Microsoft Excel for Lawyers - The Fundamentals Reference Guide

Transcription

1 Microsoft Excel for Lawyers - The Fundamentals Reference Guide This guide includes step by step procedures for fundamental Excel commands and accompanies the Microsoft Excel for Lawyers -The Fundamentals webinar. Steps apply to most recent Excel versions for the PC and MAC. If you have any questions on this or what was covered in the webinar, please contact Clear Law Institutue or Craig Brody, Instructor (cbrody@outlook.com) AutoFill 1. Click and drag the Black Cross (AutoFill symbol) found at the lower right corner of a cell. 2. Drag in any direction to fill cells as needed, then release. Option: Double click on the blank cross to quickly fill data down a column Excel Formulas (general steps) 1. Enter input data in designated cell locations. 2. Move the pointer to the cell location that will contain the formula dependent on the input data. 3. Type = then a cell reference. for example: =B3 4. Type a mathematical operator: + add - subtract * multiply / divide ^ exponent 5. Type the next cell reference for the formula. for example: =B3-B4 6. Repeat the above two steps if there are other cell references to include in the business formula 7. Press Enter to see the result. Notes: Formulas containing cell references are dependent on data entered in those references; formula results update automatically when data in those locations change. Tip: Separating input data and output formulas in your spreadsheets makes changing data easy and allows for efficient analysis of formula results. (Option: use different colors to further differentiate these areas)

2 AutoSum/Sum Function 1. Enter data in designated cell locations 2. Move the pointer to the cell location that will automatically sum the values. 3. Click located on the Home tab. 4. Determine if Excel guessed the range correctly. If not, change it by typing or dragging. Press Enter The Shortcut Key for AutoSum is Alt = (hold down the Alt Key and tap the equal sign), then press Enter Sum function examples: =SUM(B3:B6) will sum range B3 through B6 below (Family Law Billings) whereas =SUM(B7,B11,B19) will only sum cells B7, B11 and B19 below (to calculate Total Billings in Row 20) Double clicking the AutoSum icon will generally produce the correct result...you can check the formula bar at the top of the screen if needed to see that the formula captured the correct range of cells. Copying Formulas with Relative Cell References 1. Enter the formula then select it. 2. Drag the small black cross (autofill handle at lower right of cell) in the direction needed drag across or down and release to paste formulas to destination cells. Formula column references change when copying formulas to the right. Formula row references change (increase) when copying formulas down. Alternative: Highlight formula cell, press Control C, highlight cell range to paste, then press Control V or press Enter. (Control V keeps the memory active, so you can continue to paste elsewhere pressing Escape key clears the memory) Below formula in D3 is copied down and the row numbers change relative to the new position producing the correct results Copyright 2016 C. Brody Associates Page 2

3 Copying Formulas with an Absolute Cell Reference 1. While entering or editing a formula, type $ signs in front of the row number and/or column letter of the cell whose references are to be held constant when the formula is copied. Or press the F4 Function Key until the desired $ placement appears 2. Copy the formula to other cells as needed. Highlight the formula press Control C then highlight the destination cells and press Control V or drag the fill handle of the formula (black cross) across or down to copy it. The cell reference made absolute will remain constant. Below in cell D3, cell reference C7 is made an absolute cell reference $C$7 so when the formulas is copied down Column D the reference C7 remains constant. Copyright 2016 C. Brody Associates Page 3

4 Creating a Template Basic General steps: 1. Enter the formulas that in the future will show results based on data entered. However for now, omit data that you want to fill in over time. Format cells as needed. 2. Save the file as a template with File Save As Template 3. Close the template 4. To use the template, click File New, then double click on the template to use. Fill in the data and save as a normal Excel file. Here is a sample template with data omitted but formulas and formatting in place. The sheet would be saved as a template file so it can be used over and over again in the future all the user needs to do is create a new file based on the template and then just fill in the data. Here is a template with data filled in Copyright 2016 C. Brody Associates Page 4

5 Edit, Insert, Delete, Move, Copy Data/Format Column Widths Edit Cell Contents = Double click on the cell or press the F2 key then edit contents To Delete Cell Contents = Just press the Delete key To clear just cell Formats 1. Highlight cells to clear, then click the Home tab 2. Click the Clear icon 3. Click Clear Formats Clear All would remove contents AND formats Delete Cells/Rows/Columns 1. Select the data or area as needed. Click the Home tab 2. Click the Delete icon down arrow 3. Click Delete Cells, Rows, Columns, or Sheet or select data, right click then click Delete Insert Cells/Rows/Columns 1. Click the Home tab 2. Click the Insert icon 's down arrow. 3. Click Insert Cells, Rows, Columns, Sheet or right click then click Insert To change column width place mouse pointer between columns letters to find black arrow cross, then either drag to widen/narrow column or double click to widen column automatically to fit the widest entry. To AutoFit a range of cells; highlight the range of cells, click Home tab, Format, AutoFit Column Width To quickly move data a short distance: 1. Move the mouse pointer onto the outline of the cell to move make sure you see an arrow symbol 2. Click and drag to the new destination cell and release. To copy and paste data 1. Highlight the data to copy or move. 2. Right click to choose Copy or click Control C or click the copy icon under the Home tab 3. Move to the destination cell. 4. Right click to choose Paste or click Control V. or click the paste icon under the Home tab To move data, right click then click Cut or press Control X Copyright 2016 C. Brody Associates Page 5

6 Formatting Numbers 1. Highlight the data to be formatted. 2. Click the desired icon under the Home tab of the Ribbon for example: Comma style (2 decimal places) Percent style (0 decimal places) Accounting Number Format (2 decimal places) 3. (Optional) Click the desired decimal place icon. Clicking increases decimal places one place at a time while clicking decreases decimal places one place at a time. Note1: shortcut keys: Control + 1 Keys opens all Format Cell options; Control Shift! = shortcut for Number format; Control Shift $ = shortcut for Currency format; Control Shift % = Percent; Control Shift ~ = General (no specific numeric format) Note2: Right click a range of numbers and select formats for numbers from the Mini-Toolbar: Note: click the Format Painter icon to copy formats from one cell to another cell or range (including color, font style, number formats) Here is an example of formatted number cells: (note comma formatting in columns B,C (currency in rows 19,20) and percentage formatting in columns D,E (with two decimal places) Copyright 2016 C. Brody Associates Page 6

7 Excel Functions 1. Move the pointer to the cell where the formula will be entered. 2. Type the equal sign, the function name, and the beginning parenthesis For example, =AVERAGE ( 3. Type the beginning cell location, followed by a colon, then the ending cell location. For example, B2:B10 4. Type a closing parenthesis. ) Press Enter. For example: =AVERAGE (B2:B10) or =COUNT(F30:F2000) Alternative Method: Click the Insert Function button, there. (shortcut key: Shift F3), then choose a function and complete it from Below the Sum, Count, Max and Average functions are determined in Column B based on summarizing many payment amounts from a large list of legal data. (rows 11 though 898) Copyright 2016 C. Brody Associates Page 7

8 Inserting Charts 1. Highlight data to be included in the chart (titles, data series) For the pie chart, cells A7:B7, A11:B11, B19:C19 were selected first 2. Click the Insert Tab 3. Select the chart type you need or have Excel recommend one. A 3D pie was selected for the example pictured above. At this point a chart appears embedded in the worksheet. Editing Charts with Chart Tools 1. Click once on the chart. 2. Click one of the Chart Tool tabs at the top of the screen Then select icons under these tabs to edit the chart. You can also right click an area of the chart to bring up editing commands. To move or resize a chart, just drag it. To delete the chart, select it, then press the delete key. For the example above, the Design tab was selected then Chart layout and Layout 1 was chosen to display text and % Copyright 2016 C. Brody Associates Page 8

9 Editing Charts with Chart Buttons 1. Click once on the chart. 2. Click one of the Chart buttons to the right of the chart (Elements, Styles, Filters) 3. Make selections as needed to see the change on the chart.. Here the Elements button was selected to display the Chart Legend on the right Work Sheet Commands Tips Right click a tab to see all Worksheet Tab Related commands: Right click on the worksheet scroll arrows to see all the worksheets in a file click one to activate it: Copyright 2016 C. Brody Associates Page 9

10 To Rename a Worksheet 1. Double click the sheet tab. The current sheet name will highlight. 2. Type a new name and press Enter. Alternative: Right click the sheet tab, click Rename, type the new name, and press Enter. NOTE: There can be up to 31 characters in a sheet name including spaces; however, these characters are not allowed: / \? * To Insert a new Sheet 1. Right click a sheet tab. 2. Click Insert. Click Worksheet. Click OK. Alternative: Press the Shortcut Key Shift + F11 OR click the insert worksheet tab just to the right of the last worksheet tab. To Delete a Sheet 1. Right click the sheet tab of the sheet to delete. 2. Click Delete. Note any message warning about the deletion step. 3. Click the Delete button to permanently delete the worksheet. Copyright 2016 C. Brody Associates Page 10

11 To Move a Sheet to a new location within a File 1. Click and drag the sheet tab of the sheet to move. Drag it along the sheet tab area to a new location. A black triangle symbol will indicate where the sheet will appear once dragging stops. 2. Release to move the sheet to the desired location. To Move or Copy a Work Sheet to another File 1. Make sure that both files are open. (one to move from, one to move to) 2. Right click the sheet tab of the sheet to move and click Move or Copy. 3. In the To book box, click the down arrow and click to select the other open workbook file that will receive the sheet. Or click (new book) to move the worksheet into a new file. 4. If needed, in the Before Sheet box, click the sheet name that you want the moved sheet to appear before. (Or click move to end ) Click OK. To Group Worksheets 1. Click to highlight the first worksheet tab to be a part of the group. 2. Hold down the Shift Key and click the last sheet tab to include in the group. Or Hold down the Control Key and click to select non adjacent worksheets to include in the group. To highlight all sheets in the file, right click a sheet tab and click Select All Sheets. The word [Group] will appear in the title bar. Grouped worksheet tabs are white. The active sheet within the group will appear bold. Worksheets not grouped are generally colored gray. 3. Run commands such as inserting headers and footers or formatting cells so the results affect all worksheets in the group. To Ungroup a sheet or sheets, Click an ungrouped (gray) sheet tab name. or with the mouse symbol over any grouped sheet tab, right click then click Ungroup Sheets. Copyright 2016 C. Brody Associates Page 11

12 Linking Cells across Work Sheets 1. Move into the target cell that will contain the linked formula. 2. Type = to begin the formula. 3. Click the worksheet tab that contains the source cell to link to. 4. Click the source cell in that sheet to link to. Press Enter. In the Formula Bar, the linked formula will contain an exclamation point, a symbol that separates the worksheet name and the cell reference. (For example, =North!B5) To sum a Range from another Sheet 1. In the target cell of the target worksheet, click the Sum icon. 2. Click the sheet tab that contains the cell range to be summed. 3. Drag over the range to be summed. Press Enter. Example: =SUM(North!A5:A15) An alternative method would be to type the formula directly within the target cell, making sure to type the worksheet name, the exclamation point, and if needed, apostrophes around a worksheet name that includes spaces. Copyright 2016 C. Brody Associates Page 12

13 Sorting Data (on a single level) 1. Click on a single fieldname in the list (e.g. Name or Amount) or on any single data cell underneath the field name in the list to sort by. 2. From the Data tab click the icon to sort the entire list in Ascending order (A to Z, 1 to 100, or earliest to most recent date) or click the most recent to earliest date) 1. Highlight any single cell in the list. icon to sort the entire list in Descending order. (Z to A, 100 to 1, or Sorting Data (on multiple levels) 2. Click the Data tab, and then click the Sort icon. Excel will highlight the entire list automatically. It will typically not highlight the header row. 3. Specify the First Column to Sort By by clicking the down selector arrow and clicking the desired fieldname. Select related options such as Sort On and Order. 4. Click the Add Level button and specify the Second Sort Level Parameters by clicking the down arrow and choosing the Secondary Fieldname to sort by. Select related icons such as Sort On and Order. (Continue to do this for additional sort levels if needed.) Click OK. Filtering Data 1. Highlight any single cell in the list. 2. Click the Data tab and click the Filter icon. (Shortcut: press Control Shift L keys) At this point, drop down filter arrows appear beside each fieldname. Copyright 2016 C. Brody Associates Page 13

14 3. Click the down arrow beside the fieldname to be filtered. 4. Check or remove checks from specific item(s) or point to Text, Number or Data Filters and select additional options such as Custom Filter. 5. Once the filtered records are displayed, print or print preview them as needed. Note: To Copy to a new sheet, just highlight filtered rows, click copy (Control C), Insert a new sheet (Shift F11) then paste (Control V). 6. To display all list records again, click the Clear filter icon, 7. To remove the Filter arrows, click the Filter icon again,. (or press Control Shift L keys) Copyright 2016 C. Brody Associates Page 14

15 Save, Print and Print Preview To save click the Office button or File, then click Save to save with a different file name, click the Office button then click File Save As 1. To Print, Click File Print. Shortcut key: Control P for print, Control F2 for Print preview; both bring you to the Print page where you can preview the print job and make print or page setup related changes 2. Preview the sheet to the right, adjusting Print settings on the left as needed. 3. To print after making print setting changes, just click the button. 1. Highlight the range of cells to print. Print a Selected area of the Spreadsheet 2. Click the Page Layout tab, 3. Click the Print Area icon, and then click Set Print Area. Can also highlight the selected area to print, click File, Print, then under Setting, select Print Selection Related Print Notes Click the Page Layout Tab then click Page Setup to set things like the Page Size, Fit to Print (Automatic Scaling), Headers/Footers, Margins and Sheet commands like whether to print gridlines. Page Setup and related commands can also be accessed from the File Print command. Click View, Page Layout to see how the full page including the margins and areas for typing directly into the Header and Footer Areas.Once you click in the Header/Footer sections, you can select commands from the Design tab. Copyright 2016 C. Brody Associates Page 15

16 Freeze Panes Command 1. Position the pointer in the row underneath the titles to be frozen horizontally or in the column to the right of the titles to be frozen vertically. 2. Click the View tab, then click the Freeze Panes icon, and then click Freeze Panes. A line separates the window panes. Move down or to the right to see that the titles in the top or left pane remain on the screen. To clear the command, click the View tab if needed, then click the Freeze Panes icon, and click Unfreeze Panes. Print Titles on every Page 1. Click the Page Layout tab, and then click the Print Titles icon. 2. Click the collapse dialog button (which has a small red arrow in it) for the category Print titles Rows to repeat at top: 3. Highlight the row number(s) of the sheet that contain titles to print on every page. Click on the red arrow icon again to expand the Page Setup command box. 4. Click the Print Preview button to view the results. Click the Next button in the Preview or Next, Previous page arrows to see that the fieldnames print on every page. 5. Click Print to print the list or the back arrow (top left) to return to the normal spreadsheet area. Page Break Preview Use this command to easily view/move page breaks before printing 1. Click the View tab. Click the Page Break Preview icon 2. Drag the dashed Blue Page Break lines to new locations as needed. Note: To insert a new page break, click where you want to insert a page break then click the Page Layout tab, then click the Breaks icon and click Insert Page Break. To clear a Page Break, click the Page Layout tab, then click the Breaks icon and click Remove Page Break 3. Click the View tab, and then click the Normal icon to return to the Normal View. The Page Break Lines in the Normal View appear as dashed lines. Page Breaks can be inserted or removed in the Normal View but not moved. Copyright 2016 C. Brody Associates Page 16

17 To Arrange Windows 1. Open both files to arrange or create a new window in the same file (View New Window) 2. Click View Arrange All. Then select an option to arrange views of two windows of the same file, then click the option Windows of active workbook Hide Column Command 1. Highlight the column(s) or row(s) to hide. Click to select a column letter or row number or drag over them to highlight several columns or rows. Use the Control Key to highlight non-adjacent columns or rows. 2. Click the Home tab, then click the Format icon, then point to and click either Alternative: Right click column letter(s) or row number(s) and click Hide. 3. To re-display hidden columns or rows, highlight the two columns/rows on either side of the hidden ones and then do the following: Click the Home tab, then click the Format icon,, then point to and click either. Note: A quick way to redisplay many hidden columns or rows is to first click the Select All button. (The small blank gray box just above row 1 and to the left of Column A), then click the Home tab, then click the Format icon,, then point to and click either. Copyright 2016 C. Brody Associates Page 17

18 Excel Shortcut Keys Data Result Fills selected cells with data you type Edit Data Copy and Paste Data Undo/Redo Key Control Enter F2 (control U if using MAC) Control C then Control V Control Z, Control Y Formatting Format Cells Control 1 (command 1 on MAC) Format General (No specific number format) Control Shift ~ Number Style (2 decimal places with comma) Control Shift! Date Style (day-month-year date style) Control Shift # Currency Style (2 decimal places with $, comma) Control Shift $ Percent Style (zero decimal places) Control Shift % Bold, Italics, Underline Ctrl B, I, U, (5 for strikethrough) Formula Related Automatic Sum Alt = (control shift T on Mac) Copy and Paste Formula Control C then Control V Fills Formulas to the right Highlight cells, Control R Fills Formulas down Highlight cells, Control D Inserts Function Shift F3 Adds absolute cell reference symbols $ F4 (command T on MAC) Displays Formulas in cells Control Accent Grave (toggle) Miscellaneous Selects region/all cells press 1x, 2x as needed Control A Highlight Column/Row Control Spacebar/Shift Spacebar Highlight non adjacent regions Hold down Control, highlight other cells Move cell pointer to the end of continuous data Control key and press relevant Arrow key Activate next or previous Worksheet Control Page Up /Control Page Down Inserts Cells, Columns, Rows Control Shift + Inserts a Worksheet Shift F11 Delete Cells, Columns, Rows Control - Hide/Unhide Rows Control 9/Control Shift ( Find/Replace Data Control F/Control H Print, Save, Save AS, Close Control P, Control S, F12, Control F4 Misc Notes: on the PC, the ALT key shows letters & numbers for more shortcuts. In Help, type Excel Keyboard Shortcuts for more listings. Many shortcut keys on the MAC are the same; several shortcuts listed above use Command key and the shortcut letter intead of Control key. Copyright 2016 C. Brody Associates Page 18

19 Copyright Copyright 2016 C. Brody Associates. All rights reserved. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the express written permission of C. Brody Associates. PHOTOCOPYING WITHOUT AUTHOR CONSENT/AGREEMENT IS STRICTLY PROHIBITED Microsoft Excel is a registered trademark of Microsoft Corporation. Disclaimer THESE TRAINING MATERIALS ARE PROVIDED WITHOUT ANY WARRANTY WHATSOEVER, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. UNLESS OTHERWISE NOTED, ALL NAMES AND COMPANIES AND DATA LISTED IN THIS MANUAL ARE FICTITIOUS. C. Brody Associates has made a sincere effort to ensure the accuracy of the material. If you should discover any discrepancies, please notify the author, Craig Brody, at: cbrody@outlook.com Copyright 2016 C. Brody Associates Page 19