Introducing Microsoft Office Specialist Excel Module 1. Adobe Captivate Wednesday, May 11, 2016

Transcription

1 Slide 1 - Introducing Microsoft Office Specialist Excel 2013 Introducing Microsoft Office Specialist Excel 2013 Module 1 Page 1 of 25

2 Slide 2 - Lesson Objectives Lesson Objectives Understand what Microsoft Excel is and what it is used for Learn the basics of Excel Explore some of the features of excel Learn about the types of worksheets and workbooks Page 2 of 25

3 Slide 3 - What Is Microsoft Excel? What Is Microsoft Excel? Excel 2013 is a spreadsheet software application that enables you to easily create both simple and complex spreadsheets such as balance sheets, timesheets, budgets, and change trackers. Microsoft Excel provides tools to enable you to perform complex calculations, display information in different formats, and analyse data. Page 3 of 25

4 Slide 4 - Uses For Excel Uses For Excel Some of the main uses of Microsoft Excel are: Creating and managing lists Performing statistical analysis Creating forecasts and reports Invoicing Forms Page 4 of 25

5 Slide 5 - What Is Microsoft Excel? Opening Microsoft Excel Microsoft Excel can be opened from the start menu by clicking Start > All Programs > Microsoft Office > Microsoft Excel Microsoft Excel can also be opened from a desktop shortcut by clicking on the Microsoft Excel icon. Page 5 of 25

6 Slide 6 - Closing Microsoft Excel Closing Microsoft Excel Microsoft Excel can be closed from Backstage view by clicking on the Close button. Clicking on the X button located in the top left hand corner of the window will also close Microsoft Word. Page 6 of 25

7 Slide 7 - Explore Excel Explore Excel Page 7 of 25

8 Slide 8 - Backstage View Backstage View One of the features that was introduced in Excel 2010 is backstage view. The appearance of this has changed a little in Excel 2013, however the functionality remains the same. Backstage view is accessed by clicking on the File tab which is located at the top left hand corner of the Ribbon. Backstage view is an area in Microsoft Excel that provides a set of commands to do things to a workbook. This includes opening and closing the workbook, managing data about the workbook such as the title, author and status, changing the permissions of the workbook, and print settings. Page 8 of 25

9 Slide 9 - Creating A New Workbook Creating A New Workbook When you open Microsoft Excel and select the Blank Workbook template, a blank workbook will open. However, there are two other ways that you can open a new workbook. Page 9 of 25

10 Slide 10 - Templates Templates There are a range of templates available in Excel. These are workbooks with specialised formatting, formulas, and data. All workbooks use a template. By default, new workbooks use the Blank Workbook template, however Microsoft provides a range of templates for you to choose from. To view the available templates in Microsoft Excel, open Backstage view and click on New. Select a template to use from the range of sample templates displayed. If you do not find a template that you would like to use in these samples, enter a keyword in the search bar and click on the search button (the button that looks like a magnifying glass) to search for templates online. Page 10 of 25

11 Slide 11 - Opening an Existing Workbook Opening an Existing Workbook There are several different ways to open an existing workbook in Microsoft Excel: My Documents Backstage view Start Menu Page 11 of 25

12 Slide 12 - Opening Non-Native Files Opening Non-Native Files Microsoft Excel 2013 can used to open files that were not created in Excel. The following is a brief list of some of the more common supported file types that you may come across:.csv.ods.xml.xl.htm.txt.xla.xlsx.dbf If you have a file that uses one of the above file formats, you can open it using Excel 2013, however not all files will be visible in the Open dialogue box. You may need to click on the button on the bottom right-hand side of the dialogue box and select the type of file that you would like to open if you don t see the file type in this list, click on All Files. You will now be able to locate the file in the dialogue box. Page 12 of 25

13 Slide 13 - Compatibility Mode Compatibility Mode Microsoft Excel 2013 can be used to open, edit, and save workbooks that were created in older versions of Microsoft Excel. When opening a workbook that has been created for an earlier version of Excel, certain features will be disabled in order to ensure that all changes made to the document will be compatible with previous versions of Excel. This will ensure that there will be no unpredictable behaviour when opening a workbook in an earlier version of Microsoft Excel. You can see when a workbook has been opened in Compatibility Mode as this is displayed in the Title bar next to the title of the document. Page 13 of 25

14 Slide 14 - Importing Files Importing Files You can import data from other files into an Excel workbook. To do this, you must first click on the cell in which you would like the imported data to start. The most common type of file that data is imported from is a text file, so to import data from a text file, click on the Data tab and click on the From Text button in the Get External Data group. This will open the Import Text File dialogue box. Locate the file that you would like to import, then click on the Import button. Page 14 of 25

15 Slide 15 - Importing Files Importing Files If you have selected delimited as the original data type, the next page of the wizard will allow you to select the character which delimits the data. Click Next. If you have selected fixed width as the original data type, the next page of the wizard will allow you to set the position of each column of data. Click Next. Page 15 of 25

16 Slide 16 - Saving A Workbook Saving A Workbook Save allows you to preserve any changes that you have made to a workbook. It is useful to do this periodically while working on a workbook or worksheet as it will help to ensure that you will not lose a significant amount of your work if you have a problem with your system or if you exit Excel and forget to click Save first. If you are periodically saving the workbook, you will only risk losing changes that you have made since the last time that you have saved the workbook. There are several ways that you can save your work in Excel 2013: - Using Backstage view Open Backstage view and click Save. If this is a new workbook, select the location that you would like to save the workbook to. The Save dialogue box will open. Give the workbook a suitable name and click Save - Keyboard shortcuts Press Ctrl+S. This is the Save keyboard shortcut. Page 16 of 25

17 Slide 17 - Saving A Workbook Saving A Workbook - Saving a copy of a document Open Backstage view and click on Save As. In the Save As dialogue box, give the workbook a new name and click Save - When closing the workbook When you close a workbook that you have made changes to without saving it, an alert will appear. Click Yes to save the workbook. This is not a recommended method of saving your work as it is easy to click the wrong button, resulting in the workbook closing without saving. - Quick Access Toolbar Click on the save icon in the Quick Access Toolbar. Page 17 of 25

18 Slide 18 - Save As Save As - Saving the workbook as a different file type If you want to save a workbook as a different file type, for example saving as a PDF, click on the Save as Type field in the Save As dialogue box, and select the appropriate file type. Enter a name for the file, then click Save. Page 18 of 25

19 Slide 19 - Maintaining Backward Compatibility Maintaining Backward Compatibility Excel 2013 can open, edit, and save workbooks that have been created for earlier versions of Microsoft Excel. When opening a workbook that has been created for an earlier version of Excel, certain features will be disabled to ensure that all changes made to the workbook are compatible with previous versions of Excel. This is useful as it ensures that there will be no unpredictable behaviour when opening the workbook in an earlier version of Microsoft Excel. You can see when a workbook has been opened in Compatibility Mode as this is displayed in the Title bar next to the title of the workbook. Page 19 of 25

20 Slide 20 - Maintaining Backward Compatibility Maintaining Backward Compatibility Sometimes you may have colleagues or clients who use an older version of Microsoft Excel, and you will need to create workbooks that they can open. It is possible to create a new workbook which is compatible with previous versions of Excel. To do this, click on Save As and select the location where you would like to save the Workbook. In the Save As dialogue box, click on the Save As Type field and select Excel Workbook. This will save the document in a format that is compatible with Excel 97, Excel 2000, Excel 2002, and Office Excel Click Save. Page 20 of 25

21 Slide 21 - Worksheets and Workbooks Worksheets and Workbooks In Microsoft Excel, a worksheet consists of rows and columns, and is the document that you use to store and manipulate data. All worksheets are stored in workbooks, and can be identified by the tab at the bottom of the window. You can tell which worksheet you are currently using as it has its name in bold on the tab, with a line running underneath it. A workbook is a file that contains one or more worksheets. These can be used to store multiple worksheets containing related information. A new workbook will only contain one worksheet called Sheet1, however you can add additional worksheets by clicking on the + button, located on the status bar next to the worksheet tab. By default, worksheets are given the generic names Sheet1, Sheet2 etc. To make it easier to keep track of each of the different worksheets that you are using, you can give then specific names. To do this, you can double-click on a tab and type the new worksheet name, or right-click on the tab and select Rename before typing the new name. Page 21 of 25

22 Slide 22 - Customising The Quick Access Toolbar Customising The Quick Access Toolbar The Quick Access Toolbar is located in the top left-hand corner of the window. This is a customizable toolbar which displays one set of commands, independently of the tab that is being used. By default the Quick Access Toolbar contains the Save, Undo, Redo, Print Preview and Print, and buttons, but it is a good idea to add buttons for any functions that you frequently use, such as sorting data or opening new workbooks. Page 22 of 25

23 Slide 23 - Customising The Ribbon Customising The Ribbon You can customise the Ribbon by right-clicking on the Ribbon and selecting Customize the Ribbon, or by opening Backstage view, clicking on options, and selecting the Customize Ribbon page of the Windows Options dialogue box. You can select items from the list on the left and add them to groups on the ribbon. You can also add new tabs and groups to the Ribbon using the buttons in this dialogue box. Page 23 of 25

24 Slide 24 - Customising Workbook Properties Customising Workbook Properties Microsoft Excel 2013 provides details about Excel workbooks such as the author, title, and workbook keywords, which can be used to help organise workbooks. Some information is provided automatically by Microsoft Excel, however you must enter information such as Keywords or Comments yourself. To view and edit the workbook properties, open Backstage View and look at the right-hand side of the Info page. You can edit the properties displayed on this page by clicking on the property and entering the information, however only a limited range of workbook properties are displayed by default on this page. Click on Show All Properties, located at the bottom of this page, to view more document properties. You can also click on Properties and select Advanced Properties. This will open the workbook Properties dialogue box. On the Custom tab of this dialogue box, you can select additional properties that can be added to the workbook - select the property name that you would like to add, enter a value, and then click Add. This will add an additional workbook property. Page 24 of 25

25 Slide 25 - Module Complete Module Complete Congratulations on completing this module, to continue please use the X symbol in the navigation bar at the bottom of this page and select the next module on your learning portal Page 25 of 25