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1 Excel 2013 Contents Contents... 1 Opening Start Screen... 2 Formatting cells... 2 Modifying information in a cell... 2 Autofil... 3 Merge and Center Headings and Merge Cells... 3 Auto Calculation... 3 Adding Borders and Shading... 4 Reformatting Borders and Shading... 4 Filtering Cells... 5 Inserting Blank Columns and Rows... 6 Sorting... 6 Counting Items in a Column... 7 Headers and Footers... 7 Sizing Rows and Columns... 7 Printing a Spreadsheet... 8 Quick Analysis Tool... 9 Flash Fill Your Data... 9 Chart Recommendatons... 9 Preview Chart Styles Quick Tallies of a Group of Cells Quick Access Toolbar MS Excel /3/2011 JSD#2-Neptune Page 1

2 Opening Start Screen Items on the Start Up Screen o Recent Documents o Open Other Documents o Templates o Take a Tour some good tips here Turn Off the Start Screen to go quickly to a document o Once in a document, select the File tab > Options > General tab > unclick Show the Start screen when this application starts o Click Ok Formatting cells OR Select the Home tab Highlight the cells to be formatted Click on any of the icons on the Home tab Click the down arrow next to the word in the Alignment group on the Home tab Note: o Rotate headings within the cells using the Orientation section o Wrap headings under the Text Control section Modifying information in a cell OR Either double click in the cell to modify the content of the cell Click on the cell and use the formula bar to modify the content of the cell MS Excel /3/2011 JSD#2-Neptune Page 2

3 Autofil Dates Type in a date Drag cell to increment the dates automatically by hovering over the black square until you see a solid + sign and drag down or across Note: To set a pattern such as every Monday, enter the first Monday date in one cell, then the second Monday date in the next cell. Highlight both and drag to increment Note: Months, days of week, numbers work the same Merge and Center Headings and Merge Cells Highlight the cells to be merged Click on Merge & Center icon on the Home tab in the Alignment group Merge Cells not center click on down arrow next to Merge & Center > select Merge Auto Calculation To allow Excel to auto calculate a column or row, use the AutoCalc icon on the Home tab in the Editing group Place the cursor at the cell below or to the right of the column or row of numbers to be calculated Click on the down arrow next to the icon Select a type of calculation Press Enter MS Excel /3/2011 JSD#2-Neptune Page 3

4 Adding Borders and Shading Highlight the cells to be bordered Click on the down arrow next to the Borders icon on the Home tab in the Font group Reformatting Borders and Shading Main heading has borders on all four sides: Click in the heading cell Right click on the heading cell > select Format Cells Click on the icons showing the sides and top border The illustration will show which borders are on and which are removed Click OK Borders at top and sides removed from main heading: MS Excel /3/2011 JSD#2-Neptune Page 4

5 Filtering Cells Highlight the cells to be filtered Click on Sort & Filter on the Home tab in the Editing group Click Filter To use the filter, click on the down arrow next to a column and select what to filter Note: To turn off filter, click on Sort & Filter > Filter Freezing Cells To allow the headings to display when scrolling horizontally or vertically Click on the cell at the junction where you want the headings to scroll Click on Freeze Panes on the View tab in the Window group Select a method To unfreeze, click on Freeze Panes on the View tab in the Window group > select Unfreeze MS Excel /3/2011 JSD#2-Neptune Page 5

6 Inserting Blank Columns and Rows Spreadsheet before adding rows and columns: Highlight a row(s ) or column(s)) (the number of rows or columns chosen is the number that you want to insert) Either right click and select Insert or on the Home tab, Cells Group, click Insert The rows or columns will be insert before the selected rows or columns Or In the example, there were two columns and two rows added. Spreadsheet after adding rows and columns Sorting Highlight the cells to be sorted including the heading row On the Data tab, Connections group, click Sort Select the down arrow of the Column to select the field to be sorted To add a secondary sort, click Add Level and select the next Column to be sorted Click OK MS Excel /3/2011 JSD#2-Neptune Page 6

7 Counting Items in a Column In the cell where you want the count to appear, type in the formula to conditionally count the particular item: Example: In Cell D8, type in the formula and press return: =COUNTIF(D3:D6,"F") In Cell D9, type in the formula and press return: =COUNTIF(D4:D6,"M") Note: Highlight the cells to be counted and on the bottom information bar the number of items is displayed. Headers and Footers On Insert tab, in Text group, click Header & Footer To add a header or footer, click the left, center, or right header or footer box and type in heading Click anywhere on the spreadsheet to exit the header & footer Headers & footers do not show on Normal view but will print Sizing Rows and Columns o o o Place the cursor between the columns or rows on the Letter or Number strip until you see a line with two arrows (see illustration) Either drag to size or double click to allow Excel to size To size all rows or columns at once, click on the box to the left of the A on the column strip (see illustration) MS Excel /3/2011 JSD#2-Neptune Page 7

8 Printing a Spreadsheet NOTE: Always print preview BEFORE printing a spreadsheet. (Hint: Place Print Preview and Print in the Quick Access Toolbar.) Print Preview will give you a look at the way the spreadsheet will be printed so that you can adjust the way you want it to look before printing. Printing: Select File > Print While in Print Preview, adjust the pages by clicking on Page Setup o Orientation o Scaling o Margins While on the Spreadsheet: o Set the Print Area Drag to highlight the section of the spreadsheet to be printed Click on Page Layout tab>print Area Click Set Print Area Print Preview will now display only the set print area o Clear Print Area Click on Page Layout tab>print Area Click Clear Print Area o Headings on Each Printed Page Page Layout tab > Sheet Options > click on the icon at the far right of Rows to repeat at top: Select the rows by clicking on them o Click OK MS Excel /3/2011 JSD#2-Neptune Page 8

9 Quick Analysis Tool Highlight a group of cell Click the Quick Analysis icon at the bottom right to see an example of the suggested charts, formatting, and totals for the data Select the tab to see the various suggested items for formatting, charts, totals, tables, sparklines Note: To see this in action, Take the Tour on the Start up Page. Flash Fill Your Data Begin typing and allow excel to finish the work for you by: Note: To see this in action, Take the Tour on the Start up Page. Chart Recommendatons Select the data Click Insert > Recommended Charts A window will display with various recommendations Note: To see this in action, Take the Tour on the Start up Page. MS Excel /3/2011 JSD#2-Neptune Page 9

10 Preview Chart Styles Preview changes before making them: Select a chart Click the Brush icon Preview window with styles and color changes will be displayed Quick Tallies of a Group of Cells Highlight the items to tally Look at the bottom right to view the Average, Count, and Sum Quick Access Toolbar For common tasks, place icons on the Quick Access Toolbar: Click the down arrow on the Quick Access toolbar Check tasks to place on the toolbar Uncheck items to remove them from the toolbar MS Excel /3/2011 JSD#2-Neptune Page 10

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