Working on

Data
 • Customized - Fill Series
• Cut, Copy and Paste Data
• Using the Special Paste Option
• Enhancing Data Presentation in
Excel
• Adding a Background

Outline • Text Orientation

• Text Wrap
• Sorting Data
• Filers and Data validation
• Drop down menu
• Removing Duplicates
 You can create a
series of numbers
Customized with a specific
pattern, such as 30,
- Fill Series 35, 40, and so on,
using Excel’s Fill
Handle or Fill
Series feature.
 • Enter the Starting
Value:
• Type 30 in the first cell.
• Enter the Second
Value:
• Type 35 in the next cell
below or to the right.
• Select Both Cells:
• Highlight both
the 30 and 35 cells.
• Use the Fill Handle:

Fill Series • Hover your mouse over

the small square at the
bottom-right corner of the
selection (the fill handle)
until the cursor becomes
a +.
• Drag the fill handle down
or to the right to extend
the series.
• OR - try another way:
as specified on the
right side. Under home
tab.
 Copying by Dragging –

• Copy using Drag and Drop – When you select a range, a

Cut, Copy heavy border appears around it. When you place your cursor
over any part of this border, except for the lower right corner
(which is the fill handle), the cursor changes to a “block arrow”.
and Paste Hold down the left mouse button while simultaneously holding
down the CTRL key and the area can be copied to a new
Data location. It is set when the mouse button is released.
• When copying to the destination, be aware that the new content
will overwrite and previous content and it will be lost. If this
happens, you can used the UNDO command on the Quick
Access Toolbar to immediately reverse the copy.
• Holding down the left mouse button without holding down the
CTRL key will result in a move rather than a copy operation.
Remember the UNDO button on the Quick Access Toolbar - it
can help you reverse most unwanted operations.
 • Moving by Dragging
• a. Drag and Drop – Moving using Drag and Drop is
Moving by even easier than copying as described above
because the CTRL key does not need to be held. The
Dragging Drag and Drop method by default performs a move.
Simply select the cells to be moved, move the cursor
over the boarder so it becomes a “block arrow”, and
hold down the left-mouse button while dragging the
selected range to the destination area. Releasing the
mouse button completes the move.
 • After you Paste the copied material from the clipboard into the
destination, Excel will display the Paste Options button. When
clicked, the Paste Options menu (below) will appear allowing

Using the
you to:

Special • i. Paste – copies content and formatting (default)

• ii. Values – copies content only
Paste • iii. Values and Number Formatting – copies content and only
numeric formatting
Option • iv. Formulas – copies formulas from the source are, but not the
content and formatting.
• v. Formatting – copies formats from source, but not contents
• vi. Paste Link – copies the content and formatting, and links the
cells so that changes in the source area update the destination
area
Enhancing
Data • Change Font and Font Size
Presentatio • Apply Font Color
n in Excel • Add Borders for Emphasis
• Apply Cell Shading (fill color)
 Under the Home Tab
[Link] Font and Font Size:
Enhancing [Link] Group → Select a font style and
adjust the size from the dropdown menus.
Data [Link] Font Color:
Presentatio [Link] Group → Use the Font Color tool
(the "A" icon with a color bar).
n in Excel [Link] Borders for Emphasis:
[Link] Group → Use the Borders tool (the
square icon with a grid).
[Link] Cell Shading:
[Link] Group → Use the Fill Color tool (the
paint bucket icon).
 Change Font and Font Size:
• Select the Category and Assigned
To columns.
Enhancing • Change the font to Arial Bold and
increase the size to 14 to highlight
Data these key columns.
Presentatio
n in Excel Apply Font Color:
• Highlight cells in the Priority column:
• Use Red font for "High" priority.
• Use Orange font for "Medium"
priority.
• Use Green font for "Low" priority.
 Add Borders for Emphasis:
• Select the entire table.
• Apply All Borders to make the table
Enhancing visually distinct.
• Use a thicker border for the header
Data row to emphasize the column titles.
Presentatio Apply Cell Shading or or fill color :
n in Excel • Add light gray shading to the header
row for better differentiation.
 Activity
Please refer to excel sheet on the
projector for the activity.
 Font Settings
• The Font Group – located on the Home Tab – contains many
features for changing the appearance of the cell and its content.
These features include:
• a) Bold, Italic and Underline controls

Formatting • b) Change Font Type drop-down list control

• c) Change Font Size drop-down list control and icons to make
Cells the font Larger or Smaller
• d) Cell Border control
• e) Cell Background Color control
• f) Font Color control

• You can make even more details changes by accessing the

Format Cells dialog box by clicking on the Dialog Box launcher
arrow located in the lower right corner of the Font group.
Additional Font controls can be found on the Font Tab of this
dialog window.
 • Cell Selection: You can select individual cells, a
range of cells, rows, or columns.
• Highlighting Methods:
• Background Color: You can change the fill color of
a cell to make it stand out.
• Font Color: Changing the font color helps to
Manually emphasize specific data.
• Bold, Italics, or Underline: Applying text
Highlighti formatting makes the highlighted cells more
noticeable.
ng Cells • Conditional Formatting: This can automatically
highlight cells based on certain conditions (e.g., if a
value is greater than 100 or if a cell contains
specific text).
• Borders: You can add borders around highlighted
cells to make them stand out.
• Font Style: Adjusting the font style (e.g., making
text bold or underlined) within the highlighted cells.
 • Steps:
• Select the
column or range
of data.
• Go to Home tab
→ Conditional
Highlight Formatting → H
ighlight Cells
Duplicate Rules → Duplic
ate Values.
Values: • Choose a format
to highlight
duplicates.
• Use Case: Identify
duplicate entries,
such as repeated
customer names or
order IDs or marking
a lower/higher
values
Activity

Product ID Product Name Price ($)

101 Apple iPhone 14 999

• Highlight Products Priced
102 Samsung Galaxy S23 799
Above $800:
103 OnePlus Nord 3 499
• Highlight Duplicate Product
104 Apple iPhone 14 999 Names:
105 Google Pixel 7 599 • Highlight Low Stock Products
106 Samsung Galaxy S23 799
(Quantity Below 20):
107 Xiaomi Redmi Note 12 399
 • Highlighting
Highlightin duplicate values:
This is particularly
g duplicate useful for tasks like
detecting duplicate
values: IDs, customer
names, or
transactions
 Activity
Please refer to conditional formatting
excel sheet on the projector for the
activity.
 Alignment Settings

• Alignment controls how the content of a cell will line up.

Initially, text is left aligned within a cell – meaning the text is
placed in the cell so it starts at the right side of the cell and
continues until it encounters another cell within the row.
Numbers, on the other hand, are right aligned in the cell
meaning the numbers line up on the right side of the cell.
• The Alignment Group on the Home tab is used to change the
default settings.
Number
Formats
• The Number Group in Excel
provides tools to format
numbers, dates, and text to
suit various purposes. These
controls are located on
the Home tab of the ribbon.
Adding a Background

• Open Your Excel Worksheet:

• Open the spreadsheet where you want to add the background.
• Navigate to the Page Layout Tab:
• Click on the Page Layout tab in the ribbon.
• Click on the Background Button:
• In the Page Setup Group, click the Background button.
Customizing the Quick
Access Toolbar
 Text orientation adjusts the angle of the text in a
cell. This is helpful for saving space or creating a
unique design.
How to Change Text Orientation:
[Link] the Cells:
1. Highlight the cell(s) where you want to adjust
the text orientation.
Text [Link] to the Home Tab:
1. In the ribbon, under the Home tab, find
Orientation the Alignment Group.
[Link] the Orientation Button:
1. Click the Orientation button (diagonal
"ab↘").
2. Choose one of the following:
[Link] Counterclockwise or Angle
Clockwise
[Link] Text
[Link] Text Up or Rotate Text Down
Text Orientation
 Activity
Please refer to excel sheet on the
projector for the activity.
 • Text wrapping ensures that long
text stays within the cell and
displays on multiple lines rather
than overflowing into adjacent
cells.
[Link] the Cells:
1. Highlight the cell(s) where
text wrapping is needed.
[Link] Wrap Text:
Text Wrap 1. In the Home
Tab → Alignment Group,
click the Wrap Text button.
[Link] Row Height (if
needed):
1. Excel will automatically adjust
row height, but you can
manually drag the row border
for more space.
Text Wrap
 • Sorting helps you organize data in
ascending or descending order.
• Steps to Sort Data:
[Link] any cell within the column
you want to sort
(e.g., Price column).
[Link] to the Data Tab on the ribbon.

Sorting Data [Link] Sort A to Z (ascending)

or Sort Z to A (descending).
[Link] more advanced sorting (e.g.,
by multiple columns), click Sort in
the Data Tab, and set the sort
options (e.g., sort by Price,
then Product Name).
Sorting Data
 • Sort by Price:
• Sort the data by Price to see the
products in order from cheapest to
most expensive.
• Filter by Stock Quantity:
• Filter to show only products with
a Stock Quantity greater than
Sorting Data 100.
• Sort by Stock Quantity:
• Sort the data by Stock
Quantity to see which products
are most available.
 Steps to Apply Filters:

Select the Header Row:

• Highlight the row with the column

titles (Product
Filters Name, Price, Stock Quantity).
Enable Filters:

• Go to the Data Tab → Click on

the Filter button. This will add
drop-down arrows to each column
header.
Filters

Example:
•Filter by Price: Show only products priced
between $50 and $150.
•Filter by Stock Quantity: Show products with
more than 100 in stock.
 • Example:
• Filter by Price: Show only
products priced
between $50 and $150.

Filters • Filter by Stock Quantity: Show

products with more than 100 in
stock.
 Creating Drop-Down Lists:
[Link] the cells where you want
the drop-down list.
[Link] to the Data Tab → Data
Validation → Data Validation.
Data [Link] Allow, select List.
Validation [Link] the items for the list,
separated by commas
(e.g., Electronics, Furniture,
Home & Kitchen).
[Link] OK.
Activity: Create a Drop-Down List in Excel

You are planning a road trip with friends and need a drop-down list to choose the mode of
transportation, such as Car, Train, Flight, and Bus.
1. Create a column to list the destinations for the trip, leaving blank cells next to each
destination for the drop-down list.
2. In another part of the sheet, list the transportation options (e.g., Car, Train, Flight, Bus).
3. Select the blank cells where the mode of transportation will be chosen.
4. Go to Data Tab → Data Validation → Data Validation.
5. Under Allow, select List, and in the Source field, select or type the range containing the
transportation options. Click OK.
6. Test the drop-down by clicking in the blank cells and selecting the mode of transportation
for each destination.
7. Add another drop-down list for meal preferences (e.g., Veg, Non-Veg, Vegan) for each
destination.
 Countrie Departmen
Fruits
s ts
Create drop
down menu Apple Canada HR
from the
following Banana USA Marketing
data
Orange India Finance

Mango Australia IT

Grapes Germany Sales

 Removing Duplicates
• Steps to Remove Duplicates:
[Link] the data range.
Removing [Link] to the Data Tab →
Click Remove Duplicates.
Duplicates [Link] the dialog box, select which
columns to check for duplicates
and click OK
 Printing a worksheet in excel is a
straight forward process. There are a
number of ways to start the printing
process;
a) Select “File Tab” from the Ribbon and
click on the print option.
Printing
Worksheet
b) Place the “Quick Print” option on the
“Quick Access Toolbar”. From that point
forward you can print by selecting the
“Quick Print” icon.
Once you have selected the print
feature; the following print dialog box
appears;
Printing
Workshee
t
 • General Project Planning Guidelines for Excel
• When starting a new Excel project, it’s important to
General organize your process to ensure clarity and efficiency.
Below are some guidelines to follow:

Project [Link] and Subtitles:

1. Choose clear and concise titles/subtitles. Avoid
Planning excessive text—keeping it simple increases impact.
[Link] and Columns:
Guidelines 1. Plan the data structure: rows typically represent
items, while columns provide details or attributes
for Excel about those items.
[Link]:
1. Identify the necessary calculations (e.g., totals,
averages, percentages) and where they should
appear in the worksheet.
[Link] Saving:
1. Decide where to save the workbook (e.g., a specific
folder on your system or cloud storage) for easy
access.
 General
5. Formatting:
1. Plan how to format the worksheet (e.g., font styles,
colors, borders). A clean layout improves readability
Project and communication.
6. Charts (If Needed):
Planning 2. Determine if a chart is required to visualize the data.
Choose the type of chart (e.g., bar, line, pie) based on
Guidelines the data being represented.
7. Chart Placement:
for Excel 3. Decide if the chart will be embedded within the
worksheet or displayed on a separate sheet. Format it
to enhance visual appeal.
8. Worksheet Naming:
4. Give the worksheet a meaningful name that reflects its
purpose. This helps in locating the workbook quickly in
the future.
Thank you