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1 The Foundation Review in an instant

2 Table of contents Introduction 1 Basic use of Excel 2 - Important Excel terms - Important toolbars - Inserting and deleting columns and rows - Copy and paste Calculations with Excel 4 - Formulas - References - Functions - The SUM function Formatting 6 - Colors - Borders - Text manipulation Charts 7 - Line charts - Column charts - Pie charts - Insert a chart Working with large amounts of data 8 - Find and replace - Freeze panes - Filters - Comments - Tables Printing and protecting 10 - Printing - Protecting

3 Introduction This cheat sheet gives you a quick summary of all the content of The Foundation. If you're new to Excel, this course is great for kick starting your Excel journey. We'll cover all the basics and lay the foundation for doing great work in the spreadsheet. This cheat sheet has multiple purposes. Use it when faced with a specific challenge. Chances are, this cheat sheet will show you the steps on how to solve your situation. For example, if you forgot what the "Quick Access Toolbar" is, you can just look it up. Or do you want to paste values only? We got you covered too. Protip: Search in the PDF for the word you're looking for. Let's say I wanted to know, if this cheat sheet covers "absolute references". Then I search for the word "absolute" and BAM, there it is on page 4. Use this cheat sheet too when you want to review the content of this course. As time goes, you will forget a few things here and there. We all do! This cheat sheet gets you back up to speed in no time. Don't rush the lessons, take it at a nice, slow and steady pace. You'll soon surpass friends and colleagues. One day, you'll also surpass your own wildest dreams of what you thought possible. If you at any point have any questions, feel free to reach out to me: kasper@spreadsheeto.com Cheers to your success! Kasper Langmann Co-founder Certified Microsoft Office Specialist 1

4 Important Excel terms A cell A spreadsheet consists of a lot of cells. These are the small rectangles where you can enter values into, and where you ll store various data. A Range A range is multiple consecutive cells. Columns Are vertical ranges (named A, B, C ). Basic use of Excel Rows Are horizontal ranges (named 1, 2, 3 ). The Ribbon The top menu of Excel. This is the one with all the buttons that you re going to use all the time. Worksheet A sheet that holds the cells. Workbook Is the term for the entire Excel file. Important toolbars The Ribbon This toolbar is the most important toolbar and is located near the top of the program (the one with all the buttons and tabs). From here you can insert charts, tables, get help on formulas and functions, improve the layout of your data with formatting, and much more. The Status Bar This bar is located at the bottom of the program and gives you useful information about selected cells. If you want to add/remove some of the information is gives you, just rightclick it and select something you want to add or remove. In the right side of the status bar, you can change the zoom level of the current sheet. The Quick Access Toolbar This toolbar is for buttons you use a lot. For example, the Save button is always on this toolbar by default, because people use it all the time. If you want to put something up there, right-click the Quick Access Toolbar, and click Customize Quick Access Toolbar. 2

5 Inserting and deleting columns and rows The structure of your sheet is very important and is managed by inserting/deleting columns and rows. Insert columns Right-click the column to the right of where you want a new one. Then click Insert. Tip: Use the same methods to insert and delete rows. Delete columns Right-click the column you want to delete and click Delete. Copy and Paste Copy Select the cells you want to copy, right-click them and select Copy. Shortcut: Ctrl + C Paste normally Right-click where you want to paste and select the paste option called Paste. Shortcut: Ctrl + V Paste values only Right-click where you want to paste and select the paste option called Values. Shortcut: Ctrl + V, then select the paste option Learn more about copying and pasting here. 3

6 Calculations with Excel Formulas A formula is used when you need to calculate something in Excel and always begins with an equal sign. E.g. =1+1 or =15*3. Formulas in Excel follow the standard Order of Operations: 1. Calculate what s in a parenthesis 2. Calculate exponents and roots 3. Multiply and divide 4. Add and subtract References A formula can include references to other cells, which is one of the things that make Excel so powerful. That means a formula could look like this: =F1*G1 Where F1 and G1 are names of cells. Whatever these cells contain are then calculated in the formula. Relative references This type of reference moves with the formula. So when you copy a formula to another cell, the references keep their relative position to the other cells. In the above example, a formula like this: =F1*G1 Will turn into =F2*G2 When copied one row down. Absolute references This type of reference always keeps its position. To make a reference absolute, go into the formula and place the marker inside the reference. Then press F4 on your keyboard. References to other sheets and workbooks A reference is not limited to the same sheet as the formula. Just start the formula and go to the other sheet/workbook and click the cell you want to refer to. 4

7 Functions Functions are prebuilt Excel formulas that carry out a certain task, so you don t have to do it manually. A function is placed inside a formula. You can have one or more functions inside a formula, and you can also put a function inside another function. A function consists of a function name, open parenthesis, one or more arguments separated by a comma, and a close parenthesis. All these elements together are called the Syntax of the function. Arguments are what you put into the function to make it work. Arguments are usually one or more cells, values, or the text: TRUE or FALSE. The SUM Function This is the most used function in the world. It simply adds up numbers. The Syntax of this function is: =SUM(argument, argument) You don t have to use multiple arguments for this to work. An argument in the SUM function is usually a range of cells. This is an example: =SUM(H2:H19) There are many functions in Excel. Some holds no value; others are extremely important to master. 5

8 Formatting Formatting is the layout, colors and general looks of your Excel workbook. The purpose of formatting is to make the sheet more digestible and faster to work with. Colors This is a great tool to enhance cells and ranges. 1. Select a cell or a range 2. On the Home tab, click the little arrow next to the Fill color button 3. Pick a color Tip: Use light colors in the Theme Colors section. Borders As with colors, use borders to enhance parts of your sheet. 1. Select a cell or a range 2. On the Home tab, click the little arrow next to the Borders button 3. Click the border you want. Tip: Use Thick Outside Borders for headers and normal borders for data. Text manipulation in formatting 1. Make text larger to emphasize it with the Increase Font Size and Decrease Font Size buttons on the Home tab. 2. Make text stand out more by bolding it with the Bold button. 6

9 Line Charts Charts Column Charts Pie Charts Displays trends over time Displays categories when their order is important Compares values across categories Displays categories when their order is not important Shows proportions of a whole Don t use if you have many categories Use only when total is 100% Insert a chart 1. Select the data you want to visualize (including headers/names on categories) 2. Go to the Insert tab 3. Click Recommended Charts 4. Pick the tab called All Charts 5. Select a chart (see above for help) and click OK. 7

10 Working with large amounts of data Find and replace Find Find is your friend when looking for something and the sheet is too big to look for it manually. Shortcut: Ctrl + F Replace Replace is used when you need to replace something with something else. For example, a name you ve misspelled multiple times. Shortcut: Ctrl + H Freeze panes Freeze the top row of the sheet, for better overview when scrolling: 1. Scroll to the top of the sheet 2. Go to the View tab 3. Click the Freeze Panes button 4. Pick Freeze Top Row Remove it by repeating step 1 and 2, and selecting Unfreeze Panes. Filters Use filters to hide information you don t need to look at. 1. Select a cell inside your data 2. Go to the Data tab 3. Click the Filter button 4. Use the tiny arrows next to your headers to select/deselect the data you want to see Multiple filters After applying a filter, you can select/deselect data in other columns to create multiple filters at once. Sorting with filters In addition to the above, you can use a filter to sort your data. Click on the tiny arrows next to your headers and select one of the first three options for sorting your data. Comments Insert a comment on a cell to let other people know your thoughts. 1. Select a cell 2. Go to the Review tab 3. Click New Comment 8

11 4. Write your comment 5. Hit Escape on your keyboard or click somewhere outside the comment 6. When you hover your mouse over the cell, you ll see the comment. To remove it, select the cell and click Delete from the Review tab. Tables Convert your data into a Table to give it some additional features that makes it much easier to handle. Totals Add a Total row at the bottom of the data. 1. Left-click somewhere in the table 2. Go to the Design tab that now has appeared on the ribbon 3. Check the Total Row checkbox In this row, you can pick different functions to use right away instead of creating formulas with them. Formatting In the Design tab you can choose between multiple Table Styles in the ribbon. Hover your mouse over them to see a preview of how it looks. When you add new columns and rows to the table, they are automatically formatted to fit the table. Another amazing tool when working with large amounts of data is a Pivot Table. A Pivot Table makes dynamic reporting possible in a matter of seconds. Learn about Pivot Tables in our exclusive guide. 9

12 Printing and Protecting Printing Print titles Go to the Page Layout tab and click Page Titles. Here, click the Rows to repeat at top: field and click the row with your headers. Then click OK. Orientation Go to the File tab and click Print to show a number of different printing options. Click the Orientation button and select which way you want the paper to turn. Scaling Choose Fit All Columns on One Page from the Scaling options in the bottom field if the columns don t already fit. Print Area Only you decide what to print. Select the part of your sheet you want to print and go to the Page Layout tab on the ribbon. Click Print Area and then Set Print Area. Protecting Right-click a cell and pick Format Cells. Go to the Protection tab. Here, you find the option to choose which cells are locked and which are not. By default, all cells are Locked this way. If you want to lock the entire sheet 1. Right-click the sheet 2. Choose Protect sheet 3. [OPTIONAL]: Enter a password 4. Click OK If you want to lock part of the sheet 1. Select the cells you want not to be locked 2. Right-click them and click Format cells 3. Go to the Protection tab and remove the checkmark in the Locked checkbox. 4. Click OK 5. Follow the previous step 1-4 as if you wanted to lock the entire sheet. If you want to unlock the sheet (it doesn t matter if some or all of the sheet is locked) 1. Right-click the sheet 2. Choose Unprotect sheet 3. [IF PASSWORD PROTECTED]: Enter the password and click OK. 10

13 Thank you! Thank you so much for using this cheat sheet. Cheat sheets are an incredibly quick way to review and brush up on what you ve learned. Did you like it? We have many more cheat sheets for all the different modules of our course Zero to Hero. Click here and learn more. 11

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