LEFT ARROW.
A line from its beginning to its end Press HOME, and then press SHIFT+END.
A line from its end to its beginning Press END, and then press SHIFT+HOME.
One line down Press END, and then press SHIFT+DOWN ARROW.
One line up Press HOME, and then press SHIFT+UP ARROW.
A paragraph from its beginning to its Move the pointer to the beginning of the paragraph, and then
end press CTRL+SHIFT+DOWN ARROW.
A paragraph from its end to its Move the pointer to the end of the paragraph, and then press
beginning CTRL+SHIFT+UP ARROW.
A document from its end to its Move the pointer to the end of the document, and then press
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To select Do this
beginning CTRL+SHIFT+HOME.
A document from its beginning to its Move the pointer to the beginning of the document, and then
end press CTRL+SHIFT+END.
From the beginning of a window to Move the pointer to the beginning of the window, and then
its end press ALT+CTRL+SHIFT+PAGE DOWN.
The entire document Press CTRL+A.
A vertical block of text Press CTRL+SHIFT+F8, and then use the arrow keys. Press
ESC to turn off the selection mode.
The nearest character Press F8 to turn on selection mode, and then press LEFT
ARROW or RIGHT ARROW; press ESC to turn off the
selection mode.
A word, a sentence, a paragraph, or a Press F8 to turn on selection mode, and then press F8 once to
document select a word, twice to select a sentence, three times to select
a paragraph, or four times to select the document. Press ESC
to turn off the selection mode.
Selecting items in a table
To select Do this
The contents of the cell to the right Press TAB.
The contents of the cell to the left Press SHIFT+TAB.
The contents of adjacent cells Hold down SHIFT while you press the appropriate arrow
key repeatedly until you have selected the contents of all of
the cells that you want.
The contents of a column Click in the column's top or bottom cell. Hold down
SHIFT while you press the UP ARROW or DOWN
ARROW key repeatedly until you have selected the
contents of the column.
The contents of an entire table Click in the table, and then press ALT+5 on the numeric
keypad (with NUM LOCK off).
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PAGE SETUP
Change or set page margins
Page margins are the blank space around the edges of the page. In general, you insert text and graphics in the
printable area between the margins. However, you can position some items in the margins — for example,
headers, footers, and page numbers.
Page margin options
Microsoft Word offers several page margin options. You can use the default page margins or you can specify
your own.
Add margins for binding Use a gutter margin to add extra space to the side or top margin of a
document that you plan to bind. A gutter margin helps ensure that text isn't obscured by the binding.
Gutter margins for binding
Mirror margins for facing pages
 Set margins for facing pages: Use mirror margins to set up facing pages for double-sided
documents, such as books or magazines. In this case, the margins of the left page are a mirror image
of those of the right page (that is, the inside margins are the same width, and the outside margins are
the same width).
NOTE You can set gutter margins for a document that has mirror margins if the document needs
extra space for binding.
 Add a book fold Using the Book fold option in the Page Setup dialog box, you can create a
booklet. You can use the same option to create a menu, invitation, event program, or any other type
of document that uses a single center fold.
Word inserts a single, center book fold

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After you set up a document as a booklet, you work with it just as you would any document, inserting text,
graphics, and other visual elements.
NOTES
 Most printers require a minimum width for margin settings, because they can't print all the way to
the edge of the page. If you try to set margins that are too narrow, Microsoft Word displays the
message One or more margins are set outside the printable area of the page.
 To prevent text from being cut off, click Fix to automatically increase the margin width. If you
ignore the message and try to print the document as it is, Word displays another message asking
whether you want to continue.
 The minimum margin settings depend on your printer, printer driver, and paper size. To learn about
the minimum margin settings, check your printer manual.
Change or set page margins
1. On the Page Layout tab, in the Page Setup group, click Margins.
2. Click the margin type that you want. For the most common margin width, click Normal.
When you click the margin type that you want, your entire document automatically changes to the
margin type that you have selected.
3. You can also specify your own margin settings. Click Margins, click Custom Margins, and
then in the Top, Bottom, Left, and Right boxes, enter new values for the margins.
NOTES
 To change the default margins, click Margins after you select a new margin, and then click Custom
Margins. In the Page Setup dialog box, click the Default button, and then click Yes. The new
default settings are saved in the template on which the document is based. Each new document
based on that template automatically uses the new margin settings.
 To change the margins for part of a document, select the text, and then set the margins that you want
by entering the new margins in the Page Setup dialog box. In the Apply to box, click Selected text.
Microsoft Word automatically inserts section breaks before and after the text that has the new
margin settings. If your document is already divided into sections, you can click in a section or
select multiple sections and then change the margins.
View page margins
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2. Click Advanced, and then click the Show text boundaries check box under Show document
content.
The page margins appear in your document as dotted lines.
NOTE You can view page margins in either Print Layout view or Web Layout view, and the text
boundaries do not appear on the printed page.
Set margins for facing pages
When you choose mirror margins, the margins of the left page are a mirror image of those on the right page.
That is, the inside margins are the same width, and the outside margins are the same width.
2. Click Mirrored.
3. To change the margin widths, click Margins, click Custom Margins, and then, in the Inside
and Outside boxes, enter the widths that you want.
Set gutter margins for bound documents
A gutter margin setting adds extra space to the side margin or top margin of a document that you plan to
bind. A gutter margin helps ensure that text isn't obscured by the binding.
2. Click Custom Margins.

3. In the Multiple pages list, click Normal.
4. In the Gutter box, enter a width for the gutter margin.
5. In the Gutter position box, click Left or Top.
NOTE The Gutter position box is not available when you use the Mirror margins, 2 pages per
sheet, or Book fold option. For those options, the gutter position is determined automatically.
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Select page orientation
You can choose either portrait (vertical) or landscape (horizontal) orientation for all or part of your
document. When you change the orientation, the galleries of predesigned page and cover page options also
change to offer pages that have the orientation that you choose.
Change the orientation of your entire document
1. On the Page Layout tab, in the Page Setup group, click Orientation.
2. Click Portrait or Landscape.
Use portrait and landscape orientation in the same document
1. Select the pages or paragraphs that you want to change to portrait or landscape orientation.
NOTE If you select some but not all of the text on a page to change to portrait or landscape
orientation, Word places the selected text on its own page, and the surrounding text on separate pages.
3. Click Custom Margins.

4. On the Margins tab, click Portrait or Landscape.
5. In the Apply to list, click Selected text.
NOTE Microsoft Word automatically inserts section breaks before and after the text that has the new
page orientation. If your document is already divided into sections, you can click in a section (or select
multiple sections), and then change the orientation for only the sections that you select.
If the top margin is missing…
Symptoms: When you open a document, is the insertion point at the top left corner of the page, as if
there were no top margin?
Cause: If you're reading the document in Print Layout view and all of the pages appear to be cut off,
with no top or bottom margin, the option for hiding white space between pages has been turned on.
Resolution: If the top and bottom margins are not showing, you can restore them by pointing and
clicking in the document, or by using the View tab.
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When top and bottom margins are not showing, point to the top or bottom of a page until the pointer
becomes a double-pointed arrow, and then double click.
When white space between pages is showing, the entire top and bottom margins are visible.
To use the View tab to show white space between pages, do the following:
1. On the View tab, in the Document Views group, click Print Layout.
3. Click Display.
4. Under Page display options, select the Show white space between pages in Print Layout
view check box.
Show or hide the rulers
The horizontal and vertical rulers in Word are often used to align text, graphics, tables, and other elements in
a document.
To view the horizontal ruler across the top of your Word document and the vertical ruler along the left edge
of your document, you must be in Print Layout view.
Show or hide the horizontal and vertical rulers
To show or hide the horizontal and vertical rulers, click View Ruler at the top of the vertical scroll bar.
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NOTE The vertical ruler will not

appear if it is turned off. To turn on the vertical ruler, do the following:
2. Click Advanced.
3. Under Display, select the Show vertical ruler in Print Layout view check box.
Setting the tab stops
You might want to use the ruler to set manual tab stops at the left side, middle, and right side of your
document.
NOTE If you don't see the horizontal ruler that runs along the top of the document, click the View Ruler
button at the top of the vertical scroll bar.
You can quickly set tabs by clicking the tab selector at the left end of the ruler until it displays the type of tab
that you want and then clicking the ruler at the location you want. But which type of tab stop should you
use?
A Left Tab stop sets the start position of text that will then run to the right as you type.
A Center Tab stop sets the position of the middle of the text. The text centers on this position as you type.
A Right Tab stop sets the right end of the text. As you type, the text moves to the left.
A Decimal Tab stop aligns numbers around a decimal point. Independent of the number of digits, the decimal
point will be in the same position. (You can align numbers around a decimal character only; you cannot use the
decimal tab to align numbers around a different character, such as a hyphen or an ampersand symbol.)
A Bar Tab stop doesn't position text. It inserts a vertical bar at the tab position.
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If you want your tab stops at precise positions that you can't get by clicking the ruler, or if you want to insert
a specific character (leader) before the tab, you can use the Tabs dialog box.
To display the Tabs dialog box, double-click any tab stop on the ruler, or do the following:
1. On the Page Layout tab, click the Paragraph Dialog Box Launcher.
2. In the Paragraph dialog box, click Tabs.

About using the horizontal ruler to set tab stops
 By default, there are no tab stops on the ruler when you open a new blank document.
 The final two options on the tab selector are actually for indents. You can click these and then click
the ruler to position the indents, rather than sliding the indent markers along the ruler. Click First
Line Indent , and then click the upper half of the horizontal ruler where you want the first line
of a paragraph to begin. Click Hanging Indent , and then click the lower half of the horizontal
ruler where you want the second and all following lines of a paragraph to begin.
 When you set a bar tab stop, a vertical bar line appears where you set the tab stop (you don't need to
press the TAB key). A bar tab is similar to strikethrough formatting, but it runs vertically through
your paragraph at the location of the bar tab stop. Like other types of tabs, you can set a bar tab stop
before or after you type the text of your paragraph.
 You can remove a tab stop by dragging it (up or down) off the ruler. When you release the mouse
button, the tab stop disappears.
 You can also drag existing tab stops left or right along the ruler to a different position.
 When multiple paragraphs are selected, only the tabs from the first paragraph show on the ruler.
Add leaders between tab stops
You can add dot leaders between tab stops or choose other formatting options in the Tabs dialog box.
1. Type the text that you want.

2. On the horizontal ruler, set the tab stop that you want.

5. Under Leader, click the leader option that you want.
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When you press ENTER to start a new line, the formatted tab stop is available on the new line.
TIP If you want to use tab stops and dot leaders to format a table of contents, consider using Word to create
a table of contents automatically.
Change the spacing between the default tab stops
If you set manual tab stops, the default tab stops are interrupted by the manual tab stops that you set. Manual
tab stops that are set on the ruler override the default tab stop settings.

3. In the Default tab stops box, enter the amount of spacing that you want between the default tab
stops.
When you press the TAB key, your tab will stop across the page at the distance that you specified.
PAGE NUMBERS
Remove page numbers
In Microsoft Office Word, page numbers are fields that are inserted into the header or footer areas of a
document. Microsoft Office Word 2007 removes, or deletes, the page number fields when you click Remove
Page Numbers.
1. On the Insert tab, in the Header & Footer group, click Page Number.
2. Click Remove Page Numbers.
IMPORTANT If the Remove Page Numbers command does not appear to work, try double-
clicking in the header or footer area, selecting the page number, and pressing DELETE.
NOTES
 If you added page numbers by using an earlier version of Word, by clicking Current Position in the
Page Number gallery, or by selecting a predesigned header or footer that includes content in
- 52 -
addition to the page number, the Remove Page Numbers command does not work. Instead, double-
click in the header or footer area, and delete the page number.
 If you created different first-page or odd-and-even headers or footers, be sure to remove the page
numbers from each different header or footer.
 If you created sections within your document, and the sections are not linked, you may need to
remove the page numbers from each section separately.
Remove the page number from the first page

 Click anywhere in the document.
 On the Page Layout tab, click the Page Setup Dialog Box Launcher, and then click the Layout tab.
1. Under Headers and footers, select the Different first page check box, and then click OK.
NOTES
 If the Different first page check box is already selected, do not clear it. Instead, delete the page
number in the First Page Header or First Page Footer area.
 If you want the first page to have a header or footer that does not include a page number, insert the
header or footer that you want while the cursor is in the First Page Header or First Page Footer
area.
Start numbering on the second page with 1
1. Follow the steps for removing the page number from the first page.
2. On the Insert tab, in the Headers & Footers group, click Page Number, and then click Format
Page Numbers.
3. In the Start at box, type 0.
FIND AND REPLACE TEXT OR OTHER ITEMS
Use Microsoft Office Word 2007 to find and replace text, formatting, paragraph breaks, page breaks, and
other items. You can also find and replace noun or adjective forms or verb tenses.
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You can extend your search by using wildcards and codes to find words or phrases that contain specific
letters or combinations of letters.
Find text
You can quickly search for every occurrence of a specific word or phrase.

2. In the Find what box, type the text that you want to search for.
o To find each instance of a word or phrase, click Find Next.
o To find all instances of a specific word or phrase at one time, click Find All, and then
click Main Document.
NOTE To cancel a search in progress, press ESC.
Find and replace text
You can automatically replace a word or phrase with another — for example, you can replace Acme with
Apex. The replacement text uses the same capitalization as the text that it replaces unless you select the
Match case check box. For example, if you search for AKA and replace it with Also known as, the result is
ALSO KNOWN AS.
If the Match case check box is selected, Office Word 2007 searches only for words that match the case of
the word or phrase that you typed in the Find what box. For example, if you search for AKA, the result
includes AKA but not aka.
NOTE If you don't see the Match case check box on the Replace tab, click More.
1. On the Home tab, in the Editing group, click Replace.
2. Click the Replace tab.

4. In the Replace with box, type the replacement text.
o To find the next occurrence of the text, click Find Next.
o To replace an occurrence of the text, click Replace. After you click Replace, Office
Word 2007 moves to the next occurrence of the text.
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o To replace all occurrences of the text, click Replace All.
NOTE To cancel a replacement in progress, press ESC.
Find and highlight text on the screen
To help you visually scan a document for every occurrence of a word or phrase, you can search for all
occurrences and highlight them on the screen. Although the text is highlighted on the screen, it isn't
highlighted when the document is printed.
3. Click Reading Highlight, and then click Highlight All.
NOTE To turn off highlighting on the screen, click Reading Highlight, and then click Clear
Highlighting.
Selecting an entire document
Select an entire document by using the keyboard
 To select the entire contents of the document body, press CTRL+A.
Select an entire document by using the mouse
To select the entire contents of the document body, do one of the following:
 On the Home tab, in the Editing group, click Select, and then click Select All.
 Move the pointer to the left of any text until it turns into a right-pointing arrow, and then triple-
click.
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INSERT A SYMBOL OR SPECIAL CHARACTER
You can use the Symbol dialog box to insert symbols, such as ¼ and ©, or special characters, such as an em
dash (—) or ellipsis (…) that are not on your keyboard, as well as Unicode characters.
The types of symbols and characters that you can insert depend on the font that you choose. For example,
some fonts may include fractions (¼), international characters (Ç, ë), and international monetary symbols (£,
¥). The built-in Symbol font includes arrows, bullets, and scientific symbols. You might also have additional
symbol fonts, such as Wingdings, that include decorative symbols.
NOTE You can increase or decrease the size of the Symbol dialog box. Move the pointer to the lower-
right corner of the dialog box until it changes into a double-headed arrow, and then drag to the size that you
want.
Insert a symbol
1. Click where you want to insert the symbol.

2. On the Insert tab, in the Symbols group, click Symbol.
 Click the symbol that you want in the drop-down list.
 If the symbol that you want to insert is not in the list, click More Symbols. In the Font box,
click the font that you want, click the symbol that you want to insert, and then click Insert.
NOTE If you are using an expanded font, such as Arial or Times New Roman, the Subset
list appears. Use this list to choose from an extended list of language characters, including
Greek and Russian (Cyrillic), if available.
4. Click Close.
Insert a special character
1. Click where you want to insert the special character.

2. On the Insert tab, in the Symbols group, click Symbol, and then click More Symbols.
3. Click the Special Characters tab.
4. Click the character that you want to insert, and then click Insert.
5. Click Close.
HEADERS AND FOOTERS
Insert headers and footers
Headers and footers are areas in the top, bottom, and side margins of each page in a document.
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You can insert or change text or graphics in headers and footers. For example, you can
add page numbers, the time and date, a company logo, the document title or file name, or the author's name.
Insert the same header or footer on each page
Microsoft Office Word 2007 includes many predesigned headers or footers that you can insert into your
document. Or you can create a header or footer from scratch
Insert a predefined header or footer
1. On the Insert tab, in the Header & Footer group, click Header or Footer.
2. Click the header or footer design that you want.
The header or footer is inserted on every page of the document.
NOTES
 If necessary, you can format the text in the header or footer by selecting the text and
using the formatting options on the Mini toolbar, which is a part of the Microsoft Office Fluent
interface.
 If you want to switch to a different predefined header or footer, repeat these steps,
and choose a different header or footer from the gallery.
Insert a custom header or footer
2. Click Edit Header or Edit Footer.

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3. Type text or insert graphics and other content by using the options in the Insert group on the
Design tab, under the Header & Footer Tools tab.
TIP To save the header or footer that you created to the gallery of header or footer options, select the text or
graphics in the header or footer, and then click Save Selection as New Header or Save Selection as New
Footer.
Make the first page header or footer different from the rest of the pages
1. On the first page of the document, double click the header or footer area.
2. Under Header & Footer Tools, on the Design tab, in the Options group, select the Different
First Page check box.
NOTE If your document includes a cover page from the gallery of cover pages in Office Word
2007, the Different First Page option is already turned on. Inserting or editing a header or footer on
this page does not affect the other pages in the document.
3. Create a header or footer, or make changes to the existing header or footer, on the first page.
Use no header or footer on the first page
1. On the first page of the document, double click the header or footer area.
First Page check box.
NOTE If the Different First Page check box is already checked, do not clear it. Go on to the
next step.
3. In the First Page Header or First Page Footer area, delete the contents of the header or footer.
Make the header or footer different for odd and even pages
For example, you can use the title of the document on odd-numbered pages, and the chapter title on even-
numbered pages. Or, for a booklet, you can place page numbers on odd-numbered pages to be on the right
side of the page and page numbers on even-numbered pages to be on the left side of the page. This way, the
page numbers are always on the outside edge when the pages are printed on both sides of the paper.
Create odd and even headers or footers in a document that does not yet use headers or footers
1. Click an odd-numbered page, such as the first page of your document.

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3. In the gallery of headers or footers, click a design labeled (Odd Page), such as Austere (Odd
Page).
NOTE If you don't see a gallery of header or footer designs, there might be a problem with the
Building Blocks template on your computer. See I don't see galleries of page numbers, headers and
footers, cover pages, or equations for information about how to fix this problem.
Odd & Even Pages check box.
5. Under Header & Footer Tools, on the Design tab, in the Navigation group, click Next Section
to advance the cursor to the header or footer for even-numbered pages.
6. Under Header & Footer Tools, on the Design tab, in the Header & Footer group, click
Header or Footer.
7. In the gallery of headers or footers, click a design labeled (Even Page), such as Austere (Even
Page).
NOTES
 If necessary, you can format text in the header or footer by selecting the text and using the
formatting options on the Office Fluent Mini toolbar.
 If you want to switch to a different predefined header or footer, repeat these steps, and choose
a different header or footer from the gallery.
Create odd and even headers or footers in a document that already has headers or footers
1. Double-click in the header or footer area.

Odd & Even Pages check box.
The existing header or footer is now configured for odd-numbered pages only.
3. Under Header & Footer Tools, on the Design tab, in the Navigation group, click Next Section
to advance the cursor to the header or footer for even-numbered pages, and then create the
header or footer for even-numbered pages.
Make the header or footer different in each section or chapter
If your document is divided into sections, you can vary the headers and footers so that they display different
content for each section. For example, if your document is divided into chapters by using section breaks, the
chapter title can be displayed in the header of each chapter.
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TIP If you are unsure whether your document has sections, you can search for them.
Click Drafts on the status bar.
On the Home tab, in the Find group, click Go To.
Click Section.
Click Next to find section breaks in the document.
Draft view makes it easy to see the section breaks in the document.
Add section breaks to a document
If your document is not divided into sections, you can insert section breaks where you want the header or
footer to vary.
1. Starting at the beginning of the document, place the cursor at the beginning of the page where you
want to start varying the header or footer.
2. On the Page Layout tab, in the Page Setup group, click Breaks, and then under Section Breaks,
click Next Page.
3. Place the cursor at the beginning of the next page where you want to vary the header or footer, such
as the first page of a new chapter.
4. On the Page Layout tab, in the Page Setup group, click Breaks, and then under Section Breaks,
click Next Page.
5. Repeat steps 3 and 4 for every section break that you want in the document.
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Use a document's section breaks to vary the header or footer
If your document is already divided into sections, you can use the section breaks to configure headers and
footers.
1. Starting at the beginning of the document, click in the first section for which you want to vary the
header or footer.
4. On the Headers & Footers tab, in the Navigation group, click Link to Previous to break the
connection between the header or footer in this section and the previous section.
5. Change the existing header or footer, or create a new header or footer for this section.
6. In the Navigation group of the Design tab (Header & Footer contextual tab), click Next Section
to advance the cursor to the header or footer of the next section.
7. On the Headers & Footers tab, in the Navigation group, click Link to Previous to break the
connection between the header or footer in this section and the previous section.
8. Change the existing header or footer, or create a new header or footer for this section.
9. Repeat the previous three steps for all of the sections in the document.
Use the same header or footer across section boundaries
In a document where the header or footer varies by section, you can make the header or footer the same
across section boundaries.
1. Double-click the header or footer that you want to preserve across section boundaries.
2. On the Headers & Footers tab, in the Navigation group, click Next Section .
3. Click Link to Previous .

4. Office Word 2007 will ask if you want to delete the header and footer and connect to the header and
footer in the previous section. Click Yes.
Change the contents of a header or footer
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3. Make your changes to the header or footer by selecting the text and revising it or by using the
options on the Fluent Mini toolbar to format the text. For example, you can change the font, apply
bold format, or apply a different font color.
TIP In Print Layout view, you can quickly switch between the header or footer and the document
text. Just double-click the dimmed header or footer, or the dimmed document text.
Insert a page number
If your document already has content in the header or footer, you can add the page number to the header or
footer.
If you want to use one of the preformatted page number designs, but you want more information in the
header or footer than just the page number, it is easiest to start with a page number and then add other text or
graphics to the header or footer.
NOTE Many of the footer designs in the gallery of footers already include the page number as part of the
content.
Add a page number to an existing header or footer
1. Double-click the header or footer area.

2. Position the cursor where you want to insert the page number.
NOTES
• You may need to press the TAB key, adjust paragraph alignment, or make other changes to the
header or footer content to position the cursor where you want it.
• Many header and footer designs are laid out in a table, and pressing TAB moves the cursor
without inserting a tab stop. To insert a tab stop within a table cell, press CTRL+TAB. To
determine whether the header or footer that you are working with is laid out in a table, look for
the Table Tools contextual tab at the top of the Ribbon while the cursor is in the header or footer.
• Many header and footer designs contain content controls for storing content such as the document
title and the date. When you click to edit the header or footer, the cursor might automatically
select the content control. To move the cursor away from the content control (so that you can
insert the page number in the header or footer without deleting the content of the content control),
press the LEFT ARROW or RIGHT ARROW key.
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4. Click Current Position.

5. Choose a page number design from the gallery of designs.
NOTE If you don't see a gallery of page number designs, there might be a problem with the
Add header or footer content to a preformatted page number design
2. Click Top of Page, Bottom of Page, or Page Margins, depending on where you want page
numbers to appear in your document.
3. Choose a page number design from the gallery of designs.
Choose a design that positions the page number where you want it. For example, if you want some
header content aligned on the left margin and the page number aligned on the right margin, choose a
right-aligned page number design.
NOTE If you don't see a gallery of page number designs, there might be a problem with the

• To insert header or footer content before the page number, press the HOME key, enter the
content, and then press TAB to position the content.
• To insert header or footer content after the page number, press the END key, press TAB, and
then enter the content.
• If you chose a design from the Page Margins designs, click in the header or footer, and add
the content that you want.
NOTES
• You may need to press TAB, adjust paragraph alignment, or make other changes to the
header or footer content to position the cursor where you want it.
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• Many header and footer designs are laid out in a table, and pressing TAB moves the cursor
without inserting a tab stop. To insert a tab stop within a table cell, press CTRL+TAB. To
determine whether the header or footer that you are working with is laid out in a table, look
for the Table Tools contextual tab at the top of the Ribbon while the cursor is in the header or
footer.
• Many header and footer designs contain content controls for storing content, such as the
document title and the date. When you click to edit the header or footer, the cursor might
automatically select the content control. To move the cursor away from the content control
(so that you can insert the page number in the header or footer without deleting the content of
the content control), press the LEFT ARROW or RIGHT ARROW key.
Insert the file name of the document
1. Place the cursor where you want to insert the file name in the header or footer.
2. Under Header & Footer Tools, on the Design tab, in the Insert group, click Quick Parts, and then
click Field.
3. In the Field names list, click FileName. If you want to include the path as part of the file name,
select the Add path to filename check box.
4. Security Because field codes can be visible to anyone reading your document, be sure that the
information you place in field codes is not information that you want kept private.
Insert the document title, author's name, or other document property
1. Place the cursor where you want to insert the document property in the header or footer.
2. Under Header & Footer Tools, on the Design tab, in the Insert group, click Quick Parts.
3. Point to Document Property, and then click the document property that you want.
Insert the current date
1. Place the cursor where you want to insert the date in the header or footer.
2. Under Header & Footer Tools, on the Design tab, in the Insert group, click Date & Time.
3. In the Available formats list, click the format in which you want the date (and time, if you want) to
appear.
Remove the header or footer
1. Click anywhere in the document.

3. Click Remove Header or Remove Footer.
The headers or footers are removed from the entire document.

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IMPORTANT If you created different first-page or odd-and-even headers or footers, or if there are
sections that aren't linked, be sure to remove the headers or footers from each different page or
section.
PRINTING
Preview a page before printing
1. Click the Microsoft Office Button , point to the arrow next to Print, and then click Print
Preview.
2. Click the buttons on the Ribbon, which is a part of the Microsoft Office Fluent user interface, to
preview the page or make changes before you print.
Print on both sides of the paper (duplex printing) in Word
Some printers offer the option of automatically printing on both sides of a sheet of paper (automatic duplex
printing). Other printers provide instructions so that you can manually reinsert pages to print the second side
(manual duplex printing). Some printers do not support duplex printing at all.
Find out whether your printer supports automatic duplex printing
You can use the following methods to determine whether a specific printer supports duplex printing:
• Check your printer manual or consult your printer manufacturer.
• In Microsoft Office Word, click the Microsoft Office Button , click Print, click Properties,
and then click the tabs in the Document Properties dialog box and review the options. The options
in the Document Properties dialog box vary depending on your printer options and configuration.
If you see options on any of the tabs for printing on both sides of the paper, duplex printing, or two-
sided printing, the printer probably supports automatic duplex printing.
If your printer supports duplex printing, follow the directions in the printer manual to create duplex copies.
NOTES
• If you are printing to a combination copy machine and printer, and the copy machine supports two-
sided copying, it probably supports automatic duplex printing.
• If you have more than one printer installed, it is possible that one printer supports duplex printing
and another printer does not.
Set up a printer to print to both sides of a sheet of paper
If your printer doesn't support automatic duplex printing, you have two other options. You can use manual
duplex printing, or you can print the odd and even pages separately.
Print by using manual duplex

If your printer does not support automatic duplex printing, you can select the Manual duplex check box in
the Print dialog box. Microsoft Office Word will print all of the pages that appear on one side of the paper
and then prompt you to turn the stack over and feed the pages into the printer again.
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Print odd and even pages
You can also use the following procedure to print on both sides:
1. Click the Microsoft Office Button , and then click Print.

2. In the lower-left corner of the Print dialog box, in the Print list, select Odd pages.
3. Click OK.
4. After the odd pages are printed, flip the stack of pages over, and then in the Print list, select
Even pages.
5. Click OK.
NOTE Depending on the printer model, you might have to rotate and reorder the pages to print the other
side of the stack.
Print a file
IMPORTANT If you don't see the Microsoft Office Button , click Print on the File menu.
Keyboard shortcut To display the Print dialog box, press CTRL+P.
2. Click the options that you want, such as the number of pages or which pages you want to print.
TIP Applies to programs that use the Microsoft Office Fluent user interface: To print without using the
Print dialog box, click the Microsoft Office Button , point to the arrow next to Print, and then click
Quick Print.
Print with landscape orientation
1. Click in the file.

2. On the Page Layout tab, click Orientation, and then click Landscape.

4. Click Properties, and then click the Page tab.
5. Under Orientation, click Landscape.
6. Click OK twice.
HEADERS AND FOOTERS
Add or change the header or footer text in Page Layout view
1. Click the worksheet to which you want to add headers or footers, or that contains headers or footers
that you want to change.
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2. On the Insert tab, in the Text group, click Header & Footer.
NOTE Excel displays the worksheet in Page

Layout view. You can also click Page Layout View on the status bar to display this view.

 To add a header or footer, click the left, center, or right header or footer text box at the top or the
bottom of the worksheet page.
 To change a header or footer, click the header or footer text box at the top or the bottom of the
worksheet page respectively, and then select the text that you want to change.
4. Type the new header or footer text.
NOTES
 To start a new line in a header or footer text box, press ENTER.

 To delete a portion of a header or footer, select the portion that you want to delete in the header or
footer text box, and then press DELETE or BACKSPACE. You can also click the text and then
press BACKSPACE to delete the preceding characters.
 To include a single ampersand (&) in the text of a header or footer, use two ampersands. For
example, to include "Subcontractors & Services" in a header, type Subcontractors && Services.
 To close the headers or footers, click anywhere in the worksheet. To close the headers or footers
without keeping the changes that you made, press ESC.
Add or change the header or footer text in the Page Setup dialog box
1. Click the worksheet or worksheets, chart sheet, or embedded chart to which you want to add
headers or footers, or that contains headers or footers that you want to change.
How to select multiple worksheets
To select Do this
A single sheet Click the sheet tab.
If you don't see the tab that you

want, click the tab scrolling buttons to display the tab, and then click the tab.
Two or more adjacent Click the tab for the first sheet. Then hold down SHIFT while you click the tab for the
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To select Do this
sheets last sheet that you want to select.
Two or more Click the tab for the first sheet. Then hold down CTRL while you click the tabs of the
nonadjacent sheets other sheets that you want to select.
All sheets in a Right-click a sheet tab, and then click Select All Sheets on the shortcut menu.
workbook
2. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to Page
Setup.
Excel displays the Page Setup dialog box.
TIP If you selected a chart sheet or embedded chart, clicking Header & Footer in the Text group
on the Insert tab will also display the Page Setup dialog box.
3. On the Header/Footer tab, click Custom Header or Custom Footer.

4. Click in the Left section, Center section, or Right section box, and then click the buttons to insert
the header or footer information that you want in that section.
5. To add or change the header or footer text, type additional text or edit the existing text in the Left
section, Center section, or Right section box.
NOTES
 To start a new line in a section box, press ENTER.

 To delete a portion of a header or footer, select the portion that you want to delete in the section box,
and then press DELETE or BACKSPACE. You can also click in the text and then press
BACKSPACE to delete the preceding characters.
 To base a custom header or footer on an existing header or footer, click the header or footer in the
Header or Footer box.
Add a predefined header or footer
For worksheets, you can work with headers and footers in Page Layout view. For other sheet types such as
chart sheets, or for embedded charts, you can work with the headers and footers in the Page Setup dialog
box.
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Add a predefined header or footer to a worksheet in Page Layout view
1. Click the worksheet to which you want to add a predefined header or footer.
NOTE Excel displays the worksheet in Page Layout view. You can also click Page Layout View
on the status bar to display this view.
3. Click the left, center, or right header or footer text box at the top or the bottom of the worksheet
page.
TIP Clicking any text box selects the header or footer and displays the Header and Footer Tools,
adding the Design tab.
4. On the Design tab, in the Header & Footer group, click Header or Footer, and then click the
predefined header or footer that you want.
Add a predefined header or footer to a chart
1. Click the chart sheet or embedded chart to which you want to add a predefined header or footer.
NOTE Excel displays the Page Setup dialog box.
3. Click the predefined header or footer in the Header or Footer box.
Insert specific elements in a header or footer
chart sheets, or for embedded charts, you can work with headers and footers in the Page Setup dialog box.
Insert specific header and footer elements for a worksheet
1. Click the worksheet to which you want to add specific header or footer elements.
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NOTE Excel displays the worksheet in Page Layout view. You can also click Page Layout
View on the status bar to display this view.
page.
4. On the Design tab, in the Header & Footer Elements group, click the element that you want.
Insert specific header and footer elements for a chart
3. Click Custom Header or Custom Footer.

4. Use the buttons in the Header or Footer dialog box to insert specific header and footer
elements.
TIP When you rest the mouse pointer on a button, a ScreenTip displays the name of the element
that the button inserts.
Specify header and footer options
chart sheets, or for embedded charts, you can work with headers and footers in the Page Setup dialog box.
Choose the header and footer options for a worksheet
1. Click the worksheet for which you want to choose header and footer options.
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View on the status bar to display this view.
page.
4. On the Design tab, in the Options group, select one or more of the following:
 Select the Different Odd & Even Pages check box to specify that the headers and
footers on odd-numbered pages should be different from those on even-numbered pages.
 Select the Different First Page check box to remove headers and footers from the
first printed page.
 Select the Scale with Document check box to specify whether the headers and
footers should use the same font size and scaling as the worksheet.
TIP To make the font size and scaling of the headers or footers independent of the worksheet
scaling to create a consistent display across multiple pages, clear this check box.
 Select the Align with Page Margins check box to make sure that the header or
footer margin is aligned with the left and right margins of the worksheet.
TIP To set the left and right margins of the headers and footers to a specific value that is
independent of the left and right margins of the worksheet, clear this check box.
Choose the header and footer options for a chart
3. Select one or more of the following:

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 Select the Different Odd & Even Pages check box to specify that the headers and footers on
odd-numbered pages should be different from those on even-numbered pages.
 Select the Different First Page check box to remove headers and footers from the first printed
page.
 Select the Scale with Document check box to specify whether the headers and footers should use
the same font size and scaling as the worksheet.
TIP To make the font size and scaling of the headers or footers independent of the worksheet
scaling to create a consistent display across multiple pages, clear this check box.
 Select the Align with Page Margins check box to make sure that the header or footer margin is
aligned with the left and right margins of the worksheet.
TIP To set the left and right margins of the headers and footers to a specific value that is
independent of the left and right margins of the worksheet, clear this check box.
Return to Normal view to close headers and footers

 On the View tab, in the Workbook Views group, click Normal.
TIP You can also click Normal on the status bar.
Insert page numbers in Page Layout view

1. Click the worksheet for which you want to insert page numbers.
on the status bar to display this view.
3. On the worksheet, click Click to add header or Click to add footer.

4. This displays the Header & Footer Tools, adding the Design tab.
5. To specify where in the header or footer you want the page number to appear, click inside the
Left section, Center section, or Right section box of the header or footer.
6. On the Design tab, in the Header & Footer Elements group, click Page Number.
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The placeholder &[Page] appears in the selected section.
7. To add the total number of pages, type a space after &[Page], type the word of followed by a
space and then, in the Header & Footer Elements group, click Number of Pages.
The placeholder &[Page] of &[Pages] appears in the selected section.
8. Click anywhere outside the header or footer area to display the actual page numbers in Page
Layout view.
9. After you have completed working in Page Layout view, on the View tab, in the Workbook
Views group, click Normal.
PAGE BREAKS AND SECTION BREAKS
Insert a page break
You can insert a page break anywhere in your document, or you can specify where Microsoft Word positions
automatic page breaks.
If you insert manual page breaks in documents that are more than several pages in length, you might have to
frequently rebreak pages as you edit the document. To avoid the difficulty of manually rebreaking pages, you
can set options to control where Word positions automatic page breaks.
Insert a manual page break
1. Click where you want to start a new page.
2. On the Insert tab, in the Pages group, click Page Break.
Prevent page breaks in the middle of a paragraph
1. Select the paragraph that you want to prevent from breaking onto two pages.
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2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line and
Page Breaks tab.
3. Select the Keep lines together check box.
Prevent page breaks between paragraphs
1. Select the paragraphs that you want to keep together on a single page.
2. On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line
and Page Breaks tab.
3. Select the Keep with next check box.
Specify a page break before a paragraph
1. Click the paragraph that you want to follow the page break.
3. Select the Page break before check box.
Place at least two lines of a paragraph at the top or bottom of a page
A professional-looking document never ends a page with just one line of a new paragraph or begins a page
with only the last line of a paragraph from the previous page. The last line of a paragraph by itself at the top
of a page is known as a widow. The first line of a paragraph by itself at the bottom of a page is known as an
orphan.
1. Select the paragraphs in which you want to prevent widows and orphans.
3. Select the Widow/Orphan control check box.
NOTE This option is turned on by default.
Prevent page breaks in a table row
1. Click the row in the table that you don't want to break. Select the entire table if you don't want
the table to break across pages.
NOTE A table that is larger than the page must break.
2. On the Table Tools tab, click Layout
3. In the Table group, click Properties

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4. Click the Row tab, and the clear the Allow row to break across pages check box.
Insert a section break
You can use section breaks to change the layout or formatting of a page or pages in your document. For
example, you can lay out part of a single-column page as two columns. You can separate the chapters in your
document so that the page numbering for each chapter begins at 1. You can also create a different header or
footer for a section of your document.
NOTE In Microsoft Office Word 2007, you can choose many page layouts from the gallery of new page
designs. For example, you can add a single-column page that has a two-column section by clicking that page
layout option in the gallery of New Page designs.
Section formatted as a single column
Section formatted as two columns
Insert a section break
1. On the Page Layout tab, in the Page Setup group, click Breaks.
2. Click the type of section break that you want to use.
Types of section breaks that you can insert
Section breaks are used to create layout or formatting changes in a portion of a document. You can change
the following formats for individual sections:
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• Margins, Paper size or orientation; Paper source for a printer; Page borders; Vertical alignment of
text on a page; Headers and footers; Columns; Page numbering; Line numbering; Footnotes and
endnotes
NOTES
• A section break controls the section formatting of the text that precedes it. When you delete a
section break, you also delete the section formatting for the text before the break. That text becomes
part of the following section, and it assumes the formatting of that section. For example, if you
separate the chapters of a document by using section breaks and then you delete the section break at
the beginning of Chapter 2, Chapter 1 and Chapter 2 are in the same section and assume the
formatting that previously was used only by Chapter 2.
• The section break that controls the formatting of the last part of your document is not shown as part
of the document. To change the document formatting, click in the last paragraph of the document.
Section break examples
The following examples show the types of section breaks that you can insert. (In each illustration, the double
dotted line represents a section break.)
The Next Page command inserts a section break and starts the new section on the next page. This type of
section break is especially useful for starting new chapters in a document.
The Continuous command inserts a section break and starts the new section on the same page. A continuous
section break is useful for creating a formatting change, such as a different number of columns, on a page.
The Even Page or Odd Page command inserts a section break and starts the new section on the next even-
numbered or odd-numbered page. If you want document chapters always to begin on an odd page or on an
even page, use the Odd page or Even page section break option.
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Change the document layout or formatting by using section breaks
1. Click where you want to make a formatting change.
You might want to select a portion of the document around which to insert a pair of section breaks.
3. In the Section Breaks group, click the section break type that fits the type of formatting change
that you want to make.
For example, if you're separating a document into chapters, you might want each chapter to start on
an odd page. Click Odd Page in the Section Breaks group.
Remove changes of the document layout
A section break defines where a formatting change occurs in the document. When you delete a section break,
you also delete the section formatting for the text before the break. That text becomes part of the following
section, and it assumes the formatting of that section.
Make sure that you're in Draft view so that you can see the double dotted line section break.
1. Select the section break that you want to delete.

2. Press DELETE.
Change the layout or formatting in one section of your document
You can use section breaks to change the layout or formatting of a page or pages in your document. For
example, you can lay out part of a single-column page as two columns. You can separate the chapters in your
document so that the page numbering for each chapter begins at 1. You can also create a different header or
footer for a section of your document.
NOTE In Microsoft Office Word 2007, you can choose many page layouts from the gallery of new page
designs. For example, you can add a single-column page that has a two-column section by clicking that page
layout option in the gallery of New Page designs.
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Section formatted as a single column
Section formatted as two columns
Types of section breaks that you can insert
Section breaks are used to create layout or formatting changes in a portion of a document.
NOTES
• A section break controls the section formatting of the text that precedes it. When you delete a
section break, you also delete the section formatting for the text before the break. That text becomes
part of the following section, and it assumes the formatting of that section. For example, if you
separate the chapters of a document by using section breaks and then you delete the section break at
the beginning of Chapter 2, Chapter 1 and Chapter 2 are in the same section and assume the
formatting that previously was used only by Chapter 2.
• The section break that controls the formatting of the last part of your document is not shown as part
of the document. To change the document formatting, click in the last paragraph of the document.
The following examples show the types of section breaks that you can insert. (In each illustration, the double
dotted line represents a section break.)
The Next Page command inserts a section break and starts the new section on the next page. This type of
section break is especially useful for starting new chapters in a document.
The Continuous command inserts a section break and starts the new section on the same page. A continuous
section break is useful for creating a formatting change, such as a different number of columns, on a page.
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The Even Page or Odd Page command inserts a section break and starts the new section on the next even-
numbered or odd-numbered page. If you want document chapters always to begin on an odd page or on an
even page, use the Odd page or Even page section break option.
Change the document layout or formatting
1. Click where you want to make a formatting change.
You might want to select a portion of the document around which to insert a pair of section breaks.
3. In the Section Breaks group, click the section break type that fits the type of formatting change
that you want to make.
For example, if you're separating a document into chapters, you might want each chapter to start on
an odd page. Click Odd Page in the Section Breaks group.
Remove changes of the document layout
A section break defines where a formatting change occurs in the document. When you delete a section break,
you also delete the section formatting for the text before the break. That text becomes part of the following
section, and it assumes the formatting of that section.
Make sure that you're in Draft view so that you can see the double dotted line section break.
1. Select the section break that you want to delete.

2. Press DELETE.
MAKE TEXT SUPERSCRIPT OR SUBSCRIPT
Superscript and subscript refer to numbers that are positioned slightly higher or slightly lower than the text
on the line. For example, a footnote or endnote number reference is an example of superscript, and a
scientific formula might use subscript text.
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Superscript
Subscript
Make text superscript or subscript
1. Select the text that you want to format as superscript or subscript.

 On the Home tab, in the Font group, click Superscript. Or press CTRL+SHIFT+=.
 On the Home tab, in the Font group, click Subscript. Or press CTRL+=.
WRAP TEXT
Microsoft Office Word 2007 enables you to wrap text easily around pictures, shapes, and tables with any
position or style that you want.
Wrap text around a picture or drawing object
1. If the picture or object is on a drawing canvas, select the canvas. If the picture or object is not on
a drawing canvas, select the picture or object.
2. On the Format tab, in the Arrange group, click Position.
If you don't see Position, click Arrange, and then click Position.
3. Click the wrapping position that you want to apply.

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Wrap text around a table
1. Click the table.

2. Under Table Tools, on the Layout tab, in the Table group, click Properties.
3. Under Text Wrapping, click Around.
To set the horizontal and vertical position of the table, the distance from surrounding text, and other
options, under Text Wrapping, click Positioning, and then choose the options that you want.
Wrap text automatically when you draw a table
1. On the Insert tab, in the Tables group, click Table.
2. Press CTRL while you click Draw Table.

3. Draw the table.
The text automatically wraps around the table.
Separate text around objects on Web pages
Text wrapping breaks are used to separate the text around objects on Web pages. For example, you can use a
text wrapping break to separate caption text from body text.
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Text break in the caption
- Click your Web page where you want the wrapped text to end.
- On the Page Layout tab, in the Page Setup group, click Breaks, and then click TexWrapping.
CREATE AN EQUATION IN WORD
1. Click anywhere in a Word document.

2. On the Insert tab, in Symbols group, click Equation.
This displays the Equation Tools, adding a Design tab.
3. On the Design tab, use the symbols and the structures to build your equation.
4. To copy the equation, select it and press CTRL+C.
5. To paste the equation into your worksheet, activate the worksheet and then press CTRL+V.
TIP You can preview a gallery of built-in equations by clicking the arrow at the bottom of the Equation
command (Insert tab, Symbols group or Design tab, Tools group).
COUNT THE NUMBER OF WORDS IN A DOCUMENT
Microsoft Office Word 2007 counts the number of words in a document while you type. Office Word 2007
can also count the following: Pages; Paragraphs; Lines; Characters, either including or excluding the spaces
Count the words as you type
When you type in a document, Office Word 2007 automatically counts the number of pages and words in
your document and displays them on the status bar at the bottom of the workspace.
Count the words in a selection or selections
You can count the number of words in a selection or selections, rather than all of the words in a document.
The selections don't need to be next to each other for you to count them.
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 Select the text that you want to count.
The status bar displays the number of words in the selection. For example, 100/1440 means that the
section accounts for 100 words of the total number of words in the document, 1,440.
TIP To select sections of text that aren't next to each other, select the first section, and then hold
down CTRL and select additional sections.
Include text in footnotes, endnotes, and text boxes in the word count
1. On the Review tab, in the Proofing group, click Word Count.
2. In the Word Count dialog box, select the Include textboxes, footnotes and endnotes check
box.
Count the words in a text box
 Select the text in the text box.
The status bar displays the number of words in the text box. For example, 100/1440 means that the
text box contains 100 words of the total number of words in the document, 1,440.
 To count the words in multiple text boxes, press and hold CTRL while you select the text in each
text box that you want to count. The word count automatically adds the total number of selected
words in the text boxes.
COUNT THE NUMBER OF PAGES, CHARACTERS, PARAGRAPHS, AND LINES
The Word Count dialog box displays the number of pages, paragraphs, and lines in your document, as well
as the number of characters, either including or excluding spaces.
o On the Review tab, in the Proofing group, click Word Count.

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TURN ON OR OFF OVERTYPE MODE
When you are editing text in overtype mode, typing new characters replaces any existing characters to the
right side of the insertion point.
2. Click Advanced.
3. Under Editing options, select or clear the Use overtype mode check box.
AUTOMATICALLY CORRECT CAPITALIZATION
Your Microsoft Office program can make your work easier by automatically correcting capitalization errors.
The default options usually work well for most people, so you may not need to modify these options.
However, if it is necessary, you can easily customize the automatic capitalization options.
NOTE Text included in hyperlinks is not automatically corrected.
1. Click the Microsoft Office Button , and then click Word Options at the bottom of the
window.
2. Click Proofing.
3. Click the AutoCorrect Options button.
4. On the AutoCorrect tab, select or clear any of the following check boxes:
o Correct TWo INitial CApitals
o Capitalize first letter of sentences
o Capitalize names of days
o Correct accidental use of cAPS LOCK key
o Capitalize first letter of table cells
Specify exceptions to automatic capitalization
You can specify exceptions to a few of the capitalization rules. The exceptions that you set are global
across the Office programs that support this feature, which means that any change that you make to this list
in one program also affects the other programs.
1. Click the Microsoft Office Button , and then click Word Options at the bottom of the
window.
2. Click Proofing.
3. Click the AutoCorrect Options button.
4. On the AutoCorrect tab, click Exceptions, and then do one of the following:
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• If you selected the Correct TWo INitial CApitals check box, and you want to prevent
AutoCorrect from correcting a word that contains mixed uppercase and lowercase letters,
click the INitial CAps tab.
• If you selected the Capitalize first letter of sentences check box, and you want to
prevent AutoCorrect from capitalizing a word that you type after a specific abbreviation,
click the First Letter tab.
• To add a word to the exception list, type the word in the box and then click Add.
• To delete a word from the exception list, select the word, and then click Delete.
6. Optionally, select or clear the Automatically add words to list check box. This option takes
effect while you are editing a file or an item. When AutoCorrect makes an unwanted correction,
you can undo it by pressing CTRL+Z. If the Automatically add words to list check box is
selected, the unwanted corrections that you undo are added to the list of exceptions.
In case Text disappears as you type…

Symptoms: As you type in a document, text at the insertion point is deleted.
Cause: Overtype mode is turned on.
Resolution: Turn off overtype mode:
2. Click Advanced.
3. Under Editing options, clear the Use overtype mode check box.
TRACKING CHANGES AND COMMENTS
Type a comment
1. Select the text or item that you want to comment on, or click at the end of the text.
2. On the Review tab, in the Comments group, click New Comment.
3. Type the comment text in the comment balloon or in the Reviewing Pane.
NOTE To respond to a comment, click its balloon, and then click New Comment in the Comments
group. Type your response in the new comment balloon.
Delete a comment
• To quickly delete a single comment, right-click the comment, and then click Delete Comment.
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• To quickly delete all comments in a document, click a comment in the document. On the Review
tab, in the Comments group, click the arrow below Delete, and then click Delete All Comments in
Document.
Delete comments from a specific reviewer

1. On the Review tab, in the Tracking group, click the arrow next to Show Markup.
2. To clear the check boxes for all reviewers, point to Reviewers, and then click All Reviewers.
3. Click the arrow next to Show Markup again, point to Reviewers, and then click the name of
the reviewer whose comments you want to delete.
4. In the Comments group, click the arrow below Delete , and then click Delete All
Comments Shown.
NOTE This procedure deletes all comments from the reviewer that you selected, including
comments throughout the document.
TIP You can also review and delete comments by using the Reviewing Pane. To show or hide the
Reviewing Pane, click Reviewing Pane in the Tracking group. To move the Reviewing Pane to the bottom
of your screen, click the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal.
Change a comment
If comments aren't visible on the screen, click Show Markup in the Tracking group on the Review tab.
1. Click inside the balloon for the comment that you want to edit.
2. Make the changes that you want.
NOTES
• If the balloons are hidden or if only part of the comment is displayed, you can change the comment
in the Reviewing Pane. To show the Reviewing Pane, in the Tracking group, click Reviewing
Pane. To make the reviewing pane run across the bottom of your screen rather than down the side of
your screen, click the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal.
• To respond to a comment, click its balloon, and then click New Comment in the Comments group.
Type your response in the new comment balloon.
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Add or change the name used in comments
1. On the Review tab, in the Tracking group, click the arrow next to Track Changes, and then
click Change User Name.
2. Click Personalize.
3. Under Personalize your copy of Office, change the name or initials that you want to use in
your own comments.
NOTES
• The name and initials that you type are used by all Microsoft Office programs. Any changes that
you make to these settings affect other Office programs.
• When you make a change to the name or initials that you want to use for your own comments, only
comments that you make after the change are affected. Comments that are already in the document
before you change the name or initials are not updated.
Help protect your document against unwanted changes and comments
You can use document protection to restrict the types of changes that reviewers can make to your document.
Let reviewers insert comments and tracked changes
1. On the Review tab, in the Protect group, click Protect Document, and then click Restrict
Formatting and Editing.
2. In the Protect Document task pane, under Formatting restrictions, select the Limit
formatting to a selection of styles check box, and then click Settings to specify which styles a
reviewer can apply or change.
3. Under Editing restrictions, select the Allow only this type of editing in the document check
box.
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4. In the list of editing restrictions, click Tracked changes. (This includes comments as well as
insertions, deletions, and moved text.)
NOTE For a different set of protection features use Active Directory directory service, click
Restrict Permission to use Information Rights Management.
5. Under Start enforcement, click Yes, Start Enforcing Protection.

6. To assign a password to the document so that only reviewers who know the password can
remove the protection, type a password in the Enter new password (optional) box, and then
confirm the password.
IMPORTANT If you choose not to use a password, all reviewers can change your editing
restrictions.
Let reviewers insert comments only
2. In the Protect Document task pane, under Editing restrictions, select the Allow only this type
of editing in the document check box.
3. In the list of editing restrictions, click Comments.
4. If you want to give some people editing options for specific pieces of the document, you can
select areas in the document, and then choose which users (a group or individuals) can edit the
selected areas of the document. Click the dropdown arrow next to the group or individual name to
find the next region or all regions that the group or individual can edit, or to remove permissions for
the group or individual.
NOTE For a different set of protection features use Active Directory directory service, click
Restrict Permission to use Information Rights Management.
5. Under Start enforcement, click Yes, Start Enforcing Protection.

6. To assign a password to the document so that only reviewers who know the password can
remove the protection, type a password in the Enter new password (optional) box, and then
confirm the password.
IMPORTANT If you choose not to use a password, all reviewers can change your editing
restrictions.
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Stop protection for comments and changes
2. In the Protect Document task pane, click Stop Protection.
NOTE If you use a password to add protection to the document, you need to type the password before
you can stop the protection.
Review tracked changes and comments
To prevent you from inadvertently distributing documents that contain tracked changes and comments, Word
displays tracked changes and comments by default. Final Showing Markup is the default option in the
Display for Review box.
In Microsoft Office Word, you can track each insertion, deletion, move, formatting change, or comment that
you make so that you can review all of the changes later.
The Reviewing Pane displays all of the changes that currently appear in your document, the total number of
changes, and the number of changes of each type.
As you review tracked changes and comments, you can accept or reject each change. Until you accept or
reject all tracked changes and comments in a document, even hidden changes will appear to viewers in
documents you send or display.
Review a summary of tracked changes
The Reviewing Pane is a handy tool for ensuring that all tracked changes have been removed from your
document and won't show up to others who might view your document. The summary section at the top of
the Reviewing Pane displays the exact number of visible tracked changes and comments that remain in your
document.
The Reviewing Pane also allows you to read long comments that do not fit within a comment bubble.
NOTE The Reviewing Pane, unlike the document or the comment bubbles, is not the best tool for making
changes to your document. Instead of deleting text or comments or making other changes in the Reviewing
Pane, make all editorial changes in the document. The changes will then be visible in the Reviewing Pane.
On the Review tab, in the Tracking group, click Reviewing Pane to view the summary at the
side of your screen. To view the summary across the bottom of your screen instead of on the side of
your screen, click the arrow next to Reviewing Pane, and then click Reviewing Pane Horizontal.
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To view the number of each type of change, click Show Detailed Summary.
Review each tracked change and comment in sequence
1. On the Review tab, in the Changes group, click Next or Previous.

 In the Changes group, click Accept.
 In the Changes group, click Reject.
 In the Comments group, click Delete.
3. Accept or reject changes and delete comments until there are no more tracked changes or
comments in your document.
To ensure all tracked changes are accepted or rejected and that all comments are deleted, on the Review
tab, in the Tracking group, click Reviewing Pane. The summary section at the top of the Reviewing
Pane displays the exact number of tracked changes and comments that remain in your document.
Print a document with tracked changes
Microsoft Office Word provides several options for printing documents with tracked changes. You can also
hide the tracked changes for printing.
Print a document with tracked changes and comments showing
Before you print the document, switch to Print Layout view and display the tracked changes and comments
the way that you want them to appear in the printed document. You have several options.
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• Print showing all markup On the Review tab, in the Tracking group, click Show Markup.
NOTE Clicking Show Markup displays or hides all markup in the document for selected reviewers.
When you display all markup, all types of markup are selected on the Show Markup menu.
• Print showing changes and comments by type or reviewer On the Review tab, in the Tracking
group, click Show Markup, and then select the type of change that you want to display.
• Print changes and comments for an editor or other reviewer On the Review tab, in the
Tracking group, in the Display for Review box, click Final Showing Markup.
When the markup appears the way that you want it to, you are ready to print the document.

2. In the Print dialog box, in the Print what box, click Document showing markup, and then click
OK.
NOTES
• By default, Microsoft Word chooses the zoom level and page orientation to best display the tracked
changes in your printed document.
• If balloons are turned on, the document will shrink to fit the balloons on the printed page. To make
your printed page readable, you can turn off balloons by clicking Balloons in the Tracking group
and then clicking Show all revisions inline. You can also set the page layout to landscape to print
the balloons and the text in a more readable format. On the Page Layout tab, under Page Setup,
click Orientation, and then click Landscape.
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TURN ON OR OFF CHANGE TRACKING
Turn on change tracking
• On the Review tab, in the Tracking group, click the Track Changes image.
To add a track changes indicator to the status

bar, right-click the status bar and click Track Changes. Click the Track Changes indicator on the
status bar to turn Track Changes on or off.
NOTE If the Track Changes command is unavailable, you might have to turn off document protection.
On the Review tab, in the Protect group, click Protect Document, and then click Stop Protection at the
bottom of the Protect Document task pane. (You might need to know the document password.)
Turn off change tracking
When you turn off change tracking, you can revise the document without marking what has changed.
Turning off the Track Changes feature does not remove any changes that have already been tracked.
IMPORTANT To remove tracked changes, use the Accept and Reject commands on the Review tab in the
Changes group.
On the Review tab, in the Tracking group, click the Track Changes image.
To add a track changes indicator to the status bar, right-click the status bar and click Track Changes.
Click the Track Changes indicator on the status bar to turn track changes on or off.
WORKING WITH TABLES
Insert a table
1. Click where you want to insert a table.

2. On the Insert tab, in the Tables group, click Table, and then click Insert Table.
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3. Under Table size, enter the number of columns and rows.

4. Under AutoFit behavior, choose one of the following options to adjust the table size.
Choose To
Fixed column Set a specific width for the columns in the table. If you select Auto, Office Word 2007 evenly
width distributes the columns to fit the page.
AutoFit to Automatically resize columns to fit the contents of the cells.

contents
AutoFit to window Automatically resize the table to fit in a Web browser window when you change the window size.
You can also use the Table menu to insert a table and select the number of rows and columns that you want.
Use the Table menu
1. Click where you want to insert a table.

2. On the Insert tab, in the Table group, click Table, and then drag to select the number of rows
and columns that you want.
In case you can't insert text before a table…
Symptoms: You can't insert text before a table that is located on the first line of the first page in a document.
Resolution
1. Click in the first cell in the first row of the table.
NOTE If text in that cell contains text, position the insertion point before the text.
2. Press ENTER.
3. Type the text that you want.
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CONVERT TEXT TO A TABLE OR VICE VERSA
Convert text to a table
1. Insert separator characters — such as commas or tabs — to indicate where you want to divide
the text into columns. Use paragraph marks to indicate where you want to begin a new row.
For example, in a list with two words on a line, insert a comma or a tab after the first word to create
a two-column table.
2. Select the text that you want to convert.

3. On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table.
4. In the Convert Text to Table dialog box, under Separate text at, click the option for the
separator character that is in your text.
5. In the Number of columns box, check the number of columns.
If you don't see the number of columns that you expect, you may be missing a separator character in
one or more lines of text.
6. Select any other options that you want.
Convert a table to text
1. Select the rows or table that you want to convert to paragraphs.

2. Under Table Tools, on the Layout tab, in the Data group, click Convert to Text.
3. Under Separate text at, click the option for the separator character that you want to use in place
of the column boundaries.
Rows are separated with paragraph marks.
MERGE OR SPLIT CELLS IN A TABLE
Merge cells
You can combine two or more table cells located in the same row or column into a single cell. For example,
you can merge several cells horizontally to create a table heading that spans several columns.
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1. Select the cells that you want to merge by clicking the left edge of a cell and then dragging
across the other cells that you want.
2. Under Table Tools, on the Layout tab, in the Merge group, click Merge Cells.
Split cells
1. Click in a cell, or select multiple cells that you want to split.

2. Under Table Tools, on the Layout tab, in the Merge group, click Split Cells..
3. Enter the number of columns or rows that you want to split the selected cells into.
Repeat a table heading on subsequent pages
When you work with a very long table, it will be divided into several pages. You can make adjustments to
the table so that the table headings appear on each page.
Repeated table headings are visible only in Print Layout view or when you print the document.
1. Select the heading row or rows. The selection must include the first row of the table.
2. Under Table Tools, on the Layout tab, in the Data group, click Repeat Header Rows.
NOTE Microsoft Office Word automatically repeats table headings on new pages that result from
automatic page breaks. Word does not repeat a heading if you insert a manual page break within a table.
Delete a table or clear its contents
You can delete an entire table or clear the contents of a table's cells without deleting the table.
Delete a table and its contents
1. In Print Layout view, rest the pointer over the table until the table move handle appears, and
then click the table move handle.
2. Press BACKSPACE.
Clear the contents of a table
1. On the Home tab, in the Paragraph group, click Show/Hide.
2. Select the items that you want to clear.

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To select Do this
A cell
Click the left edge of the cell.
A row
Click to the left of the row.
A column
Click the column's top gridline or border.
Contiguous cells, rows, or Drag the pointer across the cells, rows, or columns that you want.
columns
Noncontiguous cells, Click the first cell, row, or column that you want, hold down CTRL, and
rows, or columns then click the next cell, row, or column that you want.
Text in the next cell Press the TAB key.
Text in the previous cell Press SHIFT+TAB.
The entire table In Print Layout view, rest the pointer over the table until the table move
handle appears, and then click the table move handle.
3. Press DELETE.
TABLES OF CONTENTS AND OTHER REFERENCES
Create a table of contents
You create a table of contents by choosing the heading styles — for example, Heading 1, Heading 2, and
Heading 3 — that you want to include in the table of contents. Microsoft Office Word searches for headings
that match the style that you chose, formats and indents the entry text according to the heading style, and
then inserts the table of contents into the document.
Microsoft Office Word 2007 provides a gallery of automatic table of contents styles. Mark the table of
contents entries, and then click the table of contents style that you want from the gallery of options. Office
Word 2007 automatically creates the table of contents from the headings that you marked.
NOTE This article explains how to add a table of contents. It does not cover tables of authorities or tables
of figures.
Mark entries for a table of contents
The easiest way to create a table of contents is to use the built-in heading styles. You can also create a table
of contents that is based on the custom styles that you have applied. Or you can assign the table of contents
levels to individual text entries.
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Mark entries by using built-in heading styles
1. Select the heading to which you want to apply a heading style.

2. On the Home tab, in the Styles group, click the style that you want.
For example, if you selected text that you want to style as a main heading, click the style called
Heading 1 in the Quick Style gallery.
NOTES
• If you don't see the style that you want, click the arrow to expand the Quick Style gallery.
• If the style that you want does not appear in the Quick Style gallery, press CTRL+SHIFT+S to open
the Apply Styles task pane. Under Style Name, click the style that you want.
Mark individual text entries
If you want the table of contents to include text that is not formatted as a heading, you can use this procedure
to mark individual text entries.
1. Select the text that you want to include in your table of contents.
2. On the References tab, in the Table of Contents group, click Add Text.
3. Click the level that you want to label your selection, such as Level 1 for a main level display in
the table of contents.
4. Repeat steps 1 through 3 until you have labeled all of the text that you want to appear in the
table of contents.
Create a table of contents
After you mark the entries for your table of contents, you are ready to build it.
Create a table of contents from built-in heading styles
Use this procedure if you created a document by using heading styles.
1. Click where you want to insert the table of contents, usually at the beginning of a document.
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2. On the References tab, in the Table of Contents group, click Table of Contents, and then click
the table of contents style that you want.
NOTE If you want to specify more options — for example, how many heading levels to show —
click Insert Table of Contents to open the Table of Contents dialog box.
Create a table of contents from custom styles that you applied
Use this procedure if you already applied custom styles to your headings. You can choose the style settings
that you want Word to use when it builds the table of contents.
1. Click where you want to insert the table of contents.

Insert Table of Contents.
3. Click Options.
4. Under Available styles, find the style that you applied to the headings in your document.
5. Under TOC level, next to the style name, type a number from 1 to 9 to indicate the level that
you want the heading style to represent.
NOTE If you want to use only custom styles, delete the TOC level numbers for the built-in
styles, such as Heading 1.
6. Repeat step 4 and step 5 for each heading style that you want to include in the table of contents.
7. Click OK.
8. Choose a table of contents to fit the document type:
 Printed document If you are creating a document that readers will read on a printed page,
create a table of contents in which each entry lists both the heading and the page number
where the heading appears. Readers can turn to the page that they want.
 Online document For a document that readers will read online in Word, you can format the
entries in the table of contents as hyperlinks, so that readers can go to a heading by clicking
its entry in the table of contents.
9. To use one of the available designs, click a design in the Formats box.
10. Select any other table of contents options that you want.
Format the table of contents
If you already have a table of contents in your document, you can change the options. To do this, you need to
insert a new table of contents by using the Table of Contents dialog box.
1. Select the existing table of contents.

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Insert Table of Contents.
3. In the Table of Contents dialog box, do any of the following:

 To change how many heading levels are displayed in the table of contents, enter the number
that you want in the box next to Show levels, under General.
 To change the overall look of your table of contents, click a different format in the Formats
list. You can see what your choice looks like in the Print Preview and Web Preview areas.
 To change the way heading levels are displayed in the table of contents, click Modify. In the
Style dialog box, click the level that you want to change, and then click Modify. In the
Modify Style dialog box, you can change the font, the size, and the amount of indentation.
Update the table of contents
If you added or removed headings or other table of contents entries in your document, you can quickly
update the table of contents.
1. On the References tab, in the Table of Contents group, click Update Table.
2. Click Update page numbers only or Update entire table.
Delete a table of contents
1. On the References tab, in the Table of Contents group, click Table of Contents.
2. Click Remove Table of Contents.
INSERT OR DELETE A FOOTNOTE OR AN ENDNOTE
Footnotes and endnotes are used in printed documents to explain, comment on, or provide references for text
in a document. You might use footnotes for detailed comments and endnotes for citation of sources.
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NOTE If you want to create a bibliography, you can find commands for creating and managing sources
and citations on the References tab in the Citations & Bibliography group.
About footnotes and endnotes
A footnote or an endnote consists of two linked parts — the note reference mark and the corresponding note
text.
Footnote and endnote reference marks
Separator line
Footnote text
Endnote text
Insert a footnote or an endnote
Microsoft Office Word automatically numbers footnotes and endnotes for you, after you specify a numbering
scheme. You can use a single numbering scheme throughout a document, or you can use different numbering
schemes within each section in a document.
When you add, delete, or move notes that are automatically numbered, Word renumbers the footnote and
endnote reference marks.
NOTE If the footnotes in your document are numbered incorrectly, your document may contain tracked
changes. Accept the tracked changes so that Word will correctly number the footnotes and endnotes.
1. In Print Layout view, click where you want to insert the note reference mark.
2. On the References tab, in the Footnotes group, click Insert Footnote or Insert Endnote.
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Keyboard shortcut: To insert a subsequent footnote, press CTRL+ALT+F. To insert a subsequent

endnote, press CTRL+ALT+D.
By default, Word places footnotes at the end of each page and endnotes at the end of the document.
3. To make changes to the format of footnotes or endnotes, click the Footnotes Dialog Box
Launcher, and do one of the following:
 In the Number format box, click the format that you want.
 To use a custom mark instead of a traditional number format, click Symbol next to Custom
mark, and then choose a mark from the available symbols.
4. Click Insert.
NOTE This will not change the existing symbols. It will only add new ones.
Word inserts the note number and places the insertion point next to the note number.
5. Type the note text.

6. Double-click the footnote or endnote number to return to the reference mark in the document.
Change the number format of footnotes or endnotes
1. Place the insertion point in the section in which you want to change the footnote or endnote
format. If the document is not divided into sections, place the insertion point anywhere in the
document.
2. On the References tab, click the Footnote & Endnote Dialog Box Launcher.
3. Click Footnotes or Endnotes.
4. In the Number format box, click the option that you want.
5. Click Apply.
Create a footnote or endnote continuation notice
If a footnote or endnote is too long to fit on a page, you can create a continuation notice to let readers know
that a footnote or endnote is continued on the next page.
1. Make sure that you are in Draft view by clicking Draft next to View on the status bar.
2. On the References tab, in the Footnotes group, click Show Notes.
3. If your document contains both footnotes and endnotes, a message appears. Click View
footnote area or View endnote area, and then click OK.
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4. In the note pane list, click Footnote Continuation Notice or Endnote Continuation Notice.
5. In the note pane, type the text that you want to use for the continuation notice. For example,
type Endnotes continued on the next page.
Delete a footnote or an endnote
When you want to delete a note, you work with the note reference mark in the document window, not the
text in the note.
Note reference mark
If you delete an automatically numbered note reference mark, Word renumbers the notes in the new order.
Delete a note
• In the document, select the note reference mark of the footnote or endnote that you want to delete,
and then press DELETE.
Restart footnote or endnote numbering from 1
You can restart the footnote numbering on each page or in each section. You can restart the endnote
numbering in each section.
NOTE If the footnotes in your document are numbered incorrectly, your document may contain tracked
changes. Accept the tracked changes so that Word will correctly number the footnotes and endnotes.
2. In the Start at box, click 1.

3. In the Numbering box, click either Restart each section or Restart each page.
4. Click Apply.
Convert footnotes to endnotes and vice versa
After you insert footnotes in a document, you can change them to endnotes, and vice versa.
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Convert one or more notes to footnotes or endnotes
1. Be sure you are in Draft view (click Draft on the status bar).
2. On the References tab, in the Footnotes group, click Show Notes.
If your document contains both footnotes and endnotes, a message appears. Click View footnote
area or View endnote area, depending on whether you want to convert footnotes or endnotes, and
then click OK.
3. Select the number of the note or notes that you want to convert, and then right-click.
4. Click Convert to Footnote or Convert to Endnote.
Convert all notes to footnotes or endnotes
2. Click Convert.
3. Click the option that you want, and then click OK.
4. Click Close.
ADD OR DELETE BOOKMARKS
A bookmark identifies a location or a selection of text that you name and identify for future reference. For
example, you might use a bookmark to identify text that you want to revise at a later time. Instead of
scrolling through the document to locate the text, you can go to it by using the Bookmark dialog box.
You can also add cross-references to bookmarks. For example, after you insert a bookmark in a document,
you can refer to that bookmark from other places in the text by creating cross-references to the bookmark.
Add a bookmark
1. Select the text or item to which you want to assign a bookmark, or click where you want to
insert a bookmark.
2. On the Insert tab, in the Links group, click Bookmark.

3. Under Bookmark name, type or select a name.
Bookmark names must begin with a letter and can contain numbers. You can't include spaces in a
bookmark name. However, you can use the underscore character to separate words — for example,
"First_heading."
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4. Click Add.
Change a bookmark
When you add a bookmark to a block of text, Microsoft Office Word surrounds the text with square brackets.
When you change a bookmarked item, make sure that you change the text or graphics inside the brackets.
Display bookmark brackets
2. Click Advanced, and then select the Show bookmarks check box under Show document
content.
3. Click OK.
If you assign a bookmark to an item, the bookmark appears in brackets ([…]) on the screen. If you assign a
bookmark to a location, the bookmark appears as an I-beam. The brackets are not printed.
Bookmark changes that you can make
You can cut, copy, and paste items that are marked with a bookmark. You can also add text to, and delete
text from, marked items.
If you This happens
Copy all or part of a marked item to another location in the same The bookmark remains with the original item; the copy is not
document marked.
Copy an entire marked item to another document Both documents contain identical items and identical bookmarks.
Cut an entire marked item and then paste it in the same document The item and the bookmark move to the new location.
Delete part of a marked item The bookmark stays with the remaining text.
Add text between any two characters enclosed in a bookmark The addition is included in the bookmark.
Click directly after the opening bracket of a bookmark, and then add The addition is included in the bookmark.
text or graphics to the item
Click directly after the ending bracket of a bookmark, and then add The addition is not included in the bookmark.
to the item
Go to a specific bookmark

2. Click either Name or Location to sort the list of bookmarks in the document.
3. Click the name of the bookmark that you want to go to.
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4. Click Go To.
Delete a bookmark

2. Click the name of the bookmark you want to delete, and then click Delete.
NOTE To delete both the bookmark and the bookmarked item (such as a block of text or other element),
select the item, and then press DELETE.
ENVELOPES AND LABELS
Create and print a single envelope
If you want to include your return address on the envelope, you can set this up before you start working on
the envelope.
When you have set up your envelope the way you want, you can print it, as well as save it so that you can
reuse it.
Set up a return address
1. Start Word.
3. Click Advanced.
4. Scroll down, and under General, type your return address in the Mailing address box.
Word stores the address so that you can use it whenever you want to insert your return address in an
envelope, label, or other document.
5. Click OK.
Verify printing options
Before you run a batch of envelopes through your printer, you can verify that the printer options are set up
correctly.
1. On the Mailings tab, in the Create group, click Envelopes.

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2. Click Options, and then click the Envelope Options tab.

3. In the Envelope size box, click the choice that matches the size of your envelope. If none of the
choices matches your envelope size, scroll to the bottom of the list, click Custom size, and then
type the dimensions of your envelope in the Width and Height boxes.
4. Click the Printing Options tab.
The printer driver tells Word which way the envelope should be loaded into the printer, and this
information is displayed in the Printing Options tab of the Envelope Options dialog box.
The feed method determines the position of the envelope (right, middle, left) and whether the
long or short edge is being fed into the printer.
The envelope can be face up or face down. The face is the side that the address is printed on.
If the envelope is fed short edge first, the envelope may need to be rotated to prevent the text
from appearing upside down on the face of the envelope.
The envelope in the illustration below is positioned to the right, face down, flap at the top, and the
short edge is being fed into the printer, in accordance with the settings in the dialog box shown
above.
5. Load the envelope as indicated in the dialog box.

6. Click OK.
7. Type some test text in the Delivery address box, and then click Print to print the envelope.
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8. Verify that the envelope printed correctly.

9. If the envelope did not print correctly, do any of the following:
 Consult your printer information, if available, to find out how to load the envelopes
into the printer.
 Update your printer driver.
 Go back to the Printing Options tab of the Envelope Options dialog box, and make
adjustments to the printing options. Print the envelope again. Repeat this process until you
discover a configuration of printing options that yields the results that you want.
Create and print or save an envelope
1. On the Mailings tab, in the Create group, click Envelopes.
2. In the Delivery address box, type the mailing address.

3. If you want to format the text, select the text, right-click the selected text, and then click Font on the
shortcut menu.
4. In the Return address box, type the return address or use the preconfigured one.
5. If you want to use an address in the electronic address book installed on your computer, click Insert
Address .
6. If you want to keep the return address for future use, but you don't want to include it on the current
envelope, select the Omit check box.
• If you want to print the envelope without saving it for reuse, insert an envelope in the printer
as shown in the Feed box, and then click Print.
• If you want to save the envelope for reuse, click Add to Document, and then click the
Microsoft Office Button, click Save As, and type a name for the document.
Word adds the envelope to the current document as Page 1. If you want, you can use the rest of the
document for typing correspondence that will automatically be stored with the envelope.
To print the envelope, insert an envelope in the printer as shown in the Feed box on the Printing
Options tab in the Envelope Options dialog box, click Add to Document, and then click Print.
NOTE If you want to print the envelope without printing the rest of the document, enter Page 1 in
the Print dialog box. In the Page range section of the Print dialog box, click Pages, and then type 1
in the Pages box.
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Create and print labels for a single item or address
Print a single label
1. Start Microsoft Office Word.
A blank document opens by default. Leave it open. If you close it, the commands in the next step
are not available.
2. On the Mailings tab, in the Create group, click Labels.
3. In the Address box, type the text that you want.
If you want to create a label for an address that is stored in the electronic address book that is
installed on your computer, click Insert Address .
4. To change the formatting, select the text, right-click the selected text, and then click Font or
Paragraph on the shortcut menu.
5. To select the label type and other options, click Options.
6. In the Label Options dialog box, make your choices, and then click OK.
The type of printer that you are using to print labels
The supplier that produced your label sheets
The number that corresponds to the product number listed on your package of label sheets
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The product number for my label sheets doesn't match any of the choices in the Label Options
dialog box
1. Measure the labels on the sheet that you have, and note the measurements and how many
labels fit on a single sheet.
NOTE Measure the labels carefully. The actual label size might be smaller than the size
that is indicated by the label manufacturer. For example, a 1-by-2-inch label might actually be
15/16-inch high and 1 15/16-inches wide.
2. In the Product number list, click a label type that is similar in size to your labels.
If you don't see the label type that you want in the Product number list, you may be able to
use another of the listed labels, or you can create a new label size.
3. Click Details, and then compare the label dimensions and the number of labels per sheet (for
labels printed on laser and ink-jet printers) or the number of columns on the label form (for
labels printed on dot-matrix printers).
If the dimensions and label layout match those of your labels, use the selected label.
 If the dimensions and layout do not match yours, click Cancel, and continue to step 5.
5. In the Label Options dialog box, click the printer type (either Continuous-feed printers or
Page printers), and then click New Label.
6. Type a name in the Label name box, select the height, width, margins, and other options for
your label, and then click OK.
The new label appears in the Product number list as Label name - Custom. The label is also
placed in the Other/Custom category. The next time you use your custom labels, be sure to
select Other/Custom in the Label vendors list.
7. After you select the options that you want, click OK.
8. Under Print, click Single label. Then in the Row and Column boxes, enter the numbers that
match the numbers of rows and columns on the label sheet for the label that you want to print.
9. Click Print.
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Add a graphic to labels
If you want to add a graphic to labels that you are printing on a page printer (rather than a continuous-feed
printer), you must add it to each label.
1. Position the cursor where you want to place the graphic.

2. On the Insert tab, in the Illustrations group, click Picture or Clip Art.
3. Locate the graphic, and then double-click it.

4. If you need to resize the graphic, select it and then drag a corner sizing handle to the size that
you want. Dragging a corner handle maintains the height-to-width ratio.
5. If the graphic does not align with the label text, right-click the graphic and do the following:
i) Point to Text Wrapping, and then click More Layout Options.
ii) Click the Text Wrapping tab, and under Wrapping style, click Square.
iii) Click the Picture Position tab, and under Horizontal, click Alignment, and then
click the alignment that you want: Left, Centered, or Right.
iv) Click OK.
6. To add the graphic to each label, select the graphic and press CTRL+C.
7. In the next label on the sheet, place the cursor where you want the graphic and press CTRL+V.
8. Repeat the previous step for each label on the sheet.
Create and print return address labels
1. Start Word.
A blank document opens by default. Leave it open. If you close it, the commands later in this
procedure are not available.
3. Click Advanced.
4. Scroll down, and under General, type your return address in the Mailing address box.
Word stores the address so that you can use it whenever you want to insert your return address in a
document.
5. Click OK.
6. On the Mailings tab, in the Create group, click Labels.
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7. Select the Use return address check box.

8. If you want to format the text in the Address box, select the text, right-click the selected text,
and then click Font or Paragraph on the shortcut menu.
9. To select the label type and other options, click Options.
10. In the Label Options dialog box, make your choices, and then click OK.
The type of printer that you are using to print labels
The supplier that produced your label sheets
The number that corresponds to the product number listed on your package of label sheets
The product number for my label sheets doesn't match any of the choices in the Label Options
dialog box
1. Measure the labels on the sheet that you have, and note the measurements and how
many labels fit on a single sheet.
NOTE Measure the labels carefully. The actual label size might be smaller than the size
that is indicated by the label manufacturer. For example, a 1-by-2-inch label might actually be
15/16-inch high and 1 15/16-inches wide.
2. In the Product number list, click a label type similar in size to your labels.
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If you don't see the label type that you want in the Product number list, you may be able to
use another of the listed labels, or you can create your own custom-sized labels.
3. Click Details, and then compare the label dimensions and the number of labels per sheet
(for labels printed on laser and ink-jet printers) or the number of columns on the label form (for
labels printed on dot-matrix printers).
 If the dimensions and label layout match those of your labels, use the selected label.
 If the dimensions and layout do not match yours, click Cancel, and continue to step 5.
5. In the Label Options dialog box, click the printer type (either Continuous-feed
printers or Page printers), and then click New Label.
6. Type a name in the Label name box, select the height, width, margins, and other
options for your label, and then click OK.
The new label appears in the Product number list as Label name - Custom. The label is also
placed in the Other/Custom category. The next time you use your custom labels, be sure to
select Other/Custom in the Label vendors list.
11. Under Print, do one of the following:

 To print just one label, click Single label. Then in the Row and Column boxes, enter the
numbers that match the numbers of rows and columns on the label sheet for the label that
you want to print. Click Print.
 To print a whole sheet of labels, under Print, click Full page of the same label, and
then do one of the following:
o To send the labels directly to the printer without previewing them, click Print.
o To preview the labels so that you can edit them and save them in a reusable
document, click New Document.
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Word creates a document that contains the sheet of labels. Word uses a table to lay out the labels.
If you don't see lines separating the labels, click the Layout tab under Table Tools, and then in the
Table group, click View Gridlines.
You can make any changes that you want to each label, including changes to the text formatting
and color scheme, just as you would with the content of any table in Word. When you finish, save
or print the labels the same way that you save or print any document in Word.
Add a graphic to labels
If you want to add a graphic to labels that you are printing on a page printer (rather than a continuous-feed
printer), you must add it to each label.
1. Position the cursor where you want to place the graphic.

2. On the Insert tab, in the Illustrations group, click Picture or Clip Art.
3. Locate the graphic, and then double-click it.

4. If you need to resize the graphic, select it and then drag a corner sizing handle to the size that
you want. Dragging a corner handle maintains the height-to-width ratio.
5. If the graphic does not align with the label text, right-click the graphic and do the following:
a) Point to Text Wrapping, and then click More Layout Options.
b) Click the Text Wrapping tab, and under Wrapping style, click Square.
c) Click the Picture Position tab, and under Horizontal, click Alignment, and then
click the alignment that you want: Left, Centered, or Right.
d) Click OK.
6. To add the graphic to each label, select the graphic and press CTRL+C.
7. In the next label on the sheet, place the cursor where you want the graphic and press CTRL+V.
8. Repeat the previous step for each label on the sheet.
WORKING WITH GRAPHICS AND CHARTS
Learn about watermarks and backgrounds
Watermarks are text or pictures that appear behind document text. They often add interest or identify the
document status, such as marking a document as a Draft. You can see watermarks in Print Layout view and
Full Screen Reading view or in a printed document.
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If you use a picture, you can lighten it, or wash it out, so that it doesn't interfere with document text. If you
use text, you can select from built-in phrases or type in your own text.
A background or a page color is primarily used in a Web browser to create a more interesting background for
online viewing. You can also display backgrounds in Web Layout and most other views, except Draft view
and Outline view.
You can use gradients, patterns, pictures, solid colors, or textures for backgrounds. Gradients, patterns,
pictures, and textures are tiled or repeated to fill the page. When you save a document as a Web page, the
textures and gradients are saved as JPEG files and the patterns are saved as GIF files.
Add a watermark or a background
Do one of the following:
Add a text watermark to document
Watermarks can be viewed only in Print Layout and Full Screen Reading views and on the printed page.
You can insert a predesigned watermark from a gallery of watermark text, or you can insert a watermark
with custom text.
1. On the Page Layout tab, in the Page Background group, click Watermark.

 Click a predesigned watermark, such as Confidential or Urgent, in the gallery of
watermarks.
 Click Custom Watermark, click Text watermark and then select or type the text
that you want. You can also format the text.
3. To view a watermark as it will appear on the printed page, use Print Layout view.
Add a background color or texture to a Web page or an online document
1. On the Page Layout tab, in the Page Background group, click Page Color.
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2. Do any of the following:

 Click the color that you want under Theme Colors or Standard Colors.
 Click Fill Effects to change or add special effects, such as gradients, textures, or
patterns.
NOTE Select the color that you want before you apply a gradient or pattern.
Turn a picture into a background or watermark
You can turn a picture, clip art, or a photo into a watermark that you can use to brand or decorate a
document.
2. Click Printed Watermark.

3. Click Picture watermark, and then click Select Picture.
4. Select the picture that you want, and then click Insert.
5. Select a percentage under Scale to insert the picture at a particular size
6. Select the Washout check box to lighten the picture so that it doesn't interfere with text.
The picture that you selected is applied as a watermark to the entire document.
TIP If you want to use an object, such as a shape, as a watermark, you can manually paste or insert it into
the document. You cannot use the Printed Watermark dialog box to control settings for these objects.
Add a watermark only to selected pages
To add a watermark only to selected pages, you must separate the document into sections. For example, if
you want to apply a watermark only to the table of contents in a document, you must create three sections: a
cover page section, the table of contents section, and the rest of the document text in its own section.
1. In Draft view, replace the page breaks surrounding the pages to which you want to add
watermarks with section breaks.
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On the Page Layout tab, in the Page Setup group, click Breaks, and then click Next Page under
Section Breaks.
NOTE When you insert a cover page in a document, it has a separate header so that you don't
need to create a separate section for it if you're creating sections to add a watermark only to selected
pages.
2. Switch to Print Layout view.

3. Double-click the document header area on the page where you want the watermark to appear.
This opens the header.
Microsoft Office Word places watermarks in the header even though they don't appear in the
header.
4. Under Header & Footer Tools, on the Design tab, in the Navigation group, click Link to
Previous so that the headers are no longer linked.
5. Double-click the document header area on the first page where you don't want the watermark to
appear — for example, the first page of document text — and then repeat step 4.
6. Click the page where you want the watermark to appear.
7. On the Page Layout tab, in the Page Background group, click Watermark and select the
watermark that you want.
Change a watermark or a background
Change a watermark
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• Choose a different predesigned watermark, such as Confidential or Urgent, from the
gallery of watermarks.
• To change pictures, click Printed Watermark, and then click Select Picture.
• To change picture settings, click Printed Watermark, and then select or clear the
options Picture watermark.
• To change text, click Printed Watermark, and then select a different built-in phrase or
type in your own phrase.
• To change text settings, click Printed Watermark, and then select or clear the options
that you want under Text watermark.
Change a document background
You can apply a different color, apply a texture or picture instead of color, or change settings for patterns and
gradients.

• Click the new color that you want under Theme Colors or Standard Colors.
• Click Fill Effects to change or add special effects, such as gradients, textures, or patterns.
NOTE Select the color that you want before you apply a gradient or pattern.
Remove a watermark or a background
Remove a watermark
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2. Click Remove Watermark.
Remove a background
2. Click No Color.
DECORATE DOCUMENTS OR PICTURES WITH BORDERS
About borders in Office Word 2007
You can add a border to any or all sides of each page in a document, to pages in a section, to the first page
only, or to all pages except the first. You can add page borders in many line styles and colors, as well as a
variety of graphical borders.
You can set apart text from the rest of a document by adding borders.
You can add borders to a table or individual table cell.

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You can add borders to drawing objects and pictures. You can change or format the border of an object in the
same way that you change or format a line.
Add borders
Add a border to a picture, a table, or text
• Select the picture, table, or text that you want to apply a border to.
To apply a border to specific table cells, select the cells, including the end-of-cell marks.
NOTE Press CTRL+* to turn on Show/Hide paragraph marks and view the end-of-cell marks.
• On the Page Layout tab, in the Page Background group, click Page Borders.
• In the Borders and Shading dialog box, click the Borders tab, and then click one of the border
options under Settings.
• Select the style, color, and width of the border.
• Do any of the following:
- To place borders only on particular sides of the selected area, click Custom under Setting.
Under Preview, click the diagram's sides, or click the buttons to apply and remove borders.
- To specify the exact position of a paragraph border relative to the text, click Paragraph
under Apply to, click Options, and then select the options that you want.
- To specify a cell or table that you want the border to appear in, click the option that you want
under Apply to.
Add a border to a page
1. On the Page Layout tab, in the Page Background group, click Page Borders.
Make sure you are on the Page Border tab in the Borders and Shading dialog box.
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2. Click one of the border options under Settings.
To specify that the border appears on a particular side of a page, such as only at the top, click
Custom under Setting. Under Preview, click where you want the border to appear.
3. Select the style, color, and width of the border.
To specify an artistic border, such as trees, select an option in the Art box.
4. Do any of the following:

• To specify a particular page or section for the border to appear in, click the option that you
want under Apply to.
• To specify the exact position of the border on the page, click Options, and then select the
options that you want.
NOTE You can see the page borders on your screen by viewing your document in Print Layout view.
Add a border to a drawing object
NOTE To add a border to a drawing object, you must place the drawing object in a drawing canvas.
1. On the Insert tab, in the Illustrations group, click Shapes, and then click New Drawing
Canvas.
Office Word 2007 adds a drawing canvas.
2. Right-click the drawing canvas, and then click Format Drawing Canvas on the shortcut menu.
3. On the Colors and Lines tab, under Line, choose a color, line style, and line weight.
4. Add any drawing objects that you want to the drawing canvas.
Change a border
Change the border of a picture, a table, or text
1. Select the text, picture, or table whose border you want to change.
If you want to change a border on specific table cells, select the cells, including the end-of-cell marks.
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3. Click the Borders tab, and change any options that you want.
Change a page border
2. Change any options that you want.
NOTE You can see the page borders on your screen by viewing your document in Print Layout view.
Change a border for a drawing object
1. Right-click the drawing canvas with the border that you want to change, and then click Format
Drawing Canvas on the shortcut menu.
2. On the Colors and Lines tab, under Line, change the color, line style, and line weight.
Remove borders
Remove a border from a picture, a table, or text
1. Select the text, picture, or table whose border you want to remove.
If you want to remove a border from specific table cells, select the cells, including the end-of-cell marks.
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3. Click the Borders tab.

Remove a border from a page
NOTE To remove the border from only one edge of the document — for example, to remove all but the
top border — click the borders that you want to remove in the diagram under Preview.
Remove a border from a drawing object
1. Select the drawing canvas that surrounds the drawing object whose border you want to remove.
2. Right-click the drawing canvas, and then click Format Drawing Canvas on the shortcut menu.
3. On the Colors and Lines tab, under Line, click No Color.
Present data in a chart or graph
About charts and graphs in Word 2007
Office Word 2007 includes many different types of charts and graphs that you can use to inform your
audience about inventory levels, organizational changes, sales figures, and much more. Charts are fully
integrated with Office Word 2007. When you have Excel installed, you can create Excel charts in Word by
clicking the Chart button on the Ribbon (Insert tab, Illustrations group), and then by using the chart tools
to modify or format the chart. Charts that you create will be embedded in Office Word 2007, and the chart
data is stored in an Excel worksheet that is incorporated in the Word file.
NOTE The Ribbon is a component of the Microsoft Office Fluent user interface.
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You can also copy a chart from Excel to Word 2007. When you copy a chart, it can either be embedded as
static data or linked to the workbook. For a chart that is linked to a workbook that you have access to, you
can specify that it automatically check for changes in the linked workbook whenever the chart is opened.
NOTE If you work in Compatibility Mode in Word, you can insert a chart by using Microsoft Graph
instead of Excel.
You can add a chart or graph to your document in one of two ways:
• You can insert a chart in your document by embedding it When you embed data from an Excel
chart in Word, you edit that data in Office Excel 2007, and the worksheet is saved with the Word
document.
• You can paste an Excel chart into your presentation and link to data in Excel 2007: When you
copy a chart from Excel 2007 and paste it into your document, the data in the chart is linked to the
Excel worksheet. The Excel worksheet is a separate file and is not saved with the Word document.
In this case, because the Excel worksheet is not part of the Word document, if you want to change
the data in the chart, you must make your changes to the linked worksheet in Excel 2007.
A chart in Word that is made up of sample data from an Excel worksheet
Choose a chart or graph type and insert data
Insert a chart by embedding it in your presentation
Do the following when you want to maintain the data that is associated with the chart in Word:
1. In Word, click where you want to insert the chart.

2. On the Insert tab, in the Illustrations group, click Chart.
3. In the Insert Chart dialog box, click a chart, and then click OK.
Office Excel 2007 opens in a split window and displays sample data on a worksheet.
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4. In Excel, replace the sample data by clicking a cell on the worksheet and then typing the data
that you want.
You can also replace the sample axis labels in Column A and the legend entry name in Row 1.
NOTE After you update the worksheet, the chart in Word will be updated automatically with the new
data.
5. In Excel, click the Microsoft Office Button , and then click Save As.
6. In the Save As dialog box, in the Save in list, select the folder or drive that you want to save the
worksheet to.
TIP To save the worksheet to a new folder, click Create New Folder .
7. In the File name box, type a new name for the file.
8. Click Save.
9. In Excel, click the Microsoft Office Button , and then click Close.
Paste an Excel chart into your document and link to data in Excel
You can create an Excel worksheet that links to a Word document. When you update data on the Excel
worksheet, the data is also updated in the Word document.
Follow this procedure when you want to link to data on an external Office Excel 2007 worksheet. You create
and copy the chart in Office Excel 2007 and then paste it into your Word document. When you update the
data in Office Excel 2007, the chart in Word is updated as well.
1. In Excel, select the chart by clicking its border, and then on the Home tab, in the Clipboard
group, click Cut.
The chart is removed, but the data remains in Excel.
2. In Word, click where you want to insert the chart in the document.
3. On the Home tab, in the Clipboard group, click Paste.
The Paste Options button indicates that the chart is linked to data in Excel.
4. Save the Word document with the chart that you linked to data in Excel.
When you reopen the Word document, click Yes to update the Excel data; and You can also create
visual representations of information by using SmartArt graphics.
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WORDART
Add, change, or delete WordArt
WordArt is a gallery of text styles that you can add to your 2007 Microsoft Office system documents to
create decorative effects, such as shadowed or mirrored (reflected) text. In Microsoft Office PowerPoint
2007, you can also convert existing text into WordArt.
Add WordArt
1. On Insert tab, in the Text group, click WordArt, and then click the WordArt style that you want.
2. Type your text in the Text box.
Add or delete a fill, outline, or effect for text or WordArt
You can change the look of your text or WordArt by changing its fill, changing its outline, or adding effects,
such as shadows, reflections, glows, or three-dimensional (3-D) rotations or bevels.
Overview of fills, outlines, and effects
A fill is the interior of the letters in WordArt text or text on an Office PowerPoint 2007 slide. When you
change the fill color of text, you can also add a texture, picture, or gradient to the fill. A gradient is a gradual
progression of colors and shades, usually from one color to another color, or from one shade to another shade
of the same color.
An outline is the exterior border around each character of your text or WordArt. When you change the
outline of text, you can also adjust the color, weight, and style of the line.
An effect adds depth or emphasis to the text in WordArt or text on a slide. You can add combinations of
individual effects to your text in these 2007 Microsoft Office system programs: Excel, Outlook, Word, and
PowerPoint.
You can also format text in your WordArt or on your slide by using the options in the Font group on the
Home tab or for Office Outlook 2007, the options in the Basic Text group on the Message tab.
Add or change a fill for text or WordArt
1. Click the WordArt that you want to delete an effect from.

2. Under WordArt Tools, on the Format tab, do one of the following:
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• To delete a shadow, in the Shadow Effects group, click Shadow Effects, and then click No
Shadow Effect.
• To delete a 3-D effect, click 3-D Effects, click the second 3-D Effects, and then click No 3-D
Effect.
1. Click the WordArt that you want to add a fill to.
2. Under WordArt Tools, on the Format tab, in the WordArt Styles group, click Shape Fill, and
then do one of the following:
If you do not see the WordArt Tools or Format tabs, make sure that you selected the WordArt.
• To add or change a fill color, click the color that you want. To choose no color, click No Fill.
If you click No Fill, your text will not be visible unless you previously added an outline to the
text.
To change to a color that is not in the theme colors, click More Fill Colors, and then either click
the color that you want on the Standard tab, or mix your own color on the Custom tab. Custom
colors and colors on the Standard tab are not updated if you later change the document theme.
• To add or change a fill picture, click Picture, locate the folder that contains the picture that
you want to use, click the picture file, and then click Insert.
• If you select noncontinuous pieces of text and apply a picture fill, each individual selection is
filled with the whole picture. The picture does not span the text selections.
• To add or change a fill gradient, point to Gradient, and then click the gradient variation that
you want.
• To customize the gradient, click More Gradients, and then choose the options that you want.
• To add or change a fill texture, point to Texture, and then click the texture that you want.
To customize the texture, click More Textures, and then choose the options that you want.
• To add or change a pattern, click Pattern, and then click the options that you want.
Add or change an outline for text or WordArt
1. Click the WordArt that you want to add an outline to.

2. Under WordArt Tools, on the Format tab, in the WordArt Styles group, click Shape Outline,
and then do one of the following:
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• To add or change an outline color, click the color that you want. To choose no color, click No
Outline.
To change to a color that is not in the theme colors, click More Outline Colors, and then
either click the color that you want on the Standard tab, or mix your own color on the
Custom tab. Custom colors and colors on the Standard tab are not updated if you later
change the document theme.
• To add or change the thickness of the outline, point to Weight, and then click the thickness
that you want.
To customize the thickness, click More Lines, and then choose the options that you want.
• To add or change the outline to dots or dashes, point to Dashes, and then click the style that
you want.
To customize the style, click More Lines, and then choose the options that you want.
• To add or change the pattern, click Pattern, and then click the options that you want.
Add or change an effect for text or WordArt
1. Click the WordArt that you want to add an effect to.

• To add or change a shadow, in the Shadow Effects group, click Shadow Effects, and then
click the shadow that you want.
To customize the shadow color, point to Shadow Color, and then click the color that you want.
To change to a color that is not in the theme colors, click More Shadow Colors, and then either
click the color that you want on the Standard tab, or mix your own color on the Custom tab.
Custom colors and colors on the Standard tab are not updated if you later change the document
theme.
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• To add a 3-D effect, click 3-D Effects, click the second 3-D Effects, and then choose the
options that you want.
Delete a fill from text or WordArt
1. Click the WordArt that you want to delete a fill from.

2. Under WordArt Tools, on the Format tab, in the WordArt Styles group, click Shape Fill, and
then click No Fill.
Delete an outline from text or WordArt
1. Click the WordArt that you want to delete an outline from.

2. Under WordArt Tools, on the Format tab, in the WordArt Styles group, click Shape Outline,
and then click No Outline.
Delete an effect from text or WordArt
1. Click the WordArt that you want to delete an effect from.

• To delete a shadow, in the Shadow Effects group, click Shadow Effects, and then click No
Shadow Effect.
• To delete a 3-D effect, click 3-D Effects, click the second 3-D Effects, and then click No 3-D
Effect.
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SECTION III
MICROSOFT EXCEL
Most of the operating functions in Ms Excel are similar to those in Ms Word. Where it needs transfer of
knowledge, a student that has mastered Ms Word will find it easy to understand Ms Excel; and therefore,
some of the functions have been left out in this Ms Excel section.
Open a file
IMPORTANT If you don't see the Microsoft Office Button , click Open on the File menu.
Keyboard shortcut To display the Open dialog box, press CTRL+O.
2. In the Look in list or Navigation pane, click the folder, drive, removable media (such as flash
drive, CD, or DVD), or Internet location that contains the file that you want to open.
NOTE By default, the files that you see in the Open dialog box are only those files that are
created by the program that you are using. For example, if you are using Microsoft Office Excel,
you do not see files that are created by using Microsoft Office Word unless you click All Files in
the Files of type box.
3. Click the file, and then click Open.
Open a file as a copy
When you open a file as a copy, the program creates a duplicate of the file, and you look at the duplicate.
Any changes that you make are saved to the copy. The program gives the copy a new name. The default is to
add Copy (1) of to the beginning of the file name.
IMPORTANT If you don't see the Microsoft Office Button , click Open on the File menu.
3. Click the file that you want to open a copy of.
4. Click the arrow next to the Open button, and then click Open as Copy.
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NOTE When you open a file as a copy, a new copy of the file is created in the folder that contains
the original file.
Open a file as read-only
When you open a file as read-only, you are looking at the original file, but you cannot save changes to it.
3. Click the file that you want to open as read-only.
4. Click the arrow next to the Open button, and then click Open Read-Only.
NOTES
 Using Microsoft Windows XP, to create a shortcut to a folder on a network file server, Web server,
or removable media (such as flash drive, CD, or DVD), use My Network Places on the My Places
bar in the Open dialog box.
 Using Windows Vista, to create a shortcut to a folder on a network file server, Web server, or
removable media removable media (such as flash drive, CD, or DVD), use Navigation pane in the
Open dialog box.
 The Recently used files list on the File menu or the Recent Documents list available when you
click the Microsoft Office Button displays a list of the last few files that you opened. Click the
file name to open the file.
 The My Recent Documents folder in the Open dialog box lists the previous files and folders that
you have opened.
Copy a file
Copying a file creates a duplicate of that file in another place. The other place can be a network location,
disk, CD, the desktop, or other storage location. If you are copying files from or to other drives or network
locations, you need to identify only the source and target locations in the Look in list. The copying process is
the same.
Keyboard shortcut: To display the Open dialog box, press CTRL+O.
2. In the Look in list, click the folder or drive that contains the file that you want to copy.
3. In the folder list, locate and open the folder that contains the file that you want to copy.
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NOTE By default, the files that you see in the Open dialog box are only those files that are
created by the program that you are using. For example, if you are using Microsoft Office Excel,
you do not see files that are created by using Microsoft Office Word unless you click All Files in
the Files of type list.
4. Right-click the file that you want to copy, and then click Copy on the shortcut menu.
NOTE You can also select more than one file to copy at a time.
How do you select more than one file?
o To select nonadjacent files in the Open dialog box, click one file, hold down CTRL, and
then click each additional file.
o To select adjacent files in the Open dialog box, click the first file in the sequence, hold
down SHIFT, and then click the last file.
TIP If you select a file that you don't want, hold down CTRL, and then click the file again.
5. In the Look in list, click the folder or drive that you want to copy the file to.
6. In the folder list, locate and open the folder that you want to copy the file to.
7. Right-click anywhere in the folder list (make sure your pointer is not resting over a file in the
list), and then click Paste on the shortcut menu.
NOTE More information about copying files and folders is available from the Microsoft Windows Help
and Support Center, which you can access by clicking Help and Support on the Start menu
SAVE A FILE FOR USE IN OFFICE 2003 OR EARLIER VERSION
1. With your file open, click the Microsoft Office Button , and then click Save As.
2. If you want to rename the file, in the File name box, type a new name for the file.
3. In the Save as type list, click the 97-2003 file format that you want to save the file in. For
example, click Word 97-2003 Document (*.doc), Excel 97-2003 Workbook (*.xls), or PowerPoint
97-2003 Presentation (*.ppt).
4. Click Save.
INSERT PAGE NUMBERS BY USING THE PAGE SETUP DIALOG BOX
1. Click the worksheets or chart sheets to which you want to add page numbers.
2. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher next to
Page Setup.
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3. In the Page Setup dialog box, on the Header/Footer tab, click Custom Header or Custom
Footer.
4. To specify where in the header or footer you want the page number to appear, click inside the
Left section, Center section, or Right section box.
5. To insert numbers, click the Insert Page Number button .
The placeholder &[Page] appears in the selected section.
6. To add the total number of pages, type a space after &[Page], type the word of followed by a
space and then click the Insert Number of Pages button .
The placeholder &[Page] of &[Pages] appears in the selected section.
Start Numbering Pages by Using a Different Number
Page Setup.
2. On the Page tab, in the First page number box, type the number that you want to use for the
first page.
TIP To use the default numbering system, type Auto in the First page number box.
Change the order in which pages are numbered
By default, Excel numbers and prints pages from the top down and then left to right on the worksheet, but
you can change the direction to number and print pages from left to right and then from the top down.
1. Click the worksheet for which you want to change the numbering order.
Page Setup.
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3. On the Sheet tab, under Page order, click Down, then over or Over, then down.
TIP The direction of each option is displayed in the preview box.
PAGE LAYOUT
Use rulers in Page Layout view
In Page Layout view, Excel provides a horizontal ruler and a vertical ruler so that you can take precise
measurements of cells, ranges, objects, and page margins. Rulers can help you position objects and to view
or edit page margins directly on the worksheet.
By default, the ruler displays the default units that are specified in the regional settings in Control Panel, but
you can change the units to inches, centimeters, or millimeters. Rulers are displayed by default, but you can
easily hide them.
Change the measurement units
1. Click the worksheet that you want to change in Page Layout view.
2. On the View tab, in the Workbook Views group, click Page Layout View.
TIP You can also click Page Layout View on the status bar.
3. Click the Microsoft Office Button , and then click Excel Options.
4. In the Advanced category, under Display, select the units that you want to use in the Ruler
units list.
Hide or display the rulers
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2. On the View tab, in the Show/Hide group, clear the Ruler check box to hide the rulers, or select
the check box to display the rulers.
TIP When the rulers are displayed, Display Ruler is highlighted in the Sheet Options group.
Change page orientation in Page Layout view
3. On the Page Layout tab, in the Page Setup group, click Orientation, and then click Portrait or
Landscape.
Add or change page headers and footers in Page Layout view

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 To add a header or footer, point to Click to add header at the top of the worksheet page or
Click to add footer at the bottom of the worksheet page, and then click in the left, center, or
right header or footer text box.
 To change the text of a header or a footer, click the header or footer text box at the top or the
bottom of the worksheet page respectively, and then select the text that you want to change.
TIP You can also display headers or footers in Normal view. On the Insert tab, in the Text group,
click Header & Footer. Excel displays Page Layout view and positions the pointer inside the
header text box at the top of the worksheet page.
4. Type the new header or footer text.
NOTES
 To start a new line in a section box, press ENTER.

 To delete a portion of a header or footer, select the portion that you want to delete in the section box,
and then press DELETE or BACKSPACE. You can also click the text and then press BACKSPACE
to delete the preceding characters.
 To close the headers or footers, click anywhere in the worksheet, or press ESC.
Set page margins in Page Layout view
3. On the Page Layout tab, in the Page Setup group, click Margins, and then click Normal,
Narrow, or Wide.
TIP For more options, click Custom Margins, and then on the Margins tab, select the margin
sizes that you want.
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4. To change margins by using the mouse, do one of the following:

 To change the top or bottom margin, click the top border or the bottom border of the margin
area in the ruler. When a vertical double-headed arrow appears, drag the margin to the size
that you want.
 To change the right or left margin, click the right or left border of the margin area in the ruler.
When a horizontal double-headed arrow appears, drag the margin to the size that you want.
TIP A ScreenTip displays the margin size while you are dragging the margin to the size that you
want.
NOTE The header and footer margins automatically adjust when you change the page margins. You can
also change the header and footer margins by using the mouse. Click inside the header or footer area at the
top or the bottom of the page respectively, and then click the ruler until the double-headed arrow appears.
Drag the margin to the size that you want.
Hide or display headers, footers, and margins in Page Layout view
Headers, footers, and margins are displayed by default in Page Layout view. To hide them when you need
more workspace, do the following:
3. Click the edge of any border of the worksheet to hide or show the white space around the cells.
TIP You can also click between pages to hide or show the white space around the cells.
HIDE OR DISPLAY GRIDLINES, ROW HEADINGS, AND COLUMN HEADINGS IN

PAGE LAYOUT VIEW
Gridlines, row headings, and column headings are displayed by default in Page Layout view, but they are not
printed automatically.
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3. On the Page Layout tab, in the Sheet Options group, do one or more of the following:
 To hide or show gridlines, under Gridlines, clear or select the View check box.
 To print gridlines, under Gridlines, select the Print check box.
 To hide or show row and column headings, under Headings, clear or select the View check
box.
 To print row and column headings, under Headings, select the Print check box.
Select scaling options in Page Layout view
3. On the Page Layout tab, in the Scale to Fit group, do one of the following:
 To reduce the width of the printed worksheet to fit a maximum number of pages, select the
number of pages that you want in the Width list.
 To decrease the height of the printed worksheet to fit a maximum number of pages, select the
number of pages that you want in the Height list.
 To increase or decrease the printed worksheet to a percentage of its actual size, select
the percentage that you want in the Scale box.
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4. NOTE To scale a printed worksheet to a percentage of its actual size, the maximum width
and height must be set to Automatic.
Return to Normal view
 On the View tab, in the Workbook Views group, click Normal.
INSERT, MOVE, OR DELETE PAGE BREAKS IN A WORKSHEET
To print a worksheet with the exact number of pages that you want, you can adjust the page breaks in the
worksheet before you print it. Although you can work with page breaks in Normal view, we recommend that
you use Page Break Preview view to adjust page breaks so that you can see how other changes that you
make (such as page orientation and formatting changes) affect the automatic page breaks. For example, you
can see how a change that you make to the row height and column width affects the placement of the
automatic page breaks.
To adjust page breaks, you can insert your own page breaks, move existing page breaks, or delete any
manually-inserted page breaks. You can also quickly reset all page breaks to automatic page breaks. After
you finish working with page breaks, you can return to Normal view.
Learn more about page breaks
Page Break Preview view uses a different format to display each type of page break:
 Dashed lines A dashed line specifies an automatic page break.

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 Solid lines A solid line specifies a manual page break.
By default, page breaks are not shown in Normal view. However, if you want to view page breaks in Normal
view, you can display them in this view.
In Normal view, you can use the Breaks command (Page Layout tab, Page Setup group) to insert, remove,
and reset page breaks. You cannot drag page breaks to another location in Normal view.
Insert a page break
1. Click the worksheet that you want to print.

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2. On the View tab, in the Workbook Views group, click Page Break Preview.
TIP You can also click Page Break Preview on the status bar.

 To insert a vertical page break, select the row below where you want to insert the page break.
 To insert a horizontal page break, select the column to the right of where you want to insert the
page break.
5. Click Insert Page Break.
TIP You can also right-click the row or column below or to the right of where you want to insert the page
break, and then click Insert Page Break.
NOTE If manual page breaks that you insert do not take effect, it may be that the Fit To scaling option
has been selected on the Page tab of the Page Setup dialog box (Page Layout tab, Page Setup group,
Dialog Box Launcher ). To use the manual page breaks, change the scaling to Adjust to instead.
Move a page break
IMPORTANT To enable dragging of page breaks to another location in a worksheet, make sure that the
cell drag-and-drop feature is enabled. If this feature is not enabled, you may not be able to move any page
breaks.
1. To verify that drag-and-drop is enabled, do the following:
i. Click the Microsoft Office Button , and then click Excel Options.
ii. In the Advanced category, under Editing options, select the Enable fill handle and
cell drag-and-drop check box, and then click OK.
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4. To move a page break, drag the page break to a new location.
NOTE Moving an automatic page break changes it to a manual page break.
Delete a page break

3. Click the manual page break that you want to delete.
NOTE You cannot delete an automatic page break.
5. Click Remove Page Break.
Reset all page breaks
NOTE This removes all manual page breaks and resets the worksheet to display only the automatic page
breaks.

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4. Click Reset All Page Breaks.
TIP You can also right-click any cell on the worksheet, and then click Reset All Page Breaks.
Return to Normal view
 To return to Normal view after you finish working with the page breaks, on the View tab, in the
Workbook Views group, click Normal.
NOTES
 After working with page breaks in Page Break Preview view, you may still see the page breaks in
Normal view because page breaks have been turned on automatically. To hide the page breaks,
close and reopen the workbook without saving it.
 Page breaks remain visible when you close and reopen the workbook after saving it. To turn them
off, clear the Show page breaks check box in the Advanced category of the Excel Options dialog
box.
Display or hide page breaks in Normal view
2. In the Advanced category, under Display options for this worksheet, select or clear the Show
page breaks check box to turn page breaks on or off in Normal view.
Set page margins before printing a worksheet
Page margins are the blank spaces between the worksheet data and the edges of the printed page. Page
margins can be used for some items such as headers, footers, and page numbers.
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To better align a worksheet on a printed page, you can use predefined margins, specify custom margins, or
center the worksheet horizontally or vertically on the page.
NOTE Page margins that you define in a given worksheet are stored with that worksheet when you save
the workbook. You cannot change the default page margins for new workbooks.
1. Select the worksheet or worksheets that you want to print.


 To use predefined margins, click Normal, Wide, or Narrow.
TIP If you previously used a custom margin setting, that setting is available as the predefined
margin option Last Custom Setting.
 To specify custom page margins, click Custom Margins and then, in the Top, Bottom, Left,
and Right boxes, enter the margin sizes that you want.
 To set header or footer margins, click Custom Margins, and then enter a new margin size in the
in the Header or Footer box. Setting the header or footer margins changes the distance from the
top edge of the paper to the header or from the bottom edge of the paper to the footer.
NOTE The header and footer settings should be smaller than your top and bottom margin settings,
and larger than or equal to the minimum printer margins.
 To center the page horizontally or vertically, click Custom Margins and then, under Center on
page, select the Horizontally or Vertically check box.
TIP To see how the new margins will affect the printed worksheet, click Print Preview on the
Margins tab in the Page Setup dialog box. To adjust the margins in print preview, click Show
Margins, and then drag the black margin handles on either side and at the top of the page.
PREPARE A WORKSHEET FOR PRINTING
Making a worksheet easy to read or scan
To present all of your data on the printed pages, make sure that the data is visible on the screen. For example,
if text or numbers are too wide to fit in a column, the printed text will be truncated and the printed numbers
will appear as number signs (##). To avoid printing truncated text and number signs in place of text, you can
increase the column width to accommodate the data, or you may want to increase the row height by
wrapping the text to fit the column width, to make the text visible on the screen and on the printed pages.
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Column sizing
Row sizing
To make your data easy to read or scan, you may want to apply different formatting to help draw attention to
important information. However, keep in mind that some formatting (such as colored text or cell shading)
that looks good on the screen may not produce the printed results that you expect when you print on a black-
and-white printer. If you use colored text or cell shading, be sure to use colors that contrast well for printing
on a black-and-white printer.
You may also want to print a worksheet with gridlines displayed so that the data, rows, and columns stand
out better.
Fine-tuning the layout of printed pages
Before you print a worksheet that contains large quantities of data or charts, you can quickly fine-tune the
worksheet in the new Page Layout view to achieve professional-looking results. In this view, you can see
your data in the context of printed pages. You can easily add or change page headers and footers, hide or
display row and column headers, change the page orientation of printed pages, change the layout and format
of data, use the rulers to measure the width and height of the data, and set margins for printing.
Adding useful information in headers or footers
You may want to add a header and footer that contain useful information about the printed worksheet, such
as a worksheet title, a logo, file information, or page number. Headers and footers that you specify
automatically appear on every printed page. You cannot print headers or footers on the first page only, but
you can print different headers and footers on the first page as well as on odd and even pages.
Header
Footer
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Printing row and column headings or labels on every page
If a worksheet spans more than one page, you can print row and column headings or labels (also called print
titles) on every page to ensure that the data is properly labeled.
Column labels
Changing the page orientation of the worksheet
You can adjust the column width and wrap text to fit more columns on the printed page. However, if the
worksheet has many more columns than will fit horizontally when you use the default portrait orientation,
you can print the data to accommodate additional columns (but fewer rows) by using landscape orientation.
Adjusting the placement, fit, and margins of the worksheet
For a better layout, you may want to center a worksheet horizontally or vertically on the printed page. In
Page Layout view, Microsoft Office Excel 2007 provides a horizontal ruler and a vertical ruler, so that you
can take precise measurements of cells, ranges, objects, and page margins. Rulers can help you to position
objects and to view or to edit page margins directly on the worksheet.
To fit a few more columns on the printed page, you can adjust the width of margins or columns. If your data
is too wide for one page, you can adjust vertical page breaks.
If the data is just a bit too large to fit on a printed page, you can scale the worksheet to make it fit. Scaling
reduces the horizontal and vertical size of the printed data by a percentage or by the number of pages that
you specify.
If some columns contain data that you don't need to print, you can temporarily hide the columns. Hidden data
will not be printed.
You can also use Page Layout view to position and resize charts so that they appear exactly where you want
them to appear on the printed pages.
Fixing awkward page breaks
Your worksheet data may be too wide or too long to fit on one page, or perhaps you want to keep specific
data together on the same page. You can use Page Break Preview view to quickly adjust the vertical and
horizontal page breaks. In this view, page breaks that are manually inserted appear as solid lines. Dashed
lines indicate where Office Excel 2007 will break pages automatically.
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Automatic page breaks
Manual page breaks
Page Break Preview view is especially useful for seeing how other changes that you make (such as
formatting changes and page orientation) affect the automatic page breaks. For example, changing the row
height and column width can affect the placement of the automatic page breaks. You can also make changes
to the page breaks that are affected by the margin settings of the current printer driver.
PREVIEW WORKSHEET PAGES BEFORE PRINTING
1. Click the worksheet or select the worksheets that you want to preview.
2. Click the Microsoft Office Button , click the arrow next to Print, and then click Print
Preview.
Keyboard shortcut You can also press CTRL+F2.
3. To preview the next and previous pages, on the Print Preview tab, in the Preview group, click
Next Page and Previous Page.
NOTE Next Page and Previous Page are available only when you select more than one
worksheet, or when a worksheet contains more than one page of data.
4. To view page margins, on the Print Preview tab, in the Preview group, select the Show
Margins check box.
This displays the margins in the Print Preview view. To change margins, you can drag the margins
to the height and width that you want. You can also change the column widths by dragging the
handles at the top of the print preview page.
TIP To make page setup changes, on the Print Preview tab, in the Print group, click Page Setup, and then
select the options that you want on the Page, Margins, Header/Footer, or Sheet tabs of the Page Setup
dialog box.
Print a worksheet or workbook
You can print entire or partial worksheets and workbooks, one at a time, or several at once. And if the data
that you want to print is in a Microsoft Office Excel table, you can print just the Excel table.
Print a partial or entire worksheet or workbook

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 To print a partial worksheet, click the worksheet, and then select the range of data that you want
to print.
 To print the entire worksheet, click the worksheet to activate it.
 To print a workbook, click any of its worksheets.
2. Click Microsoft Office Button , and then click Print.
Keyboard shortcut You can also press CTRL+P.
3. Under Print what, select an option to print the selection, the active sheet or sheets, or the entire
workbook.
NOTE If a worksheet has a defined print area, Excel will print only the print area. If you don't
want to print a defined print area, select the Ignore print areas check box.
TIP To print quickly or to preview the printout before you print, click Microsoft Office Button , click
the arrow next to Print, and then click Quick Print or Print Preview.
Print several worksheets at once
1. Select the worksheets that you want to print.
TIP To print quickly or to preview the printout before you print, click Microsoft Office Button , click
the arrow next to Print, and then click Quick Print or Print Preview.
Print several workbooks at once
All workbook files that you want to print must be in the same folder.
1. Click Microsoft Office Button , and then click Open.
Keyboard shortcut You can also press CTRL+O.
2. Hold down CTRL and click the name of each workbook that you want to print.
3. On a computer that is running Windows Vista
 Right-click the selection, and then click Print.
On a computer that is running Microsoft Windows XP

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 In the Open dialog box, click Tools, and then click Print.
Print an Excel table
1. Click a cell within the table to activate the table.
3. Under Print what, select Table.
Change the print resolution or print quality for a worksheet
Using a high dots-per-inch (dpi) resolution for printing produces quality printing results, but it may take
longer to print. You can change the resolution settings to a lower dpi setting, depending on the type of printer
that you use. If the printer that you use supports draft quality printing, you can specify draft quality for faster
printing instead.
Specify draft quality printing
1. Click the worksheet that you want to print by using draft quality printing.
1. On the Page Layout tab, in the Page Setup group, click the Dialog Box Launcher
next to Page Setup.
2. On the Sheet tab, under Print, select the Draft quality check box.
Print a worksheet in landscape or portrait orientation
By default, Excel prints worksheets in portrait orientation (taller than wide). You can change the page
orientation to landscape (wider than tall) on a worksheet-by-worksheet basis. If you always want to print
worksheets in landscape orientation, you can create a template, change the page orientation from portrait to
landscape, and then use that template as the basis for all future workbooks.
Change the page orientation in the worksheet
1. Select the worksheet or worksheets for which you want to change the orientation.
2. On the Page Layout tab, in the Page Setup group, click Orientation, and then click Portrait or
Landscape.
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NOTE If you don't have a printer set up, the Orientation option will appear dimmed, and you won't
be able to select it. To resolve this, you must set up a printer by finding and installing printer drivers for
Windows Vista or finding printer drivers for Windows XP. The option also appears dimmed when
you're in process of editing the contents of a cell. To resolve this, press ENTER to accept the changes or
ESC to cancel the changes.
TIP To see the borders of printed pages more distinctly, you can work in Page Layout view (View tab,
Workbook Views group).
Change the page orientation when you are ready to print
1. Select the worksheet, worksheets, or worksheet data that you want to print.
3. In the Print dialog box, select the options that you want, and then click Print Preview.
4. On the Print Preview tab, in the Print group, click Page Setup.
5. On the Page tab, under Orientation, click Portrait or Landscape.
NOTE If you don't have a printer set up, the Orientation option will appear dimmed, and you
won't be able to select it. To resolve this, you must set up a printer. The option also appears dimmed
when you're in process of editing the contents of a cell. To resolve this, press ENTER to accept the
changes or ESC to cancel the changes.
6. Click OK.
7. When you are ready to print, click Print.
Include row and column headings when printing a worksheet
To make rows and columns easier to identify in a printout of a worksheet, you can include their row
headings and column headings.

2. On the Page Layout tab, in the Sheet Options group, select the Print check box under
Headings.
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TIP You can also select the Row and column headings check box on the Sheet tab of the Page Setup
dialog box (Page Layout tab, Page Setup group, Dialog Box Launcher ).
Print gridlines in a worksheet
In Excel 2007, gridlines don't appear on a printed worksheet or workbook by default. This article explains
how you can make the gridlines appear in your printed worksheets.

2. On the Page Layout tab, in the Sheet Options group, select the Print check box under
Gridlines.
NOTE If the check boxes in the Sheet Options group appear dimmed, it may be because you
have a chart, image, or other object selected on the worksheet. If you cancel that selection, you'll be
able to use the check boxes.
4. In the Print dialog box, click OK.
Repeat rows or columns as titles or labels on every printed page
If a worksheet produces more than one printed page, you may want to repeat specific rows or columns as
titles or labels at the top or at the left of every printed page. For example, you can repeat rows 1 and 2 on
every printed page if these rows contain labels that help you understand the data in your worksheet.
1. Select the worksheet that you want to print.

2. On the Page Layout tab, in the Page Setup group, click Print Titles.
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3. On the Sheet tab, under Print titles, do one or both of the following:
 In the Rows to repeat at top box, type the reference of the rows that contain the
column labels.
 In the Columns to repeat at left box, type the reference of the columns that contain
the row labels.
TIP You can also click the Collapse Dialog button at the right end of the Rows to repeat at top and
Columns to repeat at left boxes, and then select the title rows or columns that you want to repeat in the
worksheet. After you finish selecting the title rows or columns, click the Collapse Dialog button again
to return to the dialog box.
Print comments
If your worksheet contains comments, you can print them as they appear on the sheet or at the end of the
sheet.
1. Click the worksheet that contains the comments that you want to print.
2. To print the comments in place on the worksheet, display them by doing one of the following:
 To display an individual comment, click the cell that contains the comment, and then on the
Review tab, in the Comments group, click Show/Hide Comment.
TIP You can also right-click the cell and then click Show/Hide Comments on the shortcut
menu.
 To display all comments, on the Review tab, in the Comments group, click Show All
Comments.
TIP You can move and resize any overlapping comments.
How to move or resize comments
1. Click the border of the comment box so that handles appear:
2. Do one or both of the following:

 To move the comment, drag the border of the comment box.
 To change the size, drag the handles on the sides and corners of the comment box.
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3. On the Page Layout tab, in the Page Setup group, click the dialog box launcher next to Page
Setup.
4. On the Sheet tab, in the Comments box, click As displayed on sheet or At end of sheet.
5. Click Print.
TIP To see how comments are printed, you can click Print Preview before you click Print.
ENTERING DATA INTO EXCEL 2007
To enter text into a worksheet
 Select the cell in which you want to enter the text.

 Type in the text/data into the cell.
 Press the Enter key. Text entries are left aligned by default.
To enter numbers into a worksheet
 Select the cell in which you want to enter a number.

 Type in the number into the cell and press Enter.
 If you want to enter a negative number, type a minus sign in front of it or enclose it in parentheses
(bracket), e.g. -15 or (15).
 To indicate decimal places, you type a full stop such as 125.89.
 The numbers will be right aligned by default.
To enter dates and times into a worksheet
 Select the cell in which you want to enter the date or time.
 Type in the date or time. Separate the date with either hyphens (-) or slashes (/).
 Press Enter.
 To enter the current date, press Ctrl+;
 To enter the current time, press Ctrl+:
You may utilize the keyboard to help you speed up the data entry process. Below is a list of keys that you
can use when you want to quickly enter your data.
To speed up your data entry
 Enter key: Pressing the key will enters the data and moves the active cell highlight down to the next cell
in the current column.
 Tab key: Pressing the key will enters the data and moves the active cell highlight to the next cell in the
current row.
 Arrow keys: Pressing the key will enters the data and moves the active cell highlight to the next cell in
the direction of the specific arrow key pressed.
 Esc key: Pressing the key will will cancels the current data entry.
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Note: For help on these steps, refer to the image above.
Entering data into a spreadsheet is always a three step process. These steps are:
1. Click on the cell where you want the data to go.
2. Type your data into the cell.
3. Press the ENTER key on the keyboard or click on another cell with the mouse.
For this tutorial
To follow this tutorial, enter the data listed below into a blank spreadsheet using the following steps:
1. Open a blank Excel spreadsheet file.
2. Select the cell indicated by the cell reference provided.
3. Type the corresponding data into the selected cell.
4. Press the Enter key on the keyboard or click on the next cell in the list with the mouse.
Cell Data
A2 - Deduction Calculations for Employees A8 - Last Name A9 - Smith B. A10 - Wilson C. A11 -
Thompson J. A12 - James D.
B4 - Date: B6 - Deduction Rate: B8 - Gross Salary B9 - 45789 B10 - 41245 B11 - 39876 B12 - 43211
C6 - .06 C8 - Deduction D8 - Net Salary
SAVE A FILE
When you save a file, you can save it to a folder on your hard disk drive, a network location, disk, DVD, CD,
the desktop, flash drive, or another storage location. You must identify the target location in the Save in list.
Otherwise, the saving process is the same, regardless of what location you choose.
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You should save the file frequently while you are working on it to avoid losing data because of an
unexpected power failure or other problem.
By default, the Microsoft Office programs save a file in a default working folder. If you want, you can
specify a different location.
IMPORTANT If you don't see the Microsoft Office Button , click Save on the File menu.
Keyboard shortcut To save the file, press CTRL+S.
2. If you are saving the file for the first time, you are asked to give it a name.
NOTE To save to a CD, or another location, click the Microsoft Office Button , select Save As, and
then Other Formats. From the Folders list, select a location or the media on which you want to save.
Save a file for use in an earlier version of Office
For information about saving in a compatible format, see the Save a file for use in Office 2003 or earlier
section in the "Save a file for use in an earlier version of Office" article.
Save a copy of a file (Save As command)
You can also use the Save As command to rename a file or change the location of where you save the file.
menu.
3. Click Save.
TIP To save the copy in a different folder, click a different drive in the Save in list or a different folder in
the folder list. To save the copy in a new folder, click Create New Folder .
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Save a file to another format (Save As command)
menu.
3. In the Save as type list, click the file format that you want to save the file in. For example, click
Rich Text Format (.rtf), Web Page (.htm or .html), or Comma Delimited (.csv).
4. Click Save.
Save AutoRecover information automatically
AutoRecover does not replace regularly saving your files. If you choose not to save the recovery file after
you open it, the file is deleted, and your unsaved changes are lost. If you save the recovery file, it replaces
the original file (unless you specify a new file name). The more frequently your files are saved, the more
information is recovered if there is a power failure or other problem while a file is open.
2. Click Save.
3. Select the Save AutoRecover information every check box.
4. In the minutes box, type or select a number to determine how often you want to save files.
Repairing a corrupted workbook
When you open a workbook that has been corrupted, Microsoft Office Excel automatically starts File
Recovery mode and attempts to reopen and simultaneously repair the workbook.
Excel cannot always start File Recovery mode automatically. If you cannot open a workbook because it has
been corrupted, you can try to repair the workbook manually.
You can also try other methods to recover workbook data when repairing a workbook is not successful. As a
preventive measure, you may want to save your workbook often and create a backup copy every time that
you save it. Or you can specify that Excel automatically creates a recovery file at specific intervals. This
way, you will have access to a good copy of the workbook, if the original is deleted accidentally or if it
becomes corrupted.
Repair a corrupted workbook manually

2. In the Open dialog box, select the corrupted workbook that you want to open.
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3. Click the arrow next to the Open button, and then click Open and Repair.
• To recover as much of the workbook data as possible, click Repair.
• To extract values and formulas from the workbook when an attempt to repair the workbook is
not successful, click Extract Data.
Recover data from a corrupted workbook
The following methods may help you to salvage data that might otherwise be lost. If one method is not
successful, you can try another. You can also try third-party software solutions to try to recover workbook
data if you cannot recover your data by using these methods.
IMPORTANT If a disk error or network error makes it impossible to open a workbook, move the
workbook to a different hard disk drive or from the network to a local disk before you spend time trying any
of the following recovery options.
 To recover data when the workbook is open in Excel, do one of the following:
o Revert the workbook to the last saved version If you are editing a worksheet and the
workbook becomes corrupted before you save your changes, you can recover the original
worksheet by reverting it to the last saved version.
To revert the workbook to the last saved version, do the following:

2. Double-click the name of the workbook that you have open in Excel.
3. Click Yes to reopen the workbook.
NOTE The workbook reverts to the last saved version of the workbook. Any changes
that may have caused the workbook to become corrupted have been discarded.
• Save the workbook in SYLK (Symbolic Link) format By saving the workbook in SYLK
format, you may be able to filter out the corrupted elements. SYLK format is typically used
to remove printer corruption.
To save the workbook in SYLK format, do the following:
1. Click the Microsoft Office Button , and then point to the arrow next to Save As.
2. In the Save as type list, click SYLK (Symbolic Link), and then click Save.
NOTE Only the active sheet in the workbook is saved when you use the SYLK file format.
3. If a message prompts you that the selected file type does not support workbooks that contain
multiple sheets, click OK to save only the active sheet.
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4. If a message prompts you that the workbook may contain features that are not compatible with
the SYLK format, click Yes.
5. Click the Microsoft Office Button , and then click Close.

6. If a message prompts you to save the changes that you made, click Yes.

8. Select the .slk file that you saved, and then click Open.
NOTE To see the .slk file, you may need to click All Files or SYLK Files in the Files of type
list.
9. Click the Microsoft Office Button , and then point to the arrow next to Save As.
10. In the Save as type box, click Excel Workbook.
11. In the File name box, type a new name for the workbook to create a copy without replacing
the original workbook, and then click Save.
NOTE Because this format saves only the active worksheet in the workbook, you must open the
corrupted workbook repeatedly and save each worksheet separately.
To recover the data when you cannot open the workbook in Excel, do one of the following:
 Set the calculation option in Excel to manual To open a workbook, try changing the
calculation setting from automatic to manual. Because the workbook won't be recalculated, it
may open.
To set the calculation option in Excel to manual, do the following:
1. Make sure that a new, blank workbook is open in Excel. If a new, blank workbook is not open,
do the following:
a. Click the Microsoft Office Button , and then click New.

b. Under New Blank, click Blank document.
3. In the Formulas category, under Calculation options, click Manually.
4. Click OK.

6. Select the corrupted workbook, and then click Open.
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FILE MANAGEMENT
Create a new workbook
A Microsoft Office Excel workbook is a file that contains one or more worksheets that you can use to
organize various kinds of related information. To create a new workbook, you can open a blank workbook.
You can also base a new workbook on an existing workbook, the default workbook template, or any other
template.
Open a new, blank workbook
1. Click Microsoft Office Button , and then click New.

2. Under Templates, make sure that Blank and recent is selected, and then under Blank and
recent in the right pane, double-click Blank Workbook.
Keyboard shortcut To quickly create a new, blank workbook, you can also press CTRL+N.
Tips
 By default, a new workbook contains three worksheets, but you can change the number of
worksheets that you want a new workbook to contain under When creating new workbooks on the
Popular tab in the Excel Options dialog box (Microsoft Office Button , Excel Options
button).
 You can also add and remove worksheets as needed.
Automatically save a backup copy of a workbook
You can use AutoRecover to have Microsoft Office Excel automatically save a backup copy every time that
you save a workbook. The backup copy is a copy of the previously saved version of your workbook. As a
result, you have the current saved information in the original workbook and all previously saved information
in the backup copy. Each time that you save the workbook, a new backup copy replaces the existing backup
copy. Saving a backup copy can protect your work if you accidentally save changes that you do not want to
keep or delete the original file.
2. In the Save category, under Save workbooks, select the Save AutoRecover information every
check box.
3. In the minutes box, type or select a number to specify the interval for how often you want to
save files.
TIP The more frequently the files are saved, the more information can be recovered if a problem
(such as a power failure) occurs while a file is open.
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NOTE AutoRecover is not a replacement for regularly saving your files. If you do not save a recovery file
after you open it, the file is deleted and any unsaved changes are lost. If you save the recovery file, the
recovery file replaces the original file (unless you specify a new file name).
Rename a file
Renaming a file changes the file name of an existing file. You cannot rename a file while someone has it
open in any program. The file must be closed, and if it is a shared file, it must be checked in. You can save
an open file with a new name, but a copy of the file with the original name will still exist.
1. Do the following in these 2007 Microsoft Office system programs:
Word, Excel, PowerPoint, or Access
 Click the Microsoft Office Button , and then click Open.
WORKSHEET AND EXCEL TABLE BASICS
Entering and editing data
Insert a symbol, fraction, or special character
You can use the Symbol dialog box to insert symbols, such as ¼ and ©, or special characters, such as an em
dash (—) or ellipsis (…) that are not on your keyboard, as well as Unicode characters.
The types of symbols and characters that you can insert depend on the font that you choose. For example,
some fonts may include fractions (¼), international characters (Ç, ë), and international monetary symbols (£,
¥). The built-in Symbol font includes arrows, bullets, and scientific symbols. You might also have additional
symbol fonts, such as Wingdings, that include decorative symbols.
NOTE You can increase or decrease the size of the Symbol dialog box by moving the pointer to the
lower-right corner of the dialog box until it changes into a double-headed arrow, and then drag to the size
that you want.
1. Click where you want to insert the symbol.

2. On the Insert tab, in the Text group, click Symbol.
3. In the Symbol dialog box, click the Symbols tab, and then do one of the following:
o Click the symbol that you want to insert.
o If the symbol that you want to insert is not in the list, select a different font in the Font
box, click the font that you want, and then click the symbol that you want to insert.
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NOTE If you are using an expanded font, such as Arial or Times New Roman, the Subset list
appears. Use this list to choose from an extended list of language characters, including Greek and
Russian (Cyrillic), if available.
4. Click Insert.
TIP To quickly find and insert a special character by its description, click the Special Characters tab in the
Symbol dialog box, click the special character you want to insert, and then click Insert.
Enter data manually in worksheet cells
You have several options when you want to enter data manually in Excel. You can enter data in one cell, in
several cells at the same time, or on more than one worksheet at once. The data that you enter can be
numbers, text, dates, or times. You can format the data in a variety of ways. And, there are several settings
that you can adjust to make data entry easier for you.
This topic does not explain how to use a data form to enter data in worksheet.
IMPORTANT If you can't enter or edit data in a worksheet, it might have been protected by you or
someone else to prevent data from being changed accidentally. On a protected worksheet, you can select
cells to view the data, but you won't be able to type information in cells that are locked. In most cases, you
should not remove the protection from a worksheet unless you have permission to do so from the person who
created it. To unprotect a worksheet, click Unprotect Sheet in the Changes group on the Review tab. If a
password was set when the worksheet protection was applied, you must first type that password to unprotect
the worksheet.
Enter text or a number in a cell
1. On the worksheet, click a cell.

2. Type the numbers or text that you want to enter, and then press ENTER or TAB.
TIP To enter data on a new line within a cell, enter a line break by pressing ALT+ENTER.
Enter a number that has a fixed decimal point
2. Click Advanced, and then under Editing options, select the Automatically insert a decimal
point check box.
3. In the Places box, enter a positive number for digits to the right of the decimal point or a
negative number for digits to the left of the decimal point.
For example, if you enter 3 in the Places box and then type 2834 in a cell, the value will appear as
2.834. If you enter -3 in the Places box and then type 283, the value will be 283000.
4. On the worksheet, click a cell, and then enter the number that you want.
NOTE Data that you typed in cells before selecting the Fixed decimal option is not affected.
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TIP To temporarily override the Fixed decimal option, type a decimal point when you enter the
number.
Enter a date or a time in a cell
1. On the worksheet, click a cell.

2. Type a date or time as follows:
 To enter a date, use a slash mark or a hyphen to separate the parts of a date; for example, type
9/5/2002 or 5-Sep-2002.
 To enter a time that is based on the 12-hour clock, enter the time followed by a space, and then
type a or p after the time; for example, 9:00 p. Otherwise, Excel enters the time as AM.
TIP To enter the current date and time, press CTRL+SHIFT+; (semicolon).
NOTES
 To enter a date or time that stays current when you reopen a worksheet, you can use the TODAY
and NOW functions.
 When you enter a date or a time in a cell, it appears either in the default date or time format for
you computer or in the format that was applied to the cell before you entered the date or time.
The default date or time format is based on the date and time settings in the Regional and
Language Options dialog box (Control Panel). If these settings on your computer have been
changed, the dates and times in your workbooks that have not been formatted by using the
Format Cells command are displayed according to those settings.
 To apply the default date or time format, click the cell that contains the date or time value, and
then press CTRL+SHIFT+# or CTRL+SHIFT+@.
Enter the same data into several cells at the same time
1. Select the cells into which you want to enter the same data. The cells do not have to be adjacent.
To select Do this
A single cell Click the cell, or press the arrow keys to move to the cell.
A range of cells Click the first cell in the range, and then drag to the last cell, or hold down SHIFT while
you press the arrow keys to extend the selection.
You can also select the first cell in the range, and then press F8 to extend the selection by
using the arrow keys. To stop extending the selection, press F8 again.
A large range of cells Click the first cell in the range, and then hold down SHIFT while you click the last cell in
the range. You can scroll to make the last cell visible.
All cells on a worksheet Click the Select All button.

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To select Do this
To select the entire worksheet, you can also press CTRL+A.
NOTE If the worksheet contains data, CTRL+A selects the current region. Pressing
CTRL+A a second time selects the entire worksheet.
Nonadjacent cells or cell Select the first cell or range of cells, and then hold down CTRL while you select the other
ranges cells or ranges.
You can also select the first cell or range of cells, and then press SHIFT+F8 to add
another nonadjacent cell or range to the selection. To stop adding cells or ranges to the
selection, press SHIFT+F8 again.
NOTE You cannot cancel the selection of a cell or range of cells in a nonadjacent
selection without canceling the entire selection.
An entire row or column Click the row or column heading.
Row heading
Column heading
You can also select cells in a row or column by selecting the first cell and then pressing
CTRL+SHIFT+ARROW key (RIGHT ARROW or LEFT ARROW for rows, UP
ARROW or DOWN ARROW for columns).
NOTE If the row or column contains data, CTRL+SHIFT+ARROW key selects the
row or column to the last used cell. Pressing CTRL+SHIFT+ARROW key a second time
selects the entire row or column.
Adjacent rows or columns Drag across the row or column headings. Or select the first row or column; then hold
down SHIFT while you select the last row or column.
Nonadjacent rows or columns Click the column or row heading of the first row or column in your selection; then hold
down CTRL while you click the column or row headings of other rows or columns that
you want to add to the selection.
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To select Do this
The first or last cell in a row Select a cell in the row or column, and then press CTRL+ARROW key (RIGHT ARROW
or column or LEFT ARROW for rows, UP ARROW or DOWN ARROW for columns).
The first or last cell on a Press CTRL+HOME to select the first cell on the worksheet or in an Excel list.
worksheet or in a Microsoft
Office Excel table Press CTRL+END to select the last cell on the worksheet or in an Excel list that contains
data or formatting.
Cells to the last used cell on Select the first cell, and then press CTRL+SHIFT+END to extend the selection of cells to
the worksheet (lower-right the last used cell on the worksheet (lower-right corner).
corner)
Cells to the beginning of the Select the first cell, and then press CTRL+SHIFT+HOME to extend the selection of cells
worksheet to the beginning of the worksheet.
More or fewer cells than the Hold down SHIFT while you click the last cell that you want to include in the new
active selection selection. The rectangular range between the active cell and the cell that you click
becomes the new selection.
2. TIP To cancel a selection of cells, click any cell on the worksheet.
3. In the active cell, type the data, and then press CTRL+ENTER.
TIP You can also enter the same data into several cells by using the fill handle to
automatically fill data in worksheet cells.
Enter the same data on several worksheets at the same time
By making multiple worksheets active at the same time, you can enter new data or change existing data on
one of the worksheets, and the changes are applied to the same cells on all the selected worksheets.
1. Click the tab of the first worksheet that contains the data that you want to edit. Then hold down
CTRL while you click the tabs of other worksheets in which you want to synchronize the data.
NOTE If you don't see the tab of the worksheet that you want, click the tab scrolling buttons to
find the worksheet and then click its tab. If you still can't find the worksheet tabs that you want, you
might have to maximize the document window.
2. On the active worksheet, select the cell or range in which you want to edit existing or enter new
data. TIP To cancel a selection of cells, click any cell on the worksheet.
3. In the active cell, type new data or edit the existing data, and then press ENTER or TAB to
move the selection to the next cell.
4. Repeat the previous step until you have completed entering or editing data.
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NOTES
- To cancel a selection of multiple worksheets, click any unselected worksheet. If an unselected

worksheet is not visible, you can right-click the tab of a selected worksheet, and then click Ungroup
Sheets.
- When you enter or edit data, the changes affect all the selected worksheets and can inadvertently
replace data that you didn't mean to change. To help avoid this, you can view all the worksheets at
the same time to identify potential data conflicts.
1. On the View tab, in the Window group, click New Window.
2. Switch to the new window, and then click a worksheet that you want to view.
3. Repeat steps 1 and 2 for each worksheet that you want to view.
4. On View tab, in the Window group, click Arrange All, and then click the option that you want.
To view worksheets in the active workbook only, select the Windows of active workbook check
box.
Adjust worksheet settings and cell formats
There are several settings in Excel that you can change to help make manual data entry easier. Some changes
affect all workbooks, some affect the whole worksheet, and some affect only the cells that you specify.
Change the direction for the ENTER key
When you press TAB to enter data in several cells in a row and then press ENTER at the end of that row, by
default, the selection moves to the beginning of the next row.
Pressing ENTER moves the selection down one cell, and pressing TAB moves the selection one cell to the
right. You cannot change the direction of the move for the TAB key, but you can specify a different direction
for the ENTER key. Changing this setting affects the whole worksheet, any other open worksheets, any other
open workbooks, and all new workbooks.
2. In the Advanced category, under Edit, select the After pressing Enter, move selection check
box, and then click the direction that you want in the Direction box.
Change the width of a column
At times, a cell might display #####. This can occur when the cell contains a number or a date and the width
of its column cannot display all the characters that its format requires. For example, suppose a cell with the
Date format "mm/dd/yyyy" contains 12/31/2007. However, the column is only wide enough to display six
characters. The cell will display #####. To see the entire contents of the cell with its current format, you
must increase the width of the column.
1. Click the cell for which you want to change the column width.
2. On the Home tab, in the Cells group, click Format.
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3. Under Cell Size, do one of the following:

 To fit all text in the cell, click AutoFit Column Width.
 To specify a larger column width, click Column Width, and then type the width that
you want in the Column width box.
NOTE As an alternative to increasing the width of a column, you can change the format of that column or
even an individual cell. For example, you could change the date format so that a date is displayed as only the
month and day ("mm/dd" format), such as 12/31, or represent a number in a Scientific (exponential) format,
such as 4E+08.
Wrap text in a cell
You can display multiple lines of text inside a cell by wrapping the text. Wrapping text in a cell does not
affect other cells.
1. Click the cell in which you want to wrap the text.

2. On the Home tab, in the Alignment group, click Wrap Text.
NOTE If the text is a long word, the characters won't wrap (the word won't be split); instead,
you can widen the column or decrease the font size to see all the text. If all the text is not visible
after you wrap the text, you might have to adjust the height of the row. On the Home tab, in the
Cells group, click Format, and then under Cell Size click AutoFit Row.
Change the format of a number
In Excel, the format of a cell is separate from the data that is stored in the cell. This display difference can
have a significant effect when the data is numeric. For example, when a number that you enter is rounded,
usually only the displayed number is rounded. Calculations use the actual number that is stored in the cell,
not the formatted number that is displayed. Hence, calculations might appear inaccurate because of rounding
in one or more cells.
After you type numbers in a cell, you can change the format in which they are displayed.
1. Click the cell that contains the numbers that you want to format.
2. On the Home tab, in the Number group, point to General, and then click the format that you
want.
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TIP To select a number format from the list of available formats, click More, and then click the
format that you want to use in the Category list.
Format a number as text
For numbers that should not be calculated in Excel, such as phone numbers, you can format them as text by
applying the Text format to empty cells before typing the numbers.
1. Select an empty cell.

2. On the Home tab, in the Number group, point to General, and then click Text.
3. Type the numbers that you want in the formatted cell.
NOTE Numbers that you entered before you applied the Text format to the cells need to be
entered again in the formatted cells. To quickly reenter numbers as text, select each cell, press F2,
and then press ENTER.
Enter data in multiple worksheets at the same time
In Excel 2007, it's possible to enter the same data into several worksheets without retyping or copying and
pasting the text into each one. As an example, let's say you want to put the same title text into different
worksheets. One way to do this is to type the text in one worksheet, and then copy and paste the text into the
other worksheets. If you have several worksheets, this can be very tedious.
An easier way to do this is to use the CTRL key to group worksheets. When worksheets are grouped,
whatever you do to one worksheet affects all other worksheets.
1. Start Excel. A new, blank workbook appears.

2. Press and hold the CTRL key, and then click Sheet1, Sheet2, and Sheet3.
This temporarily groups the worksheets. In the title bar, you should see the name of the workbook
followed by the word [Group].
3. Click in cell A1 in Sheet1, and then type:
This data will appear in each sheet.

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4. Click Sheet2 and notice that the text you just typed in Sheet1 also appears in cell A1 of Sheet2.
The text also appears in Sheet3.
TIP When you click another worksheet, Excel automatically ungroups the worksheets for you.
Fill data automatically in worksheet cells
Instead of entering data manually on a worksheet, you can use the Auto Fill feature to fill cells with data that
follows a pattern or that is based on data in other cells. This article does not explain how to enter data
manually or enter data simultaneously on multiple worksheets. For information about how to manually enter
data, see the article Enter data manually.
Automatically repeat values that already exist in the column
If the first few characters that you type in a cell match an existing entry in that column, Excel automatically
enters the remaining characters for you. Excel automatically completes only those entries that contain text or
a combination of text and numbers. Entries that contain only numbers, dates, or times are not automatically
completed.
After Excel completes what you started typing, do one of the following:
 To accept a proposed entry, press ENTER.
The completed entry exactly matches the pattern of uppercase and lowercase letters of the existing entry.
 To replace the automatically entered characters, continue typing.
 To delete the automatically entered characters, press BACKSPACE.
NOTES
 Excel completes an entry only when the cursor is at the end of the current cell contents.
 Excel bases the list of potential AutoComplete entries on the column that contains the active cell.
Entries that are repeated within a row are not automatically completed.
Turn off automatic completion of cell values
If you don't want Excel to automatically complete cell values, you can turn off this feature.
2. Click Advanced, and then under Editing options, clear or select the Enable AutoComplete
for cell values check box to turn automatic completion of cell values on or off.
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Use the fill handle to fill data
To quickly fill in several types of data series, you can select cells and drag the fill handle . To use the
fill handle, you select the cells that you want to use as a basis for filling additional cells, and then drag the fill
handle across or down the cells that you want to fill.
Hide or display the fill handle
By default, the fill handle is displayed, but you can hide it, or show it if it's hidden.
2. Click Advanced, and then under Editing options, clear or select the Enable Fill handle and
cell drag-and-drop check box to hide or show the fill handle.
3. To avoid replacing existing data when you drag the fill handle, make sure that the Alert before
overwriting cells check box is selected. If you don't want to see a message about overwriting
nonblank cells, you can clear this check box.
Use Auto Fill Options to change how the selection is filled
After you drag the fill handle, the Auto Fill Options button appears so that you can change how the
selection is filled. For example, you can choose to fill just cell formats by clicking Fill Formatting Only, or
you can choose to fill just the contents of a cell by clicking Fill Without Formatting.
Turn Auto Fill Options on or off
If you don't want to display the Auto Fill Options button every time you drag the fill handle, you can turn it
off. Likewise, if the Auto Fill Options button does not appear when you drag the fill handle, you might want
to turn it on.
2. Click Advanced, and then under Cut, Copy, and Paste, clear the Show Paste Options buttons
check box.
Fill data into adjacent cells by using the Fill command
You can use the Fill command to fill the active cell or a selected range with the contents of an adjacent cell
or range, or you can quickly fill adjacent cells by dragging the fill handle .
Fill the active cell with the contents of an adjacent cell
1. Select an empty cell that is below, to the right, above, or to the left of the cell that contains the
data that you want to use to fill the empty cell.
2. On the Home tab, in the Editing group, click Fill, and then click Down, Right, Up, or Left.
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TIP To quickly fill a cell with the contents of an adjacent cell, you can press CTRL+D to fill from the cell
above or CTRL+R to fill from the cell to the left. To fill a cell with the contents of a cell below it (that is, to
fill up), on the Home tab, in the Editing group, click Fill, and then click Up. To fill a cell with the contents
of a cell to the right (fill left), on the Home tab, in the Editing group, click Fill, and then click Left.
Drag the fill handle to fill data into adjacent cells
1. Select the cells that contain the data that you want to fill into adjacent cells.
2. Drag the fill handle across the cells that you want to fill.
3. To change how you want to fill the selection, click Auto Fill Options , and then click the
option that you want.
NOTE If you drag the fill handle up or to the left of a selection and stop in the selected cells without
going past the first column or the top row in the selection, Excel deletes the data within the selection. You
must drag the fill handle out of the selected area before releasing the mouse button.
Fill formulas into adjacent cells
1. Select the cell that contains the formula that you want to fill into adjacent cells.
3. To choose how you want to fill the selection, click Auto Fill Options , and then click the
NOTE If automatic workbook calculation is not enabled, formulas will not recalculate when you fill cells.
To check your workbook calculation options, do the following:
1. Click the Microsoft Office Button , click Excel Options, and then click the Formulas
category.
2. Under Calculation options, look under Workbook Calculation.
 Automatic Formulas automatically recalculate.
 Automatic except for data tables Formulas recalculate, unless the formula is in a data
table.
 Manual Formulas never recalculate automatically.
 Recalculate workbook before saving This option is available only if Workbook

Calculation is set to Manual. If this check box is selected, formulas do not automatically
recalculate until you save the workbook. Note that several other actions can cause the
workbook to be saved, such as using the Send To command.
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Tips
 You can also fill the active cell with the formula of an adjacent cell by using the Fill
command (on the Home tab in the Editing group) or by pressing CTRL+D to fill a cell
below or CTRL+R to fill a cell to the right of the cell containing the formula.
 You can automatically fill a formula downward, for all adjacent cells that it applies to, by
double-clicking the fill handle of the first cell that contains the formula. For example, cells
A1:A15 and B1:B15 contain numbers, and you type the formula =A1+B1 in cell C1. To
copy that formula into cells C2:C15, select cell C1 and double-click the fill handle.
Fill in a series of numbers, dates, or other built-in series items
Using the fill handle, you can quickly fill cells in a range with a series of numbers or dates, or with a built-in
series for days, weekdays, months, or years.
1. Select the first cell in the range that you want to fill.
2. Type the starting value for the series.
3. Type a value in the next cell to establish a pattern.
For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells. If you want the
series 2, 4, 6, 8..., type 2 and 4. If you want the series 2, 2, 2, 2..., you can leave the second cell
blank.
More examples of series that you can fill
When you fill a series, the selections are extended as shown in the following table. In this table,
items that are separated by commas are contained in individual adjacent cells on the worksheet.
Initial selection Extended series
1, 2, 3 4, 5, 6,...
9:00 10:00, 11:00, 12:00,...
Mon Tue, Wed, Thu,...
Monday Tuesday, Wednesday, Thursday,...
Jan Feb, Mar, Apr,...
Jan, Apr Jul, Oct, Jan,...
Jan-07, Apr-07 Jul-07, Oct-07, Jan-08,...
15-Jan, 15-Apr 15-Jul, 15-Oct,...
2007, 2008 2009, 2010, 2011,...
1-Jan, 1-Mar 1-May, 1-Jul, 1-Sep,...

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Initial selection Extended series
Qtr3 (or Q3 or Quarter3) Qtr4, Qtr1, Qtr2,...
text1, textA text2, textA, text3, textA,...
1st Period 2nd Period, 3rd Period,...
Product 1 Product 2, Product 3,...
4. Select the cell or cells that contain the starting values.
5. Drag the fill handle across the range that you want to fill.
To fill in increasing order, drag down or to the right. To fill in decreasing order, drag up or to the left.
Tips
 You can also specify the type of series by using the right mouse button to drag the fill handle over
the range and then clicking the appropriate command on the shortcut menu. For example, if the
starting value is the date JAN-2007, click Fill Months for the series FEB-2007, MAR-2007, and so
on; or click Fill Years for the series JAN-2007, JAN-2008, and so on.
 If the selection contains numbers, you can control the type of series that you want to create.
Fill cells with a series of numbers

1. On the Home tab, in the Editing group, click Fill, and then click Series.
2. Under Type, click one of the following options:

o Linear Creates a series that is calculated by adding the value in the Step value box to each
cell value in turn.
o Growth Creates a series that is calculated by multiplying the value in the Step value box
by each cell value in turn.
o Date Creates a series that fills date values incrementally by the value in the Step value box
and dependent on the unit specified under Date unit.
o AutoFill Creates a series that produces the same results as dragging the fill handle.
 You can suppress series AutoFill by holding down CTRL as you drag the fill handle of a selection
of two or more cells. The selected values are then copied to the adjacent cells, and Excel does not
extend a series.
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Fill data by using a custom fill series
To make entering a particular sequence of data (such as a list of names or sales regions) easier, you can
create a custom fill series. A custom fill series can be based on a list of existing items on a worksheet, or you
can type the list from scratch. You cannot edit or delete a built-in fill series (such as a fill series for months
and days), but you can edit or delete a custom fill series.
NOTE A custom list can only contain text or text mixed with numbers. For a custom list that contains
numbers only, such as 0 through 100, you must first create a list of numbers that is formatted as text.
Format numbers as text
1. Select enough cells for the list of numbers that you want to format as text.
2. On the Home tab, in the Number group, click the arrow on the Number Format box, and then
click Text.
TIP You might have to click More to see the Text format in the list.
3. In the formatted cells, type the list of numbers.
Use a custom fill series based on an existing list of items
1. On the worksheet, select the list of items that you want to use in the fill series.
3. Click Popular, and then under Top options for working with Excel, click Edit Custom Lists.
4. Verify that the cell reference of the list of items that you selected is displayed in the Import list
from cells box, and then click Import.
The items in the list that you selected are added to the Custom lists box.
5. Click OK twice.
6. On the worksheet, click a cell, and then type the item in the custom fill series that you want to
use to start the list.
Use a custom fill series based on a new list of items
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2. Click Popular, and then under Top options for working with Excel, click Edit Custom Lists.
3. In the Custom lists box, click NEW LIST, and then type the entries in the List entries box,
starting with the first entry.
Press ENTER after each entry.
4. When the list is complete, click Add, and then click OK twice.
5. On the worksheet, click a cell, and then type the item in the custom fill series that you want to
use to start the list.
Edit or delete a custom fill series
2. Click Popular category, and then under Top options for working with Excel, click Edit
Custom Lists.
3. In the Custom lists box, select the list that you want to edit or delete, and then do one of the
following:
o To edit the fill series, make the changes that you want in the List entries box, and then
click Add.
o To delete the fill series, click Delete.
Insert or delete cells, rows, and columns
You can insert blank cells above or to the left of the active cell on a worksheet. When you insert blank cells,
Excel shifts other cells in the same column down or cells in the same row to the right to accommodate the
new cells. Similarly, you can insert rows above a selected row and columns to the left of a selected column.
You can also delete cells, rows, and columns.
NOTE Microsoft Office Excel 2007 has more rows and columns than ever before, with the following new
limits: 16,384 (A to XFD) columns wide by 1,048,576 rows tall.
Insert blank cells on a worksheet
1. Select the cell or the range of cells where you want to insert the new blank cells. Select the same
number of cells as you want to insert. For example, to insert five blank cells, you have to select five
cells.
2. On the Home tab, in the Cells group, click the arrow next to Insert, and then click Insert Cells.
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TIP You can also right-click the selected cells and then click Insert.
3. In the Insert dialog box, click the direction in which you want to shift the surrounding cells.
NOTES
 When you insert cells on a worksheet, all references that are affected by the insertion adjust
accordingly, whether they are relative or absolute cell references. The same behavior applies to
deleting cells, except when a deleted cell is directly referenced by a formula. If you want references
to adjust automatically, it's a good idea to use range references whenever appropriate in your
formulas, instead of specifying individual cells.
 You can insert cells that contain data and formulas by copying or cutting the cells, right-clicking the
location where you want to paste them, and then clicking Insert Copied Cells or Insert Cut Cells.
Tips
 To quickly repeat the action of inserting a cell, click the location where you want to insert the cell,
and then press CTRL+Y.
 If there is formatting applied to the cells that you copied, you can use Insert Options to choose
how to set the formatting of the inserted cells.
Insert rows on a worksheet

 To insert a single row, select either the whole row or a cell in the row above which you want to
insert the new row. For example, to insert a new row above row 5, click a cell in row 5.
 To insert multiple rows, select the rows above which you want to insert rows. Select the same
number of rows as you want to insert. For example, to insert three new rows, you select three rows.
 To insert nonadjacent rows, hold down CTRL while you select nonadjacent rows.
2. On the Home tab, in the Cells group, click the arrow next to Insert, and then click Insert Sheet
Rows.
TIP You can also right-click the selected rows and then click Insert.
NOTE When you insert rows on your worksheet, all references that are affected by the insertion adjust
accordingly, whether they are relative or absolute cell references. The same behavior applies to deleting
rows, except when a deleted cell is directly referenced by a formula. If you want references to adjust
automatically, it's a good idea to use range references whenever appropriate in your formulas, rather than
specifying individual cells.
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Tips
 To quickly repeat the action of inserting a row, click the location where you want to insert the row,
and then press CTRL+Y.
 If there is formatting, you can use Insert Options to choose how to set the formatting of the
inserted rows.
Insert columns on a worksheet

 To insert a single column, select the column or a cell in the column immediately to the right of
where you want to insert the new column. For example, to insert a new column to the left of column
B, click a cell in column B.
 To insert multiple columns, select the columns immediately to the right of where you want to insert
columns. Select the same number of columns as you want to insert. For example, to insert three new
columns, you select three columns.
 To insert nonadjacent columns, hold down CTRL while you select nonadjacent columns.
2. On the Home tab, in the Cells group, click the arrow next to Insert, and then click Insert Sheet
Columns.
TIP You can also right-click the selected cells and then click Insert.
NOTE When you insert columns on your worksheet, all references that are affected by the insertion
adjust accordingly, whether they are relative or absolute cell references. The same behavior applies to
deleting columns, except when a deleted cell is directly referenced by a formula. If you want references to
adjust automatically, it's a good idea to use range references whenever appropriate in your formulas, rather
than specifying individual cells.
Tips
 To quickly repeat the action of inserting a column, click the location where you want to insert the
column, and then press CTRL+Y.
 If there is formatting, you can use Insert Options to choose how to set the formatting of the
inserted columns.
Delete cells, rows, or columns
1. Select the cells, rows, or columns that you want to delete.

2. On the Home tab, in the Cells group, do one of the following:
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 To delete selected cells, click the arrow next to Delete, and then click Delete Cells.
 To delete selected rows, click the arrow next to Delete, and then click Delete Sheet Rows.
 To delete selected columns, click the arrow next to Delete, and then click Delete Sheet Columns.
TIP You can right-click a selection of cells, click Delete, and then click the option that you
want. You can also right-click a selection of rows or columns and then click Delete.
3. If you are deleting a cell or a range of cells, in the Delete dialog box, click Shift cells left, Shift
cells up, Entire row, or Entire column.
If you are deleting rows or columns, other rows or columns automatically shift up or to the left.
Tips
 To quickly repeat deleting cells, rows, or columns, select the next cells, rows, or columns, and then
press CTRL+Y.
 If needed, you can restore deleted data immediately after you delete it. On the Quick Access
Toolbar, click Undo Delete, or press CTRL+Z.
NOTES
 Pressing DELETE deletes the contents of the selected cells only, not the cells themselves.
 Excel keeps formulas up to date by adjusting references to the shifted cells to reflect their new
locations. However, a formula that refers to a deleted cell displays the #REF! error value.
Edit cell contents
You can edit the contents of a cell directly in the cell. You can also edit the contents of a cell by typing in the
formula bar.
When you edit the contents of a cell, Excel is operating in Edit mode. Some Excel features work differently
or are unavailable in Edit mode.
Overview
When Excel is in Edit mode, the word Edit appears in the lower-left corner of the Excel program window, as
shown in the following illustration.
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How does Excel operate differently in Edit mode?
In Edit mode, many commands are unavailable. For example, when Excel is in Edit mode, you cannot apply
conditional formatting or change the alignment of the contents of a cell.
Also, the arrow keys behave somewhat differently when Excel is in Edit mode. Instead of moving the cursor
from cell to cell, in Edit mode, the arrow keys move the cursor around in the cell.
Enable or disable Edit mode
If you try to use Edit mode and nothing happens, it might be disabled. You can enable or disable Edit mode
by changing an Excel option.
1. Click the Microsoft Office Button , click Excel Options, and then click the Advanced
category.
2. Under Editing options, do one of the following:
o To enable Edit mode, select the Allow editing directly in cells check box.
o To disable Edit mode, clear the Allow editing directly in cells check box.
Enter Edit mode
To start working in Edit mode, do one of the following:
o Double-click the cell that contains the data that you want to edit.
This starts Edit mode and positions the cursor in the cell in the location that you double-clicked.
The cell contents are also displayed in the formula bar.
o Click the cell that contains the data that you want to edit, and then click anywhere in the formula
bar.
This starts Edit mode and positions the cursor in the formula bar at the location that you clicked.
o Click the cell that contains the data that you want to edit, and then press F2.
This starts Edit mode and positions the cursor at the end of the cell contents.
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Insert, delete, or replace cell contents
 To insert characters, click in the cell where you want to insert them, and then type the new
characters.
 To delete characters, click in the cell where you want to delete them, and then press BACKSPACE,
or select the characters and then press DELETE.
 To replace specific characters, select them and then type the new characters.
 To turn on Overtype mode so that existing characters are replaced by new characters while you type,
press INSERT.
NOTE Overtype mode can be turned on or off only when you are in Edit mode. When Overtype
mode is turned on, the character to the right of the insertion point is highlighted in the formula bar, and
it will be overwritten when you type.
 To start a new line of text at a specific point in a cell, click in the where you want to break the line,
and then press ALT+ENTER.
Cancel or undo edits
Before you press ENTER or TAB, and before or after you press F2, you can press ESC to cancel any edits
that you made to the cell contents.
After you press ENTER or TAB, you can undo your edits by pressing CTRL+Z, or by clicking Undo on
the Quick Access Toolbar.
Adjust the way cell contents are displayed
After you edit cell contents, you may want to adjust the way they are displayed.
 At times, a cell might display #####. This can occur when the cell contains a number or a date and
the width of its column cannot display all the characters that its format requires. For example,
suppose a cell with the Date format "mm/dd/yyyy" contains 12/31/2007. However, the column is
only wide enough to display six characters. The cell will display #####. To see the entire contents of
the cell with its current format, you must increase the width of the column.
Change the width of a column
1. Click the cell for which you want to change the column width.
3. Under Cell Size, do one of the following:

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 To fit all text in the cell, click AutoFit Column Width.
 To specify a larger column width, click Column Width, and then type the width that you want in
the Column width box.
NOTE As an alternative to increasing the width of a column, you can change the format of that
column or even an individual cell. For example, you could change the date format so that a date is
displayed as only the month and day ("mm/dd" format), such as 12/31, or represent a number in a
Scientific (exponential) format, such as 4E+08.
 If there are multiple lines of text in a cell, some of the text might not be displayed the way that you
want. You can display multiple lines of text inside a cell by wrapping the text.
NOTE When Excel is in Edit mode, you cannot change the way text wraps.
Automatically number rows
Unlike other Microsoft Office programs, such as Word, Excel does not provide a button to automatically
number data. However, you can easily add sequential numbers to rows of data by dragging the fill handle to
fill a column with a series of numbers or by using the ROW function.
TIP If you are looking for a more advanced autonumbering system for your data, and Access is installed on
your computer, you can import the Excel data to an Access database. In an Access database, you can create a
field that automatically generates a unique number when you enter a new record in a table.
Display or hide the fill handle
The fill handle is displayed by default, but you can turn it on or off.
2. In the Advanced category, under Editing options, select or clear the Enable fill handle and
cell drag-and-drop check box to display or hide the fill handle.
NOTE To help prevent replacing existing data when you drag the fill handle, make sure that the Alert
before overwriting cells check box is selected. If you do not want Excel to display a message about
overwriting non-blank cells, you can clear this check box.
Fill a column with a series of numbers
1. Select the first cell in the range that you want to fill.
2. Type the starting value for the series.
3. Type a value in the next cell to establish a pattern.
TIP For example, if you want the series 1, 2, 3, 4, 5..., type 1 and 2 in the first two cells. If you
want the series 2, 4, 6, 8..., type 2 and 4.
4. Select the cells that contain the starting values.

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NOTE As you drag the fill handle across each cell, Excel displays a preview of the value that it
will fill the cell with. By default, Excel uses a linear growth pattern to determine these values. If
you want to apply a different growth pattern, drag the fill handle by holding down the right mouse
button, and then choose a pattern from the shortcut menu.
To fill in increasing order, drag down or to the right. To fill in decreasing order, drag up or to the
left.
TIP If you do not see the fill handle, you may have to display it first.
NOTE These numbers are not automatically updated when you add, move, or remove rows. You can
manually update the sequential numbering by selecting two numbers that are in the right sequence, and then
dragging the fill handle to the end of the numbered range.
Use the ROW function to number rows
1. In the first cell of the range that you want to number, type =ROW(A1).
The ROW function returns the number of the row that you reference. For example, =ROW(A1)
returns the number 1.
TIP If you do not see the fill handle, you may have to display it first.
NOTES
o These numbers are updated when you sort them with your data. However, the sequence may be
interrupted if you add, move, or delete rows. However, you can manually update the numbering by
selecting two numbers that are in the right sequence, and then dragging the fill handle to the end of
the numbered range.
o If you are using the ROW function, and you want the numbers to be inserted automatically as you
add new rows of data, turn that range of data into an Excel table. All rows that are added at the end
of the table will be numbered in sequence.
o To enter specific sequential number codes, such as purchase order numbers, you can use the ROW
function with the TEXT function. For example, to start a numbered list with 000-001, you enter the
formula =TEXT(ROW(A1),"000-000") in the first cell of the range that you want to number, and
then drag the fill handle to the end of the range.
Create a list of sequential dates
You can quickly create a list of dates in sequential order by using the fill handle or the Fill command.
1. type the first day or date in the list.

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TIP For example, type Monday or 6/15/08.
2. To create the list, do one of the following:

o To use the fill handle, do the following:
 Select the cell that contains the first date, and then drag the fill handle across the adjacent cells
that you want to fill with the list of sequential dates.
NOTE The fill handle is displayed by default, but if it is not available, you must first set an
option in Excel to enable the fill handle. For information about how to display the fill handle, see
Display or hide the fill handle.
 To display days or weekdays only in your list, or to display dates with monthly or yearly intervals,
after dragging the fill handle, click Auto Fill Options and then click Fill Days, Fill
Weekdays, Fill Months, or Fill Years.
o To use the Fill command, do the following:
 with the cell that contains the first date, select the range of cells that you want to fill with the
sequential list of dates.
 On the Home tab, in the Editing group, click Fill, and then click Series.
 In the Series dialog box, under Date unit, click the unit that you want to use.
 If you want to increase the increments that are used in the sequence and specify the end of the
sequence, in the Step value and Stop value boxes, type the values that you want to use.
TIP You can sort dates like any other data. By default, dates are sorted from the earliest date to the latest
date.
How to adjust the row height
1. Select the cell or range for which you want to adjust the row height.
3. Under Cell Size , do one of the following:

o To automatically adjust the row height, click AutoFit Row Height.
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o To specify a row height, click Row Height, and then type the row height that you want in the
Row height box.
Enter a line break
o To start a new line of text at a specific point in a cell, double-click the cell, click the location
where you want to break the line in the cell, and then press ALT+ENTER.
Insert bullets in a worksheet
Unlike Microsoft Office Word, Excel does not provide a button to create a bulleted list in text. To add bullets
to worksheet text, you need to insert a symbol.

o To add a bullet to an empty cell on the worksheet, click the cell.
TIP Do this when you want to insert bullets in a separate column from the one that contains
the list items.
o To add a bullet to a cell that contains list items, double-click the cell, and then place the
insertion point where you want the bullet to appear.
TIP Do this when you want the bullet and list items to appear in the same cell. To break
existing text to a new line or to insert a new line in a cell so that you can create a list, press
ALT+ENTER.
2. On the Insert tab, in the Text group, click Symbol.
3. In the Symbol dialog box, on the Symbols tab, in the Font box, click the font that you want to
use.
4. In the Symbol box, use the scroll bar to locate the bullet symbol that you want to insert.
TIP Different fonts provide different symbols. If your font does not provide the bullet or other
symbol that you want, try selecting a font, such as Wingdings.
5. Click the bullet symbol that you want, click Insert, and then click Close.
6. To add more bullets, do one of the following:
o If you inserted the bullet in a cell that contains text, you can copy and paste it to other locations
in the text of that cell or to text in other cells.
o If you inserted the bullet in its own cell, you can drag the fill handle to repeat the bullet
symbol in adjacent cells.
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UNDO, REDO, OR REPEAT AN ACTION
Undo the last action or actions that you made
To undo an action, do one or more of the following:
o Click Undo on the Quick Access Toolbar.
Keyboard shortcut You can also press CTRL+Z.
o To undo several actions at once, click the arrow next to Undo , select the actions in the list
that you want to undo, and then click the list.
All of the selected actions are reversed.
o To cancel an entry in a cell or the formula bar before you press ENTER, press ESC.
NOTES
o Some actions can't be undone, such as clicking any Microsoft Office Button command or
saving a file. If you can't undo an action, the Undo command changes to Can't Undo.
o In Excel, macros can clear all items from the undo list.
Redo actions that you undid
o To redo an action that you undid, click Redo on the Quick Access Toolbar.
Keyboard shortcut You can also press CTRL+Y.
Repeat the last action
The Repeat command is not available on the Quick Access Toolbar by default. If you want to repeat the
last action, you need to add the Repeat command to the Quick Access Toolbar first.
1. Add the Repeat command to the Quick Access Toolbar by doing the following:
i. Click Microsoft Office Button , and then click Excel Options.

ii. Click Customize.
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iii. Under Choose commands from, click Popular Commands.

iv. In the list of commands, click Repeat, and then click Add.
v. Click OK.
2. Repeat the last action by clicking Repeat on the Quick Access Toolbar.
Keyboard shortcut You can also press CTRL+Y.
NOTE Some actions, such as using a function in a cell, cannot be repeated. If you can't repeat the last
action, the Repeat command changes to Can't Repeat.
Change the column width and row height
On a worksheet, you can specify a column width of 0 (zero) to 255. This value represents the number of
characters that can be displayed in a cell that is formatted with the standard font. The default column width is
8.43 characters. If a column has a width of 0 (zero), the column is hidden.
You can specify a row height of 0 (zero) to 409. This value represents the height measurement in points (1
point equals approximately 1/72 inch or 0.035 cm). The default row height is 12.75 points (approximately
1/6 inch or 0.4 cm). If a row has a height of 0 (zero), the row is hidden.
If you are working in Page Layout view (View tab, Workbook Views group, Page Layout button), you can
specify a column width or row height in inches. In this view, inches are the measurement unit by default, but
you can change the measurement unit to centimeters or millimeters (Microsoft Office Button , Excel
Options, Advanced category).
Set a column to a specific width
1. Select the column or columns that you want to change.
3. Under Cell Size, click Column Width.

4. In the Column width box, type the value that you want.
Change the column width to automatically fit the contents (auto fit)
1. Select the column or columns that you want to change.

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3. Under Cell Size, click AutoFit Column Width.
Tip To quickly autofit all columns on the worksheet, click the Select All button and then double-click any
boundary between two column headings.
Match the column width to another column
1. Select a cell in the column that has the width that you want to use.
2. On the Home tab, in the Clipboard group, click Copy, and then select the target column.
3. On the Home tab, in the Clipboard group, click the arrow below Paste, and then click Paste
Special.
4. Under Paste, select Column widths.
Change the default width for all columns on a worksheet or workbook
The value for the default column width indicates the average number of characters of the standard font that
fit in a cell. You can specify a different number for the default column width for a worksheet or workbook.

 To change the default column width for a worksheet, click its sheet tab.
 To change the default column width for the entire workbook, right-click a sheet tab,
and then click Select All Sheets on the shortcut menu.

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3. Under Cell Size, click Default Width.

4. In the Default column width box, type a new measurement.
Tip If you want to define the default column width for all new workbooks and worksheets, you can create a
workbook template or a worksheet template, and then base new workbooks or worksheets on those
templates.
Change the width of columns by using the mouse
To change the width of one column, drag the boundary on the right side of the column heading
until the column is the width that you want.
To change the width of multiple columns, select the columns that you want to change, and then
drag a boundary to the right of a selected column heading.
To change the width of columns to fit the contents, select the column or columns that you want
to change, and then double-click the boundary to the right of a selected column heading.
To change the width of all columns on the worksheet, click the Select All button, and then drag
the boundary of any column heading.
Set a row to a specific height
1. Select the row or rows that you want to change.

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3. Under Cell Size, click Row Height.

4. In the Row height box, type the value that you want.
Change the row height to fit the contents
1. Select the row or rows that you want to change.

3. Under Cell Size, click AutoFit Row Height.
Tip To quickly autofit all rows on the worksheet, click the Select All button and then double-click the
boundary below one of the row headings.
Change the height of rows by using the mouse
To change the row height of one row, drag the boundary below the row heading until the row is
the height that you want.
To change the row height of multiple rows, select the rows that you want to change, and then
drag the boundary below one of the selected row headings.
To change the row height for all rows on the worksheet, click the Select All button, and then
drag the boundary below any row heading.
To change the row height to fit the contents, double-click the boundary below the row heading.
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Combine the contents of multiple cells
You can use the ampersand (&) operator in a formula to combine text from multiple cells into one cell, such
as a first name and a last name.
1. Select the cell in which you want to combine the contents of other cells.
2. To start the formula, type =(
3. To combine the contents of two cells, select the first cell that contains the text that you want to
combine, type &" "& (a space enclosed in quotation marks), and then select the next cell that
contains the text that you want to combine.
To combine the contents of more than two cells, continue selecting cells, making sure to type &"
"& after you select each cell. If you don't want to add a space between combined text, type &
instead of &" "&. To insert a comma, type &", "& (a comma followed by a space, both enclosed
in quotation marks).
4. To complete the formula, type )

5. To see the results of the formula, press ENTER.
TIP You can also use the CONCATENATE function to combine text from multiple cells into one cell, as
shown in the following example.
Example
The following example worksheet shows samples of formulas that you can use.
The example may be easier to understand if you copy it to a blank worksheet.
How to copy an example
1. Create a blank workbook or worksheet.

2. Select the example in the Help topic.
NOTE Do not select the row or column headers.
Selecting an example from Help
3. Press CTRL+C.
4. In the worksheet, select cell A1, and press CTRL+V.
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5. To switch between viewing the results and viewing the formulas that return the results, press
CTRL+` (grave accent), or on the Formulas tab, in the Formula Auditing group, click the Show
Formulas button.
A B
1 First Name Last Name
2 Sara Davis
3 Brad Sutton
Formula Description (Result)
=A2&" "&B2 Combines the names above, separated by a space (Sara

Davis)
=B3&", "&A3 Combines the names above, separated by a comma (Sutton,

Brad)
=CONCATENATE(A2," Combines the names above, separated by a space (Sara

",B2) Davis)
NOTE The formula inserts a space between the first and last names by using a space enclosed within
quotation marks. Use quotation marks to include any literal text — text that does not change — in the result.
Merge cells or split merged cells
You can't split an individual cell, but you can make it appear as if a cell has been split by merging the cells
above it. For example, you want to split cell A2 into three cells that will appear, side-by-side, under cell A1
(you want to utilize cell A1 as a heading). It is not possible to split cell A2, but you can achieve a similar
effect by merging cells A1, B1, and C1 into one, single cell. You then enter your data in cells A2, B2, and
C2. These three cells appear as if they are split under one larger cell (A1) that acts as a heading.
When you merge two or more adjacent horizontal or vertical cells, the cells become one larger cell that is
displayed across multiple columns or rows. When you merge multiple cells, the contents of only one cell (the
upper-left cell for left-to-right languages, or the upper-right cell for right-to-left languages) appear in the
merged cell. In the following example, using the Merge & Center command centers the text in the merged
cell.
IMPORTANT The contents of the other cells that you merge are deleted.
You can split a merged cell into separate cells again by undoing its merge. If you don't remember where you
have merged cells, you can use the Find command to quickly locate any or all merged cells.
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Merge adjacent cells
1. Select two or more adjacent cells that you want to merge.
NOTE Make sure that the data that you want to display in the merged cell is contained in the
upper-left cell of the selected range. Only the data in the upper-left cell will remain in the merged
cell. Data in all the other cells of the selected range will be deleted.
2. On the Home tab, in the Alignment group, click Merge and Center.
The cells will be merged in a row or column, and the cell contents will be centered in the merged
cell. To merge cells without centering, click the arrow next to Merge and Center, and then click
Merge Across or Merge Cells.
NOTE If the Merge and Center button is unavailable, the selected cells might be in Edit mode,
or the cells might be inside an Excel table. To cancel Edit mode, press ENTER. You cannot merge
cells that are inside an Excel table.
3. To change the text alignment in the merged cell, select the cell, and then click any of the
alignment buttons in the Alignment group on the Home tab.
Split a merged cell
1. Select the merged cell.
When you select a merged cell, the Merge and Center button also appears selected in the
Alignment group on the Home tab.
2. To split the merged cell, click Merge and Center .
The contents of the merged cell will appear in the upper-left cell of the range of split cells.
Find merged cells
1. On the Home tab, in the Editing group, click Find & Select.
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2. Click Find.
3. On the Find tab, click Options, and then click Format.
4. On the Alignment tab, under Text control, select the Merge cells check box, and then click
OK.
 To find the next occurrence of a merged cell, click Find Next.
Excel selects the next merged cell on the worksheet.
 To find all merged cells, click Find All.
Excel displays a list of all merged cells in the bottom section of the Find and Replace dialog
box. When you select a merged cell in this list, Excel selects that merged cell on the
worksheet.
Find or replace text and numbers on a worksheet
1. In a worksheet, click any cell.

2. On the Home tab, in the Editing group, click Find & Select.
3. Do the following:
o To find text or numbers, click Find.
o To find and replace text or numbers, click Replace.
4. In the Find what box, type the text or numbers that you want to search for, or click the arrow in
the Find what box, and then click a recent search in the list.
You can use wildcard characters, such as an asterisk (*) or a question mark (?), in your search
criteria:
o Use the asterisk to find any string of characters. For example, s*d finds "sad" and "started".
o Use the question mark to find any single character. For example, s?t finds "sat" and "set".
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TIP You can find asterisks, question marks, and tilde characters (~) in worksheet data by
preceding them with a tilde character in the Find what box. For example, to find data that contains
"?", you would type ~? as your search criteria.
5. Click Options to further define your search, and then do any of the following:
o To search for data in a worksheet or in an entire workbook, in the Within box, select
Sheet or Workbook.
o To search for data in specific rows or columns, in the Search box, click By Rows or By
Columns.
o To search for data with specific details, in the Look in box, click Formulas, Values, or
Comments.
o To search for case-sensitive data, select the Match case check box.
o To search for cells that contain just the characters that you typed in the Find what box,
select the Match entire cell contents check box.
6. If you want to search for text or numbers that also have specific formatting, click Format, and
then make your selections in the Find Format dialog box.
TIP If you want to find cells that just match a specific format, you can delete any criteria in the
Find what box, and then select a specific cell format as an example. Click the arrow next to
Format, click Choose Format From Cell, and then click the cell that has the formatting that you
want to search for.

o To find text or numbers, click Find All or Find Next.
TIP When you click Find All, every occurrence of the criteria that you are searching for will be
listed, and you can make a cell active by clicking a specific occurrence in the list. You can sort the
results of a Find All search by clicking a column heading.
o To replace text or numbers, type the replacement characters in the Replace with box (or
leave this box blank to replace the characters with nothing), and then click Find or Find All.
NOTE If the Replace with box is not available, click the Replace tab.
If needed, you can cancel a search in progress by pressing ESC.
8. To replace the highlighted occurrence or all occurrences of the found characters, click Replace
or Replace All.
Tips
o Microsoft Office Excel saves the formatting options that you define. If you search the worksheet
for data again and cannot find characters that you know to be there, you may need to clear the
formatting options from the previous search. On the Find tab, click Options to display the
formatting options, click the arrow next to Format, and then click Clear Find Format.
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o You can also use the SEARCH and FIND functions to find text or numbers on a worksheet.
Locate and reset the last cell on a worksheet
When you save a workbook, Microsoft Office Excel stores only the part of each worksheet that contains data
or formatting. Empty cells may contain formatting that causes the last cell in a row or column to fall outside
of the range of cells that contains data. This causes the file size of the workbook to be larger than necessary
and may result in more printed pages when you print the worksheet or workbook.
To avoid these issues, you can locate the last cell that contains data or formatting on a worksheet, and then
reset that last cell by clearing all of the formatting that may be applied in empty rows or columns between
the data and the last cell.
Locate the last cell that contains data or formatting on a worksheet
o To locate the last cell that contains data or formatting, click anywhere in the worksheet, and then
press CTRL+END.
NOTE To select the very last cell in a row or column, press END, and then press the RIGHT ARROW
key or the DOWN ARROW key.
Clear all formatting between the last cell and the data

o To select all columns to the right of the last column that contains data, click the first column
heading, hold down CTRL, and then click the column headings of the columns that you want to
select.
TIP You can also click the first column heading, and then press CTRL+SHIFT+END.
o To select all rows below the last row that contains data, click the first row heading, hold down
CTRL, and then click the row headings of the rows that you want to select.
TIP You can also click the first row heading, and then press CTRL+SHIFT+END.
2. On the Home tab, in the Editing group, click the arrow next to the Clear button , and then
click Clear All.
4. Click the Microsoft Office Button , and then click Close.
When you open the workbook again, the last cell of the data should be the last cell on the worksheet.
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SELECTING AND NAVIGATING
Select specific cells or ranges
Whether or not you define named cells or ranges on your worksheet, you can use the Name box to quickly
locate and select specific cells or ranges by entering their names or their cell references.
The Name box is located to the left of the formula bar.
You can also select named or unnamed cells or ranges by using the Go To command.
IMPORTANT To select named cells and ranges, you must first define their names on your worksheet. For
information about how to name cells or ranges, see Define and use names in formulas.
Select named or unnamed cells or ranges by using the Name box
In the Name box, located at the left end of the formula bar, do one of the following:
• To select a named cell or range, type its name, and then press ENTER.
TIP You can also click the arrow next to the Name box to display the list of named cells or ranges,
and then click the name that you want.
• To select two or more named cell references or ranges, click the arrow next to the Name box, and
then click the name of the first cell reference or range that you want to select. Then hold down
CTRL while you click the names of other cells or ranges in the Name box.
NOTE The currently selected cell or range will remain selected along with the cells or ranges that
you select in the Name box.
• To select an unnamed cell reference or range, type the cell reference of the cell or range of cells
that you want to select, and then press ENTER.
TIP For example, type B3 to select that cell, or type B1:B3 to select a range of three cells.
NOTE In the Name box, you cannot delete or change names that have been defined for cells or ranges.
You can only delete or change names in the Name Manager dialog box (Formulas tab, Defined Names
group).
Select named or unnamed cells or ranges by using the Go To command
1. On the Home tab, in the Editing group, click Find & Select, and then click Go To.
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Keyboard shortcut You can also press CTRL+G.
2. In the Go to list, click the name of the cell or range that you want to select, or type the cell
reference in the Reference box.
For example, in the Reference box, type B3 to select that cell, or type B1:B3 to select a range of three
cells. You can select multiple cells or ranges by entering them in the Reference box, separated by
commas.
NOTE In the Go to list, you can view all the named or unnamed cells or ranges that you previously
selected by using the Go To command. To return to a previous selection, double-click the name of the
cell reference in the Go to list.
TIP To quickly find and select all cells that contain specific types of data (such as formulas) or only cells
that meet specific criteria (such as visible cells only or the last cell on the worksheet that contains data or
formatting), click Special in the Go To dialog box, and then click the option that you want in the Go To
Special dialog box.
Select all cells on a worksheet
To select all cells on a worksheet, do one of the following:
o Click the Select All button.
o Press CTRL+A.
NOTE If the worksheet contains data, and the active cell is above or to the right of the data,
pressing CTRL+A selects the current region. Pressing CTRL+A a second time selects the entire
worksheet.
Tip If you want to select all cells in the active range, press CTRL+SHIFT+*.
Select one or multiple worksheets
By clicking the tabs of worksheets (or sheets) at the bottom of the window, you can quickly select a different
sheet. If you want to enter or edit data on several worksheets at the same time, you can group worksheets by
selecting multiple sheets. You can also format or print a selection of sheets at the same time.
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Tip When multiple worksheets are selected, [Group] appears in the title bar at the top of the worksheet. To
cancel a selection of multiple worksheets in a workbook, click any unselected worksheet. If no unselected
sheet is visible, right-click the tab of a selected sheet, and then click Ungroup Sheets on the shortcut menu.
NOTES
o Data that you enter or edit in the active sheet is reflected in all selected sheets. These changes
might replace data on the active sheet and, perhaps unintentionally, on other selected sheets.
o Data that you copy or cut in grouped sheets cannot be pasted on another sheet, because the size of
the copy area includes all layers of the selected sheets and is therefore different from the paste
area in a single sheet. Make sure that only one sheet is selected before you copy or move data to
another worksheet.
o When you save a workbook that contains grouped sheets and then close the workbook, the sheets
that you selected remain grouped when you reopen that workbook.
Move or scroll through a worksheet
There are different ways to scroll through a worksheet. You can use the arrow keys, the scroll bars, or the
mouse to move between cells and to move quickly to different areas of the worksheet.
In Microsoft Office Excel 2007, you can take advantage of increased scroll speeds, easy scrolling to the end
of ranges, and ScreenTips that let you know where you are in the worksheet. You can also use the mouse to
scroll in dialog boxes that have drop-down lists with scroll bars.
Use the arrow keys to move through a worksheet
To move between cells on a worksheet, click any cell or use the arrow keys. When you move to a cell, it
becomes the active cell.
To scroll Do this
To the start and end of Press CTRL+an arrow key to scroll to the start and end of each range in a
ranges column or row before stopping at the end of the worksheet.
To scroll to the start and end of each range while selecting the ranges before
stopping at the end of the worksheet, press CTRL+SHIFT+an arrow key.
One row up or down Press SCROLL LOCK, and then use the UP ARROW key or DOWN ARROW
key to scroll one row up or down.
One column left or right Press SCROLL LOCK, and then use the LEFT ARROW key or RIGHT
ARROW key to scroll one column left or right.
One window up or down Press PAGE UP or PAGE DOWN.
One window left or right Press SCROLL LOCK, and then hold down CTRL while you press the LEFT
ARROW or RIGHT ARROW key.
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To scroll Do this
A large distance Press SCROLL LOCK, and then simultaneously hold down CTRL and an arrow
key to quickly move through large areas of your worksheet.
NOTE When SCROLL LOCK is on, Scroll Lock is displayed on the status bar. Pressing an arrow key
while SCROLL LOCK is on will scroll one row up or down or one column left or right. To use the arrow
keys to move between cells, you must turn SCROLL LOCK off.
Use the scroll bars to move through a worksheet
If you do not see the scroll bars, do the following to display them:
2. Click Advanced, and then under Display options for this workbook, make sure that the Show
horizontal scroll bar and the Show vertical scroll bar check boxes are selected, and then click
OK.
The following table describes different ways for using the scroll bars to move through a worksheet.
To scroll Do this
One row up or down Click the scroll arrows or on the vertical scroll bar to move the
sheet one row up or down.
One column left or right Click the scroll arrows or on the horizontal scroll bar to move
the sheet one column to the left or right.
Scroll through a worksheet with While scrolling, hold down the mouse at the farthest end of the screen
increased scroll speed for more than 10 seconds to increase the scrolling speed.
Moving the mouse in the opposite direction slows down the scroll
speed.
One window up or down Click above or below the scroll box on the vertical scroll bar.
One window left or right Click to the left or right of the scroll box on the horizontal scroll bar.
A large distance Hold down SHIFT while dragging the scroll box .
NOTES
• When you use the scroll boxes to move through a worksheet, Excel displays a ScreenTip to
indicate row numbers or column letters (or numbers, if the R1C1 reference style is specified for
the workbook) so that you know where you are in the worksheet.
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• The size of a scroll box indicates the proportional amount of the used area of the sheet that is
visible in the window. The position of a scroll box indicates the relative location of the visible
area within the worksheet.
• You can quickly split the window so that you can scroll in two or four panes simultaneously.
Point to the split box on either the vertical or the horizontal scroll bar. When the
pointer becomes a double-headed arrow , drag the split bar onto the worksheet where you
want to split the window. Double-click the split bar to remove it.
Scroll and zoom by using the mouse
Some mouse devices and other pointing devices, such as the Microsoft IntelliMouse pointing device, have
built-in scrolling and zooming capabilities that you can use to move around and zoom in or out on your
worksheet or chart sheet. You can also use the mouse to scroll in dialog boxes that have drop-down lists with
scroll bars.
To Do this
Scroll up or down a Rotate the wheel forward or back.

few rows at a time
Scroll through a While scrolling, hold down the mouse at the farthest end of the screen for more
worksheet with than 10 seconds to increase the scrolling speed.
increased scroll speed
Moving the mouse in the opposite direction slows down the scroll speed.
Pan through a Hold down the wheel button, and drag the pointer away from the origin mark
worksheet
in any direction that you want to scroll. To speed up scrolling, move the
pointer away from the origin mark. To slow down scrolling, move the pointer
closer to the origin mark.
Pan through a Click the wheel button, and then move the mouse in the direction that you want
worksheet to scroll. To speed up scrolling, move the pointer away from the origin mark.
automatically To slow down scrolling, move the pointer closer to the origin mark. To stop
automatic scrolling, click any mouse button.
Zoom in or out Hold down CTRL while you rotate the IntelliMouse wheel forward or back.
The percentage of the zoomed worksheet is displayed on the status bar.
Show detail in outlines Point to a cell that summarizes data in the outline, and then hold down SHIFT
while you rotate the wheel forward.
Hide detail in outlines Point to any cell that contains detail data, and then hold down SHIFT while you
rotate the wheel back
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Hide or display scroll bars in a workbook
By default, a horizontal and vertical scroll bar are displayed in an Excel workbook so that you can scroll
through the data in its worksheets. However, you can turn scroll bars on or off as needed.
2. In the Advanced category, under Display options for this workbook, clear or select the Show
horizontal scroll bar check box and Show vertical scroll bar check box to hide or display the
scroll bars.
Move or copy cells and cell contents
You can use the Cut, Copy, and Paste commands in Microsoft Office Excel to move or copy entire cells or
their contents. You can also copy specific contents or attributes from the cells. For example, you can copy
the resulting value of a formula without copying the formula itself, or you can copy only the formula.
This article does not describe how to move or copy a worksheet to another location within a workbook or to
another workbook. Find links to more information about moving and copying worksheets in the See Also
section.
NOTE Excel displays an animated moving border around cells that have been cut or copied. To cancel a
moving border, press ESC.
Move or copy entire cells
When you move or copy a cell, Excel moves or copies the entire cell, including formulas and their resulting
values, cell formats, and comments.
1. Select the cells that you want to move or copy.

2. On the Home tab, in the Clipboard group, do one of the following:
 To move cells, click Cut .
Keyboard shortcut You can also press CTRL+X.
 To copy cells, click Copy .
Keyboard shortcut You can also press CTRL+C.
3. Select the upper-left cell of the paste area.

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Tip To move or copy a selection to a different worksheet or workbook, click another worksheet tab
or switch to another workbook, and then select the upper-left cell of the paste area.
4. On the Home tab, in the Clipboard group, click Paste .
Keyboard shortcut You can also press CTRL+V.
NOTES
• To choose specific options when you paste cells, you can click the arrow below Paste , and then
click the option that you want. For example, you can click Paste Special or Paste As Picture.
• By default, Excel displays the Paste Options button on the worksheet to provide you with special
options when you paste cells, such as Keep Source Formatting and Match Destination
Formatting. If you don't want to display this button every time that you paste cells, you can turn
this option off. Click the Microsoft Office Button , and then click Excel Options. In the
Advanced category, under Cut, Copy, and Paste, clear the Show Paste Options buttons check
box.
• Excel replaces existing data in the paste area when you cut and paste cells to move them.
• When you copy cells, cell references are automatically adjusted. When you move cells, however,
cell references are not adjusted, and the contents of those cells and of any cells that point to them
may be displayed as reference errors. In this case, you will need to adjust the references manually.
• If the selected copy area includes hidden cells, Excel also copies the hidden cells. You may need to
temporarily unhide cells that you don't want to include when you copy information.
If the paste area contains hidden rows or columns, you might need to unhide the paste area to see all
of the copied cells.
Move or copy entire cells by using the mouse
By default, drag-and-drop editing is turned on so that you can use the mouse to move and copy cells.
1. Select the cells or range of cells that you want to move or copy.
• To move a cell or range of cells, point to the border of the selection. When the pointer becomes a
move pointer , drag the cell or range of cells to another location.

• To copy a cell or range of cells, hold down CTRL while you point to the border of the selection.
When the pointer becomes a copy pointer , drag the cell or range of cells to another location.
NOTES
• Excel replaces existing data in the paste area when you move cells.
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• When you copy cells, cell references are automatically adjusted. When you move cells, however,
cell references are not adjusted, and the contents of those cells and of any cells that point to them
may be displayed as reference errors. In this case, you will need to adjust the references manually.
• If the selected copy area includes hidden cells, Excel also copies the hidden cells. You may need to
temporarily unhide cells that you don't want to include when you copy information.
If the paste area contains hidden rows or columns, you might need to unhide the paste area to see all
of the copied cells.
Insert moved or copied cells between existing cells
1. Select the cell or range of cells that contains the data that you want to move or copy.
• To move the selection, click Cut .
• To copy the selection, click Copy .
3. Right-click the upper-left cell of the paste area, and then click Insert Cut Cells or Insert
Copied Cells on the shortcut menu.
4. In the Insert Paste dialog box, click the direction in which you want to shift the surrounding
cells.
NOTE If you insert entire rows or columns, the surrounding rows and columns are shifted down and to
the left.
Copy visible cells only
If some cells, rows, or columns on your worksheet are not displayed, you have the option of copying all cells
or only the visible cells. For example, you can choose to copy only the displayed summary data on an
outlined worksheet.
1. Select the cells that you want to copy.

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2. On the Home tab, in the Editing group, click Find & Select, and then click Go To.
3. In the Go To dialog box, click Special.

4. Under Select, click Visible cells only, and then click OK.
5. On the Home tab, in the Clipboard group, click Copy .
NOTES
• Excel pastes the copied data into consecutive rows or columns. If the paste area contains hidden
rows or columns, you might need to unhide the paste area to see all of the copied cells.
• If you click the arrow below Paste , you can choose from several paste options to apply to your
selection.
• When you copy or paste hidden or filtered data to another application or another instance of Excel,
only visible cells are copied.
Prevent copied blank cells from replacing data
1. Select the range of cells that contains blank cells.

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4. On the Home tab, in the Clipboard group, click the arrow below Paste , and then click
Paste Special.
5. Select the Skip blanks check box.
Move or copy the contents of a cell
1. Double-click the cell that contains the data that you want to move or copy.
NOTE By default, you can edit and select cell data directly in the cell by double-clicking it, but
you can also edit and select cell data in the formula bar.
2. In the cell, select the characters that you want to move or copy.
To select the contents of a cell Do this
In the cell Double-click the cell, and then drag across the contents of the cell that you want to select.
In the formula bar Click the cell, and then drag across the contents of the cell that you want to select in the
formula bar.
By using the keyboard Press F2 to edit the cell, use the arrow keys to position the insertion point, and then press
SHIFT+ARROW key to select the contents.
 To move the selection, click Cut .
 To copy the selection, click Copy .
4. In the cell, click where you want to paste the characters, or double-click another cell to move or
copy the data.
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6. Press ENTER.
NOTE When you double-click a cell or press F2 to edit the active cell, the arrow keys work only
within that cell. To use the arrow keys to move to another cell, first press ENTER to complete your
editing changes to the active cell.
Copy cell values, cell formats, or formulas only
When you paste copied data, you can do any of the following:
Convert any formulas in the cell to the calculated values without overwriting the existing
formatting.
Paste only the cell formatting, such as font color or fill color (and not the contents of the cells).
Paste only the formulas (and not the calculated values).
1. Select the cell or range of cells that contains the values, cell formats, or formulas that you want
to copy.
3. Select the upper-left cell of the paste area or the cell where you want to paste the value, cell
format, or formula.
4. On the Home tab, in the Clipboard group, click the arrow below Paste , and then do one of
the following:
 To paste values only, click Paste Values.
 To paste cell formats only, click Paste Special, and then click Formats under Paste.
 To paste formulas only, click Formulas.
NOTE If the copied formulas contain relative cell references, Excel adjusts the references (and the
relative parts of mixed cell references) in the duplicate formulas. For example, suppose that cell B8
contains the formula =SUM(B1:B7). If you copy the formula to cell C8, the duplicate formula refers
to the corresponding cells in that column: =SUM(C1:C7). If the copied formulas contain absolute cell
references, the references in the duplicate formulas are not changed. If you don't get the results that
you want, you can also change the references in the original formulas to either relative or absolute
cell references and then recopy the cells.
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Copy cell width settings
When you paste copied data, the pasted data uses the column width settings of the target cells. To correct the
column widths so that they match the source cells, use the following procedure.
1. Select the cells that you want to move or copy.

 To move cells, click Cut .
 To copy cells, click Copy .
5. With the pasted data still selected, on the Home tab, in the Clipboard group, click the arrow
below Paste , and then click Paste Special.
6. In the Paste Special dialog box, click Column widths, and then click OK.
Move or copy rows and columns
When you move or copy rows and columns, Microsoft Office Excel moves or copies all data that they
contain, including formulas and their resulting values, comments, cell formats, and hidden cells.
You can use the Cut command or Copy command to move or copy selected rows and columns, but you can
also move or copy them by using the mouse.
Move or copy rows and columns
1. Select the row or column that you want to move or copy.

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o To move rows or columns, on the Home tab, in the Clipboard group, click Cut .
o To copy rows or columns, on the Home tab, in the Clipboard group, click Copy .
3. Right-click a row or column below or to the right of where you want to move or copy your
selection, and then do one of the following:
o When you are moving rows or columns, click Insert Cut Cells.
o When you are copying rows or columns, click Insert Copied Cells.
NOTE If you click Paste on the Home tab, in the Clipboard group (or press CTRL+V)
instead of clicking a command on the shortcut menu, you will replace the existing content of the
destination cells.
Move or copy rows and columns by using the mouse
1. Select the row or column that you want to move or copy.

o To move rows or columns, point to the border of the selection. When the pointer becomes
a move pointer , drag the rows or columns to another location.

o To copy rows or columns, hold down CTRL while you point to the border of the selection.
When the pointer becomes a copy pointer , drag the rows or columns to another
location.
IMPORTANT Make sure that you hold down CTRL during the drag-and-drop operation. If you
release CTRL before you release the mouse button, you will move the rows or columns instead of
copying them.
NOTES
o When you use the mouse to insert copied or cut columns or rows, the existing content of
the destination cells is replaced. To insert copied or cut rows and columns without
replacing the existing content, you should right-click the row or column below or to the
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right of where you want to move or copy your selection, and then click Insert Cut Cells
or Insert Copied Cells.
o You cannot move or copy nonadjacent rows and columns by using the mouse.
Move or copy a worksheet
Move or copy worksheets to another location in a workbook
It's easy to move or copy a whole worksheet (or sheet) to another location in a workbook. However, be aware
that calculations or charts that are based on worksheet data might become inaccurate if you move the
worksheet. Similarly, if a moved or copied worksheet is inserted between sheets that are referred to by a 3-D
formula reference, data on that worksheet might be unexpectedly included in the calculation.
1. Select the worksheets that you want to move or copy.
Keyboard shortcut To move to the next or previous sheet tab, you can also press CTRL+PAGE
UP or CTRL+PAGE DOWN.
2. On the Home tab, in the Cells group, click Format, and then under Organize Sheets, click
Move or Copy Sheet.
TIP You can also right-click a selected sheet tab, and then click Move or Copy.
3. In the Move or Copy dialog box, in the Before sheet list, do one of the following:
o Click the sheet before which you want to insert the moved or copied sheets.
o Click move to end to insert the moved or copied sheets after the last sheet in the
workbook and before the Insert Worksheet tab.
4. To copy the sheets instead of moving them, in the Move or Copy dialog box, select the Create
a copy check box.
NOTE When you create a copy of the worksheet, the worksheet is duplicated in the workbook,
and the sheet name indicates that it is a copy — for example, the first copy that you make of Sheet1
is named Sheet1 (2).
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Tips
o To move sheets in the current workbook, you can drag the selected sheets along the row
of sheet tabs. To copy the sheets, hold down CTRL, and then drag the sheets; release the
mouse button before you release the CTRL key.
o To rename the moved or copied worksheet, right-click its sheet tab, click Rename, and
then type the new name in the sheet tab.
o To change the color of the sheet tab, right-click the sheet tab, click Tab Color, and then
click the color that you want to use.
Move or copy worksheets to another workbook
1. To move or copy worksheets to another workbook, make sure that the target workbook is open
in the same instance of Microsoft Office Excel.
NOTE You cannot move or copy worksheets between workbooks that are open in separate
instances of Excel. If a workbook is opened in a separate instance of Excel — for example, this can
happen when you open that workbook from a Windows SharePoint Services site — make sure that
you open that workbook in the same instance of Excel instead by browsing to it in the Open dialog
box (Microsoft Office Button , Open).
2. In the workbook that contains the sheets that you want to move or copy, select the sheets.
Keyboard shortcut To move to the next or previous sheet tab, you can also press CTRL+PAGE
UP or CTRL+PAGE DOWN.
3. On the Home tab, in the Cells group, click Format, and then under Organize Sheets, click
Move or Copy Sheet.
TIP You can also right-click a selected sheet tab, and then click Move or Copy.
4. In the Move or Copy dialog box, in the To book list, do one of the following:
o Click the workbook to which you want to move or copy the selected sheets.
o Click new book to move or copy the selected sheets to a new workbook.
5. In the Before sheet list, do one of the following:
o Click the sheet before which you want to insert the moved or copied sheets.
o Click move to end to insert the moved or copied sheets after the last sheet in the
workbook and before the Insert Worksheet tab.
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6. To copy the sheets instead of moving them, in the Move or Copy dialog box, select the Create
a copy check box.
NOTE When you create a copy of the worksheet, the worksheet is duplicated in the destination
workbook. When you move a worksheet, the worksheet is removed from the original workbook and
appears in the destination workbook only.
Tips
o To rename the moved or copied worksheet in the destination workbook, right-click its
sheet tab, click Rename, and then type the new name in the sheet tab.
o Worksheets that you move or copy to another workbook will use the theme fonts, colors,
and effects that are applied to the destination workbook.
o To change the color of the sheet tab, right-click the sheet tab, click Tab Color, and then
click the color that you want to use.
Move or copy data to another worksheet or workbook
Although moving or copying the actual worksheet is a fast and effective way to transfer data to another
location, you can also move or copy all or part of the data in a worksheet to another worksheet. This method
can be used to transfer data to a worksheet in a workbook that is open in a separate instance of Excel.
1. In a worksheet, select the data that you want to move or copy.
NOTE If the selection includes hidden rows or columns, Excel also copies the data in those
hidden rows and columns. You may have to temporarily unhide rows or columns that you do not
want to include, and then select each range of data that you do want to move or copy in separate
operations. For information, see Hide or display rows and columns.
 To move the selected data, click Cut .
 To copy the selected data, click Copy .

 Click the worksheet where you want to paste the data.
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 Switch to a workbook that is opened in another instance of Excel, and then click the
worksheet where you want to paste the data.
NOTE Data in the paste area will be overwritten. Also, if the paste area contains hidden rows or
columns, you might have to unhide the paste area to see all the copied cells.
TIP To keep the column width that was originally specified for the data, click the arrow below
Paste , click Paste Special, and then under Paste, click Column widths.
NOTES
By default, Excel displays the Paste Options button on the worksheet to provide you with
special options when you paste cells, such as Keep Source Formatting and Match Destination
Formatting. If you do not want Excel to display this button every time that you paste cells, you can
turn this option off.
2. In the Advanced category, under Cut, Copy, and Paste, clear the Show Paste
Options buttons check box.
o When you copy cells, cell references are automatically adjusted. However, when you move
cells, cell references are not adjusted, and the contents of those cells and of any cells that point
to them might be displayed as reference errors. In this case, you will have to adjust the
references manually.
Drag data between open workbook windows in Excel
If you open more than one workbook in the same instance of Excel, you can drag worksheet data between
the workbook windows.
1. In Excel, open the workbooks between which you want to transfer worksheet data.
2. On the View tab, in the Window group, click Arrange All.
3. In the Arrange Windows dialog box, under Arrange, click the options that you want, and then
click OK.
4. In one of the windows, select the data that you want to move or copy to another window.
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o To move the selected data, point to the border of the selection. When the pointer becomes a
move pointer , drag the selected data to another window.

o To copy the selected data, hold down CTRL while you point to the border of the selection.
When the pointer becomes a copy pointer , drag the selected data to another window.
Drag data to another workbook that is open in a separate instance of Excel
If a workbook is open in another instance of Excel, you can drag worksheet data to it if it is visible on the
taskbar.
1. Start an instance of Excel, and then open the workbook into which you want to drag worksheet data,
or create a new workbook.
2. In another instance of Excel, open the workbook that contains the worksheet data that you want to
transfer by dragging.
3. In a worksheet, select the data that you want to drag to a workbook that is visible on the taskbar.
o To move the selected data, point to the border of the selection. When the pointer becomes
a move pointer , drag the selected data to the workbook on the taskbar.
o To copy the selected data, hold down CTRL while you point to the border of the selection.
When the pointer becomes a copy pointer , drag the selected data to the workbook on
the taskbar.
Copy cell values, not formulas
Sometimes, when you copy the contents of a cell, you want to paste just the value and not the underlying
formula that is displayed in the formula bar.
For example, you might want to copy the resulting value of a formula to a cell on another worksheet. Or you
might want to delete the values that you used in a formula after you copied the resulting value to another cell
on the worksheet. Both of these actions cause an invalid cell reference error (#REF!) error to appear in the
destination cell, because the cells that contain the values that you used in the formula can no longer be
referenced.
You can avoid this error by pasting the resulting values of formulas without the formula in destination cells.
1. On a worksheet, select the cells that contain the resulting values of a formula that you want to
copy.

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4. On the Home tab, in the Clipboard group, click Paste , and then click Paste Values.
Copy specific cell contents or attributes in a worksheet
You can copy and paste specific cell contents or attributes (such as formulas, formats, or comments) from the
Clipboard in a worksheet by using the Paste Special command.
1. On a worksheet, select the cells that contain the data or attributes that you want to copy.
TIP To move or copy a selection to a different worksheet or workbook, click another worksheet
tab or switch to another workbook, and then select the upper-left cell of the paste area.
4. On the Home tab, in the Clipboard group, click Paste , and then click Paste Special.
Keyboard shortcut You can also press CTRL+ALT+V.
5. In the Paste Special dialog box, under Paste, do one of the following:
 To paste static data, click the attribute of the copied data that you want.
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Click this option To
All Paste all cell contents and formatting.
Formulas Paste only the formulas as entered in the formula bar.
Values Paste only the values as displayed in the cells.
Formats Paste only cell formatting.
Comments Paste only comments attached to the cell.
Validation Paste data validation rules for the copied cells to the paste area.
All using Source theme Paste all cell contents and formatting using the theme that was applied to
the source data.
All except borders Paste all cell contents in the document theme formatting that is applied to
the copied data.
Column widths Paste the width of one column or range of columns to another column or
range of columns.
Formulas and number Paste only formulas and number formatting options from the selected cells.
formats
Values and number Paste only values and number formatting options from the selected cells.
formats
 To paste linked data, click All or All except borders.

6. Do any of the following as needed:
o To mathematically combine the contents of the copy area with the contents of the paste
area, under Operation, specify the mathematical operation that you want to apply to the
copied data.
Click this option To
None Paste the contents of the copy area without a mathematical operation.
Add Add the values in the copy area to the values in the paste area.
Subtract Subtract the values in the copy area from the values in the paste area.
Multiply Multiply the values in the paste area by the values in the copy area.
Divide Divide the values in the paste area by the values in the copy area.
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• NOTE Mathematical operations can be applied only to values. To use an option other than
None, you must select All, Values, All except border, or Values and number formats under
Paste.
• To avoid replacing values in your paste area when blank cells occur in the copy area, select Skip
blanks.
• To change columns of copied data to rows, or vice versa, select Transpose.
NOTE Depending on the type of data that you copy and the Paste options that you select,
specific options may be unavailable.
7. If you want to link the pasted data to the original data, click Paste Link.
When you paste a link to the data that you copied, Excel enters an absolute reference to the copied
cell or range of cells in the new location.
NOTE Paste Link is available only when you select All or All except borders under Paste in
the Paste Special dialog box.
TIP You can also insert copied formulas, values, or linked data in the paste area by clicking Paste (on the
Home tab, in the Clipboard group), and then clicking Formulas, Paste Values, or Paste Link.
Rearrange (transpose) data from columns to rows or vice versa
If data is entered in columns or rows, but you want to rearrange that data into rows or columns instead, you
can quickly transpose the data from one to the other.
For example, the regional sales data that is organized in columns appears in rows after transposing the data,
as shown in the following graphics.
1. On the worksheet, do the following:

o To rearrange data from columns to rows, select the cells in the columns that contain the
data.
o To rearrange data from rows to columns, select the cells in the rows that contain the data.

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Keyboard shortcut To copy the selected data, you can also press CTRL+C.
NOTE You can only use the Copy command to rearrange the data. To complete this procedure
successfully, do not use the Cut command.
3. On the worksheet, select the first cell of the destination rows or columns into which you want to
rearrange the copied data.
NOTE Copy areas and paste areas cannot overlap. Make sure that you select a cell in a paste
area that falls outside of the area from which you copied the data.
4. On the Home tab, in the Clipboard group, click the arrow below Paste, and then click
Transpose.
5. After the data is transposed successfully, you can delete the data in the copy area.
TIP If the cells that you transpose contain formulas, the formulas are transposed and cell references to data
in transposed cells are automatically adjusted. To make sure that formulas continue to refer correctly to data
in nontransposed cells, use absolute references in the formulas before you transpose them.
Remove or allow a circular reference
When a formula refers back to its own cell, either directly or indirectly, it creates a circular reference. A
circular reference can have a significant impact on performance because it can iterate indefinitely. Iteration is
the repeated recalculation of a worksheet until a specific numeric condition is met. By default, iterative
calculations are turned off in Microsoft Office Excel. You can handle a circular reference by doing one of the
following: remove the circular reference or enable iterative calculations.
Locate and remove a circular reference
If an error message about creating a circular reference appears while editing a formula, then you probably
have created an unintended circular reference. In this case, you can locate and remove the incorrect
reference.
1. On the Formulas tab, in the Formula Auditing group, click the arrow on the Error Checking
in-group button, point to Circular References, and then click the first cell listed in the submenu.
TIP You can move between cells in a circular reference by double-clicking the tracer arrows.
2. Review the formula in the cell. If you cannot determine whether the cell is the cause of the
circular reference, click the next cell in the Circular References submenu.
NOTE The status bar displays the word "Circular References" followed by a reference to one of
the cells contained in the circular reference.
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3. Continue to review and correct the circular reference until the status bar no longer displays the
word "Circular References."
Make a circular reference work by changing the number of times that Excel iterates formulas
If you want to keep the circular reference, you can enable iterative calculations but you must determine how
many times the formula should recalculate. When you turn on iterative calculations without changing the
values for maximum iterations or maximum change, Office Excel stops calculating after 100 iterations or
after all values in the circular reference change by less than 0.001 between iterations, whichever comes first.
However, you can control the the maximum number of iterations and the amount of acceptable change.
category.
2. In the Calculation options section, select the Enable iterative calculation check box.
3. To set the maximum number of times that Office Excel will recalculate, type the number of
iterations in the Maximum Iterations box. The higher the number of iterations, the more time that
Excel needs to calculate a worksheet.
4. To set the maximum amount of change you will accept between calculation results, type the
amount in the Maximum Change box. The smaller the number, the more accurate the result and the
more time that Excel needs to calculate a worksheet.
FORMULA AND NAME BASICS
Creating formulas
Formulas are equations that perform calculations on values in your worksheet. A formula starts with an equal
sign (=). For example, the following formula multiplies 2 by 3 and then adds 5 to the result. =5+2*3
A formula can also contain any or all of the following: functions, references, operators, and constants.
Parts of a formula
Functions: The PI() function returns the value of pi: 3.142...
References: A2 returns the value in cell A2.
Constants: Numbers or text values entered directly into a formula, such as 2.
Operators: The ^ (caret) operator raises a number to a power, and the * (asterisk) operator multiplies.
Using constants in formulas
A constant is a value that is not calculated. For example, the date 10/9/2008, the number 210, and the text
"Quarterly Earnings" are all constants. An expression, or a value resulting from an expression, is not a
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constant. If you use constant values in the formula instead of references to the cells (for example,
=30+70+110), the result changes only if you modify the formula yourself.
Using calculation operators in formulas
Operators specify the type of calculation that you want to perform on the elements of a formula. There is a
default order in which calculations occur, but you can change this order by using parentheses.
Types of operators
There are four different types of calculation operators: arithmetic, comparison, text concatenation, and
reference.
Arithmetic operators
To perform basic mathematical operations such as addition, subtraction, or multiplication; combine numbers;
and produce numeric results, use the following arithmetic operators.
Arithmetic operator Meaning Example
+ (plus sign) Addition 3+3
– (minus sign) Subtraction 3–1

Negation –1
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation) 3^2
Comparison operators
You can compare two values with the following operators. When two values are compared by using these
operators, the result is a logical value either TRUE or FALSE.
Comparison operator Meaning Example
= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal to sign) Greater than or equal to A1>=B1
<= (less than or equal to sign) Less than or equal to A1<=B1
<> (not equal to sign) Not equal to A1<>B1

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Text concatenation operator
Use the ampersand (&) to join, or concatenate, one or more text strings to produce a single piece of text.
Text
operator Meaning Example
& Connects, or concatenates, two values to produce one continuous "North"&"wind"

(ampersand) text value
Reference operators
Combine ranges of cells for calculations with the following operators.
Reference
: (colon) Range operator, which produces one reference to all the B5:B15
cells between two references, including the two references
, (comma) Union operator, which combines multiple references into SUM(B5:B15,D5:D15)

one reference
(space) Intersection operator, which produces on reference to cells B7:D7 C6:C8

common to the two references
The order in which Excel performs operations in formulas
In some cases, the order in which calculation is performed can affect the return value of the formula, so it's
important to understand how the order is determined and how you can change the order to obtain desired
results.
Calculation order
Formulas calculate values in a specific order. A formula in Excel always begins with an equal sign (=). The
equal sign tells Excel that the succeeding characters constitute a formula. Following the equal sign are the
elements to be calculated (the operands), which are separated by calculation operators. Excel calculates the
formula from left to right, according to a specific order for each operator in the formula.
Operator precedence
If you combine several operators in a single formula, Excel performs the operations in the order shown in the
following table. If a formula contains operators with the same precedence — for example, if a formula
contains both a multiplication and division operator — Excel evaluates the operators from left to right.
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Operator Description
: (colon) Reference operators
(single space)
, (comma)
– Negation (as in –1)
% Percent
^ Exponentiation
* and / Multiplication and division
+ and – Addition and subtraction
& Connects two strings of text (concatenation)
= Comparison
<>
<=
>=
<>
Use of parentheses
To change the order of evaluation, enclose in parentheses the part of the formula to be calculated first. For
example, the following formula produces 11 because Excel calculates multiplication before addition. The
formula multiplies 2 by 3 and then adds 5 to the result =5+2*3
In contrast, if you use parentheses to change the syntax, Excel adds 5 and 2 together and then multiplies the
result by 3 to produce 21. =(5+2)*3
In the example below, the parentheses around the first part of the formula force Excel to calculate B4+25
first and then divide the result by the sum of the values in cells D5, E5, and F5.
=(B4+25)/SUM(D5:F5)
Using functions and nested functions in formulas
Functions are predefined formulas that perform calculations by using specific values, called arguments, in a
particular order, or structure. Functions can be used to perform simple or complex calculations.
The syntax of functions

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The following example of the ROUND function rounding off a number in cell A10 illustrates the syntax of a
function.
Structure of a function
Structure. The structure of a function begins with an equal sign (=), followed by the function name, an
opening parenthesis, the arguments for the function separated by commas, and a closing parenthesis.
Function name. For a list of available functions, click a cell and press SHIFT+F3.
Arguments. Arguments can be numbers, text, logical values such as TRUE or FALSE, arrays, error values
such as #N/A, or cell references. The argument you designate must produce a valid value for that argument.
Arguments can also be constants, formulas, or other functions.
Argument tooltip. A tooltip with the syntax and arguments appears as you type the function. For
example, type =ROUND( and the tooltip appears. Tooltips only appear for built-in functions.
Entering functions
When you create a formula that contains a function, the Insert Function dialog box helps you enter
worksheet functions. As you enter a function into the formula, the Insert Function dialog box displays the
name of the function, each of its arguments, a description of the function and each argument, the current
result of the function, and the current result of the entire formula.
To make it easier to create and edit formulas and minimize typing and syntax errors, use formula
autocomplete. After you type an = (equal sign) and beginning letters or a display trigger, Microsoft Office
Excel displays below the cell a dynamic drop down list of valid functions, arguments, and names that match
the letters or trigger. You can then insert an item in the drop-down list into the formula.
Nesting functions
In certain cases, you may need to use a function as one of the arguments of another function. For example,
the following formula uses a nested AVERAGE function and compares the result with the value 50.
The AVERAGE and SUM functions are nested within the IF function.
Valid returns When a nested function is used as an argument, it must return the same type of value that the
argument uses. For example, if the argument returns a TRUE or FALSE value, then the nested function must
return a TRUE or FALSE. If it doesn't, Microsoft Excel displays a #VALUE! error value.
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Nesting level limits A formula can contain up to seven levels of nested functions. When Function B is used
as an argument in Function A, Function B is a second-level function. For instance, the AVERAGE function
and the SUM function are both second-level functions because they are arguments of the IF function. A
function nested within the AVERAGE function would be a third-level function, and so on.
Using references in formulas
A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for the
values or data you want to use in a formula. With references, you can use data contained in different parts of
a worksheet in one formula or use the value from one cell in several formulas. You can also refer to cells on
other sheets in the same workbook, and to other workbooks. References to cells in other workbooks are
called links or external references.
The A1 reference style
The default reference style By default, Excel uses the A1 reference style, which refers to columns with
letters (A through XFD, for a total of 16,384 columns) and refers to rows with numbers (1 through
1,048,576). These letters and numbers are called row and column headings. To refer to a cell, enter the
column letter followed by the row number. For example, B2 refers to the cell at the intersection of column B
and row 2.
To refer to Use
The cell in column A and row 10 A10
The range of cells in column A and rows 10 through 20 A10:A20
The range of cells in row 15 and columns B through E B15:E15
All cells in row 5 5:5
All cells in rows 5 through 10 5:10
All cells in column H H:H
All cells in columns H through J H:J
The range of cells in columns A through E and rows 10 through 20 A10:E20
Making a reference to another worksheet In the following example, the AVERAGE worksheet function
calculates the average value for the range B1:B10 on the worksheet named Marketing in the same workbook.
Reference to a range of cells on another worksheet in the same workbook
Refers to the worksheet named Marketing

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Refers to the range of cells between B1 and B10, inclusively
Separates the worksheet reference from the cell range reference
The difference between absolute, relative and mixed references
Relative references A relative cell reference in a formula, such as A1, is based on the relative position of
the cell that contains the formula and the cell the reference refers to. If the position of the cell that contains
the formula changes, the reference is changed. If you copy or fill the formula across rows or down columns,
the reference automatically adjusts. By default, new formulas use relative references. For example, if you
copy or fill a relative reference in cell B2 to cell B3, it automatically adjusts from =A1 to =A2.
Copied formula with relative reference
Absolute references An absolute cell reference in a formula, such as $A$1, always refer to a cell in a
specific location. If the position of the cell that contains the formula changes, the absolute reference remains
the same. If you copy or fill the formula across rows or down columns, the absolute reference does not
adjust. By default, new formulas use relative references, and you may need to switch them to absolute
references. For example, if you copy or fill an absolute reference in cell B2 to cell B3, it stays the same in
both cells =$A$1.
Copied formula with absolute reference
Mixed references A mixed reference has either an absolute column and relative row, or absolute row and
relative column. An absolute column reference takes the form $A1, $B1, and so on. An absolute row
reference takes the form A$1, B$1, and so on. If the position of the cell that contains the formula changes,
the relative reference is changed, and the absolute reference does not change. If you copy or fill the formula
across rows or down columns, the relative reference automatically adjusts, and the absolute reference does
not adjust. For example, if you copy or fill a mixed reference from cell A2 to B3, it adjusts from =A$1 to
=B$1.
Copied formula with mixed reference
The 3-D reference style

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Conveniently referencing multiple worksheets If you want to analyze data in the same cell or range of
cells on multiple worksheets within the workbook, use a 3-D reference. A 3-D reference includes the cell or
range reference, preceded by a range of worksheet names. Excel uses any worksheets stored between the
starting and ending names of the reference. For example, =SUM(Sheet2:Sheet13!B5) adds all the values
contained in cell B5 on all the worksheets between and including Sheet 2 and Sheet 13.
o You can use 3-D references to refer to cells on other sheets, to define names, and to create
formulas by using the following functions: SUM, AVERAGE, AVERAGEA, COUNT,
COUNTA, MAX, MAXA, MIN, MINA, PRODUCT, STDEV, STDEVA, STDEVP,
STDEVPA, VAR, VARA, VARP, and VARPA.
o 3-D references cannot be used in array formulas.
o 3-D references cannot be used with the intersection operator (a single space) or in formulas that
use implicit intersection.
What happens when you move, copy, insert, or delete worksheets The following examples explain what
happens when you move, copy, insert, or delete worksheets that are included in a 3-D reference. The
examples use the formula =SUM(Sheet2:Sheet6!A2:A5) to add cells A2 through A5 on worksheets 2
through 6.
o Insert or copy If you insert or copy sheets between Sheet2 and Sheet6 (the endpoints in this
example), Microsoft Excel includes all values in cells A2 through A5 from the added sheets in
the calculations.
o Delete If you delete sheets between Sheet2 and Sheet6, Excel removes their values from the
calculation.
o Move If you move sheets from between Sheet2 and Sheet6 to a location outside the referenced
sheet range, Excel removes their values from the calculation.
o Move an endpoint If you move Sheet2 or Sheet6 to another location in the same workbook,
Excel adjusts the calculation to accommodate the new range of sheets between them.
o Delete an endpoint If you delete Sheet2 or Sheet6, Excel adjusts the calculation to
accommodate the range of sheets between them.
The R1C1 reference style
You can also use a reference style where both the rows and the columns on the worksheet are numbered. The
R1C1 reference style is useful for computing row and column positions in macros. In the R1C1 style, Excel
indicates the location of a cell with an "R" followed by a row number and a "C" followed by a column
number.
Reference Meaning
R[-2]C A relative reference to the cell two rows up and in the same column
R[2]C[2] A relative reference to the cell two rows down and two columns to the right
R2C2 An absolute reference to the cell in the second row and in the second column
R[-1] A relative reference to the entire row above the active cell
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R An absolute reference to the current row
When you record a macro, Excel records some commands by using the R1C1 reference style. For example, if
you record a command such as clicking the AutoSum button to insert a formula that adds a range of cells,
Excel records the formula by using R1C1 style, not A1 style, references.
You can turn the R1C1 reference style on or off by setting or clearing the R1C1 reference style check box
under the Working with formulas section in the Formulas category of the Excel Settings dialog box that
you display from the Microsoft Office Button .
Using names in formulas
You can create defined names to represent cells, ranges of cells, formulas, constant values, or Excel tables. A
name is a meaningful shorthand that makes it easier to understand the purpose of a cell reference, constant,
formula, or table, each of which may be difficult to comprehend at first glance. The following information
shows common examples of names and how they can improve clarity and understanding.
Example
Type Example with no name Example with a name
Reference =SUM(C20:C30) =SUM(FirstQuarterSales)
Constant =PRODUCT(A5,8.3) =PRODUCT(Price,WASalesTax)
Formula =SUM(VLOOKUP(A1,B1:F20,5,FALSE), — =SUM(Inventory_Level,—

G5) Order_Amt)
Table C4:G36 =TopSales06
Types of names
There are several types of names you can create and use.
Defined name A name that represents a cell, range of cells, formula, or constant value. You can create your
own defined name, and Excel sometimes creates a defined name for you, such as when you set a print area.
Table name A name for an Excel table, which is a collection of data about a particular subject that is stored
in records (rows) and fields (columns). Excel creates a default Excel table name of "Table1", "Table2", and
so on, each time you insert an Excel table, but you can change the name to make it more meaningful.
Creating and entering names
You create a name by using the:
Name box on the formula bar This is best used for creating a workbook level name for a
selected range.
Create a name from selection You can conveniently create names from existing row and
column labels by using a selection of cells in the worksheet.
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New Name dialog box This is best used for when you want more flexibility in creating names,
such as specifying a local worksheet level scope or creating a name comment.
NOTE By default, names use absolute cell references.
You can enter a name by:
Typing Typing the name, for example, as an argument to a formula.

Using Formula AutoComplete Use the Formula AutoComplete drop-down list, where valid
names are automatically listed for you.
Selecting from the Use in Formula command Select a defined name from a list available
from the Use in Formula command in the Defined Names group on the Formula tab.
Using array formulas and array constants
An array formula can perform multiple calculations and then return either a single result or multiple results.
Array formulas act on two or more sets of values known as array arguments. Each array argument must have
the same number of rows and columns. You create array formulas in the same way that you create other
formulas, except you press CTRL+SHIFT+ENTER to enter the formula. Some of the built-in functions are
array formulas, and must be entered as arrays to get the correct results.
Array constants can be used in place of references when you don't want to enter each constant value in a
separate cell on the worksheet.
Using an array formula to calculate single and multiple results
When you enter an array formula, Microsoft Excel automatically inserts the formula between { } (braces).
To calculate a single result This type of array formula can simplify a worksheet model by replacing
several different formulas with a single array formula.
For example, the following calculates the total value of an array of stock prices and shares, without using a
row of cells to calculate and display the individual values for each stock.
Array formula that produces a single result
When you enter the formula ={SUM(B2:D2*B3:D3)} as an array formula, it multiples the Shares and Price
for each stock, and then adds the results of those calculations together.
To calculate multiple results Some worksheet functions return arrays of values, or require an array of
values as an argument. To calculate multiple results with an array formula, you must enter the array into a
range of cells that has the same number of rows and columns as the array arguments.
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For example, given a series of three sales figures (in column B) for a series of three months (in column A),
the TREND function determines the straight-line values for the sales figures. To display all of the results of
the formula, it is entered into three cells in column C (C1:C3).
Array formula that produces multiple results
When you enter the formula =TREND(B1:B3,A1:A3) as an array formula, it produces three separate results
(22196, 17079, and 11962), based on the three sales figures and the three months.
Using array constants
In an ordinary formula, you can enter a reference to a cell containing a value, or the value itself, also called a
constant. Similarly, in an array formula you can enter a reference to an array, or enter the array of values
contained within the cells, also called an array constant. Array formulas accept constants in the same way
that nonarray formulas do, but you must enter the array constants in a certain format.
Array constants can contain numbers, text, logical values such as TRUE or FALSE, or error values such as
#N/A. Different types of values can be in the same array constant — for example,
{1,3,4;TRUE,FALSE,TRUE}. Numbers in array constants can be in integer, decimal, or scientific format.
Text must be enclosed in double quotation marks — for example, "Tuesday".
Array constants cannot contain cell references, columns or rows of unequal length, formulas, or the special
characters $ (dollar sign), parentheses, or % (percent sign).
When you format array constants, make sure you:
o Enclose them in braces ( { } ).

o Separate values in different columns with commas (,). For example, to represent the values 10, 20,
30, and 40, enter {10,20,30,40}. This array constant is known as a 1-by-4 array and is equivalent to
a 1-row-by-4-column reference.
o Separate values in different rows with semicolons (;). For example, to represent the values 10, 20,
30, and 40 in one row and 50, 60, 70, and 80 in the row immediately below, you would enter a 2-by-
4 array constant: {10,20,30,40;50,60,70,80}.
Calculation operators and precedence
Operators specify the type of calculation that you want to perform on the elements of a formula. There is a
default order in which calculations occur, but you can change this order by using parentheses.
Types of operators
There are four different types of calculation operators: arithmetic, comparison, text concatenation, and
reference.
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Arithmetic operators
To perform basic mathematical operations such as addition, subtraction, or multiplication; combine numbers;
and produce numeric results, use the following arithmetic operators.
Arithmetic operator Meaning Example
+ (plus sign) Addition 3+3
– (minus sign) Subtraction 3–1

Negation –1
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation 3^2
Comparison operators
You can compare two values with the following operators. When two values are compared by using these
operators, the result is a logical value either TRUE or FALSE.
Comparison operator Meaning Example
= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal to sign) Greater than or equal to A1>=B1
<= (less than or equal to sign) Less than or equal to A1<=B1
<> (not equal to sign) Not equal to A1<>B1
Text concatenation operator
Use the ampersand (&) to join, or concatenate, one or more text strings to produce a single piece of text.
Text
& Connects, or concatenates, two values to produce one continuous ("North"&"wind")

(ampersand) text value
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Reference operators
Combine ranges of cells for calculations with the following operators.
Reference
: (colon) Range operator, which produces one reference to all the B5:B15
cells between two references, including the two references
, (comma) Union operator, which combines multiple references into SUM(B5:B15,D5:D15)

one reference
(space) Intersection operator, which produces on reference to cells B7:D7 C6:C8

common to the two references
The order in which Excel performs operations in formulas
In some cases, the order in which calculation is performed can affect the return value of the formula, so it's
important to understand how the order is determined and how you can change the order to obtain desired
results.
Calculation order
Formulas calculate values in a specific order. A formula in Excel always begins with an equal sign (=). The
equal sign tells Excel that the succeeding characters constitute a formula. Following the equal sign are the
elements to be calculated (the operands), which are separated by calculation operators. Excel calculates the
formula from left to right, according to a specific order for each operator in the formula.
Operator precedence
If you combine several operators in a single formula, Excel performs the operations in the order shown in the
following table. If a formula contains operators with the same precedence — for example, if a formula
contains both a multiplication and division operator — Excel evaluates the operators from left to right.
: (colon) Reference operators
(single space)
, (comma)
– Negation (as in –1)
% Percent
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^ Exponentiation
* and / Multiplication and division
+ and – Addition and subtraction
& Connects two strings of text (concatenation)
= Comparison
< >
<=
>=
<>
Use of parentheses
To change the order of evaluation, enclose in parentheses the part of the formula to be calculated first. For
example, the following formula produces 11 because Excel calculates multiplication before addition. The
formula multiplies 2 by 3 and then adds 5 to the result. =5+2*3
In contrast, if you use parentheses to change the syntax, Excel adds 5 and 2 together and then multiplies the
result by 3 to produce 21. =(5+2)*3
In the example below, the parentheses around the first part of the formula force Excel to calculate B4+25
first and then divide the result by the sum of the values in cells D5, E5, and F5.
=(B4+25)/SUM(D5:F5)
Use Excel as your calculator
Instead of reaching for your calculator, use Microsoft Office Excel to do the math!
On a worksheet, you can enter simple formulas to add, divide, multiply, and subtract two or more numeric
values. You can also enter a formula that uses the SUM function (also known as AutoSum) to quickly total a
series of values without having to enter any of them manually in a formula. Once you have created a
formula, you can fill it into adjacent cells — no need to create the same formula over and over again.
When you become familiar with these simple formulas, you may want to learn more about how to create
complex formulas and try some of the many functions that are available in Excel.
More about simple formulas
The first thing that you have to know is that all formula entries start with an equal sign (=). For simple
formulas, you type the equal sign followed by the numeric values that you want to calculate and the math
operators that you want to use — for example the plus sign (+) to add, the minus sign (-) to subtract, the
asterisk (*) to multiply, and the forward slash (/) to divide the values that you enter. When you press
ENTER, Excel instantly calculates and displays the result of the formula.
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For example, when you type a simple formula in a cell ( for example, =12.99+16.99 in cell C6 in the
following picture) and then press ENTER, Excel calculates the result and displays it in that cell. The formula
itself appears in the formula bar.
The formula that you enter in a cell remains visible in the

formula bar, and you can see it whenever that cell is selected.
AutoSum
To quickly total a series of values without having to enter any of them manually in a formula, you can enter a
formula that uses the SUM function, also known as AutoSum.
AutoSum is the button that displays the "summation" symbol (the uppercase Sigma of the Greek alphabet).
Within easy reach in two locations on the Ribbon, you can find this button on the Home tab in the Editing
group and on the Formulas tab in the Function Library group.
When you select a cell to the right of or below a range of numeric values and then click AutoSum, Excel
automatically includes that range in the formula and calculates the values.
Clicking AutoSum enters a formula that uses the SUM function to calculate the numeric values directly
above or to the left of the selected cell.
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For example, to quickly total the numbers for January, you just have to select cell B7 and then click
AutoSum. A color marquee surrounds the cells that are selected in the formula that is entered in cell B7.
After pressing ENTER, the result of the formula is displayed in the selected cell (B7), and the formula
appears in the formula bar.
Cell B7 displays the result of the formula. The formula itself

appears in the formula bar whenever that cell is selected.
In a formula that uses a function, such as SUM, the cell reference that appears inside the parentheses is the
argument of the formula. The argument determines which values the formula is going calculate. The colon
(:) in the cell reference (B3:B6 in the example) indicates that the cell reference is a range of cells.
Parentheses are always required in a formula that uses a function — they separate the argument from the
function name in the formula.
When a cell reference is used in the argument of a formula instead of the actual values, Excel can
automatically update the formula result whenever the values in the referenced cells are updated.
Stop typing the same formula over and over
Once you have created a formula, you can copy it to other cells — no need to create the same formula over
and over again.
For example, when you copy the formula in cell B7 to the adjacent cell C7, the formula in that cell
automatically adjusts to the new location, and calculates the numeric values in column C.
The copied formula references and calculates the numeric

values in column C.
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Use a simple formula to add, subtract, multiply, or divide numeric values
In a simple formula, you can enter values and math operators to calculate those values. However, instead of
entering values directly in the formula, you can also refer to the cells that contain the values that you want to
calculate. Using cell references in a formula makes sure that any changes to the values are automatically
updated in the calculation result of the formula.
1. On a worksheet, click the cell in which you want to enter the formula.
2. To start the formula, type =
3. To enter the first numeric value, do one of the following:
o Type the value that you want to use.
TIP For example, type 10
o Select the cell that contains the value that you want to use.
TIP For example, select cell A1.
4. To enter the math operator that you want to use, do one of the following:
o To use a plus sign (+) to add the values in the formula, type +
o To use a minus sign (-) to subtract the values in the formula, type -
o To use an asterisk (*) to multiply the values in the formula, type *
o To use a forward slash (/) to divide the values in the formula, type /
5. To enter the next value numeric value, do the following:
o Type the value that you want to use.
TIP For example, type 5.
o Select the cell that contains the value that you want to use.
TIP For example, select cell B1.
6. Repeat steps 4 and 5 for any additional math operations and values that you want to include in
the formula.
TIP For an operation to take precedence in the calculation, use parentheses around that operation.
For example, type =(10+5)*2 or =(A1+B1)*C1.
7. When the formula is complete, press ENTER.
By default, the resulting value of the formula appears in the selected cell, and the formula itself is
displayed in the formula bar.
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Use the SUM function to total numeric values in a column or row
To calculate the total of a series of numeric values in a row or column, you do not have to enter all those
values manually into a formula. Instead you can use a predefined formula that uses the SUM function.
1. On a worksheet, click a cell below or to the right of the numeric values that you want to total.
2. On the Home tab, in the Editing group, click AutoSum .
TIP AutoSum is also available on the Formulas tab, in the Function Library group.
3. Press ENTER to display the SUM function result in the selected cell.
The formula itself appears in the formula bar.
TIP If you are looking for an quick way to total values in a column, you may want to place your data in an
Excel table. In an Excel table, you can add a total row so that you can instantly summarize the values in a
column.
Fill a formula into adjacent cells
When you fill a formula into adjacent cells, either in a row or column, the formula automatically adjusts to
calculate the values in the corresponding row or column.
1. On a worksheet, select the cell that contains the formula that you want to fill into adjacent cells.
NOTE The fill handle is displayed by default, but if it is not available you must first specify an
option in Excel to enable the fill handle.
For information about how to display the fill handle, see Display or hide the fill handle.
3. To specify how you want to fill the selection, click Auto Fill Options , and then click the
NOTE If automatic workbook calculation is not enabled, formulas will not recalculate when you fill cells.
To check your workbook calculation options, do the following:
category.
2. Under Calculation options, look under Workbook Calculation.
- Automatic Formulas automatically recalculate.
- Automatic except for data tables Formulas automatically recalculate, unless the
formula is in a data table.
- Manual Formulas never automatically recalculate.
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- Recalculate workbook before saving This option is available only if Workbook

Calculation is set to Manual. If this check box is selected, formulas do not automatically
recalculate until you save the workbook. Note that several other actions can cause the
workbook to be saved, such as using the Send To command.
Tips
o You can also fill the active cell with the formula of an adjacent cell by using the Fill
command (on the Home tab in the Editing group) or by pressing CTRL+D to fill a cell
below or CTRL+R to fill a cell to the right of the cell that contains the formula.
o You can automatically fill a formula downward, for all adjacent cells that it applies to, by
double-clicking the fill handle of the first cell that contains the formula. For example, cells
A1:A15 and B1:B15 contain numeric values, and you type the formula =A1+B1 in cell C1.
To copy that formula into cells C2:C15 (so that C2=A2+B2, C3=A3+B3, and so on), select
cell C1 and double-click the fill handle.
o If you are looking for an even faster method for filling formulas, you may want to place your
data in an Excel table. In an Excel table, you can create a calculated column by simply
entering one formula, and Excel automatically uses that formula in the whole column.
Guidelines and examples of array formulas
To become an Excel power user, you need to know how to use array formulas, which can perform
calculations that you can't do by using non-array formulas. The following article is based on a series of Excel
Power User columns written by Colin Wilcox and adapted from chapters 14 and 15 of Excel 2002 Formulas,
a book written by John Walkenbach, an Excel MVP. To learn more about John's other books, see his book
page.
Learn about array formulas
This section introduces array formulas and explains how to enter, edit, and troubleshoot them.
Why use array formulas?
If you have experience using formulas in Excel, you know that you can perform some fairly sophisticated
operations. For example, you can calculate the total cost of a loan over any given number of years. However,
if you really want to master formulas in Excel, you need to know how to use array formulas. You can use
array formulas to do complex tasks, such as:
o Count the number of characters that are contained in a range of cells.

o Sum only numbers that meet certain conditions, such as the lowest values in a range or numbers that
fall between an upper and lower boundary.
o Sum every nth value in a range of values.
NOTE You may see array formulas referred to as "CSE formulas," because you press
CTRL+SHIFT+ENTER to enter them into your workbooks.
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A quick introduction to arrays and array formulas
If you've done even a little programming, you've probably run across the term array. For our purposes, an
array is a collection of items. In Excel, those items can reside in a single row (called a one-dimensional
horizontal array), a column (a one-dimensional vertical array), or multiple rows and columns (a two-
dimensional array). You cannot create three-dimensional arrays or array formulas in Excel.
An array formula is a formula that can perform multiple calculations on one or more of the items in an array.
Array formulas can return either multiple results or a single result. For example, you can place an array
formula in a range of cells and use the array formula to calculate a column or row of subtotals. You can also
place an array formula in a single cell and then calculate a single amount. An array formula that resides in
multiple cells is called a multi-cell formula, and an array formula that resides in a single cell is called a
single-cell formula.
The examples in the next section show you how to create multi-cell and single-cell array formulas.
Try it!
This exercise shows you how to use multi-cell and single-cell array formulas to calculate a set of sales
figures. The first set of steps uses a multi-cell formula to calculate a set of subtotals. The second set uses a
single-cell formula to calculate a grand total.
Create a multi-cell array formula
1. Open a new, blank workbook.

2. Copy the example worksheet data, and then paste it into the new workbook starting at cell A1.
How to copy the example worksheet data
1. Create a blank workbook or worksheet.

2. Select the example in the Help topic.
NOTE Do not select the row or column headers.
3. Press CTRL+C.
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Sales Person Car Type Number Sold Unit Price Total Sales
Barnhill Sedan 5 2200
Coupe 4 1800
Ingle Sedan 6 2300
Coupe 8 1700
Jordan Sedan 3 2000
Coupe 1 1600
Pica Sedan 9 2150
Coupe 5 1950
Sanchez Sedan 6 2250
Coupe 8 2000
3. Use the Paste Options button that appears nearby to match the destination formatting.
4. To multiply the values in the array (the cell range C2 through D11), select cells E2 through E11,
and then enter the following formula in the formula bar:
=C2:C11*D2:D11
5. Press CTRL+SHIFT+ENTER.
Excel surrounds the formula with braces ({ }) and places an instance of the formula in each cell of the
selected range. This happens very quickly, so what you see in column E is the total sales amount for each car
type for each salesperson.
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Create a single-cell array formula
1. In cell A13 of the workbook, type Total Sales.

2. In cell B13, type the following formula, and then press CTRL+SHIFT+ENTER:
=SUM(C2:C11*D2:D11)
In this case, Excel multiplies the values in the array (the cell range C2 through D11) and then uses the SUM
function to add the totals together. The result is a grand total of $111,800 in sales. This example shows how
powerful this type of formula can be. For example, suppose you have 15,000 rows of data. You can sum part
or all of that data by creating an array formula in a single cell.
Also, notice that the single-cell formula (in cell B13) is completely independent of the multi-cell formula
(the formula in cells E2 through E11). This points to another advantage of using array formulas —
flexibility. You can take any number of actions, such as changing the formulas in column E or deleting that
column altogether, without affecting the single-cell formula.
Array formulas also offer these advantages:
• Consistency If you click any of the cells from E2 downward, you see the same formula. That
consistency can help ensure greater accuracy.
• Safety You cannot overwrite a component of a multi-cell array formula. For example, click cell E3
and press DELETE. You have to either select the entire range of cells (E2 through E11) and change
the formula for the entire array, or leave the array as is. As an added safety measure, you must press
CTRL+SHIFT+ENTER to confirm the change to the formula.
• Smaller file sizes You can often use a single array formula instead of several intermediate
formulas. For example, the workbook you created for this exercise uses one array formula to
calculate the results in column E. If you had used standard formulas (such as =C2*D2), you would
have used 11 different formulas to calculate the same results.
A look at array formula syntax
For the most part, array formulas use standard formula syntax. They all begin with an equal sign, and you
can use any of the built-in Excel functions in your array formulas. The key difference is that when using an
array formula, you must press CTRL+SHIFT+ENTER to enter your formula. When you do this, Excel
surrounds your array formula with braces — if you type the braces manually, your formula will be converted
to a text string, and it will not work.
The next thing you need to understand is that array functions are a form of shorthand. For example, the
multi-cell function that you used earlier is the equivalent of:
=C2*D2
=C3*D3
and so on. The single-cell formula in cell B13 condenses all of those multiplication operations, plus the
arithmetic required to add those subtotals: =E2+E3+E4, and so on.
Rules for entering and changing array formulas

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The primary rule for creating an array formula is worth repeating: Press CTRL+SHIFT+ENTER whenever
you need to enter or edit an array formula. That rule applies to both single-cell and multi-cell formulas.
Whenever you work with multi-cell formulas, you also need to follow these rules:
- You must select the range of cells to hold your results before you enter the formula. You did this in
step 3 of the multi-cell array formula exercise when you selected cells E2 through E11.
- You cannot change the contents of an individual cell in an array formula. To try this, select cell E3
in the sample workbook and press DELETE.
- You can move or delete an entire array formula, but you cannot move or delete part of it. In other
words, to shrink an array formula, you first delete the existing formula and then start over.
TIP To delete an array formula, select the entire formula (for example, =C2:C11*D2:D11), press
DELETE, and then press CTRL+SHIFT+ENTER.
Expanding an array formula
At times, you may need to expand an array formula. (Remember that you cannot shrink an array formula.)
The process is not complicated, but you must remember the rules listed in the previous section.
1. In the sample workbook, clear any text and single-cell formulas that are located below the main
table.
2. Paste these additional lines of data into the workbook starting at cell A12. Use the Paste Options
button that appears nearby to match the destination formatting.
Toth Sedan 6 2500
Coupe 7 1900
Wang Sedan 4 2200
Coupe 3 2000
Young Sedan 8 2300
Coupe 8 2100
1. Select the range of cells that contains the current array formula (E2:E11), plus the empty cells
(E12:E17) that are next to the new data. In other words, select cells E2:E17.
2. Press F2 to switch to edit mode.
3. In the formula bar, change C11 to C17, change D11 to D17, and then press
CTRL+SHIFT+ENTER . Excel updates the formula in cells E2 through E11 and places an instance
of the formula in the new cells, E12 through E17.
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Learn about array constants
This section introduces array constants and explains how to enter, edit, and troubleshoot them.
A brief introduction to array constants
Array constants are a component of array formulas. You create array constants by entering a list of items and
then manually surrounding the list with braces ({ }), like so:
={1,2,3,4,5}
Earlier in this article, we emphasized the need to press CTRL+SHIFT+ENTER when you create array
formulas. Because array constants are a component of array formulas, you surround the constants with braces
manually by typing them. You then use CTRL+SHIFT+ENTER to enter the entire formula.
If you delimit (separate) the items by using commas, you create a horizontal array (a row). If you delimit the
items by using semicolons, you create a vertical array (a column). To create a two-dimensional array, you
delimit the items in each row by using commas, and you delimit each row by using semicolons.
As with array formulas, you can use array constants with any of the built-in functions that Excel provides.
The following sections explain how to create each kind of constant and how to use these constants with
functions in Excel.
Create one-dimensional and two-dimensional constants
The following procedure will give you some practice in creating horizontal, vertical, and two-dimensional
constants.
Create a horizontal constant
1. Use the workbook from the previous column, or start a new workbook.
2. Select cells A1 through E1.
3. In the formula bar, enter the following formula, and then press CTRL+SHIFT+ENTER:
={1,2,3,4,5}
NOTE In this case, you should type the opening and closing braces ({ }).
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You see the following result.
You may wonder why you can't just type the numbers manually. Keep going, because the Use constants in
formulas section, later in this article, demonstrates the advantages of using array constants.
Create a vertical constant
1. In your workbook, select a column of five cells.

2. In the formula bar, enter the following formula and press CTRL+SHIFT+ENTER:
={1;2;3;4;5}
Create a two-dimensional constant
1. In your workbook, select a block of cells four columns wide by three rows high.
={1,2,3,4;5,6,7,8;9,10,11,12}
You see the following result:
Use constants in formulas
Now that you are familiar with entering array constants, here is a simple example that uses what we've
discussed:
1. Open a blank worksheet.

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2. Copy the following table starting at cell A1. Use the Paste Options button that appears
nearby to match the destination formatting.
3 4 5 6 7
3. In cell A3, enter the following formula, and then press CTRL+SHIFT+ENTER:
=SUM(A1:E1*{1,2,3,4,5})
Notice that Excel surrounds the constant with another set of braces, because you entered it as an array
formula.
The value 85 appears in cell A3. The next section explains how the formula works.
A look at the array constant syntax
The formula you just used contains several parts.
Function
Stored array
Operator
Array constant
The last element inside the parentheses is the array constant: {1,2,3,4,5}. Remember that Excel does not
surround array constants with braces; you must do this. Also remember that after you add a constant to an
array formula, you press CTRL+SHIFT+ENTER to enter the formula.
Because Excel performs operations on expressions enclosed in parentheses first, the next two elements that
come into play are the values stored in the workbook (A1:E1) and the operator. At this point, the formula
multiplies the values in the stored array by the corresponding values in the constant. It's the equivalent of:
=SUM(A1*1,B1*2,C1*3,D1*4,E1*5)
Finally, the SUM function adds the values, and the sum 85 appears in cell A3:
To avoid using the stored array and to just keep the operation entirely in memory, replace the stored array
with another array constant:
=SUM({3,4,5,6,7}*{1,2,3,4,5})
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To try this, copy the function, select a blank cell in your workbook, paste the formula into the formula bar,
and then press CTRL+SHIFT+ENTER. You see the same result as you did in the earlier exercise that used
the array formula =SUM(A1:E1*{1,2,3,4,5}).
Elements that you can use in constants
Array constants can contain numbers, text, logical values (such as TRUE and FALSE), and error values (
such as #N/A). You can use numbers in the integer, decimal, and scientific formats. If you include text, you
must surround that text with double quotation marks (").
Array constants cannot contain additional arrays, formulas, or functions. In other words, they can contain
only text or numbers that are separated by commas or semicolons. Excel displays a warning message when
you enter a formula such as {1,2,A1:D4} or {1,2,SUM(Q2:Z8)}. Also, numeric values cannot contain
percent signs, dollar signs, commas, or parentheses.
Naming array constants
Possibly the best way to use array constants is to name them. Named constants can be much easier to use,
and they can hide some of the complexity of your array formulas from beginning users. To name an array
constant and use it in a formula, do the following:
1. On the Formulas tab, in the Defined Names group, click Define Name.
The Define Name dialog box appears.
2. In the Name box, type Quarter1.

3. In the Refers to box, enter the following constant (remember to type the braces manually):
={"January","February","March"}
The contents of the dialog box should look like this:
4. Click OK.
5. On the worksheet, select a row of three blank cells.
6. Type the following formula, and then press CTRL+SHIFT+ENTER.
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=Quarter1
When you use a named constant as an array formula, remember to enter the equal sign. If you don't, Excel
interprets the array as a string of text. Finally, keep in mind that you can use combinations of text and
numbers.
Troubleshooting array constants
Look for the following problems when your array constants don't work:
o Some elements might not be separated with the proper character. If you omit a comma or semicolon,
or if you put one in the wrong place, the array constant may not be created correctly or you may see
a warning message.
o You may have selected a range of cells that doesn't match the number of elements in your constant.
For example, if you select a column of six cells for use with a five-cell constant, the #N/A error
value appears in the empty cell. Conversely, if you select too few cells, Excel omits the values that
don't have a corresponding cell.
Array constants in action
The following examples demonstrate a few of the ways in which you can put array constants to use in array
formulas. Some of the examples use the TRANSPOSE function to convert rows to columns and vice versa.
Multiply each item in an array
1. Select a block of empty cells four columns wide by three rows high.
2. Type the following formula, and then press CTRL+SHIFT+ENTER.
={1,2,3,4;5,6,7,8;9,10,11,12}*2
Square the items in an array
• Select a block of empty cells four columns wide by three rows high.
• Type the following array formula, and then press CTRL+SHIFT+ENTER.
={1,2,3,4;5,6,7,8;9,10,11,12}*{1,2,3,4;5,6,7,8;9,10,11,12}
Alternatively, enter this array formula, which uses the caret operator (^):
={1,2,3,4;5,6,7,8;9,10,11,12}^2
Transpose a one-dimensional row

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1. Select a column of five blank cells.

2. Type the following formula, and then press CTRL+SHIFT+ENTER:
=TRANSPOSE({1,2,3,4,5})
Even though you entered a horizontal array constant, the TRANSPOSE function converts the array constant
into a column.
Transpose a one-dimensional column
1. Select a row of five blank cells.

2. Enter the following formula, and then press CTRL+SHIFT+ENTER:
=TRANSPOSE({1;2;3;4;5})
Even though you entered a vertical array constant, the TRANSPOSE function converts the constant into a
row.
Transpose a two-dimensional constant
1. Select a block of cells three columns wide by four rows high.

2. Enter the following constant, and press CTRL+SHIFT+ENTER.
=TRANSPOSE({1,2,3,4;5,6,7,8;9,10,11,12})
The TRANSPOSE function converts each row into a series of columns.
Putting basic array formulas to work
This section provides examples of basic array formulas.
Get started
Use the data in this section to create two sample worksheets.
1. Open an existing workbook or create a new workbook, and make sure it contains two blank
worksheets.
2. Copy the data in the following table, and paste it into the worksheet starting at cell A1.
400 the quick 1 2 3 4
1200 brown fox 5 6 7 8
3200 jumped over 9 10 11 12
475 the lazy 13 14 15 16

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500 power user
2000
600
1700
800
2700
3. Your finished worksheet should look like this.
4. Name the first worksheet Data, and name a second blank worksheet Arrays.
Create arrays and array constants from existing values
The following example explains how to use array formulas to create links between ranges of cells in different
worksheets. It also shows you how to create an array constant from the same set of values.
Create an array from existing values
1. In your sample workbook, select the Arrays worksheet.

2. Select the cell range C1 through E3.
3. Enter the following formula in the formula bar, and then press CTRL+SHIFT+ENTER:
=Data!E1:G3

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The formula links to the values stored in cells E1 through G3 on the Data worksheet. The alternative to this
multi-cell array formula is to place a unique formula in each cell of the Arrays worksheet, as follows.
=Data!E1 =Data!F1 =Data!G1
If you change some of the values on the Data worksheet, those changes appear on the Arrays worksheet.
Remember that to change any values on the Data worksheet, you have to follow the rules for editing array
formulas.
Create an array constant from existing values
1. On the Arrays worksheet, select cells C1 through E3.

2. Press F2 to switch to edit mode.
3. Press F9 to convert the cell references to values. Excel converts the values into an array
constant.
4. Press CTRL+SHIFT+ENTER to enter the array constant as an array formula.
Excel replaces the =Data!E1:G3 array formula with the following array constant:
={1,2,3;5,6,7;9,10,11}
The link has been broken between the Data and Arrays worksheets, and the array formula has been replaced
by an array constant.
Count characters in a range of cells
The following example shows you how to count the number of characters, including spaces, in a range of
cells.
On the Data worksheet, enter the following formula in cell C7, and then press
CTRL+SHIFT+ENTER:
=SUM(LEN(C1:C5))
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The value 47 appears in cell C7.
In this case, the LEN function returns the length of each text string in each of the cells in the range. The
SUM function then adds those values together and displays the result in the cell that contains the formula,
C7.
Find the n smallest values in a range
This example shows how to find the three smallest values in a range of cells.
1. On the Data worksheet, select cells A12 through A14.
This set of cells will hold the results returned by the array formula.
=SMALL(A1:A10,{1;2;3})
The values 400, 475, and 500 appear in cells A12 through A14, respectively.
This formula uses an array constant to evaluate the SMALL function three times and return the smallest (1),
second smallest (2), and third smallest (3) members in the array that is contained in cells A1:A10. To find
more values, you add more arguments to the constant and an equivalent number of result cells to the
A12:A14 range. You can also use additional functions with this formula, such as SUM or AVERAGE. For
example:
=SUM(SMALL(A1:A10,{1;2;3}))
=AVERAGE(SMALL(A1:A10,{1;2;3}))
Find the n largest values in a range
To find the largest values in a range, you can replace the SMALL function with the LARGE function. In
addition, the following example uses the ROW and INDIRECT functions.
1. On the Data worksheet, select cells A12 through A14.

2. Press DELETE to clear the existing formula but leave the cells selected.
3. In the formula bar, enter this formula, and then press CTRL+SHIFT+ENTER:
=LARGE(A1:A10,ROW(INDIRECT("1:3")))
The values 3200, 2700, and 2000 appear in cells A12 through A14, respectively.
At this point, it may help to know a bit about the ROW and INDIRECT functions. You can use the ROW
function to create an array of consecutive integers. For example, select an empty column of 10 cells in your
practice workbook, enter this array formula in cells A1:A10, and then press CTRL+SHIFT+ENTER:
=ROW(1:10)
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The formula creates a column of 10 consecutive integers. To see a potential problem, insert a row above the
range that contains the array formula (that is, above row 1). Excel adjusts the row references, and the formula
generates integers from 2 to 11. To fix that problem, you add the INDIRECT function to the formula:
=ROW(INDIRECT("1:10"))
The INDIRECT function uses text strings as its arguments (which is why the range 1:10 is surrounded by
double quotation marks). Excel does not adjust text values when you insert rows or otherwise move the array
formula. As a result, the ROW function always generates the array of integers that you want.
Let us examine the formula that you used earlier — =LARGE(A1:A10,ROW(INDIRECT("1:3"))) —

starting from the inner parentheses and working outward: The INDIRECT function returns a set of text
values, in this case the values 1 through 3. The ROW function in turn generates a three-cell columnar array.
The LARGE function uses the values in the cell range A1:A10, and it is evaluated three times, once for each
reference returned by the ROW function. The values 3200, 2700, and 2000 are returned to the three-cell
columnar array. If you want to find more values, you add a greater cell range to the INDIRECT function.
Finally, you can use this formula with other functions, such as SUM and AVERAGE.
Find the longest text string in a range of cells
This example finds the longest string of text in a range of cells. This formula works only when a data range
contains a single column of cells.
On the Data worksheet, clear the existing formula from cell C7, enter the following formula in
that cell, and then press CTRL+SHIFT+ENTER:
=INDEX(C1:C5,MATCH(MAX(LEN(C1:C5)),LEN(C1:C5),0),1)
The value jumped over appears in cell C7.
Let us examine the formula, starting from the inner elements and working outward. The LEN function
returns the length of each of the items in the cell range C1:C5. The MAX function calculates the largest
value among those items, which corresponds to the longest text string, which is in cell C3.
Here's where things get a little complex. The MATCH function calculates the offset (the relative position) of
the cell that contains the longest text string. To do that, it requires three arguments: a lookup value, a lookup
array, and a match type. The MATCH function searches the lookup array for the specified lookup value. In
this case, the lookup value is the longest text string:
(MAX(LEN(C1:C5))
and that string resides in this array:
LEN(C1:C5)
The match type argument is 0. The match type can consist of a 1, 0, or -1 value. If you specify 1, MATCH
returns the largest value that is less than or equal to the lookup value. If you specify 0, MATCH returns the
first value exactly equal to the lookup value. If you specify -1, MATCH finds the smallest value that is
greater than or equal to the specified lookup value. If you omit a match type, Excel assumes 1.
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Finally, the INDEX function takes these arguments: an array, and a row and column number within that
array. The cell range C1:C5 provides the array, the MATCH function provides the cell address, and the final
argument (1) specifies that the value comes from the first column in the array.
Putting advanced array formulas to work
This section provides examples of advanced array formulas.
Sum a range that contains error values
The SUM function in Excel does not work when you try to sum a range that contains an error value, such as
#N/A. This example shows you how to sum the values in a range named Data that contains errors.
=SUM(IF(ISERROR(Data),"",Data))
The formula creates a new array that contains the original values minus any error values. Starting from the
inner functions and working outward, the ISERROR function searches the cell range (Data) for errors. The
IF function returns a specific value if a condition you specify evaluates to TRUE and another value if it
evaluates to FALSE. In this case, it returns empty strings ("") for all error values because they evaluate to
TRUE, and it returns the remaining values from the range (Data) because they evaluate to FALSE, meaning
that they don't contain error values. The SUM function then calculates the total for the filtered array.
Count the number of error values in a range
This example is similar to the previous formula, but it returns the number of error values in a range named
Data instead of filtering them out:
=SUM(IF(ISERROR(Data),1,0))
This formula creates an array that contains the value 1 for the cells that contain errors and the value 0 for the
cells that don't contain errors. You can simplify the formula and achieve the same result by removing the
third argument for the IF function, like so:
=SUM(IF(ISERROR(Data),1))
If you don't specify the argument, the IF function returns FALSE if a cell does not contain an error value.
You can simplify the formula even more:
=SUM(IF(ISERROR(Data)*1))
This version works because TRUE*1=1 and FALSE*1=0.
Sum values based on conditions
You may need to sum values based on conditions. For example, this array formula sums just the positive
integers in a range named Sales:
=SUM(IF(Sales>0,Sales))
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The IF function creates an array of positive values and false values. The SUM function essentially ignores
the false values because 0+0=0. The cell range that you use in this formula can consist of any number of
rows and columns.
You can also sum values that meet more than one condition. For example, this array formula calculates
values greater than 0 and less than or equal to 5:
=SUM((Sales>0)*(Sales<=5)*(Sales))
Keep in mind that this formula returns an error if the range contains one or more non-numeric cells.
You can also create array formulas that use a type of OR condition. For example, you can sum values that
are less than 5 and greater than 15:
=SUM(IF((Sales<5)+(Sales>15),Sales))
The IF function finds all values smaller than 5 and greater than 15 and then passes those values to the SUM
function.
IMPORTANT You cannot use the AND and OR functions in array formulas directly because those
functions return a single result, either TRUE or FALSE, and array functions require arrays of results. You
can work around the problem by using the logic shown in the previous formula. In other words, you perform
math operations, such as addition or multiplication, on values that meet the OR or AND condition.
Compute an average that excludes zeros
This example shows you how to remove zeros from a range when you need to average the values in that
range. The formula uses a data range named Sales:
=AVERAGE(IF(Sales<>0,Sales))
The IF function creates an array of values that do not equal 0 and then passes those values to the
AVERAGE function.
Count the number of differences between two ranges of cells
This array formula compares the values in two ranges of cells named MyData and YourData and returns the
number of differences between the two. If the contents of the two ranges are identical, the formula returns 0.
To use this formula, the cell ranges must be the same size and of the same dimension:
=SUM(IF(MyData=YourData,0,1))
The formula creates a new array of the same size as the ranges that you are comparing. The IF function fills
the array with the value 0 and the value 1 (0 for mismatches and 1 for identical cells). The SUM function
then returns the sum of the values in the array.
You can simplify the formula like this:
=SUM(1*(MyData<>YourData))
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Like the formula that counts error values in a range, this formula works because TRUE*1=1, and
FALSE*1=0.
Find the location of the maximum value in a range
This array formula returns the row number of the maximum value in a single-column range named Data:
=MIN(IF(Data=MAX(Data),ROW(Data),""))
The IF function creates a new array that corresponds to the Data range. If a corresponding cell contains the
maximum value in the range, the array contains the row number. Otherwise, the array contains an empty
string (""). The MIN function uses the new array as its second argument and returns the smallest value,
which corresponds to the row number of the maximum value in Data. If the Data range contains identical
maximum values, the formula returns the row of the first value.
If you want to return the actual cell address of a maximum value, use this formula:
=ADDRESS(MIN(IF(Data=MAX(Data),ROW(Data),"")),COLUMN(Data))
Use Formula AutoComplete
To make it easier to create and edit formulas and minimize typing and syntax errors, use Formula
AutoComplete. After you type an = (equal sign) and beginning letters or a display trigger, Microsoft Office
Excel displays below the cell a dynamic drop-down list of valid functions, names, and text strings that match
the letters or trigger. You can then insert an item in the drop-down list into the formula by using an insert
trigger.
Type the = (equal sign) and beginning letters or a display trigger to start Formula AutoComplete.
As you type, a scrollable list of valid items is displayed with the closest match highlighted.
Icons represent the type of entry, such as a function or table reference.
Detailed ScreenTips help you make the best choice.

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Control the drop-down list by using display triggers
The following table summarizes how to dynamically control the display of items in the Formula
AutoComplete drop-down list.
To display Type this
Excel and user- A letter or beginning letters anywhere a function can be entered.
defined function
names Example: Su
Function arguments (No display trigger).
Type the argument, such as a number or cell reference, or use a display trigger,
such as beginning letters or an [ (opening bracket).
Example: SUM(5, A2, [
For each subsequent argument, type a comma and then the argument or another
display trigger.
NOTE The following functions have arguments with enumerated constants

that automatically display in the drop-down list: CELL, FV, HLOOKUP,
MATCH, PMT, PV, RANK, SUBTOTAL, and VLOOKUP.
Defined names and A letter or beginning letters where that name can be entered.
table names
Example: Ann
Table column One or more of the following:

specifiers and special
[ (opening bracket) immediately after the table name.
item specifiers
([#All], [#Data],
Example: AnnualSummary[
[#Headers],
[#Totals],
, (comma) immediately after a special item.
[#ThisRow])
Example: =AnnualSummary[#All],
: (colon) immediately after a column name.
Example: AnnualSummary[Sales:
NOTE If the cell is in a table, the table name is optional. For example, the
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following formulas would be the same:
=[Sales]/[Costs]
=AnnualSummary[Sales]/AnnualSummary[Costs]
Connection names in " (opening quotation mark) immediately after the opening parenthesis of a Cube
Cube functions function name.
Example: CUBEMEMBER("
NOTE Only OLAP connections stored in the current workbook are listed.
Multidimensional One or more of the following:

expressions (MDX)
" (opening quotation mark) immediately after the comma for an
text strings in Cube
argument.
functions
Example: CUBEMEMBER("SalesCubeData","
. (period) immediately after a closing bracket.
Example: CUBEMEMBER("SalesCubeData","[Customers].
Example: CUBEMEMBER("SalesCubeData","[Customers].[Mexico].
( (opening parenthesis) immediately after an opening quotation mark

for an MDX text string to indicate the beginning of a tuple.
Example: CUBEVALUE("SalesCubeData","(
, (comma) immediately after a closing bracket in an MDX text string

to indicate the second part of a tuple.
Example: CUBEVALUE("SalesCubeData","([Customers].[Mexico],
{ (opening brace) immediately after an opening quotation mark for an

MDX text string to indicate the beginning of a set expression.
Example: CUBEVALUE("SalesCubeData","{
NOTES
You must be connected to an OLAP data source to enter an MDX text

string using Formula AutoComplete.
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If a caption is defined, it is displayed in a ScreenTip to help confirm

the choice.
If an MDX text string is ambiguous, then a unique member name is
still entered but you must decide if the correct one was entered. For
example, if there are two values for the following MDX text string:
CUBEMEMBER("SalesCubeData","[Customers].[Mexico].[Hidalgo].[Dora
N. Boots]
One of the following values would be entered:
[Customers].[Name].&[54342]
[Customers].[Name].&[34297]
If the one entered is not what you want, you would delete it, and then select
the other one.
Microsoft SQL Server Analysis Services function names, such as

"Children", "Parent", or "Crossjoin" are not displayed in the drop-down list,
but you can still type them.
NOTES
• At any time that you are using Formula AutoComplete, you can type what you want to finish the
formula.
• You can use Formula AutoComplete in the middle of an existing nested function or formula. The
text immediately before the insertion point is used to display values in the drop-down list, and all of
the text after the insertion point remains unchanged.
• Defined names that you create for enumerated constants, such as the ones used in the SUBTOTAL
function, and Cube function connections do not display in the AutoComplete drop-down list, but
you can still type them.
Navigate the Formula AutoComplete drop-down list by using keys
The following table summarizes the keys that you can use to navigate the Formula AutoComplete drop-down
list.
To Press
Move the insertion point one character to the left. LEFT ARROW
Move the insertion point one character to the right. RIGHT ARROW
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Move the selection up one item. UP ARROW
Move the selection down one item. DOWN ARROW
Select the last item. END
Select the first item. HOME
Move down one page and select a new item. PAGE DOWN
Move up one page and select a new item. PAGE UP
Close the drop-down list. ESCAPE (or click another cell)
Turn on or off Formula AutoComplete. ALT+DOWN ARROW
Enter an item from the drop-down list by using an insert trigger
IMPORTANT As you are typing a formula, even after using an insert trigger, don't forget to type the
closing parenthesis for a function, closing bracket for a table reference, or closing quotation mark for an
MDX text string.
• To insert the selected item into the formula and put the insertion point directly after it, press TAB,
or double-click the item.
Turn Formula AutoComplete on or off
category.
2. Under Working with formulas, select or clear Formula AutoComplete.
TIP You can also press ALT+DOWN ARROW.
Nest a function within a function
Nested functions use a function as one of the arguments of another function. You can nest up to 64 levels of
functions. The following formula sums a set of numbers (G2:G5) only if the average of another set of
numbers (F2:F5) is greater than 50. Otherwise it returns 0.
The AVERAGE and SUM functions are nested within the IF function.
1. Click the cell in which you want to enter the formula.

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2. To start the formula with the function, click Function Wizard on the formula bar
.
3. Select the function you want to use. You can enter a question that describes what you want to do
in the Search for a function box (for example, "add numbers" returns the SUM function), or
browse from the categories in the Or Select a category box.
4. Enter the arguments.
• To enter cell references as an argument, click Collapse Dialog next to the argument that you
want (which temporarily hides the dialog box), select the cells on the worksheet, and then click
Expand Dialog .
• To enter another function as an argument, enter the function in the argument box that you want.
For example, you can add SUM(G2:G5) in the Value_if_true edit box of the IF function.
• The parts of the formula displayed in the Function Arguments dialog box reflect the function
that you selected in the previous step. For example, if you clicked IF, Function arguments
displays the arguments for the IF function.
Move or copy a formula
It's important to be aware of what can happen to cell references, whether they are absolute or relative, when
you move a formula by cutting and pasting it, or copy a formula by copying and pasting it.
When you move a formula, the cell references within the formula do not change no matter what
type of cell reference that you use.
When you copy a formula, the cell references may change based on the type of cell reference
that you use.
Move a formula
1. Select the cell that contains the formula that you want to move.
2. On the Home tab, in the Clipboard group, click Cut.
You can also move formulas by dragging the border of the selected cell to the upper-left cell of the
paste area. Any existing data is replaced.

 To paste the formula and any formatting, on the Home tab, in the Clipboard group,
click Paste.
 To paste the formula only, on the Home tab, in the Clipboard group, click Paste,
click Paste Special, and then click Formulas.
Copy a formula
1. Select the cell that contains the formula that you want to copy.
2. On the Home tab, in the Clipboard group, click Copy.
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 To paste the formula and any formatting, on the Home tab, in the Clipboard group,
click Paste.
 To paste the formula only, on the Home tab, in the Clipboard group, click Paste,
click Paste Special, and then click Formulas.
NOTE You can paste only the formula results. On the Home tab, in the Clipboard group, click
Paste, click Paste Special, and then click Values.
4. Verify that the cell references in the formula produce the result that you want. If necessary,
switch the type of reference by doing the following:
1. Select the cell that contains the formula.
2. In the formula bar , select the reference that you want to change.
3. Press F4 to switch between the combinations.
The following table summarizes how a reference type updates if a formula that contains the
reference is copied two cells down and two cells to the right.
For a formula being copied: If the reference is: It changes to:
$A$1 (absolute column and absolute row) $A$1
A$1 (relative column and absolute row) C$1
$A1 (absolute column and relative row) $A3
A1 (relative column and relative row) C3
NOTE You can also copy formulas into adjacent cells by using the fill handle . After verifying that
the cell references in the formula produce the result that you want in step 4, select the cell that contains the
copied formula, and then drag the fill handle over the range that you want to fill.
Select cells that contain formulas
When you check, update, or audit formulas in a workbook, you can use the Go To Special dialog box to
conveniently select one or more cells that contain a formula, or select just the cells of an array formula that
calculates multiple results.
Select a range of cells that contains non-array formulas

 To check a specific cell range, select the range of cells.
 To check the entire worksheet, click any cell to select all cells of this type on the
active worksheet.
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2. On the Home tab, in the Editing group, click the arrow next to Find & Select, and then click
Go To Special.
The Go To Special dialog box is displayed.
3. Click Formulas.
4. Select or clear one or more of the following check boxes to indicate the type of formula that you
want to check based on the formula result:
 Numbers A numeric value.
 Text A text value.
 Logicals A TRUE or FALSE value.
 Errors An error value, including #DIV/0!, #N/A, #NAME?, #NULL!, #NUM!,
#REF!, and #VALUE!.
If one or more selected cells contain formulas based on the formula result that you selected in step 4, those
cells are highlighted, otherwise Microsoft Office Excel 2007 displays a message that no cells were found.
Select a range of cells that contains an array formula that calculates multiple results
1. Click a cell that contains an array formula that calculates multiple results.
2. On the Home tab, in the Editing group, click the arrow next to Find & Select, and then click
Go To Special.
The Go To Special dialog box is displayed.
3. Click Current array.
If cells contain the array formula based on the cell that you selected in step 1, those cells are highlighted,
otherwise Office Excel 2007 displays a message that no cells were found.
Use Equation Editor in Excel
To document mathematical formulas on a worksheet, you can insert or edit an equation as an object by using
Microsoft Equation Editor.
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You build the equation by selecting symbols from the Equation toolbar and by typing variables and
numbers. In the top row of the Equation toolbar, you can choose from more than 150 mathematical symbols.
In the bottom row, you can choose from a variety of templates or frameworks that contain symbols, such as
fractions, integrals, and summations. The Equation Editor provides symbols that are not available on the
keyboard (for example, Greek letters and the square root symbol) in a logical grouping so that you can easily
build equations.
You can also create an equation in Microsoft Office Word and then copy and insert that equation object into
your worksheet. You may find that the Equation Editor in Word makes it easier to find the symbols and
structures that you want. Word also provides a gallery of commonly used equations that you can easily copy
and paste into your worksheet.
In the preceding picture, cells A2 and A3 contain Excel formulas that return values. Equation objects that
express the same function in mathematical terms are embedded on top of the adjacent cells B2:C2 (a formula
that calculates the future value of 10000 at 5 percent interest compounded annually over a three year period)
and on top of cell B3 (a formula that calculates the square root of 729). These objects are not contained in the
cells, and don't perform any action — you can think of them as images of text that describe the formulas in
the cells in column A.
Insert an equation with Equation Editor
1. Click anywhere on a worksheet where you want to insert the equation.

2. On the Insert tab, in the Text group, click Object.
3. In the Object dialog box, click the Create New tab.

4. In the Object type box, click Microsoft Equation 3.0.
If Equation Editor is not available, you may need to install it.
Install Equation Editor
1. Exit all programs.

2. Click Add or Remove Programs in Control Panel.
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3. In the Currently installed programs box, click Microsoft Office <suite> 2007 or
Microsoft Office Excel 2007, depending on whether you installed Excel as part of Office or as
an individual program, and then click Change.
4. On the Change your installation of Microsoft Office <suite> 2007. screen, click Add
or Remove Features, and then click Continue.
5. On the Installation Options tab, click the expand indicator (+) next to Office Tools.
6. Click the arrow next to Equation Editor, and then click Run from My Computer.
7. Click Continue.
8. After the Equation Editor installation is complete, restart Office Excel 2007.
5. In the Object dialog box, click OK.
6. Use the symbols, templates, or frameworks on the Equation toolbar to edit the equation.
If you need help, do the following:
a) Select and right-click the equation object.

b) Point to Equation Object and then click Open.
c) Click Equation Editor Help Topics on the Help menu.
7. To return to the worksheet, click any empty cell.
Edit an equation in Equation Editor
1. On a worksheet, double-click the equation object that you want to edit.

2. Use the symbols, templates, or frameworks on the Equation toolbar to edit the equation.
If you need help, do the following:
i) Select and right-click the equation object.

ii) Point to Equation Object and then click Open.
iii) Click Equation Editor Help Topics on the Help menu.
3. To return to the worksheet, click any empty cell.
Correcting formulas
Correct a ##### error
This error indicates that a column is not wide enough to display all of its content, or that a negative date or
time is used in a cell.
Symptom: Excel displays ##### in one or more cells on a worksheet.

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Causes
o The column is not wide enough to display the content.

o Dates and times are negative numbers.
Resolution: Increase the width of the column to fit the text by doing the following:
1. Select the column by clicking the column header.

3. Under Cell Size, click AutoFit Column Width.

Shrink the text size of the contents to fit the column by doing the following:
1. Select the column by clicking the column header.
2. On the Home tab, in the Alignment group, click the Dialog Box Launcher next to
Alignment.
3. Under Text control, select the Shrink to fit check box.

• Apply a different number or date format.
In some cases, you can change the number or date format of a cell to make its contents fit within the
existing cell width. For example, you can decrease the number of decimal places after the decimal
point or switch from a Long Date to a Short Date format.
• If you are using the 1900 date system, dates and times in Microsoft Office Excel must be positive
values.
• When you subtract dates and times, make sure that you build the formula correctly.
• If a formula that you use to calculate dates or times is correct but results in a negative value, do the
following to display that value in a format that is not a date or time format:
4. On the Home tab, in the Number group, click the Dialog Box Launcher next to
Number.
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5. In the Category box, click a number format that is not a date or time format.
Correct a #DIV/0! error
Excel displays the #DIV/0! error when a number is divided either by zero (0) or by a cell that contains no
value.
Symptom
Excel displays the #DIV/0! error in one or more cells on a worksheet.
Causes
• Entering a formula that performs explicit division by zero (0) — for example, =5/0.
• Using a reference to a blank cell or to a cell that contains zero as the divisor in a formula or function
that performs division.
• Running a macro that uses a function or a formula that returns the #DIV/0! error.
Example
When you copy the example data to a blank worksheet, the formulas in cells A3, A4, and A5 all return a
#DIV/0! error.
How do I copy an example?
1. Select the example in this article.
IMPORTANT Do not select the row or column headers.
2. Press CTRL+C.
3. In Excel, create a blank workbook or worksheet.
IMPORTANT For the example to work properly, you must paste it into cell A1 of the worksheet.
Formulas button.
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1 1
2 0
3 =A1/0
4 =A1/A2
5 =QUOTIENT(A1,A2)
Resolution
• Make sure that the divisor in the function or formula is not zero (0) or blank.
• Change the cell reference in the formula to another cell that does not contain a zero or a blank value.
• Enter the value #N/A in the cell that is referenced as the divisor in the formula.
Entering #N/A will change the result of the formula to #N/A from #DIV/0! to indicate that the
divisor value is not available.
• Prevent the error value from being displayed by using the IF worksheet function. You can then
display 0 or any string as the result.
For example, if the formula that produces the error is =A1/A2, use =IF(A2=0,"",A1/A2) to return
an empty string, or =IF(A2=0,0,A1/A2) to return 0.
Correct a #N/A error
This error indicates that a value is not available to a function or formula.
Symptom
Excel displays #N/A in one or more cells on a worksheet.
Causes
• Data is missing, and #N/A or NA() has been entered in its place.
• An inappropriate value was given for the lookup_value argument in the HLOOKUP, LOOKUP,
MATCH, or VLOOKUP worksheet function.
• The VLOOKUP, HLOOKUP, or MATCH worksheet function was used to locate a value in an
unsorted table.
• An array formula is using an argument that is not the same number of rows or columns as the range
that contains the array formula.
• One or more required arguments were omitted from a built-in or custom worksheet function.
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• A custom worksheet function that you use is not available.

• A macro that you run enters a function that returns #N/A.
Resolution
• Optionally, if error checking is turned on in Excel, click the button that appears next to the cell that
displays the error , click Show Calculation Steps if it appears, and then click the resolution that
is appropriate for your data.
TIP Review the following resolutions to help determine which option to click.
• If you manually entered #N/A in a cell, replace it with actual data if that data is now available. For
example, if you entered #N/A in cells where data is not yet available, formulas that refer to those
cells also return #N/A instead of attempting to calculate a value. If you enter a value instead, the
error should be resolved in the cells that contain the formulas.
• Make sure that the lookup_value argument that you entered in a HLOOKUP, LOOKUP,
MATCH, or VLOOKUP worksheet function is the correct type of value. For example, verify that
you entered a value or a cell reference instead of a range reference.
For information about using the correct arguments with functions, see HLOOKUP function,
LOOKUP function, MATCH function, or VLOOKUP function.
• By default, functions that look up information in tables must be sorted in ascending order. However,
the VLOOKUP and HLOOKUP worksheet functions contain arange_lookup argument that
instructs the function to find an exact match even if the table is not sorted. To find an exact match,
set the range_lookup argument to FALSE.
The MATCH worksheet function contains a match_type argument that specifies the order the list
must be sorted in to find a match. If the function cannot find a match, try changing the value of the
match_type argument. To find an exact match, set the match_type argument to 0.
• If an array formula has been entered into multiple cells, make sure that the ranges that are referenced
by the formula have the same number of rows and columns, or enter the array formula into fewer
cells. For example, if the array formula has been entered into a range that is 15 rows high (C1:C15)
and the formula refers to a range that is 10 rows high (A1:A10), the range C11:C15 will display
#N/A. To correct this error, enter the formula into a smaller range (for example, C1:C10), or change
the range to which the formula refers to the same number of rows (for example, A1:A15).
• Enter all required arguments in the function that returns the error.
• Make sure that the workbook that contains the worksheet function is open and that the function is
working properly.
• Make sure that the arguments in the function are correct and are used in the correct position.
Correct a #NAME? error
This error occurs when Microsoft Office Excel does not recognize text in a formula.
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Symptom
Excel displays #NAME? in one or more cells on a worksheet.
Causes
• The EUROCONVERT function is used in a formula, but the Euro Currency Tools add-in is not
loaded.
• A formula refers to a name that does not exist.
• A formula refers to a name that is not spelled correctly.
• The name of a function that is used in a formula is not spelled correctly.
• You may have entered text in a formula without enclosing it in double quotation marks.
• A colon (:) was omitted in a range reference.
• A reference to another sheet is not enclosed in single quotation marks (').
• A workbook that you open calls a user-defined function (UDF) that is not available on your
computer.
Resolution
• The EUROCONVERT function requires that the Euro Currency Tools add-in is installed on your
computer. To install this add-in, do the following:
1. Click the Microsoft Office Button , click Excel Options, and then click the Add-ins
category.
2. In the Manage list box, click Excel Add-ins, and then click Go.
3. In the Add-Ins available list, select the Euro Currency Tools check box, and then click OK.
• Make sure that a name that you refer to in a formula does indeed exist by doing the following:
4. On the Formulas tab, in the Defined Names group, click Name Manager.
5. In the Name Manager dialog box, verify that the name is listed.
6. If the name is not listed, close the dialog box and then add the name by clicking Define Name in
the Defined Names group.
• Correct the spelling of a misspelled name that you referred to in a formula by doing the following:
7. Select the cell that contains the formula that you want to check for misspelled names.
8. In the formula bar , select the misspelled name in the formula, and then press F3.
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9. In the Paste name box, click the name that you want to use, and then click OK.
• Insert the correct function name in the formula that results in the error by doing the following:
10. Select the cell that contains the formula containing the misspelled function.
11. In the formula bar , select the misspelled function name.
12. In the Name Box (to the left of the formula bar), click the arrow and then select a function from
the list that Excel suggests.
If you can't find the function that you want to use, click More Functions to see all available
worksheet functions. Then locate the function that you want to use.
13. In the Function Arguments dialog box, review the argument values and then click OK to
complete the formula.
• Enclose text in the formula in double quotation marks. For example, the following formula joins the
text "The total amount is " with the value in cell B50:
="The total amount is "&B50
• Make sure that all range references in the formula use a colon (:). For example, SUM(A1:C10).
• If the formula refers to values or cells in other worksheets or workbooks, and the name of the other
worksheet or workbook contains a nonalphabetical character or a space, you must enclose its name
within single quotation marks ( ' ) in the formula.
• When a user-defined function (UDF) that is not available on your computer is called from a
workbook that you open, you (or a developer) can implement a UDF in several ways.
Correct a #NULL! error
This error occurs when you specify an intersection of two areas that do not intersect. The intersection
operator is a space character between references.
Symptom
Excel displays #NULL! in one or more cells on a worksheet.
Causes
• You may have used an incorrect range operator.

• Ranges do not intersect.
Resolution
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Make sure that you use a correct range operator by doing the following:
- To refer to a contiguous range of cells, use a colon (:) to separate the reference to the
first cell in the range from the reference to the last cell in the range. For example,
SUM(A1:A10) refers to the range from cell A1 to cell A10 inclusive.
- To refer to two areas that don't intersect, use the union operator, the comma (,). For
example, if the formula sums two ranges, make sure that a comma separates the two
ranges (SUM(A1:A10,C1:C10)).
• Change the reference so that the ranges intersect. An intersection is a point in a worksheet where
data in two or more ranges cross, or "intersect." An example of a formula that includes intersecting
ranges is =CELL("address",(A1:A5 A3:C3)). In this example, the CELL function returns the cell
address at which the two ranges intersect — A3.
When you enter or edit a formula, cell references and the borders around the corresponding cells are
color-coded.
Color-coded cell references
The first cell reference is B3, the color is blue, and the cell range has a blue border with square
corners.
The second cell reference is C3, the color is green, and the cell range has a green border with
square corners.
• If there are no squares at each corner of the color-coded border, the reference is to a named range.
• If there are squares at each corner of the color-coded border, the reference is not to a named range.
• Change references that are not to a named range by doing the following:
1. Double-click the cell that contains the formula you want to change.
Excel highlights each cell or range of cells with a different color.
• To move a cell or range reference to a different cell or range, drag the color-coded border of the cell
or range to the new cell or range.
• To include more or fewer cells in a reference, drag a corner of the border.
• In the formula, select the reference, and type a new one.
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3. Press ENTER.
Change references that are to a named range by doing the following:
 Select the range of cells that contains formulas in which
you want to replace references with names.
 Select a single cell to change the references to names in all
formulas on the worksheet.
2. On the Formulas tab, in the Defined Names group, click the arrow
next to Define Name, and then click Apply Names.
3. In the Apply Names box, click one or more names.
Correct a #NUM! error
This error indicates that a formula or function contains invalid numeric values.
Symptom
Excel displays #NUM! in one or more cells on a worksheet.
Causes
• You may have used an unacceptable argument in a function that requires a numeric argument.
• You may have used a worksheet function that iterates, such as IRR or RATE, and the function
cannot find a result.
• You may have entered a formula that produces a number that is too large or too small to be
represented in Excel.
Resolution
• Make sure that the arguments that are used in the function are numbers. For example, even if the
value that you want to enter is $1,000, enter 1000 in the formula.
• Use a different starting value for the worksheet function.
• Change the number of times that Excel iterates formulas by doing the following:
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1. Click the Microsoft Office Button , click Excel Options, and then click the
Formulas category.
2. Under Calculation options, select the Enable iterative calculation check box.
3. To set the maximum number of times that Excel will recalculate, type the number of
iterations in the Maximum Iterations box. The higher the number of iterations, the more time
that Excel needs to calculate a worksheet.
4. To set the maximum amount of change that you will accept between calculation
results, type the amount in the Maximum Change box. The smaller the number, the more
accurate the result and the more time that Excel needs to calculate a worksheet.
Change the formula so that its result is between -1*10307 and 1*10307.
Correct a #REF! error
This error occurs when a cell reference is not valid.
Symptom
Excel displays #REF! in one or more cells on a worksheet.
Causes
• You may have deleted cells that were referred to by other formulas, or you may have pasted cells
that you moved on top of cells that were referred to by other formulas.
• You may have used an Object Linking and Embedding (OLE) link to a program that is not running.
NOTE OLE is a technology that you can use to share information between programs.
• You may have linked to a Dynamic Data Exchange (DDE) topic (a group or category of data in the
server part of a client/server application), such as "system," that is not available.
NOTE DDE is an established protocol for exchanging data between Microsoft Windows-based
programs.
• You may have run a macro that enters a function on the worksheet that returns a #REF! error.
Example
Copy the example data to a blank worksheet, and then delete column D (the entire column). The formulas,
which were originally in column E, shift to column D and they all display a #REF! error. If you select cell
D2, Excel displays the formula =SUM(B2,C2,#REF!) in the formula bar.
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2. Press CTRL+C.
Formulas button.
A B C D E
1 Region 2006 Sales 2007 Sales 2008 Sales Formula
2 East 22700 24200 11000 =SUM(B2,C2,D2)
3 North 17400 17800 10200 =SUM(B3,C3,D3)
4 South 18600 18500 9600 =SUM(B4,C4,D4)
5 West 21800 23300 10300 =SUM(B5,C5,D5)
An error is displayed because the formulas in column E referred to column D and, because column D was
deleted, the formula is no longer valid. Instead of repairing the formulas to refer to a different cell — which
may not be what you want anyway — Excel displays this error to prompt you to correct the formulas
yourself so that you don't get unexpected results. In this case, you repair the formulas by removing ",#REF!"
from the formula in D2, and then dragging the formula down to the cells below.
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Resolution
• Change the formulas, or restore the cells on the worksheet by clicking Undo on the Quick
Access Toolbar immediately after you delete or paste the cells.
• Start the program that is called for by an Object Linking and Embedding (OLE) link.
• Make sure that you are using the correct Dynamic Data Exchange (DDE) topic.
• Check the function to see if an argument refers to a cell or range of cells that is not valid. For
example, if a macro enters a function on the worksheet that refers to a cell above the function, and
the cell that contains the function is in row 1, the function will return #REF! because there are no
cells above row 1.
Correct a #VALUE! error
Excel can display the #VALUE! error if your formula includes cells that contain different data types. If smart
tags are turned on and you position the mouse pointer over the smart tag, the ScreenTip displays "A value
used in the formula is of the wrong data type." You can typically fix this problem by making minor changes
to your formula.
Symptom
Excel displays the #VALUE! error in one or more cells in a worksheet.
Causes
• One or more cells that are included in a formula contain text, and your formula performs math on
those cells by using the standard arithmetic operators (+, -, *, and /).
For example, the formula =A1+B1, where A1 contains the string "Hello" and B1 contains the
number 3, returns the #VALUE! error.
• A formula that uses a math function, such as SUM, PRODUCT, or QUOTIENT, contains an
argument that is a text string instead of a number.
For example, the formula PRODUCT(3,"Hello") returns the #VALUE! error because the
PRODUCT function requires numbers as arguments.
• Your workbook uses a data connection, and that connection is unavailable.

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Example
When you copy the example data to a blank worksheet, the formulas in cells A4 and A5 return a #VALUE!
error; however, cells A6 and A7 return the correct value of 30.
2. Press CTRL+C.
Formulas button.
1 10
2 Hello
3 20
4 =A1+A2+A3
5 =SUM(A1+A2+A3)
6 =SUM(A1,A2,A3)
7 =SUM(A1:A3)
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Resolution
o Instead of using arithmetic operators, use a function, such as SUM, PRODUCT, or QUOTIENT to
perform an arithmetic operation on cells that may contain text, and avoid using arithmetic operators
in the function. Instead, separate the arguments by using commas.
o Ensure that none of the arguments in a math function, such as SUM, PRODUCT, or QUOTIENT,
contain text as an argument.
o If your workbook uses a data connection, take the steps that are required to restore the data
connection or, if it is possible, consider importing the data.
Correct common errors when entering formulas
The following table summarizes some of the most common errors that a user can make when entering a
formula, and explains how to correct those errors:
Make sure that you… More information
Start every function If you omit the equal sign, what you type may be displayed as text or as a date. For
with the equal sign (=) example, if you type SUM(A1:A10), Microsoft Office Excel displays the text string
SUM(A1:A10) and does not perform the calculation. If you type 11/2, Excel displays the
date 2-Nov (assuming the cell format is General) instead of dividing 11 by 2.
Match all open and Make sure that all parentheses are part of a matching pair (opening and closing). When you
close parentheses use a function in a formula, it is important for each parenthesis to be in its correct position
for the function to work correctly. For example, the formula =IF(B5<0),"Not
valid",B5*1.05) will not work because there are two closing parentheses and only one
open parenthesis (there should be only one opening and one closing parenthesis). The
formula should look like this: =IF(B5<0,"Not valid",B5*1.05).
Use a colon to indicate a When you refer to a range of cells, use a colon (:) to separate the reference to the first cell
range in the range and the reference to the last cell in the range. For example, A1:A5.
Enter all required Some functions have required arguments. Also, make sure that you have not entered too
arguments many arguments.
Enter the correct type Some functions, such as SUM, require numerical arguments. Other functions, such as
of arguments REPLACE, require a text value for at least one of their arguments. If you use the wrong
type of data as an argument, Excel may return unexpected results or display an error.
Nest no more than 64 You can enter, or nest, no more than 64 levels of functions within a function.
functions
Enclose other sheet If the formula refers to values or cells on other worksheets or workbooks, and the name of
names in single the other workbook or worksheet contains a nonalphabetical character, you must enclose its
quotation marks name within single quotation marks ( ' ).
Place an exclamation For example, to return the value from cell D3 in a worksheet named Quarterly Data in the
point (!) after a same workbook, use this formula: ='Quarterly Data'!D3.
worksheet name when
you refer to it in a
formula
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Make sure that you… More information
Include the path to Make sure that each external reference contains a workbook name and the path to the
external workbooks workbook.
A reference to a workbook includes the name of the workbook and must be enclosed in
brackets ([]). The reference must also contain the name of the worksheet in the workbook.
For example, to include a reference to cells A1 through A8 on the worksheet named Sales
in the workbook (that is currently open in Excel) named Q2 Operations.xlsx, the formula
looks like this: =[Q2 Operations.xlsx]Sales!A1:A8.
If the workbook that you want to refer to is not open in Excel, you can still include a
reference to it in a formula. You provide the full path to the file, such as in the following
example: =ROWS('C:\My Documents\[Q2 Operations.xlsx]Sales'!A1:A8). This formula
returns the number of rows in the range that includes cells A1 through A8 in the other
workbook (8).
NOTE If the full path contains space characters, as does the preceding example, you
must enclose the path in single quotation marks (at the beginning of the path and after the
name of the worksheet, before the exclamation point).
Enter numbers without Do not format numbers when you enter them in formulas. For example, if the value that
formatting you want to enter is $1,000, enter 1000 in the formula. If you enter a comma as part of a
number, Excel treats it as a separator character. If you want numbers displayed so that they
show thousands or millions separators, or currency symbols, format the cells after you
enter the numbers.
For example, if you want to add 3100 to the value in cell A3, and you enter the formula
=SUM(3,100,A3), Excel adds the numbers 3 and 100 and then adds that total to the value
from A3, instead of adding 3100 to A3. Or, if you enter the formula =ABS(-2,134), Excel
displays an error because the ABS function accepts only one argument.
Correct common problems in formulas
You can implement certain rules to check for errors in formulas. These rules act like a spelling checker that
checks for errors in data that you enter in cells. These rules do not guarantee that your worksheet is error
free, but they can go a long way toward finding common mistakes. You can turn any of these rules on or off
individually.
Errors can be marked and corrected in two ways: one error at a time (like a spelling checker), or immediately
when they occur on the worksheet as you enter data. Either way, a triangle appears in the top-left corner of
the cell when an error is found.
Cell with a formula error
You can resolve an error by using the options that Excel displays, or you can ignore the error by clicking
Ignore Error. If you ignore an error in a particular cell, the error in that cell does not appear in further error
checks. However, you can reset all previously ignored errors so that they appear again.
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Turn error checking rules on or off
category.
2. Under Excel checking rules, select or clear the check boxes of any of the following rules:
o Cells containing formulas that result in an error The formula does not use the expected
syntax, arguments, or data types. Error values include #DIV/0!, #N/A, #NAME?, #NULL!,
#NUM!, #REF!, and #VALUE!. Each of these error values have different causes and are resolved
in different ways.
NOTE If you enter an error value directly in a cell, it is stored as that error value but is not
marked as an error. However, if a formula in another cell refers to that cell, the formula
returns the error value from that cell.
o Inconsistent calculated column formula in tables A calculated column can include formulas
that are different from the column formula, which creates an exception. Calculated column
exceptions are created when you do any of the following:
o Type data other than a formula in a calculated column cell.
o Type a formula in a calculated column cell, and then click Undo on the Quick Access
Toolbar.
o Type a new formula in a calculated column that already contains one or more exceptions.
o Copy data into the calculated column that does not match the calculated column formula.
NOTE If the copied data contains a formula, this formula overwrites the data in the
calculated column.
o Move or delete a cell on another worksheet area that is referenced by one of the rows in a
calculated column.
o Cells containing years represented as 2 digits The cell contains a text date that can be
misinterpreted as the wrong century when it is used in formulas. For example, the date in the
formula =YEAR("1/1/31") could be 1931 or 2031. Use this rule to check for ambiguous text
dates.
o Numbers formatted as text or preceded by an apostrophe The cell contains numbers stored
as text. This typically occurs when data is imported from other sources. Numbers that are stored
as text can cause unexpected sorting results, so it is best to convert them to numbers.
o Formulas inconsistent with other formulas in the region The formula does not match the
pattern of other formulas near it. In many cases, formulas that are adjacent to other formulas
differ only in the references used. In the following example of four adjacent formulas, Excel
displays an error next to the formula =SUM(A10:F10) because the adjacent formulas increment
by one row, and the formula =SUM(A10:F10) increments by 8 rows — Excel expects the
formula =SUM(A3:F3).
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1 Formulas
2 =SUM(A1:F1)
3 =SUM(A2:F2)
4 =SUM(A10:F10
5 =SUM(A4:F4)
o If the references that are used in a formula are not consistent with those in the adjacent formulas,
Excel displays an error.
o Formulas which omit cells in a region A formula may not automatically include references to
data that you insert between the original range of data and the cell that contains the formula. This
rule compares the reference in a formula against the actual range of cells that is adjacent to the
cell that contains the formula. If the adjacent cells contain additional values and are not blank,
Excel displays an error next to the formula.
For example, Excel inserts an error next to the formula =SUM(A2:A4) when this rule is applied,
because cells A5 A6, and A7 are adjacent to the cells that are referenced in the formula and the cell
that contains the formula (A8), and those cells contain data that should have been referenced in the
formula.
1 Invoice
2 15,000
3 9,000
4 8,000
5 20,000
6 5,000
7 22,500
8 =SUM(A2:A4)
 Unlocked cells containing formulas The formula is not locked for protection. By
default, all cells are locked for protection, so the cell has been set to be unprotected. When a
formula is protected, it cannot be modified without first being unprotected. Check to make
sure that you do not want the cell protected. Protecting cells that contain formulas prevents
them from being changed and can help avoid future errors.
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 Formulas referring to empty cells The formula contains a reference to an empty

cell. This can cause unintended results, as shown in the following example.
Suppose you want to calculate the average of the numbers in the following column of cells. If
the third cell is blank, it is not included in the calculation and the result is 22.75. If the third
cell contains 0, the result is 18.2.
1 Data
2 24
3 12
5 45
6 10
7 =AVERAGE(A2:A6)
 Data entered in a table is invalid There is a validation error in a table. Check the
validation setting for the cell by clicking Data Validation in the Data Tools group on the
Data tab.
Correct common formula errors one at a time
CAUTION If the worksheet has previously been checked for errors, any errors that were ignored will not
appear until ignored errors have been reset.
1. Select the worksheet that you want to check for errors.

2. If the worksheet is manually calculated, press F9 to recalculate now.
3. On the Formulas tab, in the Formula Auditing group, click the Error Checking in-group
button.
The Error Checking dialog box is displayed when errors are found.
4. If you have previously ignored any errors, you can check for those errors again by doing the
following:
1. Click Options.
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2. In the Error Checking section, click Reset Ignored Errors.

3. Click OK.
4. Click Resume.
NOTE Resetting ignored errors resets all errors in all sheets in the active workbook.
5. Position the Error Checking dialog box just below the formula bar.
6. Click one of the action buttons in the right side of the dialog box. The available actions differ for
each type of error.
NOTE If you click Ignore Error, the error is marked to be ignored for each consecutive check.
7. Click Next.
8. Continue until the error check is complete.
Mark common formula errors on the worksheet and correct them there
category.
2. Under Error Checking, make sure that the Enable background error checking check box is
selected.
3. To change the color of the triangle that marks where an error occurs, in the Indicate errors using
this color box, select the color that you want.
4. Select a cell with a triangle in the top-left corner of a cell.
5. Next to the cell, click the Error Checking button that appears, and then click the option that
you want. The available commands differ for each type of error, and the first entry describes the
error.
If you click Ignore Error, the error is marked to be ignored for each consecutive check.
6. Repeat the two preceding steps.
Correct an error value
If a formula cannot correctly evaluate a result, Excel displays an error value, such as #####, #DIV/0!, #N/A,
#NAME?, #NULL!, #NUM!, #REF!, and #VALUE!. Each error type has different causes, and different
solutions.
The following table contains links to articles that describe these errors in detail, and a brief description to get
you started.
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Link to in-depth
article Description
Correct a ##### error Excel displays this error when a column is not wide enough to display all the
characters in a cell, or a cell contains negative date or time values.
For example, a formula that subtracts a date in the future from a date in the
past, such as =06/15/2008-07/01/2008, results in a negative date value.
Correct a #DIV/0! error Excel displays this error when a number is divided either by zero (0) or by a
cell that contains no value.
Correct a #N/A error Excel displays this error when a value is not available to a function or
formula.
Correct a #NAME? This error is displayed when Excel does not recognize text in a formula. For
error example, a range name or the name of a function may be spelled incorrectly.
Correct a #NULL! error Excel displays this error when you specify an intersection of two areas that
do not intersect (cross). The intersection operator is a space character that
separates references in a formula.
For example, the areas A1:A2 and C3:C5 do not intersect, so entering the
formula =SUM(A1:A2 C3:C5) returns the #NULL! error.
Correct a #NUM! error Excel displays this error when a formula or function contains invalid numeric
values.
Correct a #REF! error Excel displays this error when when a cell reference is not valid. For
example, you may have deleted cells that were referred to by other formulas,
or you may have pasted cells that you moved on top of cells that were
referred to by other formulas.
Correct a #VALUE! Excel can display this error if your formula includes cells that contain
error different data types. If smart tags are turned on and you position the mouse
pointer over the smart tag, the ScreenTip displays "A value used in the
formula is of the wrong data type." You can typically fix this problem by
making minor changes to your formula.
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Evaluate a nested formula one step at a time
Sometimes, understanding how a nested formula calculates the final result is difficult because there are
several intermediate calculations and logical tests. However, by using the Evaluate Formula dialog box,
you can see the different parts of a nested formula evaluated in the order the formula is calculated. For
example, the formula =IF(AVERAGE(F2:F5)>50,SUM(G2:G5),0) is easier to understand when you can
see the following intermediate results:
Steps shown in the dialog box Description
=IF(AVERAGE(F2:F5)>50,SUM(G2:G5),0) The nested formula is initially displayed. The

AVERAGE function and the SUM function are nested
within the IF function.
=IF(40>50,SUM(G2:G5),0) The cell range F2:F5 contains the values 55, 35, 45, and
25, and so the result of the AVERAGE(F2:F5) function
is 40.
=IF(False,SUM(G2:G5),0) Because 40 is not greater than 50, the expression in the

first argument of the IF function (the logical_test
argument) is False.
0 The IF function returns the value of the third argument

(the value_if_false argument). The SUM function is not
evaluated because it is the second argument to the IF
function (value_if_true argument), and it is returned
only when the expression is True.
1. Select the cell that you want to evaluate. Only one cell can be evaluated at a time.
2. On the Formulas tab, in the Formula Auditing group, click Evaluate Formula.
3. Click Evaluate to examine the value of the underlined reference. The result of the evaluation is
shown in italics.
If the underlined part of the formula is a reference to another formula, click Step In to display the
other formula in the Evaluation box. Click Step Out to go back to the previous cell and formula.
NOTE The Step In button is not available for a reference the second time the reference appears
in the formula, or if the formula refers to a cell in a separate workbook.
4. Continue until each part of the formula has been evaluated.

5. To see the evaluation again, click Restart.
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To end the evaluation, click Close.
NOTES
o Some parts of formulas that use the IF and CHOOSE functions are not evaluated — in these cases,
#N/A is displayed in the Evaluation box.
o If a reference is blank, a zero value (0) is displayed in the Evaluation box.
o The following functions are recalculated each time the worksheet changes, and can cause the
Evaluate Formula dialog box to give results different from what appears in the cell: RAND,
AREAS, INDEX, OFFSET, CELL, INDIRECT, ROWS, COLUMNS, NOW, TODAY,
RANDBETWEEN.
Display the relationships between formulas and cells
Sometimes, checking formulas for accuracy or finding the source of an error can be
difficult when the formula uses precedent or dependent cells:
o Precedent cells are cells that are referred to by a formula in another cell. For example, if cell D10
contains the formula =B5, cell B5 is a precedent to cell D10.
o Dependent cells contain formulas that refer to other cells. For example, if cell D10 contains the
formula =B5, cell D10 is a dependent of cell B5.
To assist you in checking your formulas, you can use the Trace Precedents and Trace Dependents
commands to graphically display, or trace, the relationships between these cells and formulas with tracer
arrows.
1. Click the Microsoft Office Button , click Excel Options, and then click the Advanced
category.
2. In the Display options for this workbook section, select the workbook you want, and then make
sure that All or Nothing (hide objects) is selected under For objects, show.
3. If formulas reference cells in another workbook, open that workbook. Excel cannot go to a cell in a
workbook that is not open.
 To trace cells that provide data to a formula (precedents), do the following:
1. Select the cell that contains the formula for which you want to find precedent cells.
2. To display a tracer arrow to each cell that directly provides data to the active cell, on the
Formulas tab, in the Formula Auditing group, click Trace Precedents .
Blue arrows show cells with no errors. Red arrows show cells that cause errors. If the
selected cell is referenced by a cell on another worksheet or workbook, a black arrow
points from the selected cell to a worksheet icon . The other workbook must be open
before Excel can trace these dependencies.
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3. To identify the next level of cells that provide data to the active cell, click Trace
Precedents again.
4. To remove tracer arrows one level at a time, starting with the precedent cell farthest away
from the active cell, on the Formulas tab, in the Formula Auditing group, click the
arrow next to Remove Arrows, and then click Remove Precedent Arrows . To
remove another level of tracer arrows, click the button again.
 To trace formulas that reference a particular cell (dependents), do the following:
1. Select the cell for which you want to identify the dependent cells.
2. To display a tracer arrow to each cell that is dependent on the active cell, on the Formulas
tab, in the Formula Auditing group, click Trace Dependents .
Blue arrows show cells with no errors. Red arrows show cells that cause errors. If the
selected cell is referenced by a cell on another worksheet or workbook, a black arrow
points from the selected cell to a worksheet icon . The other workbook must be open
before Excel can trace these dependencies.
3. To identify the next level of cells that depend on the active cell, click Trace Dependents
again.
4. To remove tracer arrows one level at a time, starting with the dependent cell farthest away
from the active cell, on the Formulas tab, in the Formula Auditing group, click the
arrow next to Remove Arrows, and then click Remove Dependent Arrows . To
remove another level of tracer arrows, click the button again.
5. To remove all tracer arrows on the worksheet, on the Formulas tab, in the Formula
Auditing group, click Remove Arrows .
 To see all the relationships on a worksheet, do the following:
1. In an empty cell, type = (equal sign).
2. Click the Select All button.
3. Select the cell, and on the Formulas tab, in the Formula Auditing group, click Trace
Precedents twice.
 If Excel beeps when you click Trace Dependents or Trace Precedents , either Excel
has traced all levels of the formula, or you are attempting to trace an item that cannot be
traced. The following items on worksheets that can be referenced by formulas cannot be
traced by using the auditing tools:
1. References to text boxes, embedded charts, or pictures on worksheets
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2. PivotTable reports
3. References to named constants
4. Formulas located in another workbook that refer to the active cell if the other
workbook is closed
NOTES
o To see the color-coded precedents for the arguments in a formula, select a cell and press F2.
o To select the cell at the other end of an arrow, double-click the arrow. If the cell is in another
worksheet or workbook, double-click the black arrow to display the Go To dialog box, and then
double-click the reference you want in the Go to list.
o All tracer arrows disappear if you change the formula the arrows point to, insert or delete columns
or rows, or delete or move cells. To restore the tracer arrows after making any of these changes, you
must use auditing commands on the worksheet again. To keep track of the original tracer arrows,
print the worksheet with the tracer arrows displayed before you make the changes.
Protect or audit formulas
For security or privacy reasons, you may want to hide a formula from users of your worksheet. Or you may
be auditing formulas and you need to see all the formulas on the worksheet. You can use the following
procedures to control the hiding or displaying of formulas.
Switch between displaying formulas and their values on a worksheet
Press CTRL + ` (grave accent).
Prevent a formula from displaying in the formula bar
CAUTION This procedure also prevents the cells that contain the formula from being edited.
1. Select the range of cells whose formulas you want to hide. You can also select nonadjacent
ranges or the entire sheet.
2. On the Home tab, in the Cells group, click Format, click Format Cells, and then click the
Protection tab.
3. Select the Hidden check box.

4. Click OK.
5. On the Home tab, in the Cells group, click Format, and then click Protect Sheet.
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6. Make sure that the Protect worksheet and contents of locked cells check box is selected.
Show formulas that were previously hidden by removing protection
1. On the Review tab, in the Changes group, click Unprotect Sheet.
2. Select the range of cells whose formulas you want to unhide.

3. On the Home tab, in the Cells group, click Format, click Format Cells, and then click the
Protection tab.
4. Clear the Hidden check box.
Replace a formula with its result
You can convert the contents of a cell that contains a formula so that the calculated value replaces the
formula. If you want to freeze only part of a formula, you can replace only the part you don't want to
recalculate. Replacing a formula with its result can be helpful if there are many or complex formulas in the
workbook and you want to improve performance by creating static data.
You can convert formulas to their values on either a cell-by-cell basis or convert an entire range at once.
IMPORTANT Make sure you examine the impact of replacing a formula with its results, especially if the
formulas reference other cells that contain formulas. It's a good idea to make a copy of the workbook before
replacing a formula with its results.
Replace formulas with their calculated values
CAUTION When you replace formulas with their values, Microsoft Office Excel permanently removes
the formulas. If you accidentally replace a formula with a value and want to restore the formula, click Undo
immediately after you enter or paste the value.
1. Select the cell or range of cells that contains the formulas.
If the formula is an array formula, select the range that contains the array formula.
How to select a range that contains the array formula

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a) Click a cell in the array formula.

b) On the Home tab, in the Editing group, click Find & Select, and then click Go To.
c) Click Special.
d) Click Current array.
2. Click Copy .
3. Click Paste .
4. Click the arrow next to Paste Options , and then click Values Only.
The following example shows a formula in cell D2 that multiplies cells A2, B2, and a discount derived from
C2 to calculate an invoice amount for a sale. To copy the actual value instead of the formula from the cell to
another worksheet or workbook, you can convert the formula in its cell to its value by doing the following:
1. Press F2 to edit the cell.

2. Press F9, and then press ENTER.
After you convert the cell from a formula to a value, the value appears as 1932.322 in the formula bar. Note
that 1932.322 is the actual calculated value, and 1932.32 is the value displayed in the cell in a currency
format.
TIP When you are editing a cell that contains a formula, you can press F9 to permanently replace the
formula with its calculated value.
Replace part of a formula with its calculated value
There may be times when you want to replace only a part of a formula with its calculated value. For
example, you want to lock in the value that is used as a down payment for a car loan. That down payment
was calculated based on a percentage of the borrower's annual income. For the time being, that income
amount won't change, so you want to lock the down payment in a formula that calculates a payment based on
various loan amounts.
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CAUTION When you replace a part of a formula with its value, that part of the formula cannot be
restored.
1. Click the cell that contains the formula.

2. In the formula bar , select the portion of the formula that you want to replace with
its calculated value. When you select the part of the formula that you want to replace, make sure that
you include the entire operand. For example, if you select a function, you must select the entire
function name, the opening parenthesis, the arguments, and the closing parenthesis.
3. To calculate the selected portion, press F9.
4. To replace the selected portion of the formula with its calculated value, press ENTER.
If the formula is an array formula, press CTRL+SHIFT+ENTER.
Correct common errors in formulas
Like a spelling checker that checks for errors in data that you enter in cells, you can implement certain rules
to check for errors in formulas. These rules do not guarantee that your worksheet is error-free, but they can
go a long way toward finding common mistakes. You can turn any of these rules on or off individually.
Errors can be marked and corrected in two ways: one error at a time (like a spelling checker), or immediately
when they occur on the worksheet as you work. Either way, a triangle appears in the top-left corner of the
cell when an error is found.
Cell with a formula error
Errors that cannot return a result (such as dividing a number by zero) require attention and display an error
value in the cell (in this case, #DIV/0!). Other errors can be less serious, such as a formula that appears to be
inconsistent with adjacent formulas. The formula returns a correct result, but the error advises you that you
should examine the formula.
You can resolve an error by using the options that appear, or you can ignore the error by clicking Ignore
Error. If you ignore an error in a particular cell, the error in that cell does not appear in further error checks.
However, you can reset all previously ignored errors so that they appear again.
Turn error checking rules on or off
category.
2. Under Excel checking rules, select or clear the check boxes of any of the following rules:
 Cells containing formulas that result in an error The formula does not use the
expected syntax, arguments, or data types. Error values include #DIV/0!, #N/A, #NAME?,
#NULL!, #NUM!, #REF!, and #VALUE!. Each error value has different causes and is
resolved in different ways.
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NOTE If you enter an error value directly in a cell, it is not marked as an error.
 Inconsistent calculated column formula in tables A calculated column can include

formulas that are different from the column formula, which creates an exception. Calculated
column exceptions are created when you do any of the following:
• Type data other than a formula in a calculated column cell.
• Type a formula in a calculated column cell, and then click Undo on the Quick Access
Toolbar.
• Type a new formula in a calculated column that already contains one or more exceptions.
• Copy data into the calculated column that does not match the calculated column formula.
NOTE If the copied data contains a formula, this formula overwrites the data in the
calculated column.
• Move or delete a cell on another worksheet area that is referenced by one of the rows in a
calculated column.
• Cells containing years represented as 2 digits The cell contains a text date that can be
misinterpreted as the wrong century when it is used in formulas. For example, the date in the
formula =YEAR("1/1/31") could be 1931 or 2031. Use this rule to check for ambiguous text
dates.
• Numbers formatted as text or preceded by an apostrophe The cell contains numbers stored as
text. This typically occurs when data is imported from other sources. Numbers that are stored as
text can cause unexpected sorting behaviors and cannot be calculated, so it is best to convert them
to numbers.
• Formulas inconsistent with other formulas in the region The formula does not match the
pattern of other formulas near it. In many cases, formulas that are adjacent to other formulas
differ only in the references used. In the following example of four adjacent formulas, Excel
displays an error next to the formula =SUM(A10:F10) because the adjacent formulas increment
by one row, and the formula =SUM(A10:F10) increments by 8 rows — Excel expects the formula
=SUM(A3:F3).
1 Formulas
2 =SUM(A1:F1)
3 =SUM(A2:F2)
4 =SUM(A10:F10)
5 =SUM(A4:F4)
- 287 -
• If the references that are used in a formula are not consistent with those in the adjacent formulas,
Excel displays an error.
• Formulas which omit cells in a region A formula may not automatically include references to
data that you insert between the original range of data and the cell that contains the formula. This
rule compares the reference in a formula against the actual range of cells that is adjacent to the
cell that contains the formula. If the adjacent cells contain additional values and are not blank,
Excel displays an error next to the formula.
For example, Excel inserts an error next to the formula =SUM(A2:A4) when this rule is
applied, because cells A5, A6, and A7 are adjacent to the cells that are referenced in the
formula and to the cell that contains the formula (A8), and those three cells contain data that
should have been referenced in the formula.
1 Invoice
2 15,000
3 9,000
4 8,000
5 20,000
6 5,000
7 22,500
8 =SUM(A2:A4)
• Unlocked cells containing formulas The formula is not locked for protection. By default, all
cells are locked for protection, so the cell has been set by a user to be unprotected. When a
formula is protected, it cannot be modified without first being unprotected. Check to make sure
that you do not want the cell protected. Protecting cells that contain formulas prevents them from
being changed and can help avoid future errors.
• Formulas referring to empty cells The formula contains a reference to an empty cell. This can
cause unintended results, as shown in the following example.
Suppose you want to calculate the average of the numbers in the following column of cells. If
the third cell is blank, it is not included in the calculation and the result is 22.75. If the third
cell contains 0, that cell is included in the calculation and the result is 18.2.
- 288 -
1 Data
2 24
3 12
5 45
6 10
7 =AVERAGE(A2:A6)
• Data entered in a table is invalid There is a validation error in a table. Check the validation
setting for the cell by clicking Data Validation in the Data Tools group on the Data tab.
Correct common formula errors one at a time
CAUTION If the worksheet has previously been checked for errors, any errors that were ignored will not
appear until ignored errors have been reset.
1. Select the worksheet that you want to check for errors.

2. If the worksheet is manually calculated, press F9 to recalculate now.
3. On the On the Formulas tab, in the Formula Auditing group, click the Error Checking in-
group button.
The Error Checking dialog box is displayed when errors are found.
4. If you have previously ignored any errors, you can check for those errors again by doing the
following:
- Click Options.
- In the Error Checking section, click Reset Ignored Errors.
- Click OK.
- Click Resume.
NOTE Resetting ignored errors resets all errors in all sheets in the active workbook.
- 289 -
5. Position the Error Checking dialog box just below the formula bar.
6. Click one of the action buttons in the right side of the dialog box. The available actions differ for
each type of error.
NOTE If you click Ignore Error, the error is marked to be ignored for each consecutive check.
7. Click Next.
8. Continue until the error check is complete.
Mark common formula errors on the worksheet and correct them there
category.
2. Under Error Checking, make sure that the Enable background error checking check box is
selected.
3. To change the color of the triangle that marks where an error occurs, in the Indicate errors
using this color box, select the color that you want.
4. Select a cell with a triangle in the top-left corner of a cell.
5. Next to the cell, click the Error Checking button that appears, and then click the option that
you want. The available commands differ for each type of error, and the first entry describes the
error.
If you click Ignore Error, the error is marked to be ignored for each consecutive check.
6. Repeat the two preceding steps.
Good reading
- 290 -
Bibliography
Larry Long and Nancy Long (2004). Computers: Information Technology in Perspective. 12th Edition
Mahender Pratap Singh (2004). Use of Information Technology in Library and Information Science.
Published by Abhijeet Publications, Delhi 110 094
Stacey C. Sawyer, Brian K. Williams, Sarah E. Hutchinson. (1997). Using Information Technology: A
practical Introduction to Computers and Communication. 2nd Edition
Wilkinson, C. (1992). Information Technology in the Office. Macmillan Publishers
Wilkinson, B. (1996). Information Technology the Basics. Macmillan Publishers.

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UNDERSTANDING COMPUTER

A Deep Understanding of Microsoft Office

For tutors, students, officers and businessmen

A Deep Understanding of Microsoft Office

2010© Semakula Saidi

All rights reserved

Contact: +256 776 90 7504

WORKING WITH GRAPHICS AND CHARTS ..................................................................................... - 112 -

Turn off automatic completion of cell values ............................................................................................ - 166 -

Remove or allow a circular reference ........................................................................................................ - 214 -

Understanding Computer Applications: A Deep Understanding of Microsoft Office is not only

May the Almighty God bless you all!

DEFINITION AND GENERAL COMPUTER INFORMATION

A computer is a machine that manipulates data according to a list of instructions.

This is evidenced in industrial robotics, like those in car assembly lines.

Some of the areas that computers are widely used include:

ii) Business Environment

iii) Recreation Purposes

Key Components of a Computer

Input Devices – telling the computer what to do

Extending the Computer’s Abilities

MICROSOFT WORD 2007 APPLICATION

The Microsoft Office Button

As you move your cursor over the Microsoft

Click the Microsoft Office button.

When you click the Microsoft Office button, it

You‘ll notice that you now have little images for

Move your cursor over the arrow to the right

Click Print (3.) at the top of the Menu.

A standard Print Menu screen will appear.

It is suggested that you spend a few minutes

If you look at the bottom of

Notice all of the useful online resources available to you.

Quick Access Toolbar

In the upper left corner – to the right of the Microsoft Office

To add this button to the toolbar we first clicked the

To remove buttons from the

In the image below, the arrows point to a new topic – Groups.

Clipboard Font Paragraph Styles Editing

The first Group on the Word Home Tab is

When you click this arrow the image on the right

Notice, in the Font Group area (above), you have

An old friend – the Font menu screen appears

Select Text Mini Toolbar

When you‘re working with text and fonts a really

In the image on the right we highlighted -

Notice in the Paragraph Group area (left) you

the right of Paragraph.

The Paragraph menu screen appears when you click the

Hang on! The next Group on the Word Home Tab/Ribbon is

Fasten your seatbelts!

We selected this Style. Look how

Now we’ll look at several other neat features of 2007 Office.

Notice, like the other Ribbons, that Picture

You can click the Open Group arrow at the

We‘ve enlarged the Word Insert

We‘ll click on the Pyramid and then click the OK button.

Similar to Picture Tools, you‘ll notice several

If you click the Change Colors button in the

If you now move your cursor arrow over one of the

We‘ll work with these in the individual 2007 Office

If you are in Excel, you can now highlight a row, column

In the image on the right we opened the spreadsheet