This document provides an overview of new and improved features in Microsoft Excel 2010, including the Backstage view, sparklines, conditional formatting improvements, slicers, pivot charts, searching in tables and pivot table filters, and sharing workbooks. It offers step-by-step instructions on how to use these features and provides examples to illustrate their functionality. The document is intended to help users learn and get started with key capabilities in Excel 2010.

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Work Smart: Microsoft Excel 2010
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About Microsoft Excel 2010
Use this guide to learn about some of the new and improved features
which are available in Microsoft
®
Excel
®
2010.
Topics in this guide include:
Understand Backstage™
View
Create a Sparkline
Use the Improvements to Conditional Formatting
Create a Slicer
Create a PivotChart
Use Search in Tables and PivotTable Filters
Share Your Workbook
Customization note: This document contains guidance and/or step-by-step
installation instructions that can be reused, customized, or deleted entirely if
they do not apply to your organization’s environment or installation
scenarios. The text marked in red indicates either customization guidance or
organization-specific variables. All of the red text in this document should
either be deleted or replaced prior to distribution.
Understand Backstage View
The Backstage view is available in each of the Office 2010 applications,
including Excel 2010. The Backstage view contains a series of tabs that group
together like commands. In the Backstage view, you find common commands
such as Save, Save As, Open, Print, Save & Send, Excel Options, and Exit.
• To display the Backstageview, click the File tab in the upper-left
corner, next to the Home tab.
• To return to your workbook, click any tab at the top of the Ribbon or
click on the image of your document in the upper-right corner.
Create a Sparkline
One of the new features in Excel 2010 is Sparklines. Sparklines are small
charts in a worksheet cell that provide a visual representation of data. You
can use Sparklines to show trends in a series of values such as seasonal
increases or decreases, economic cycles, or to highlight maximum and
minimum values.

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The following is an example of a Line Sparkline with high point and low point
markers:
The following is an example of a Column Sparkline showing a weekly trend
for book sales:
The following is an example of a Win/Loss Sparkline to show the history of a
team’s win/loss record:
Create a New Sparklines
1 On the Insert tab, in the Sparklinesgroup, click the type of Sparkline
you want to insert, such as Line, Column, or Win/Loss.
2 In the Create Sparklinesdialog box, define your DataRange and
LocationRange, and then click OK.
A Sparkline is added to your workbook.
Tip
To get the greatest impact from Sparklines, position them near the data they
represent.
To Format Sparklines
1 Select the Sparkline you want to format.

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2 On the Design tab, under the Sparkline Tools tab:
• In the Style group, click one of the styles in the gallery to apply
a color scheme to your Sparkline.
• In the Style group, click Marker Color, and then select the
colors you want for markers, such as High Point or Low Point.
• In the Show group, click the types of markers you want to
display, such as High Point or Low Point.
Conditional FormattingImprovements
Two features of Conditional Formatting that were improved in Excel 2010 are
the Data Bars and Icon Sets. You can now use Data Bars to display negative
values. Icon Sets can now be customized to provide greater visibility into
your data.
Some of the rules that are available with Conditional Formatting include:
Rule Options
Highlight cells based on values, such as
cells that are greater than, less than, in
between, or equal to a specific value.
Highlight cells based on the highest, lowest,
or average values.
Create bars in cells based on the highest
and lowest values in the range.
Color cells based on the highest, lowest,and
midpoint values in the range.
Insert icons in cells based on cell values
greater than, less than, or in between a
specified value.

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Use Custom Data Bars to Highlight Negative Values
1 Select the cells you want to format.
2 On the Home tab, in the Styles group, click Conditional Formatting,
click Data Bars, and then click More Rules.
3 In the New Formatting Rule dialog box, in the Edit the Rule
Description section:
a. Under Format all cells based on their values, define the
criteria for how Minimum and Maximum data bars will appear.
b. Under Bar Appearance, define the way color will be applied to
the data bars.
c. Under Bar Appearance, click Negative Value and Axis.
d. In the Negative
Value and Axis
Settings dialog box,
define the color used
to display negative
values and the axis
position in the data
bar, click OK, and then
click OK again.
The following is an example of a PivotTable shown with data bars
highlighting negative values in red in the Difference column.
Use Custom Icon Sets to Highlight Cell Values
1 Select the cells you want to format.
2 On the Home tab, in the Styles group, click Conditional Formatting,
click Icon Sets, and then click More Rules.
3 In the New Formatting Rule dialog box, in the Edit the Rule
Description section:
a. Under Format all cells based on their values, select a style from
the Icon Stylelist box.
–OR–
b. Under Icon, click the icon button to define the icon you want to
use.

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c. In the Value andType fields, define the criteria for how the
icons will appear, click OK, and then click OK again.
The following is an example of a PivotTable which uses icons to highlight
values in the Difference column.
Tip
You can use the Format as Table and Cell Styles commands in the Styles
group to make your data more readable..
• You can use the Format as Table command to apply color schemes to
your table.
• You can use the Cell Styles command to highlight or accent specific
cells, or set cell number format, such as setting the cell value to
illustrate percentages.

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Create a Slicer
You can use Slicers to filter large amounts of data.
When filtered, resulting data display only relevant results, without null results.
Note
Slicers require that you have already created a PivotTable from your data.
Add Slicers
1 Select a PivotTable, and on the Inserttab, in the Filter group, click
Slicer.
2 In the Insert Slicer dialog box, select what you want to filter your
PivotTable by, and then click OK. In this example, two Slicers will be
available, one to filter the PivotTable based on Genre and the other
based on Store.
3 From the Slicer, select the filter you want to apply. In this example, you
are filtering the PivotTable so that only sales of Arts & Photography
books in the Bellevue store are shown.
Create a PivotChart
In Microsoft Excel 2010, filtering is more user-friendly in PivotCharts. Excel
2010 added interactive buttons to the PivotChart so you filter directly on the
chart without having to go back and forth between the chart and the
PivotTable.Once the data is filtered, the buttons will contain a filter icon just
as the PivotTable does in earlier versions of Excel.
Note
Using PivotChart requires that you have already created a PivotTable from
your data.

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Create a New PivotTable and PivotChart
1 On the Inserttab, in the Tablesgroup, click the PivotTable label
(below the icon), and then select PivotChart.
2 In the Create PivotTable with PivotChartdialog box, enter your data
range and location where you want your PivotTable and PivotChart to
appear, and then click OK.
3 In your PivotChart, click one of the interactive buttons (Field Button
arrows ), and then filter what data is displayed in your PivotChart.
The following is an example of a PivotChart showing interactive Field
Buttons:
Hide Field Buttons
• Select a PivotChart, and on the PivotChart Tools tab, click the
Analyze tab.
• On the Analyze tab, click Field Buttons to filter or to hide all the Field
Buttons.

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DOCUMENT. © 2012 Microsoft Corporation. All rights reserved.
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UseSearchinTablesandinPivotTable Filters
In Excel 2010, you can search items in Tables, PivotTables, and AutoFilters by
selecting and clearing the items you want to show in your Tables,
PivotTables, and AutoFilters. For example, you have a PivotTable report that
has about one million items that you do not want to scroll through. You can
search for specific names in the data and filter your report.
Search by Value to Filter Your PivotTable
1 Select the PivotTable with which you want to work.
2 Click the down arrow to the right of the row label in the row you
want to search.
3 In the Search text box, enter the value for which you want to search. For
example, you have a PivotTable that shows revenue for all your stores
but you only want to look at the revenue from the Redmond Way store.
4 To filter your PivotTable report to show just the Redmond Way store,
click OK.
Create a Custom AutoFilter
1 Select the PivotTable with which you want to work.
2 Click the down arrow to the right of the row label in the row you
want to search.
3 Click Label Filters, and then click on the criteria. For example, you
want to analyze the difference in revenue between stores that are on
streets versus stores that are on avenues, click Contains.
4 In the Label Filter dialog box, next to the filter criteria list, enter a
value, such as “Street.”
5 To filter your PivotTable report to show just stores that contain
“Street” in the store name, click OK.

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This guide is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, AS TO THE INFORMATION IN THIS
DOCUMENT. © 2012 Microsoft Corporation. All rights reserved.
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Share Your Workbook
You can use Microsoft Excel 2010 to share with others across your
organization. With Excel 2010 and SharePoint 2010, multiple users can access
your data simultaneously.
Share Your Workbook
1 Click the File tab in the upper-left corner, next to the Home tab to
display the Backstage view.
2 Click the Save & Send tab, and under the Save & Send section:
• Click Send Using E-mail to send an email containing your
workbook file to other people.
• Click Save to Webto save your workbook to SharePoint where
it can be viewed using just a web browser and embedded in
SharePoint dashboard pages.
• Click Save to SharePoint when you want to share your
workbook file by putting it in a central location, or when you
have large collections of work being shared between yourself
and your co-workers.
For More Information
Getting Started with Office 2010
http://office.microsoft.com/en-us/help/fx100646671033.aspx