Excel Format cells Number Percentage (.20 not 20) Special (Zip, Phone) Font

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1 Excel 2013 Shortcuts My favorites: Ctrl+C copy (C=Copy) Ctrl+X cut (x is the shape of scissors) Ctrl+V paste (v is the shape of the tip of a glue bottle) Ctrl+A - or the corner of worksheet Ctrl+Home Goes to the top of the worksheet Ctrl+End Goes to the bottom of the worksheet Alt+Enter multiple lines in one cell F4 repeats formatting of last format Fill Resize columns and rows Select worksheet, Double click on line between column letters or for rows click on the line between the row numbers, do not click and drag when selected Format cells Number Percentage (.20 not 20) Special (Zip, Phone) Number Alignment Font 1

2 Formulas vs. Functions Starts with =. Formula (=A1+B1+C1) Add = + Subtract = - Multiply = * Divide = / Function (=SUM(A1:C1) My Favorite Functions: SUM CONCATENATE LEFT FIND VALUE COUNT (numbers) vs. COUNTA (text) Functions SUM Function Adds numbers in columns or rows 2

3 Left Function returns left characters Concatenate combines 2 or more fields together Find Function finds text; returns a number 3

4 Value function converts text to a number Average function Averages a series of numbers COUNT vs COUNTA 4

5 Sort and Filter Sort Put cursor in the column you want to sort Home, Editing (at end of Home tab); Click on the ascending or descending order or Custom Sort Filter Select worksheet using Ctrl+A or corner of worksheet or 1 st line with headings. On Home tab go to the end to find Sort & Filter ; Click on Filter. Click on the drop arrow of the field that you want to filter on. Uncheck Select All and check the ones that you want to see. Print area Select area to print, Page Layout, Print area, Set Print area Merge and Unmerge 5

6 Duplicates To find duplicates, select column that has the field with duplicates. Click on Conditional Formatting on the Home tab, Highlight Cell Rules, Duplicate Values. This step will highlight the records that are duplicates. A box will come up for you to confirm. Click on OK. This will highlight the duplicate records. Once they are highlighted, select worksheet or just first row, Sort & Filter in the Home tab, Filter, Click on the filter drop down for the field that you chose for checking duplicates, Filter by Color, Filter by Cell Color. You will see the list of all duplicates and can delete the ones you would like to delete. Once you delete one of the duplicates, the other duplicate will go back to normal color. If you don t want to select which duplicate to remove and let Excel remove the duplicates, you can go to the Data tab, Remove Duplicates. 6

7 Vlookup What is Vlookup? Learn how to use VLOOKUP to look up a value you want to find in an Excel list or table. Using VLOOKUP is similar to looking up a person's name in a telephone book to get a telephone number. VLOOKUP looks at a value in one column, and finds its corresponding value on the same row in another column. Start with the Formulas tab and click on Lookup and Reference Click on Vlookup Lookup value is the value that you want to look up in another table (from main sheet) Table array is the table that has the values and matching data; the data you are looking for in this table must be in ascending order; only data-no headings; should be absolute values with $ Col index num is the column in the table that has the values that you are looking for Range lookup is either True which is the default and is the closest match or False which needs to be an exact match Sample formula: =VLOOKUP(F3,'[grade scale.xlsx]sheet1'!$a$2:$c$14,2) 7

8 Macros Macros record a series of actions. To record a macro, start with the View tab on the Home ribbon. Click on Macros, then Record a macro. You can give it a name with no spaces. You can also create a shortcut key but don t call it something that already exists such as Ctrl+C. Click on OK Your macro is now recording. Every click or scrolling will be recorded. When done, click on the square at the bottom left part of your screen. To run the macro, go to Macros on the View tab. Click on View Macros, click on the macro name, click on Run or you can just use your shortcut key that you created. 8

9 Charts/Graphs (Editing) Select the data you want to graph. On the Insert tab click on the type of graph you want (column). You can then edit the graph by: Changing the color of the bars Removing the gridlines Adding data labels and where they should be, the font Add a chart title Removing Primary Vertical under Axis Linking worksheets and workbooks - Open Excel to get one file. Open the second one by double clicking it. Can view them side by side. Page setup (gridlines, titles on each page, sizing) 9