Excel 2013 Intermediate

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1 Excel 2013 Intermediate Quick Access Toolbar... 1 Customizing Excel... 2 Keyboard Shortcuts... 2 Navigating the Spreadsheet... 2 Status Bar... 3 Worksheets... 3 Group Column/Row Adjusments... 4 Hiding and Unhiding Rows, Columns, or Sheets... 5 Paste Special... 6 Format Painter... 7 Shading a Block of Cells... 7 Formatting as a Table... 8 Dynamic Links... 9 Formulas... 9 Entering More Complex Formulas Fill Handle Flash Fill Custom Lists Data Validation Data Validation Lists Conditional Formatting Data Bars, Color Scales, and Icon Sets Sparklines Comments Shapes Selection Pane Data Sources Quick Analysis Charts Custom Views Watch Window Page Layout View Page Break Preview Document Properties Protecting Information Print Area Printing Multiple Worksheets Multiple Page Printouts Creating a PDF Technology Training Resources can be found at Quick Access Toolbar The Quick Access Toolbar is above the Ribbon. When the cursor is placed over a button, the name of the button is displayed. The options available when Microsoft Office 2013 is first installed include Save, Undo, and Redo. Changing the order on the Quick Access Toolbar Click on the Customize Quick Access Toolbar drop down arrow at the end of the Quick Access Toolbar and choose More Commands. In the column on the right below Customize Quick Access Toolbar, click on the item to be moved. To move the item up, click on Move Up (the up arrow). To move the item down, click on Move Down (the down arrow). Page 1

2 Customizing the Quick Access Toolbar To add an item to the Quick Access Toolbar, click on the Customize Quick Access Toolbar down arrow at the end of the Quick Access Toolbar and click on the desired item. Items with a check mark in front of them are currently displayed on the Quick Access Toolbar. To add an item, click on the desired item. (This places a checkmark in front of the item.) To remove an item, click on the desired item. (This removes the checkmark in front of the item.) To add a command button from the Ribbon, right click on the desired button and choose Add to Quick Access Toolbar. To remove a command that has been added, right click on the command on the Quick Access Toolbar and choose Remove from Quick Access Toolbar. Customizing Excel Click on the File tab and click on Options. General Click on General to change options for creating new workbooks. o In the When creating new workbooks section, the font, font size, default view, and number of worksheets in a new workbook can be specified. Formulas Click on Formulas to change options for formulas and error checking. Proofing Click on Proofing to change AutoCorrect options. Save Click on Save to change how workbooks are saved and the AutoRecover options. Language Click on Language to change the available languages. Advanced Click on Advanced to change editing options and display options. o In the Print section, the High quality mode for graphics can be turned on to enhance the printing of graphics. Keyboard Shortcuts Press the Alt key on the keyboard to display the keystrokes for the tabs. Press the desired key such as H for the Home tab. Continue pressing the indicated keys and/or down arrow to make the desired choices. To remove the keystroke markers from the screen, press the Alt key. Navigating the Spreadsheet Keyboard Method Press the Scroll Lock key on the keyboard (top right side). The arrow keys on the keyboard now move the spreadsheet instead of moving from cell to cell. Press the Scroll Lock key again to turn off this feature. Scrolling Mouse Press the wheel on the scrolling mouse. Move the mouse (no clicking) and the spreadsheet moves. The farther from the marker, the faster the spreadsheet moves. To turn off this feature, left click or press on the wheel again. Page 2

3 Arrow Keys Arrow keys - move one cell in the direction of the arrow. Control Right Arrow, Control Left Arrow, Control Up Arrow or Control Down Arrow - moves to the last cell in the block of data with information or to the far edge of the worksheet. Page Up and Page Down Keys Page Up and Page Down - move one full screen at a time up or down through the worksheet. Control Page Up and Control Page Down - moves from worksheet to worksheet. Zooming in on a Selection Status Bar It is possible to zoom in quickly on a certain area of the spreadsheet. Click and drag to select the area to be viewed. On the Ribbon, click on the View tab. In the Zoom group, click on Zoom to Selection. The Status Bar is at the bottom of the window. Click and drag to highlight cells with numbers. Notice the right end of the Status Bar. It can show several calculations of the selected numbers. Right click on the Status Bar and click to place a checkmark next to the desired items in the list. o Average Displays the average of the selected numbers. o Count Displays the number of cells selected that contain information. o Numerical Count Displays the number of cells with numbers. o Minimum Displays the smallest number in the selection. o Maximum Displays the largest number in the selection. o Sum Displays the total of the numbers in the selected cells. Click away from the window when finished. Worksheets Renaming a Worksheet Double click on the worksheet tab. Type in the name. Press the Enter key. Showing/Hiding Gridlines On the Ribbon, click on the View tab. In the Show/Hide group, a check mark in the Gridlines box indicates the gridlines are showing. Click in the Gridlines box to make a change. Coloring the Worksheet Tab Right click on the tab of the sheet. Click on Tab Color. Click on the desired color. Note When the tab is selected, the color shows as a stripe at the bottom. When the tab is not selected, the entire tab shows the color. Page 3

4 Moving a Worksheet to another Workbook Be sure both workbooks (original and destination) are open. Right click on the tab of the desired worksheet and choose Move or Copy... Click on the To book down arrow and choose the destination workbook. In the Before sheet window, choose the worksheet it should come before. Copying a Worksheet to another Workbook Be sure both workbooks (original and destination) are open, unless the sheet is being moved to a new workbook. Right click on the tab of the desired worksheet and choose Move or Copy... Click on the To book down arrow and choose the destination workbook. In the Before sheet window, choose the worksheet it should come before. Click to select Create a copy. Copying a Worksheet within the Workbook Click on the tab of the worksheet to be copied. Hold down the Control key and then click and drag the worksheet to the side. Release the mouse button when the worksheet is successfully copied. Release the Control key. Deleting a Worksheet within the Workbook Right click on the tab of the worksheet to be deleted. Click on Delete. If a window appears warning that data is being removed, click on Delete. Group Column/Row Adjusments Multiple columns can be adjusted to have the same width. Multiple rows can be adjusted to have the same height. Columns o Click and drag over the letters of the columns (top edge) to highlight the desired columns. o Move the cursor to a line between the column letters at the top (two-headed arrow). o Click and drag to adjust the width of the column. o Notice that the width of the column is indicated in the window. o When the mouse button is released, the selected columns in the group adjust to the same width. o Note To automatically adjust the columns so that each is wide enough to show all of the contents of each cell, double click on the line between the column letters. Rows o Click and drag on the numbers of the rows (left edge) to highlight the desired rows. o Move the cursor to a line between the row numbers at the left (two-headed arrow). o Click and drag to adjust the height of the row. o Notice that the height of the row is indicated in the window. o When the mouse button is released, the selected rows in the group adjust to the same height. o Note To automatically adjust the rows so that each is tall enough to show all of the contents of each cell, double click on the line between the row numbers. Page 4

5 Hiding and Unhiding Rows, Columns, or Sheets Hiding a Row(s) Click in a cell of the row to be hidden. Note - Click and drag to select a group of cells to hide multiple rows. In the Cells group, click on Format and choose Hide & Unhide Hide Rows. OR click and drag over the row numbers to highlight the desired rows and then right click on the row indicator and choose Hide. Unhiding a Row(s) Click and drag to highlight cells above and below the hidden row(s). In the Cells group, click on Format and choose Hide & Unhide Unhide Rows. OR click and drag over the row numbers of the rows above and below the hidden rows and then right click on the row indicator and choose Unhide. Hiding a Column(s) Click in a cell of the column to be hidden. Note - Click and drag to select a group of cells to hide multiple columns. In the Cells group, click on Format and choose Hide & Unhide Hide Columns. OR click and drag over the column letters to highlight the desired columns and the right click on the column indicator and choose Hide. Unhiding a Column(s) Click and drag to highlight cells to the left and to the right of the hidden column(s). In the Cells group, click on Format and choose Hide & Unhide Unhide Columns OR click and drag over the columns letters to the left and to the right of the hidden columns and then right click on the column indicator and choose Unhide. Unhiding All Rows and/or Columns Click on the cell above the Row 1 indicator to select the entire worksheet. To unhide all rows, in the Cells group, click on Format and choose Hide & Unhide Unhide Rows. To unhide all columns, in the Cells group, click on Format and choose Hide & Unhide Unhide Columns. Note This is the only way to unhide row 1 or column A. Hiding a Sheet(s) Click on the tab of the sheet to be hidden. In the Cells group, click on Format and choose Hide & Unhide Hide Sheets. OR right click on the sheet tab and choose Hide. Page 5

6 Unhiding a Sheet(s) In the Cells group, click on Format and choose Hide & Unhide Unhide Sheets. Select the sheet to unhide. Paste Special Several special pasting features are available by clicking on the Paste down arrow. Copy the cells that have the information, formatting, or other information desired. The highlighted cells now have a marching ant border. As long as the ants are marching, those cells can be pasted. Click in the cell where the information or formatting is to be pasted. If a block of cells is being pasted, click in the cell where the top right corner of the block is to be pasted. Click on the Paste down arrow and choose the desired option. o Paste (P) Performs a regular paste. o Formulas (F) Pastes just the formulas. o Formulas & Number Formatting (O) Pastes the formulas and number formatting of the selected area. o Keep Source Formatting (K) Keeps the format of the original information. o No Borders (B) Performs a regular paste without any borders. o Keep Source Column Widths (W) Keeps the column widths of the original information. o Transpose (T) Pastes rows as columns and columns as rows. o Values (V) Pastes the numbers shown in the cells without the formulas which created them. o Values & Number Formatting (A) Pastes the numbers shown in the cells without the formulas which created them but with the original number formatting. o Values & Source Formatting (A) Pastes the numbers shown in the cells without the formulas which created them but with the original formatting from the source. o Formatting (R) Pastes only the formatting from the selected area. o Paste Link (N) Performs what appears to be a regular paste but links the cells so that changes made in the original cell(s) are communicated to the pasted cells. o Picture (U) Provides the option of creating a picture of a portion of the spreadsheet rather than text and numbers and pasting it onto the worksheet. o Linked Picture (I) Provides the option of creating a picture of a portion of the spreadsheet rather than text and numbers and pasting it as a picture. Because it is linked, the information in the picture changes when the information which was copied is changed. o Paste Special - Allows various options for pasting through choices in a window. Note Holding the cursor over one of the options displays a preview of what will be pasted. Note Pressing the letter at the end of the choice also performs the paste. Page 6

7 Controlling Paste Special The details of Paste Special can be controlled. Click in the cell where the information or formatting is to be pasted. In the Clipboard group, click on the Paste down arrow and choose on Paste Special. o In the Paste section, choose the desired options. o In the Operation section, choose the operation to be performed with the numbers from the copied section. o Choose None if no operation is desired. o Transpose causes rows to be pasted as a columns or columns to be pasted as rows. o Click on the Paste Link button to create a dynamic link between the copied cells and the destination cells. o Format Painter Format Painter copies the formatting of one cell to another cell. Click in the cell with the desired formatting. In the Clipboard group, click on Format Painter. Click and drag over the cells to be formatted. Format Painter turns off. Formatting Several Selections Format Painter can be used to copy the formatting of one cell to several cells. Click in the cell with the desired formatting. In the Clipboard group, double click on Format Painter. Click and drag over the cells to be formatted. Click on Format Painter to turn the tool off. Shading a Block of Cells A block of cells can be shaded all at the same time. Highlight the block of cells. In the Font group, click on the Fill Color down arrow. Click on the desired color. Note Rest the cursor over a color and a preview of the color in the block of cells is displayed. Page 7

8 Patterns A cell or block of cells can be given a pattern fill. Highlight the block of cells. In the Cells group, click on Format and choose Format Cells. Click on the Fill tab. Click on the Pattern Style down arrow and choose the desired style. Click on the Pattern Color down arrow and choose the desired color. Gradient Shading A cell or block of cells can be given a gradient shading. Highlight the block of cells. In the Cells group, click on Format and choose Format Cells. Click on the Fill tab. Click on Fill Effects. In the Colors section, choose the desired colors. In the Shading styles section, choose the desired style. In the Variants section, click on the desired shading. Formatting as a Table Sections of a worksheet can be formatted as a table with special formatting and styles. Click in the section to be formatted. In the Styles group, click on Format as Table and choose a style. A dashed border shows the area selected and the Format As Table window opens. To change the area, click and drag to select the desired area. If the table has headers, be sure My table has headers is selected. Filters are turned on automatically. To turn off the filter, o On the Ribbon, click on the Design tab of Table Tools. o In the Table Style Options group, click to unselect Filter Button. Naming the Table A table can be named for easy access and reference. Click in the table. On the Ribbon, click on the Design tab of Table Tools. In the Properties group, click in the Table Name box and enter a name. The name of the table can only contain letters and numbers but cannot contain spaces. Press Enter. Page 8

9 Navigating to the Table Table Styles Click in the Name Box on the left end of the Input Line. Enter the name of the table and then press Enter. Click in the table. On the Ribbon, click on the Design tab of Table Tools. In the Table Styles group, click on More and then click on the desired style. Table Style Options Click in the table. On the Ribbon, click on the Design tab of Table Tools. In the Table Style Options group, click to add or remove options. Converting the Table to a Normal Range Converting the table to a normal range makes the area a regular part of the spreadsheet. Click in the table. On the Ribbon, click on the Design tab of Table Tools. In the Tools group, click on Convert to Range. In the window, click on Yes. Note The formatting of the cells remains much the same but the special functions of a table are removed. Dynamic Links A dynamic link causes the information in the original cell to be displayed in the second cell. Click in the cell where the information is to be seen. Type an equal sign (=). Move to the location of the original information and click in that cell. Press Enter. Pasting a Link Formulas Click in the cell with the information. In the Clipboard group, click on Copy. Move to the location where the information is to be seen and click in that cell. In the Clipboard group, click on the Paste down arrow and choose Paste Link. Formulas provide a vast array of ways to work with information including numbers, text, and links. Entering Formulas Click in the desired cell. On the Ribbon, click on the Formulas tab. In the Function Library group, click on the Auto Sum down arrow. Choose the appropriate function. Note The marching ants indicate the cells included in the formula. o If needed, click and drag to highlight the desired cells for the formula. o Do not include the cell with the formula in the selection. Press Enter. Page 9

10 Typing a Formula Click in the cell where the formula is to be placed. Type an equal sign (=). Enter the proper operations and select cells to be included by clicking and dragging. o The operations include + (addition), - (subtraction), * (multiplication), / (division), and ^ (exponentiation). Press Enter. Order of Operations To get the desired results, be sure to use the operations in proper order. A pneumonic to remember the order is: Please Excuse My Dear Aunt Sally. 1. Please (Parenthesis) - Things contained in parenthesis. 2. Excuse (Exponents) - Exponential calculations. 3. My (Multiplication) Dear (Division) - Multiplication or division. (These read from left to right.) 4. Aunt (Addition) Sally (Subtraction) - Addition or subtraction. (These read from left to right.) Entering More Complex Formulas Click in the cell where the function is to be placed. On the Ribbon, click on the Formulas tab. In the Function Library group, click on the desired group of formulas: o Insert Function See instructions below. o AutoSum A short list of basic formulas. o Recently Used A list of formulas recently used. o Financial used for financial calculations. o Logical used in programming the spreadsheet to make a decision. o Text used to work with and control text. o Date & Time used to calculate a date or time. o Lookup & Reference used to find or refer to information found in another location. o Math & Trig used to calculate math or trigonometry information. o More Functions A collection of other useful formulas (statistical, engineering, cube, information, compatibility, and web). Find the desired function in the list and click on it. Choose or enter the necessary information for the function. Click OK Finding a Formula Click in the cell where the formula is to be placed. On the Ribbon, click on the Formulas tab. In the Function Library group, click on Insert Function OR click on Insert function on the Input Line. In the Search for a function box, enter a description of the desired function. Click on Go. OR click on the Category down arrow and choose the desired group. Click on a function to read the description below the box. Click on the desired function in the Select a function box. Choose or enter the necessary information for the function. Page 10

11 Fill Handle Flash Fill Using the Fill Handle is an effective way to copy or fill information into cells. Click in the cell with the information. Move the cursor to the bottom right corner of the cell. The cursor changes to a thin plus sign. Right click and drag over the cells where the information is to be filled in. Choose the desired option: o Copy Cells fills the cells with an exact copy of the information in the first cell. o Fill Series fills the cells with a regular series of numbers, days of the week, etc. o Fill Formatting Only fills the cells with the format of the first cell but not the information. o Fill Days fills the cells sequentially with the days of the week. (Must have a day of the week in the beginning cell, either spelled out or as a 3 letter abbreviation.) o Fill Weekdays fills the cells sequentially with the days of the week, excluding Saturday and Sunday. (Must have a day of the week in the beginning cell, either spelled out or as a 3 letter abbreviation.) o Fill Months fills the cells sequentially with the months. (Must have a month in the beginning cell, either spelled out or as a 3 letter abbreviation.) o Fill Years fills the cells sequentially with the years. (Must have a year in the beginning cell, either spelled out or as a 3 letter abbreviation.) o Linear Trend or Growth Trend fills the cells with the selected number progression. (Must have at least two cells with numbers selected to see this option.) o Series fills the cells sequentially with the years. (Must have at least two cells with numbers selected to see this option.) In the Type section, select the desired type of series. The Date Unit section will be available if the information is in a date format. To make it a trend, click to select Trend. If this is not a trend, enter the desired values in Step value and Stop value. Flash Fill is a feature in Excel 2013 which looks for a pattern and then fills in data following the recognized pattern. For example, if the first name and last name are in separate cells, Flash Fill can quickly combine them into one cell. Click in a cell in the first blank column next to the block of data. Enter the desired information, such as first name, space, and then last name. Press Enter. Enter the desired information in the next cell, following the same pattern as before. The information fills in below when the computer recognizes the pattern. Press Enter. The information fills in for the rest of the cells. Flash Fill in a Small Area Flash File can be used in a small area of empty cells. Click in the first blank cell and enter the desired information. Press Enter and then click on the cell again. Right click on the Fill Handle and drag to fill in the desired cells. Choose Flash Fill from the menu. Page 11

12 Custom Lists A custom list can be created to fill cells. Custom lists already exist for the days of the week and the months of the year. Once a list is created, it is available to all workbooks on that computer. Click on the File tab and then click on Options. In the pane on the left, click on Advanced. Scroll down to the General section and click on Edit Custom Lists. Creating the Custom List Type the list into the List entries box. Note - Each item should be on its own line. Click on Add. Custom List from a Spreadsheet A list in the spreadsheet can be used to create the custom list. Click on the red arrow at the end of Import list from cells:. Click and drag to highlight the desired list. Click on Import. Editing a Custom List In the Custom Lists box, click on the list to be edited. Make the desired changes to the list. Click on Add. Using a Custom List Click in the cell where the list is to begin. Enter one of the items from the list. Click on the Fill Handle and drag to fill the desired cells. When filling days of the week, click on Auto Fill Options and choose Fill Weekdays to exclude Saturday and Sunday from the list. Deleting a Custom List In the Custom Lists box, click on the list to be deleted. Click on Delete. Page 12

13 Data Validation Numbers Data validation is the process of setting limits on data that is entered to ensure accuracy. Data can be limited to a list, a number, a date, a time, or a specified number of characters. The Input Message tab allows a prompt of instructions to appear when the cell is clicked in. An error alert can be entered to stop, warn, or inform the user that the entered data is not valid. Data validation can be used to restrict the range of numbers entered in a cell. On the Ribbon, click on the Data tab. In the Data Tools group, click on the Data Validation button. Click on the Settings tab. Click on the Allow box down arrow and choose the desired option such as Whole number or Decimal. Click on the Data down arrow and choose the desired condition such as between. Click in Minimum and enter the smallest value allowed. Click in Maximum and enter the largest value allowed. If other cells need the same data validation, use the Fill feature. Entering the Numbers Click in the cell and enter the desired numbers. Press Enter or click in another cell. An error message appears if the information entered does not match the parameters established in the data validation. Changing or Clearing the Data Validation Click in the cell(s) where the list is used. On the Ribbon, click on the Page Layout tab. In the Data Tools group, click on Data Validation. Click on the Settings tab. Make adjustments in the Validation criteria section as desired. To clear the data validation, click Clear All. Data Validation Lists Choosing from a list is faster and more accurate than typing in the information. A drop-down list can be made to appear when the cell is clicked in. Creating the List The list can be created anywhere in the spreadsheet but is less distracting if placed out of view. Scroll down or across from the work area to create the list. Create the list in a column. Page 13

14 Setting up a List in the Cell Click in the cell where the data validation is to be used. On the Ribbon, click on the Data tab. In the Data Tools group, click on Data Validation. Click on the Settings tab. Click on the Allow down arrow and choose List. To have a dropdown box, make sure In-cell dropdown is selected. Click on Source and select the cell(s) with the information. Press Enter. To provide an input message when the cell is clicked on, o Click on the Input Message tab. o Enter the desired message in the Input message box. If other cells need the same data validation, use the Fill feature. Using the List Click in the cell and a down arrow appears. Click on the down arrow and select from the list OR enter the information. An error message appears if the information entered does not match the list. Editing the List Make corrections to the list (original list) as needed. If the list now has more lines of information, o Click and highlight the cell(s) using the list. o In the Data Tools group, click on Data Validation. o Click on the Settings tab. o Click on Source and select the cell(s) with the information. o Press Enter. o Conditional Formatting The cell format can be made to change based on the contents of the cells. Click in the cell to be formatted. In the Styles group, click on Conditional Formatting and choose the desired rule or formatting. o Highlight Cell Rules Choices include Greater Than, Less Than, Between, Equal To, Text that Contains, A Date Occurring, Duplicate Values. o Top/Bottom Rules Choices include Top 10 Items, Top 10%..., Bottom 10 Items, Bottom 10%..., Above Average, Below Average. o Data Bars Choose color bars to be displayed in the cell. o Color Scales Choose color scales to be displayed in the cell. o Icon Sets Choose the icon sets to be displayed in the cell. Choose the desired option. Page 14

15 Clearing Conditional Formatting Click in the cells with the conditional formatting. In the Styles group, click on Conditional Formatting and choose Clear Rules Clear Rules from Selected Cells or Clear Rules from Entire Sheet. Filtering by Color Lists can be filtered by color. To turn on filtering: o o In the Editing group, click on Sort & Filter and choose Filter. To filter by color: o Click on Filter at the top of the column to be filtered. o Click on Filter by Color and choose the desired color to Filter by Cell Color or Filter by Font Color. To remove the filtering on the column: o Click on Filter at the top of the column to be filtered. o Click on Select All. Turning Off Filtering The complete list returns when the filtering is turned off. In the Editing group, click on Sort & Filter and choose Filter. Creating a New Rule Select the cell(s) to have the new rule. In the Styles group, click on Conditional Formatting and choose New Rule. In the Select a Rule Type section, select the desired rule type. In the Edit the Rule Description, make choices to define the rule. Managing Rules Select the cell(s) with the conditional formatting. In the Styles group, click on Conditional Formatting and choose Manage Rules. To edit a rule: o Click on the desired rule. o Make the desired changes. To change the order of the rules: o Click on the rule to be changed. o Click on Move Up or Move Down as desired. To delete a rule: o Click on the rule. o Click Delete Rule. Page 15

16 Data Bars, Color Scales, and Icon Sets Data Bars Color Scales Icon Sets Data Bars provide an instant bar graph in a cell with a number. The bars are automatically scaled to match the range of the cells highlighted. Highlight the desired cells. In the Styles group, click on Conditional Formatting, move the cursor over Data Bars, and then select the desired color from Gradient Fill or Solid Fill. Resize the column to display the data bars at the desired width. Color Scales provide a color bar to indicate whether the number in the cell is at the top, in the middle, or at the bottom of the range. Highlight the cells to be formatted. In the Styles group, click on the Conditional Formatting button, move the cursor over Color Scales, and then select the desired color scale. Icon Sets provide icons to indicate where the number in the cell is in the range. Highlight the cells to be formatted. In the Styles group, click on Conditional Formatting, move the cursor over Icon Sets, and then select the desired icon set. Editing Data Bars, Color Scales, or Icon Sets Highlight the cells with the data bars. In the Styles group, click on Conditional Formatting and choose Manage Rules. Make changes to the rules as desired. (See Managing Rules above.) Turning Off Data Bars, Color Scales, or Icon Sets Highlight the cells with the data bars. In the Styles group, click on the Conditional Formatting button, move the cursor over Clear Rules, then select Clear Rules from Selected Cells. Page 16

17 Sparklines Sparklines provide an instant graph in a cell. Since Sparklines are contained in a cell, the size of the cell determines the size of the Sparkline. Click in the cell where the Sparkline is to be placed. On the Ribbon, click on the Insert tab. In the Sparklines group, click on the desired type of Sparkline, (Line, Column, or Win/Loss). Click and drag to select the data for the Sparkline. Note: The data must be in a single row, not a table. Editing Sparklines Click on the cell with the Sparkline. On the Ribbon, click on the Design tab of the Sparkline Tools. In the Type group, change the type of Sparkline as desired. In the Show group, select the markers for the Sparkline as desired. In the Style group, select the style, Sparkline color, and marker color as desired. Turning Off Sparklines Comments Click on the cell with the Sparkline. On the Ribbon, click on the Design tab of the Sparkline Tools. To turn off the Sparkline, in the Group group, click on Clear. A comment is like a sticky note. Comments remain hidden until the cursor is placed over the cell with the comment and usually do not print. Cells with comments have a red triangle in the top right corner. Inserting Comments Click in the cell where the comment is to be placed. On the Ribbon, click on the Review tab. In the Comments group, click on New Comment OR right click in the cell and choose Insert Comment. Enter the comment. (The name of the author can be erased.) Click away from the comment box when finished. Seeing Comments A cell with a comment has a red triangle in the top right corner of the cell. Place the mouse over a cell with a comment and the comment box appears. To make a comment visible all the time: o Click in the cell with the comment. o On the Review tab, in the Comments group, click on Show/Hide Comment. To make all comments visible all the time: o On the Review tab, in the Comments group, click on Show All Comments. To hide all comments: o On the Review tab, in the Comments group, click on Show All Comments. The Selection Pane can also be used to control visibility of comments. See Selection Pane on page 20. Page 17

18 Editing Comments Click in the cell with the comment. On the Ribbon, click on the Review tab. In the Comments group, click on Edit Comment OR right click in the cell and choose Edit Comment. Edit the comment as needed. Click away from the comment box when finished. Note To make additional changes to the comment box, with the comment box visible, right click on the edge of the comment and choose Format Comment. Resizing the Comment Box Click in the cell with the comment. On the Ribbon, click on the Review tab. In the Comments group, click on Edit Comment OR right click in the cell and choose Edit Comment. Place the cursor over one of the handles (white boxes on the edge). (The cursor is a two-headed arrow.) Click and drag to the appropriate size. Moving the Comment Box Click in the cell with the comment. On the Ribbon, click on the Review tab. In the Comments group, click on Edit Comment OR right click in the cell and choose Edit Comment. Place the cursor over the edge of the comment box. (The cursor is a four-headed arrow.) Click and drag the comment box to the desired location. Removing a Comment Box Click in the cell with the comment. On the Ribbon, click on the Review tab. In the Comments group, click on Delete OR right click in the cell and choose Delete Comment. Printing Comments on the Worksheet On the Ribbon, click on the Review tab. In the Comments group, click on Show All Comments. Note - This makes the comments visible on the page. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Dialog Launcher. Click on the Sheet tab. In the Print section, click on the Comments down arrow. Choose either At end of sheet or As displayed on sheet. Click on OK and then print the worksheet. Page 18

19 Shapes Inserting Shapes Shapes provide decorative elements and places for information. They can also provide a graphic model to clarify information. On the Ribbon, click on the Insert tab. In the Illustrations group, click on Shapes and choose the desired shape. In the document, click and drag to create the shape as desired. Make adjustments to the shape as desired. Editing a Shape Click on the shape. Note If the shape does not have a fill color, click on an edge of the shape. Click on the Format tab of the Drawing Tools. Make the desired changes to the shape. Note If the object has yellow diamonds, these are used to change the proportions of the object. Moving a Shape Click on the shape and move the cursor to the edge. The cursor becomes a four-headed arrow. Click and drag the shape to the desired location. Resizing an Shape Click on the shape. Move the cursor over one of the handles. (The open circles at the corners and the middle of each edge.) The cursor changes to a two-headed arrow. Click and drag to the desired size. Note If the object has yellow handles, these are used to change the proportions of the object. Adding Text to a Shape Right click on the shape and select Edit Text. Enter the desired text. Change the font, font size, font color, etc. of the text as desired. Click away from the shape. Connecting the Tail of the Callout Click on the callout. Notice the yellow diamond at the end of the tail of the callout. Click and drag it to the desired location. Deleting a Shape Click on the object. Press Delete on the keyboard. Page 19

20 Selection Pane The Selection Pane controls whether the shapes, charts, and/or comments are hidden or displayed on the spreadsheet. On the Ribbon, click on the Page Layout tab. In the Arrange group, click on Selection Pane. In the Selection Pane, each of the shapes, charts, and comments on the worksheet is listed with a box or the picture of an eye to the right. If the boxes/eyes are not visible, increase the size of the Selection Pane. To change the size of the Selection Pane, o Click on the Task Pane Options down arrow and choose Size. o The cursor immediately moves to the edge of the box and becomes a two-headed arrow. o Resize the box and then click. Controlling Visibility The eye icon indicates the object is visible. The line icon indicates the object is hidden. To show an item, click on the line icon. To hide an item, click on the eye icon. To show all items, click on Show All. To hide all items, click on Hide All. Once Show All and/or Hide All have been used, changes to the visibility of individual items are done with the eye icon and the box icon. Naming and Organizing Comments appear at the top of the list and are separated from other items by a line. To identify an object, click on the name of the item in the Selection Pane. It is selected on the spreadsheet. To rename an item, o Double click on the name of the item. o Change it as desired and then press Enter. The order of items in the list indicates the layers with the first item on top. To change the order of items in the list, o Click on the item to be changed. o Use the Bring Forward and Send Backward buttons to move the item up or down in the list. Moving and Closing To move the Selection Pane, o Click on the Task Pane Options down arrow and choose Move. o The cursor becomes a four-headed arrow at the top of the pane. o Click and drag the pane to the desired location. To place the Selection Pane on the left again, click and drag it to the right side of the spreadsheet. To close the Selection Pane, click on the X in the top right corner of the pane OR click on Selection Pane in the Arrange group of the Page Layout tab. Page 20

21 Data Sources Data can be obtained from a variety of sources. Data in a table in a Word document can be pasted directly into Excel. Data which is not organized as a table can be organized into columns if the information on each line is consistently organized and separated by a comma, a tab, or some other marker. Files with commas separating the data are csv files. Text to Columns From a source such as Encore or copy the CSV file information and paste it into an Excel spreadsheet. Usually the information stretches across the spreadsheet but it is in the first cell of each row, not separated into columns. Click in the first cell with information. On the Ribbon, click on the Data tab. In the Data Tools group, click on Text to Columns. Click to choose Delimited as the type of data. Click on Next. In the Delimiters section, choose the delimiter such as Comma. The Data preview box helps guide the choice of delimiters by showing how the data will be separated into columns. Click on Finish. Quick Analysis Quick Analysis offers a quick way to analyze information. Click and drag to select the information to be analyzed. Click on Quick Analysis. Choose the desired option and sub-options. o Formatting Select data bars, a color scale, an icon set, greater than, Top 10%, or clear format. o Charts - Select clustered column, clustered bar, line, scatter, or more charts. o Totals Select sum, average, count, or a number of others. o Tables Select table or pivot table. o Sparklines Select line, column, or win/loss. Note Holding the cursor over a choice displays a preview of the results. Depending on the choice made, the area below or to the right of the selection may need to be blank cells. Page 21

22 Charts Charts can be an effective visual presentation showing a comparison of items, changes over time, parts of a whole, trends, and correlations. o Comparisons, Changes over Time, and Trends Use a column chart, a bar chart, a line chart, a cone chart, a pyramid chart, area chart, or surface chart. o Parts of a Whole - Use a pie chart, a doughnut chart, a stacked column chart, or a stacked bar chart. o Correlations Use an X Y (Scatter) chart or a Bubble chart. o Note A radar chart shows data from a central point in a circle. Creating a Chart Select the data for the chart. On the Ribbon, click on the Insert tab. In the Charts group, click on the desired type of chart and choose the desired chart format. Note Click on Recommended Charts to see the data displayed in some of the more common chart types. Recommended Charts Select the data for the chart. On the Ribbon, click on the Insert tab. In the Charts group, click on Recommended Charts. The program selects several types of charts which might work well with the data and displays them on the left. Click on a chart in the list to see it displayed in a larger size. An explanation of the characteristics or best features of the selected chart appears below the selected chart. Use the scroll bar as needed to see all the options available. Click on the desired type of chart. Click OK. Changing the Chart Type Click on the chart to select it. On the Ribbon, click on the Design tab of Chart Tools. In the Type group, click on Change Chart Type. Click on the desired chart type in the list on the left. Choose the desired chart subtype on the right. Switching Rows and Columns Switching rows and columns changes the way the data is represented on the chart. Click on the chart to select it. On the Ribbon, click on the Design tab of Chart Tools. In the Data group, click on Switch Row/Column. Notice the change to the chart. Page 22

23 Changing the Data Selection The data included in the chart can be changed. Click on the chart to select it. On the Ribbon, click on the Design tab of Chart Tools. In the Data group, click on Select Data. Click on the red arrow at the end of Chart data range. Click and drag in the spreadsheet to select the desired data. Note The chart changes as the data is selected. Changing the Chart Layout Click on the chart to select it. On the Ribbon, click on the Design tab of Chart Tools. In the Chart Layouts group, click on Quick Layout. Click on the desired layout. Changing the Chart Style Click on the chart to select it. On the Ribbon, click on the Design tab of Chart Tools. In the Chart Styles group, click on More. Click on the desired style. Changing the Chart Location Click on the chart to select it. On the Ribbon, click on the Design tab of Chart Tools. In the Location group, click on Move Chart. Choose the desired location. Note If the chart is being moved to a new sheet, the desired name for the sheet can be entered. Chart Elements The elements or parts of a chart can be added or removed as well as positioned in the desired location. Click on the chart to select it. Click on Chart Elements. A checkmark in front of an item indicates it is included in the chart. To add an element, click in the box in front of the desired item. To remove an element, click in the box in front of the desired item to remove the check mark. To control the element selected: o Place the cursor to the right of the element. o Click on the triangle. o Make the desired choice(s). Page 23

24 Formatting Elements of the Chart Click on the chart to select it. Double click on the element of the chart to be formatted. The chart formatting pane opens on the right. If the correct element is not shown, click on the Chart Options down arrow and select the desired element. Click on Fill & Line. Make the desired changes. Note To show the options for an item, click on the triangle in front of it. Click on Effects. Make the desired changes. Click on Size & Properties. Make the desired changes. Close the chart formatting pane. Selecting Data for the Chart Click on the chart. On the Ribbon, click on the Design tab of Chart Tools. In the Data group, click on Select Data. To change the range of cells in the chart: o Click on the button with the red arrow at the end of Chart data range. o Click and drag to select the desired data. o Click on the red arrow OR press Enter. To move the Select Data Source window, click on the title bar and drag it to the desired location. To switch the data in the rows with the columns, click on Switch Row/Column. To add more cells used in the chart: o Click Add. o Click on the button with the red arrow at the end of Series name. o Click and drag to select the name (label) for the new data. o Click on the button with the red arrow OR press the Enter key. o Click on the button with the red arrow at the end of Series values. o Click and drag to select the values (data) for the new part. o Click on the button with the red arrow OR press Enter. o To remove a range of cells used in the chart: o In the Legend Entries box, click on the item to be removed. o Click Remove. Pasting a Chart into Word or PowerPoint A chart created in Excel can be copied and pasted into Word or PowerPoint. Copy the chart and paste it into the Word or PowerPoint document. The chart is linked. Changes made in Excel are communicated to the chart in Word or PowerPoint. Changes are communicated most effectively when all documents with the chart are open during changes. Page 24

25 Custom Views Custom Views allows the user to set up and use different views of the spreadsheet such as viewing a particular part zoomed in. Creating a Custom View Prepare the spreadsheet by setting up the viewed area as desired. On the Ribbon, click on the View tab. In the Workbook Views group, click on Custom Views. Click on Add. Enter a name for the view. In the Include in view section, choose Print settings and/or Hidden rows, columns and filter settings as desired. Seeing a Custom View On the Ribbon, click on the View tab. In the Workbook Views group, click on Custom Views. Click on the desired view. Click on Show. Deleting a Custom View On the Ribbon, click on the Page Layout tab. In the Workbook Views group, click on Custom Views. Click on the desired view. Click on Delete. Click on Yes. Click on Close. Watch Window A Watch Window provides a view of certain cells and their results when working in a different area. On the Ribbon, click on the Formulas tab. In the Formula Auditing group, click on Watch Window. To add a cell(s) to the window, o Click on the cell(s) to be added. o Click on Add Watch. o Click on Add. To remove a cell(s) to the window, o Click on the cell in the list to be deleted. o Click on Delete Watch. To close the Watch Window, click on Close. Page Layout View Page Layout view shows how the pages will be printed without going into Print Preview. On the Ribbon, click on the View tab. In the Workbook Views group, click on Page Layout. To return to Normal view, click on Normal. Dotted lines indicate the print areas. Page 25

26 Page Break Preview Page Break Preview shows how the pages will be printed and offers the opportunity to adjust the page breaks by clicking and dragging. On the Ribbon, click on the View tab. In the Workbook Views group, click on Page Break Preview. Blue dotted lines indicate page breaks. To adjust a page break, place the cursor over the blue line indicating the page break and drag it to the desired location. (The line becomes a solid blue.) To return to Normal view, click on Normal in the Workbook Views group. Dotted lines indicate the print areas. Inserting a Page Break Click in the cell that is to be the first cell on the new page. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Breaks and choose Insert Page Break. Removing a Page Break Click in the cell that is the first cell of the new page. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Breaks and choose Remove Page Break. Resetting All Page Breaks Resetting all page breaks removes adjustments to the page breaks. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Break and choose Reset All Page Break. Document Properties Document Properties contains hidden information in the spreadsheet such as the name of the author, the title, tags, keywords, and categories. Properties may be edited to remove or change information. Click on the File tab. Click on Info. The Properties area is on the right. Click in the boxes and make the desired changes. Click on the Arrow when done. Protecting Information Process A workbook can be protected so that a password is required to open it. Each worksheet in the workbook must be protected. Then protect the workbook can be protected. If only certain worksheets need to be protected in the workbook, protect them and then protect the workbook. Page 26

27 Protecting a Sheet On the Ribbon, click on the Review tab. In the Changes group, click on Protect Sheet. Enter a password. (It is important to remember the password to unprotect the sheet.) o To make the worksheet view only, click to remove the check mark in front of Select locked cells and Select unlocked cells. Enter the password again. Unprotecting the Sheet On the Ribbon, click on the Review tab. In the Changes group, click on Unprotect Sheet. Enter the password. Protecting the Workbook On the Ribbon, click on the Review tab. In the Changes group, click on Protect Workbook. Select Structure to protect the structure of the workbook. Enter a password. Enter the password again. Protect Workbook is highlighted to indicate the workbook is protected. Unprotecting the Workbook On the Ribbon, click on the Review tab. In the Changes group, click on the Protect Workbook. Enter the password. Print Area Setting the print area tells the computer to print just the selected part of the spreadsheet. Setting the Print Area Click and drag to select the area to be printed. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Print Area and choose Set Print Area. Clearing the Print Area Click in the spreadsheet. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Print Area and choose Clear Print Area. Page 27

28 Printing Multiple Worksheets Click on the tab of the first worksheet to be included. Hold down the Control key and click on each additional worksheet to be printed. Click on the File tab and choose Print. Check the pages to be sure they will print as desired, adjusting the Scaling as needed. Click on Print. To release the grouping of the sheets, click on a sheet tab that is not in the group. Multiple Page Printouts Titles Repeated on Every Page When the printout is more than one page, it is frequently desirable to repeat a row of headings and/or a column on each page. This must be done before going to the Print menu. On the Ribbon, click on the Page Layout tab. In the Page Setup group, click on Print Titles. To identify a row to be repeated at the top of each page: o Click on the red arrow at the end of Rows to repeat at top. o Click in the row(s) with the headers to be repeated. o Press the Enter key. To identify a column to be repeated on the left of each page: o Click on the red arrow at the end of Columns to repeat at left. o Click in the column(s) with the headers to be repeated. o Press the Enter key. Creating a PDF The entire workbook, selected worksheets, or a selection of a worksheet can be used to create a PDF. Click on the File tab and then click on Export. Click on Create PDF/XPS Document. Click on Create PDF/XPS. Navigate to the desired location where the PDF is to be saved. Change the file name if desired. Click on Publish. Page 28

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