Excel Essentials for Faculty. IDA Deep Dive Event

Transcription

1 Excel Essentials for Faculty IDA Deep Dive Event December 7, 2018 WSU Microsoft Office Training For a full listing of training sessions on Microsoft Office products, visit mytraining in mywsu

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3 MICROSOFT EXCEL 2016: ESSENTIALS Table of Contents EXCEL NAVIGATION... 4 NAVIGATION OPTIONS... 4 BACKSTAGE VIEW... 5 THE MINI TOOLBAR... 6 SELECTION OPTIONS... 7 QUICK ACCESS TOOLBAR... 8 AUTOMATION... 9 AUTO FILL... 9 CUSTOM LISTS... 9 USE CUSTOM LISTS... 9 ACCESS CUSTOM LISTS FLASH FILL Flash Fill to Combine Cells FIND AND REPLACE CALCULATIONS ORDER OF CALCULATIONS AUTOSUM FORMATTING OPTIONS ADJUSTING COLUMN WIDTH AND ROW HEIGHT Adjusting by Hand Adjusting by the Format Dropdown INSERT ROWS AND COLUMNS OPTIONS DELETE ROWS AND COLUMNS OPTIONS THEMES NUMBER FORMATTING FORMAT PAINTER SORTING AND FILTERING SIMPLE SORTING CUSTOM SORT FILTERING TABLES TABLE FUNCTIONS SLICERS More About Slicers FINALIZING THE DOCUMENT SAVE VERSUS SAVE AS Page 2 of 35

4 SCALING SET REPEATING TITLES CUSTOM HEADERS AND FOOTERS STANDARD HEADERS AND FOOTERS INSPECTION OPTIONS PIVOT TABLE FUNDAMENTALS WHAT IS A PIVOT TABLE WHEN TO USE A PIVOT TABLE THE ANATOMY OF A PIVOT TABLE PROPER PREPARATION OF DATA CREATING A PIVOTTABLE CREATING A PIVOT TABLE FROM A TABLE USING SLICERS Creating a Standard Slicer Creating a Timeline Slicer TROUBLESHOOTING PIVOT TABLES Updates to Pivot Tables Changing Data Source SHORTCUTS FREQUENTLY USED SHORTCUTS FORMATTING SHORTCUTS NAVIGATION WSU MICROSOFT OFFICE POWER USER PROGRAM QUESTIONS? CONTACT INFORMATION Page 3 of 35

5 EXCEL NAVIGATION Title Bar contains the name of the active application. When the workbook window is maximized, the workbook title appears in the Excel title bar; otherwise, the title appears in a separate title bar within the workbook window. Ribbon is a panel that houses the command buttons and icons, organized into a set of tabs. Quick Access Toolbar is a toolbar that provides easy access to frequently used commands in the application. It can be customized to fit individual needs. Name Box displays the cell reference of the active cell. It also displays the name of the current function when using the formula palette. Formula Bar displays the contents of the active cell. Status Bar displays details about filtered data and which view is displayed. (Normal, Page Layout, Page Break Preview) Workbook Window is the area of the Excel window that contains worksheets. Navigation Options There are a number of ways to move around in Excel. To move to a specific cell or range (group of cells), use either the mouse or the keyboard. Page 4 of 35

6 Action Mouse Techniques Keyboard Equivalent Move the active cell one cell at a time Point and Click at adjacent cell Use Arrow keys. (Scroll Lock must be off.) Move the Worksheet display up or down one screen at a time Move the Worksheet display to the left or right one screen at a time Move the active cell to A1 in the active worksheet Backstage View Click on the vertical scroll bar, between the scroll box and the scroll arrow Click the horizontal scroll bar, between the scroll box and the scroll arrow Click in the Name text box, type A1 and press Enter Use the Page Up or Page Down keys. Use the ALT+Page Up or ALT+Page Down keys CTRL+Home When the File tab is clicked on the Ribbon, the Backstage View is displayed. Backstage is the behind the scenes actions that can be taken on a workbook. For instance the ability to print worksheets, workbooks, or selected cells is found in Backstage View. A. Click the back arrow to return to the current workbook. B. Choose Save, Save As or Open to access pinned workbooks and folders. Page 5 of 35

7 The Mini Toolbar Click on the File tab. Backstage is displayed A. If a workbook is open, the current folder is listed. B. Select This PC to select recently used folders. C. Click Browse if the desired folder is not listed. The Mini Toolbar is a floating toolbar that is displayed when data is selected or when right-clicking text in a worksheet. In addition to the mini toolbar a context sensitive menu can open. The context sensitive menu changes depending on the data selected. Access the Mini Toolbar and Context Sensitive menu by right clicking on a cell. The Mini Toolbar will appear when text is selected either in the Formula bar or within the cell. Page 6 of 35

8 Selection Options There are many ways to select data in an Excel worksheet. Selection A single cell The contents of a cell A contiguous range of cells. A noncontiguous range of cells. An entire worksheet Action Click the Cell Double click the cell to place the insertion point inside the cell, and then double-click again to select the contents of the cell. It is also possible to select the cell, and then select the contents of the formula text box. Select the first cell in the contiguous range, press and hold Shift, navigate to the last cell in the range, and then click to select the last cell and all cells inbetween. It is also possible to click and drag from the first cell to the last cell to select the range. Select the first cell in the range, press and hold CTRL, navigate to the next cell and while holding down the CTRL key, continue to click. CTRL+CLICK and SHIFT+CLICK can both be combined to select appropriate cells. Click the blank box, where the columns and the rows meet in the upper left corner of the worksheet. Cursor is the thick, rectangular box that indicates the location of the active cell. There will always be an active cell. Page 7 of 35

9 The worksheet containing the active cell is the active worksheet. A worksheet is the area of the workbook in which data is entered and manipulated. A worksheet is similar to a ledger sheet. The worksheet is a grid of columns and rows. A workbook is the electronic file, in which data is stored. The default workbook contains three worksheets. Horizontal Scroll Bar contains scroll arrows and a scroll box used to scroll the worksheet left or right. Click on the scroll arrows, drag the scroll bar, or click anywhere in the scroll bar to scroll through the worksheet. Vertical Scroll Bar contains scroll arrows and a scroll box which can be used to scroll the worksheet up or down. Worksheet Tabs contain the names of the individual worksheets within the workbook. Move between worksheets by clicking on the worksheet tabs. The tab for the active worksheet displays in bold. Cell is the point in a worksheet at which a column and a row intersect. A cell reference consists of a column letter and a row number and identifies a cell location in a worksheet. Quick Access Toolbar The Quick Access Toolbar (QAT) provides easy access to frequently used commands in the application. The QAT can be located either above or below the ribbon. By default, the QAT has the Save, Undo, and Redo commands already on the toolbar. It is possible to add commands to the Quick Access Toolbar in a number of ways A. Right click on a command and choose Add to QAT. B. Click the QAT toolbar button at the end of the QAT and choose More Commands. C. Locate the command in the left list box and click the Add button to add the command to the QAT. Note: the option to change the listing of commands from Popular Commands to All Commands. 1. The QAT can be displayed either above the ribbon or below the ribbon according to personal preference 2. Adjust personal preference by clicking the QAT toolbar button at the end of the QAT and choose Show Above or Below the ribbon depending on where the toolbar is currently located. Page 8 of 35

10 If shown above the ribbon at some point the toolbar will compete with the document title. AUTOMATION Auto Fill The Auto Fill feature will forecast the what the next cell in the range should be by extrapolating from a numbered list. 1. Create a list of 2 or 3 cells involving sequential numbers. 2. Select the sequential numbers by hovering the cursor over the center of the cell, holding down the mouse and dragging it down. 3. Hover the cursor over the lower right of the selected cells. Notice how it turns into a black cross hair/plus sign. This plus sign is the Auto Fill Handle. 4. Using the AutoFill handle, click and hold down the mouse, dragging down several cells. Custom Lists Custom lists provide the ability to have repeated text stored within Excel for use over and over again. Excel already has several custom lists stored. For example, Excel knows the names of the days, the months of the years and the number of Quarters in a year. Use Custom Lists 1. To use a custom list, type a list member (Monday). 2. Use the AutoFill Handle to drag the member from cell to cell. 3. The next member in the list will be inserted into the next cell. 1. While dragging through the cell, tips appear indicating what the cell will be filled with after completion of the fill. Page 9 of 35

11 2. A Smart Tag will appear at the bottom right corner of the selected range. 3. Click on the Smart Tag to see more options associated with the copied / filled cells. Access Custom Lists 1. Click the File tab. 2. Locate and click on Options. 3. Click the Advanced tab. 4. Under General, click Edit Custom Lists. Flash Fill The Flash Fill command on the data tab is an excellent assistant for spreadsheet completion. Flash Fill evaluates example data, compares it to existing data in adjacent cells, determines any patterns, and suggests entries. Look at this example where a clear pattern has been established for an format of firstname@fabrikaminc.onmicrosoft.com. In the editing tab, click on Fill, then select Flash Fill. Page 10 of 35

12 Excel identifies the pattern to create a fill of the remaining addresses: Flash Fill to Combine Cells Another great use of Flash Fill is to combine two cells. Look at this example of a database, showing three columns of names. Page 11 of 35

13 Flash Fill will suggest how to fill the list when it recognizes a pattern. Press Enter to accept the suggestions. Page 12 of 35

14 Flash Fill also works the other direction: to split a column of last name, first name into two columns. It is an excellent time saving tool. Find and Replace The Find and Replace dialog box has the capability to find and change formatting, as well as options to search across all sheets in a workbook or to restrict the search and subsequent changes to the current worksheet. Find Option Find What text box Find All button Find Next button Used To Specify the text to be located Locate every instance of the search criteria. It will also populate a list of hyperlinks at the bottom of the Find and Replace dialog. Locate the next instance of the search criteria 1. Locate the Editing Group on the Home Tab. Click the down-arrow associated with the Find & Select Command. 2. Find and Replace dialog can also be opened by pressing CTRL+H to open the Find and Replace dialog box (CTRL+F) will open the Find dialog box, although clicking on the Replace tab will open the Replace options. 3. Click the Options button to expand the search options. Page 13 of 35

15 4. Click into the Find what text box and enter in the desired text to search. 5. Click into the Replace with text box and type replacement text. 6. Click the Find Next button and the cursor will jump to the next cell in the next row that contains the search term. 7. Click the Replace All button. A message box will display with the number of instances where replacements were made. CALCULATIONS Order of Calculations Excel follows the Order of Operations. A helpful acronym to help remember this order is PEMDAS, or Please Excuse My Dear Aunt Sally. P: Parentheses () E: Exponents M/D: Multiplication or Division A/S: Add or Subtract. Then work from left to right. For each of the steps in the Order of Calculations, if there is more than one of each, Excel performs them in the order in which they are found in the formula from left to right. However if parentheses are within another set of parentheses, Excel will calculate from the inside out. AutoSum While creating formulas manually is a great skill, there are also some shortcuts available in the home tab for some popular simple functions. 1. Select the cell where the formula is to appear. 2. Go to Home Tab Editing Group AutoSum Page 14 of 35

16 3. Note the drop down options include the ability to quickly calculate the following from data: Sum Average Max Min Count 4. Note the wavy green line that appears after making a selection from the Auto Sum dropdown. Sometimes Excel guesses correctly for the data to calculate, and sometimes the wavy line needs to be corrected. To correct the data source, select the first cell to be included, hold down the mouse and drag to the end of data source. 5. Press Enter or Tab to accept the formula. FORMATTING OPTIONS Adjusting Column Width and Row Height There are a couple ways to adjust column width and row height in Excel. Adjusting by Hand 1. Hover the cursor between two columns until a double headed arrow appears. 2. Click, hold down the mouse, and pull the column out or in to manually adjust the size. Tip: Select multiple columns at once to adjust them all to the same size together. Page 15 of 35

17 Adjusting by the Format Dropdown 1. In the Home tab, Cells group, select the Format dropdown 2. Select Column Width to enter a number by hand or AutoFit Column Width to resize column(s) to the widest text contained. Insert Rows and Columns Options Access the options to insert rows and columns from the Insert drop-down list in the Cells Group found on the Home Tab or through a right click over a selected column or row. Page 16 of 35

18 Insert Option Insert Cells Action Select the cell next to where to insert a new cell. Click the Insert button in the Cells Group on the Home Tab, and select the Insert Cells Command. The Insert dialog box is displayed. In the Insert dialog box, click the direction in which to shift the surrounding cells. Insert Sheet Rows Insert Sheet Column Insert Sheet Select the Row or Column before which the new row or column should be inserted. Hold down the Shift or CTRL, and select the other desired rows or columns to insert multiple rows or columns. Select the column before which the new column should be inserted, Click the Insert button, in the Cells Group on the Home Tab. Select the Insert Sheet Columns Command. Alternatively, right-click the selected column and choose the Insert command. Adds a new worksheet to the current workbook. The new worksheet will be placed to the left of the active worksheet Delete Rows and Columns Options Access the options to delete rows and columns from the Delete drop-down list, in the Cells Group on the Home Tab. Page 17 of 35

19 Delete Option Delete Cells Action Select the Cell to be to be deleted. Click the Delete command in the Cells Group on the Home Tab and select Delete Cells. In the Delete dialog box, click the direction in which to shift the surrounding cells. Delete Sheet Rows Delete Sheet Columns Delete Sheet Select the row or columns that should be deleted (Hold down the CTRL or Shift Keys while selecting.) Click the Delete drop-down arrow and select either Delete Sheet Columns or Delete Sheet Rows. Or right click on the selection and choose Delete. Select the column that should be deleted. Click the Delete drop-down arrow, in the Cells Group on the Home Tab and select the Delete Sheet Columns option. Another option is to right click on the selected column and choose Delete. Deletes the active worksheet. A prompt will display advising that this procedure cannot be undone. Themes Selecting a theme in Excel allows for additional customization of color pallets and font sets. To select a theme: 1. Go to Page Layout tab, Themes group 2. Select a theme from the drop down menu Note that this group also allows for customization of color pallets and fonts. Page 18 of 35

20 Number Formatting Number formatting is an important setting to understand. Formatting numbers will not interfere with formulas and functions. Number formatting options can be found in the Home tab, Number group. Select the dropdown to see a full range of options: The last option, More Number Formats, will allow users to create custom number formats, or use Special number formats, like zip code or phone number. Page 19 of 35

21 Format Painter Use the Format Painter on the Home tab to copy the same formatting, such as color, font style and size, and border style, from one object/cell to another. 1. Select the cell with the formatting you would like to copy. 2. Click on the format painter button in the clipboard pane of the home tab. 3. Select the cell to be formatted. You may also hold down your mouse button and select a series of cells to format. SORTING AND FILTERING At some point after entering a listing of data it will be necessary to reorganize the data. That is where sorting and filtering comes into play. Simple Sorting As long as the range of data does not have completely blank columns or rows included in the data, the entire listing will be sorted. However, if there is a blank row or column as part of the list, the list will be broken when sorted. 1. Place the cursor in one of the cells of the column to be sorted. 2. Click the Sort & Filter command found in the Editing group. 3. Choose Sort A to Z to sort alphabetically. Custom Sort Custom Sorting is used when there are multiple criteria for the sort. For instance, sort the list by Department, Last Name, and First Name. 1. Place the cursor in one of the cells of a column to be sorted. 2. Click the Sort & Filter command found in the Editing group. 3. Choose Custom Sort 4. In the first Sort by drop down choose the first column to be sorted. If the Sort by drop downs list does not show titles but instead columns, make sure the check mark for My data has headers is enabled. 5. Click Add Level to add additional criteria 6. When finished adding levels, click the Ok button. Page 20 of 35

22 Filtering There may be times when a subset of the list is necessary. For instance in our example, a listing of only Executives may be required. Filtering can assist with providing the desired data. 1. Place the cursor in one of the cells of the column to be sorted. 2. Click the Sort & Filter command found in the Editing group. 3. Choose the Filter command. All the headers for the columns now have drop down arrows. 4. Click on a drop down arrow and select filter criteria. 5. Click OK. Only selected records are now displayed. To clear a filter, click on the dropdown arrow, and select Clear Filter from [column name] Page 21 of 35

23 TABLES To make managing and analyzing a group of related data easier, you can turn a range of cells into a table. 1. Once a database has been created, select Format as Table under the Styles pane in the home tab. 2. Select the desired table style from the dropdown. This can be adjusted later if desired. 3. In the subsequent dialog box, confirm that the correct range of cells is selected. Also indicate here if the table has headers. Table Functions Note that once a table is created, filters appear at the top of each column. 1. Click onto the table until the Table Tools Design tab appears. Page 22 of 35

24 2. On the Table Tools Design tab, click the box next to Total Row to add a total row at the button of the data. 3. Note that on the newly created Total Row, there are additional formula functions in the dropdown. 4. At any point, the table style can be altered in the Table Tools Design tab under Table Styles. Slicers Slicers provide buttons that allow you to easily filter table data. This can be useful in presentations or to allow others a simple way to filter data when sharing documents digitally. 1. Click on the table to activate the Table Tools Design Tab. 2. On the Table Tools Design Tab select Insert Slicer. Page 23 of 35

25 3. Select the desired data to be filtered. More than one may be selected; this will create multiple slicers. 4. In this case, a slicer was created for the Department Tab of a spreadsheet. Click on a category to filter the data in this column with one click of a button. 5. Note that this has created a filter at the top of the column. The filter can be controlled either from the slicer panel or the top of the column (See Sorting and Filtering Section). 6. To clear a slicer, click the Clear Filter button at the top right of the slicer. Page 24 of 35

26 7. To change the appearance of the slicer, select the slicer until the Slicer Tools tab appears, and select a new style from the Slicer Styles menu. More About Slicers Slicer location can be moved with a mouse, much like a picture. To delete the slicer entirely, select the slicer pane and press the delete key. Note that slicers will print, so remember to delete them before printing, if desired. Slicers will default to showing data alphabetically. To change the order, create a custom list (see Create Custom List), with the desired list order. FINALIZING THE DOCUMENT Save Versus Save As The Save As command is used to save a file to a specific storage location such as a network drive for the first time. It can also be used to save a file with a different name, in a different location, or in a different format. The Save command will update a previously saved file in its current location using its current name and format. When ready to save a file for the first time, use the File tab to access the Backstage View. Then select the Save As command. If the Save command is accidentally selected Excel will convert the command into a Save As command. Page 25 of 35

27 Scaling When printing a spreadsheet, it is helpful to know about scaling options. Occasionally users will have a spreadsheet that is too wide to fit onto one page, for instance. 1. Go to File Print 2. On the Print menu, the last option says No Scaling. Select that dropdown to see full range of options. 3. Note the option to fit the entire sheet onto one page, or the option to fit all columns onto one page. Set Repeating Titles A repeating title is a specified range of cells that print at the top of every page or at the left of every page. Use repeating titles if the worksheet has multiple pages and adding the column or row titles on every printed page will add clarity to the data. 1. From the Page Layout Tab menu, select the Print Titles button found in the Page Setup Group. 2. The Sheet Tab will be displayed. 3. Click the white space next to the Rows to repeat at top prompt. 4. Select the Row(s) desired to repeat on each page of the printout. 5. Note there is also an option to select the Column(s) desired to repeat on each page of the printout. Page 26 of 35

28 Custom Headers and Footers Any worksheet that spans more than one page should include a header or footer (or both). Excel includes an assortment of pre-formatted headers and footers. Excel 2016 also enables the ability to include graphics in a header or footer. By default, Excel allows a half-inch for a worksheet s header or footer. To maximize the amount of data on each page, and if not using a header or footer, adjust the page margins. 1. From the Insert tab, select Header & Footer Command which is found in the Text Group. 2. The display of the worksheet changes to Page Layout View and the Header & Footer Tools Design Tab opens. 3. In the Page Layout View, click into one of the three header areas (Left, Right, or Center). 4. Click into one of the sections. 5. Choose one of the Header & Footer elements (Left, Right, Center) 6. The code for the element is inserted and the results displayed The Footer Section has the same three footer areas (Left, Right, Center). 7. To close out of the Page Layout View, place the cursor in the body of the worksheet. 8. Select the View Tab and click the Normal Command which is found in the Workbook Views. Page 27 of 35

29 Standard Headers and Footers 1. From the Insert Tab, select the Header & Footer Command in the Text Group. 2. The display of the worksheet changes to Page Layout View and the Header & Footer Tools Design Tab opens. 3. Locate the Header & Footer Group. 4. Click the down arrow for the desired area, select desired results from the appropriate gallery. 5. To close out of the Page Layout View, place the cursor in the body of the worksheet. 6. Select the View Tab and click the Normal Command found in the Workbook Views. Inspection Options There are three inspection options in Excel (and many Microsoft Office programs). To see these options, Go to File Check for Issues Inspect Document: This option is a great general check for a document before publishing. It will check for possible issues like, author information, printer information, picture crop information, headers and footers, and much more. Check Accessibility: Checking for accessibility is very important. Your audience may be accessing your document with a screen reader, and this check will help ensure that they will be able to access all the various elements. Missing Alt Text is a common error. Alt Text is the text that will be read to somebody accessing a document with a screen reader to describe pictures and other elements. Page 28 of 35

30 Remember that for most programs, Alt text may be found in a right click menu (Format Picture, or table properties are a couple examples). Check Compatibility: This will inspect the document for compatibility across older versions of Excel and tell users possible issues that could arise with newer features (e.g. slicers). PIVOT TABLE FUNDAMENTALS What is a Pivot Table A pivot table creates an interactive view of a set of data called a pivot table report. A pivot table report enables grouping of data into categories, and summarizes data into meaningful information. The power of a pivot table report is that it is possible to interactively drag and drop fields within the report, dynamically changing perspective. The pivot table report recalculates totals to fit the current view. When to Use a Pivot Table Generally, a pivot table is beneficial in the following situations: A large amount of transactional data which needs to be analyzed and summarized in a meaningful way It is necessary to find relationships and groupings with the data It is necessary to find a list of unique values for a single field in the data It is desired to find data trends using various time periods There are frequent requests for data analysis changes Subtotals are required while accounting for frequent new additions It is necessary to organize data into a format that is easy to chart The Anatomy of a Pivot Table A pivot table is composed of four areas. The data placed in these areas defines both the utility and appearance of the pivot table. Page 29 of 35

31 Values Area: The heart of the pivot table. This area typically includes a total of one or more numeric fields. It is also possible to have the same field dropped into the values area more than once with different calculations such as a Sum and an Average. Columns Area: The columns area is composed of headings that stretch across the top of columns in a pivot table. The columns area is ideal to show trending over time. Rows Area: The rows area is composed of headings that go down the left side of the pivot table. Dropping a field into the rows area displays unique values. The rows area typically has at least one field, although it is possible to have no fields. Filters Area: This area is an optional area which can be used to filter data items dynamically. A filters area can have more than one drop-down. Proper Preparation of Data It is important to prepare the data source for the pivot table report so that the first row of the data contains the field names or column names which describe the data in each column. Do not include blank rows or columns. Excel uses blank rows and columns to end a range of data. Columns should not contain repeating groups of data such as having a column for Project 1 and a column for Project 2. These columns need to be in a single column for a pivot table to work properly. Example of Improper Data Format Repeating Groups: Avoid storing data in section headings. Excel will not be able to convert the data into a usable pivot table. Page 30 of 35

32 Improperly Formatted Data using Section Groups: To Summarize: The first row of the data source consists of field labels or headings that describe the information in each column Each column in the data source represents a unique category of data Each row in the data source represents individual items in each column None of the column names in the data source doubles as data items that will be used as filters or query criteria. I.e. names of months, names of locations, or names of employees) Creating a PivotTable 1. Open your workbook to the sheet with your data. 2. From the Insert tab, select PivotTable. 3. A dialog box appears querying what data to include and where to put the pivot table report. Click OK, and a new sheet is created with the Pivot Table. 4. A PivotTable Fields pane on the right side of the screen displays an outline of the PivotTable in the body of the worksheet. Page 31 of 35

33 5. Drag fields from the Choose Fields section of the PivotTable Fields pane down to the squares that appear below: Filters, Rows, Columns and Values. The Values field is for the figures that are to be calculated. Creating a Pivot Table from a Table It is possible to create a Pivot Table from a Table. This is particularly advantageous if the source data will be changing, as you will not need to update the source data every time the pivot table is updated (see troubleshooting). To create a Pivot Table from a Table: 1. Format your data as a table. 2. Go to Table Tools, select Summarize with Pivot Table. 3. Follow the same prompts as listed above. Using Slicers Slicers enable the filtering of pivot tables similarly to filters. The difference is that slicers offer a user-friendly interface that enables the ability to see what filters have been applied. Creating a Standard Slicer 1. Place the cursor inside a pivot table 2. Select the Insert tab on the ribbon 3. Click the Slicer command 4. Select the dimensions to use in the slicer Hold down the CTRL key while selecting multiple values Creating a Timeline Slicer The timeline slicer works in the same way as a standard slicer. The difference is that the timeline slicer is designed to work exclusively with date fields. Page 32 of 35

34 1. Place the cursor inside a pivot table 2. Select the Insert tab on the ribbon 3. Click the Timeline command 4. Select a date field (Week Ending) 5. Change the timeline configuration to the desired format Troubleshooting Pivot Tables Updates to Pivot Tables If any changes are made to the source data, remember to refresh the pivot table. To refresh the pivot table: 1. Go to Pivot Table Tools, Analyze Tab, Data Group. 2. Click Refresh button. OR 1. Right click over the pivot table 2. Select Refresh. Changing Data Source If new lines are added to the pivot table, or if unknown errors occur with the pivot table, the Data Source may need to be updated. To update the data source for the pivot table: 1. Go to Pivot Table Tools, Analyze Tab, Data Group 2. Click Change Data Source 3. Select the entire data in the source data sheet. SHORTCUTS Frequently Used Shortcuts Frequently used shortcuts Close a spreadsheet Open a spreadsheet Go to home tab Save a spreadsheet Copy Paste Undo Redo Key Command Ctrl+W Ctrl+0 Alt+H Ctrl+S Ctrl+C Ctrl+V Ctrl+Z Ctrl+Y Page 33 of 35

35 Frequently used shortcuts Key Command Remove cell contents Delete key Cut Ctrl+X Go to Page Layout tab Alt+P Go to Data tab Alt+A Go to View tab Alt+W Delete Column Alt+H, D, then C Go to Formula tab Alt+M Hide selected rows Ctrl+9 Hide selected columns Ctrl+0 Create table Ctrl+T Check spelling F7 Current Time Ctrl+Shift+colon (:) Current Date Ctrl+Shift+semicolon (;) Formatting Shortcuts Formatting Italicize text Bold text Underline Text Strikethrough Outline border General number format Currency number format Choose a fill color Center align cell contents Add borders Key Command Ctrl+I Ctrl+B Ctrl+U Ctrl+5 Ctrl+Shift+7 Ctrl+Shift+~ Ctrl+Shift+4 Alt+H,H Alt+H,A,then C Alt+H,B Navigation Navigation Up one cell Down one cell Left one cell Right one cell Edge of current data Last cell in worksheet Extend selection to last cell First cell of a worksheet Previous sheet in a workbook Command Up arrow key Down arrow key Left arrow key Right arrow key OR Tab Ctrl+arrow key Ctrl+End Ctrl+Shift+End Ctrl+Home Ctrl+Page Up Page 34 of 35

36 WSU MICROSOFT OFFICE POWER USER PROGRAM Become a Power User! Attend a full suite of Microsoft Office trainings from ITS and receive a Power User Certificate. For more information, visit: wichita.edu/poweruser QUESTIONS? Contact information Password Assistance: Technology Help Desk: (316) 978-HELP or helpdesk@wichita.edu Assistance: ITS Applications Training: (316) or training@wichita.edu Page 35 of 35