University of Miami Information Technology

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1 Differences from Excel 2013 University of Miami Information Technology Excel 2013 is fairly similar to Excel 2010 but has a few variations. Excel 2013, however, still uses the same file extension (.xlsx) This manual will discuss the interface, each of the tabs, and commonly used functions of Excel Where is it Located Start > Programs > Microsoft Office 2013> Microsoft Office Excel 2013 New Flash Fill feature Recommended Charts tool Quick Analysis tool: preview your data as Format, Charts, Totals, Tables, and Sparklines SkyDrive saving capibility The File Tab The File Tab is a new and improved File menu that was missing from the 2007 version. Many functions such as Save and Print can be found in this tab. Other options include: Info New Blank workbook Various templates (timesheets, calenders, ect) Online tool for envelopes etc. Open Save Save As University of Miami (SkyDrive Option) SkyDrive Computer Print Share (via SkyDrive) Export Create PDF Change File Type Close Account Manage SkyDrive account info Options An important button contained here is the Options button, which allows you to customize the Excel 2013 interface along with many other changeable preferences for saving, printing, formatting, and displaying your word documents. Print The print screen in Excel 2013 is very similar to that in Excel 2010 This screen also serves as the Print Preview screen where you can also change the page setup, landscape, margins and which sheets to print. Computer Labs Page 1

2 print (continued) Home Tab The Home tab contains the Clipboard, Font, Alignment, Number, Style, Cell, and Editing functions. Clipboard Icon Name Shortcut Function Cut Ctrl + X Remove selected material (places on clipboard for use in pasting) Copy Ctrl + C Copies selected material (to the clipboard) Paste Ctrl + V Inserts most recent item on the clipboard (last item cut or copied) By clicking the downward arrow, the Paste Special and Paste as a Hyperlink options can be accessed allowing the user to paste specific parts or formatting of clipboard items. Paste Special is particularly helpful in Excel in pasting specific parts of copied cells such as values or formulas. Format Painter Ctrl + Shift + C Copies formatting of selected text. To use: First select text with desired formatting. Next, click the Format Painter icon. Use the cursor to select the text to be affected. Double click the Format Painter if there are multiple cells to format. Can be very useful in formatting the appearance of an Excel Spreadsheet Expand Shows Office Clipboard Task Pane which lists recently copied or cut items to be pasted as desired Computer Labs Page 2

3 Home Tab (continued) Font Icon Name Shortcut Function Font Face Changes the font face of the selected cell(s) Font Size Increase Font Size Decrease Font Size Bold Italic Underline Borders Fill Color Font Color Ctrl + B or Ctrl + 2 Ctrl + I or Ctrl + 3 Ctrl + U or Ctrl + 4 Changes the font size of the selected cell(s) Increases font size by 1 point Decreases font size by 1 point Makes the selected text bold Makes the selected text italic Underlines the selection the drop-down menu contains options for various line styles and colors Controls the appearance of borders on the selected cell(s) dropdown arrow lists all the possible border options as well as accesses functions to draw and erase borders and format line color and style the More Borders... option at the bottom shows the Border tab of the Format cells dialog box Colors the background of selected cell(s) contains the option for No Fill Changes the text color Expand Ctrl + Shift + F Shows Font tab of Format cells dialog box Computer Labs Page 3

4 Home Tab (continued) Alignment Icon Name Shortcut Function Top Align Align content to the top of the cell Middle Align Bottom Align Orientation Left Align Center Align Right Align Center content vertically in the cell Align content to the bottom of the cell Rotates text to several diagonal or vertical options Format Cell Alignment shows the Alignment tab of the Format Cell dialog box where the orientation can be customized by degree Align cell contents to the left Center cell contents horizontally Align cell content to the right Decrease Indent Ctrl + Alt + Shift + Tab Decreases the indentation of cell contents Increase Indent Ctrl + Alt + Tab Increases the indentation of cell contents Wrap Text Center & Merge Expand Makes all the contents of a cell visible by displaying it on multiple lines Joins the selected cells into one cell and centers contents useful in labeling dropdown menu contains alternative merging options of Merge Across, Merge Cells, and Unmerge Shows the Alignment tab of the Format Cells dialog box Computer Labs Page 4

5 Home Tab (continued) Number Icon Name Shortcut Function Number Format Accounting Shows the current number format for selected cell dropdown menu changes how the information is displayed (for example as a percentage, currency or date) Changes the number format to currency dropdown menu chooses which currency to apply Percent Style Ctrl + Shift + % Applies the percentage number format Comma Style Increase Decimal Decrease Decimal Applies commas as thousands separators changes number format to accounting without currency symbol Shows the decimal to one more place for example: to one-hundredth instead of onetenth Shows the decimal to one less place Expand Ctrl + 1 Shows the Number tab of the Format Cell dialog box. Styles The Styles section manages the appearance of the table and individual cells using colors, icons, and preset formats. Conditional Formatting This function allows the user to highlight interesting cells, emphasize unusual values, visual data using Data Bars, Color Scales, and Icon Sets based on chosen criteria. Highlight Cell Rules and Top/Bottom Rules set the situations in which cells are highlighted, such as cells with values greater than a certain number or in the top 10% of all the values. The drop down menus of each list the different highlighting options. Data Bars shows a colored data bar in the cell. The length of the data bar corresponds to the value in the cell. Color Scales displays a 2 or 3 color gradient in a range of cells. The shade corresponds to the value in the cell. Icon Sets displays one of a set of icons in each cell. This icon is determined by the value of the cell. Format as Table This function of the Styles section allows the user to select a preset table style for the selected Excel cells or create a new table style using the appropriate option. The dropdown menu displays the 60 preset table styles and additional options. Cell Styles This function accesses several options for cell styles. These pertain to the status of the cell as good, bad or neutral, the data or model, various themed cell styles, the number format, and custom cell style options. The dropdown menu reveals all the options. As the cursor scrolls over the options it is previewed in the selected cell on the Excel worksheet. The purpose of these preset styles to create consistency in multiple Excel worksheets. Computer Labs Page 5

6 Home Tab (continued) Cells This section of the Home tab manages the addition, removal and formatting of cells, rows, columns, and sheets. Insert This function adds a new cell, column, row or sheet depending on the option chosen from the dropdown menu. Cells, columns, and rows can also be inserted by right clicking and selecting Insert. This brings up the Insert dialog box if only one cell is selected. If a whole row or column is selected the Insert option automatically inserts a row or column above or to the left of the selection. Sheets can be inserted by clicking the icon at the bottom of the Excel window next to the current worksheet tabs or using the shortcut keystroke of Shift + F11. Delete This function removes the selected cell(s), row(s), column(s), or sheet(s) as selected from the dropdown menu. Cells, columns, and rows can also be deleted by right-clicking and selected Delete. If only one cell is selected, this will prompt the Delete dialog box. If a whole column or row is selected, the selected will be removed. Sheets can also be deleted by right-clicking the sheet tab at the bottom of the window and selecting delete. Format This function contains options regarding cell size, visibility, organization, and protection. The Cell Size section includes Row Height, Column Width, Autofit options, and Default Width settings. Row Height and Column Width can also be adjusted using the cursor. If the cursor is placed on the row or column labels (A, B, C... or 1, 2, 3...), it becomes special cursor. These cursors can be used to manually adjust the width or height. A box will pop up listing the actual size or pixels. Width and Height can also be changed by selecting column or row and then right clicking and selecting Column Width or Row Height. Visibility refers to hiding and unhiding columns, rows, and sheets in the Excel workbook. To hide or unhide an object select the row, column, or sheet and click Format and select Hide or Unhide from the Visibility section or right-click and select hide from the pop-up options. To unhide a column or row, an alternative method is to select the surrounding columns or rows and double-click on the line between with the Width/Height cursor. The Organize Sheets sections contains the options to rename, move and copy sheets as well as change tab color. These tasks may also be completed by selecting the sheet and right-clicking. Sheets can alternatively be renamed by double-clicking the current sheet title on the tab. Sheets can also be moved by clicking the desired sheet and holding the left click down while dragging the sheet to its new location. Computer Labs Page 6

7 Home Tab (continued) Editing Icon Name Shortcut Function AutoSum Alt + = Displays the sum of the values in the cells directly above or to the right of the selected cell by default allows user to choose alternative range for the function (Hit Enter when the desired range is selected) dropdown menu allows user to choose from options to find the Average, Count, Max, Min or any other functions Fill Clear Fills the previous value, function or contents into the selected cell (choose appropriate direction for fill from Up, Down, Right, and Left) if multiple cells to fill, must select the first cell allows user to fill as a series by choosing the series option (for example, 1,2,3,4...) Across Worksheets allows user to copy information from one worksheet to another. To user, select the material to be copied to other worksheets. Hit shift and select the destination worksheet tabs. Choose the Fill-Across Worksheets option from the Home tab. Note this does not copy column widths but it can copy formats. Allows user to remove content, formats, comments, or all Sort & Filter Find & Select Find: Ctrl + F Go To: Ctrl + G Allows user to arrange data so it is easier to analyze. can sort data in ascending or descending order. can create a custom sort using values, cell color, font color, and cell icon, as well as options to sort weekdays and months in chronological order. (if areas adjacent to the range are not selected, any sort option will prompt to include them in the sort so that data isn t mixed around.) can create a filter to only display certain selected values from a drop down list. (useful with large spreadsheets when only looking for entries with a specific element) To create a filter, select the column or row header These options are also contained on the Data Tab Allows users to access find, replace, go to, and select. Find locates and lists entered words or values. It contains expanded options for search including search formulas and for specific cell formats. Go To navigates to a specific place in workbook (for example a page number, line number, table, or comment). It also contains links to Go To Formulas, Comments, Conditional Formatting, Constants, and Data Validation Select Objects changes the cursor to select and move ink and other objects in the workbook. The Selection Pane allows the user to manage the placement of multiple objects. Computer Labs Page 7

8 Insert Tab The Insert Tab contains the Tables, Illustrations, Charts, Links, and Text sections. These sections manage the addition of objects to improve the excel sheet appearance or assist in organizing, interpreting, and presenting data. Tables This section of the Insert Tab manages two features for organizing spreadsheet data: Tables and PivotTables. New to Excel 2013 is the Recommended PivotTables tool. A regular Table applies formatting to improve the appearance of the data and dropdown menus to the column headers that allow the user to sort and filter the data. A PivotTable is used to organize a complex set of data so that it can be easily utilized and interpreted. Recommended PivotTables automatically draws a PivotTable from your selected data. PivotTables PivotTables allow the user to arrange data so that it can be manipulated and utilized easily to answer questions. To create a PivotTable, select the desired range of data and click PivotTable on the Insert tab. The data should be arranged in columns with appropriate headers. These will become the field names. All data in the column should have the same format (text, number, data, etc) and there should be no empty columns or rows. Click Ok if it is the correct data range. Select the fields to display in the table by checking the box to the left of the column name, right clicking or dragging the names to the desired box in the PivotTable Fields dialog box (shown left). Report filters can be used to focus on a subset of data in the report. Right click and select Add to Report Filter or drag the desired field to the Report Filter box. To pivot a report, right click a row and find the Move option and select Move Field Name to Columns option or vice versa. PivotCharts provide a visual representation of this table that can be manipulated by filters. Easily create a PivotTable by clicking Recommended PivotTable under the Insert Tab after selecting your data. A dialog appears showing a series of PivotTables with explanations of what they show. Select the table that shows what you want to see, click OK,and the PivotTable is automatically drawn for you. The Analyze tab (shown above) allows the user to remove fields by unchecking the box next to the field title or using the Clear option (this can also be done by unchecking the field in the Field List) or group data by selecting a cell in the table and click Group Field function. The Design tab (shown below) manages the appearance of the PivotTable. Computer Labs Page 8

9 Insert Tab (continued) Tables (continued) Table This option in the Tables section of the Insert tab allows the user to format Excel data to be more effective and neat for presentation as shown to the right. The Design tab (shown below) contains several options for preformatted table designs as well as options for a more customized style. It is important to note that these table formats and options are made directly to the selected range not inserted as another object. Another useful feature of tables is the dropdown arrow associated with each column. This arrows access functions to sort the table data by that column. They also contain options to filter the data by specific values. Illustrations This section of the Insert tab allows the user to insert a Picture, Online Pictures, Shape, Smart Art or Screenshots into the Excel spreadsheet. These functions are just like in MS Word Shapes allows the user to create a desired shape from the gallery of available options. Smart Art allows the user to visually communicate information with a selection of graphics. Smart Art graphics range from graphical lists and process diagrams to Venn diagrams and organizational charts. The Clip Art option is now available under Online Pictures. The Screenshot option allows users to select a screenshot from programs that are running. Users can also manually select a screenshot by clicking the Screen Slipping option under Screenshot. Charts New to Excel 2013 is the Recommended Charts tool. Simply highlight the data you wish to use for the chart, click the Recommend Charts button and Excel will suggest the best charts for you data. A dialog box will appear with multiple chart options. Column: compare values across categories Line: display trends over time Pie: display contribution of values to a total. Use when there is one data series & all the values are positive. Bar: ideal for comparing multiple values Area: emphasize difference between several sets of data over a period of time. Scatter: (aka XY chart) compares pairs of values. Use when values being charted are not in X-axis order or represent separate measurements. Other: includes Stock, Surface, Doughnut, Bubble and Radar charts. Each chart type has a dropdown menu with the various kinds of charts that can be chosen. Further descriptions can be accessed by placing the cursor over the chart image. Computer Labs Page 9

10 Insert Tab (continued) Charts (continued) Once a chart type is selected from the dropdown menu, the chart will appear on the current worksheet. The chart can be dragged to any desired location on this sheet. To move the chart to its own worksheet, utilize the Move Chart option on the Chart Tools Design Tab. Anytime the chart is selected, any editing or changes to the chart can be done using the Chart Tools that appear on the top ribbon. Certain options can also be reached by right clicking. Chart Tools-Design Tab Type: Data: Chart Layouts: Chart Styles: Location: Change Chart Type if the type currently used doesn t suit the data. Save As Template to save the current charts formats as a template for future charts. Switch Row/Column swaps data from X axis to Y axis or vice versa. Select Data allows you to change the data range for the chart. allows user to choose from various layouts for the chart elements contains different designs and colors for the lines, bars or other forms of data presentation. Move Chart switches chart location from in a worksheet to its own worksheet. Chart Tools-Format Tab Current Selection: allows user to choose an element to format. sets what element any modifications to shape styles or WordArt Styles will affect. Shape Styles: contains several preset Shape styles or options to create custom styles by formatting the shape fill, outline, and effects. WordArt Styles: contains options for several preset WordArt styles or to create custom styles by formatting the font color, text outline, and text effects on a selection. Arrange: Bring to Front, Send to Back and the Selection Pane control the layering position of the chart. Align allows the user to line up the chart and other elements. Group contains options to group or ungroup elements. Rotate changes the angle of the selected object. Size: changes the height and width of the chart (dimensions in inches). Note: Excel 2013 does not feature a Chart Tools Layout tab; everything found in this tab is now available through 3 buttons that appear next to the chart when selected. Computer Labs Page 10

11 Insert Tab (continued) Charts (continued) New to Excel 2013, Charts now have 3 options displayed directly to the right of the chart when selected. Chart Elements: allows users to change chart features including axes, axis titles, chart title, data labels, data table, error bars, legend, gridlines and trendlines. These can also be accessed by clicking the desired element on the chart directly. Chart Styles: can also be accessed in the Chart Tools - Design Tab Chart Filters: used for editing what data points and names are visible on the chart Links The Hyperlink option allows the user to link text in a cell to a webpage, another file, a location in the document, or an address. Text Box: WordArt: Signature Line: Object: Header & Footer Text This section of the Insert tab manages the addition of text elements to the Excel spreadsheet. Most importantly this is where the Header & Footer option is for Excel as well as the Symbol option. An object containing text, not placed in the cell system. Preformatted styles of displaying text, intended to draw attention or improve appearance A text box specially formatted to provide space for a signature and denoting the intended signer beneath the line. A picture, file, image, etc from another program. This option allows user to create or edit Header & Footer for Excel spreadsheet. Once this option is clicked, the file is viewed in Page Layout view and the Design tab of Header & Footer Tools pops up. This toolbar manages the options the user can customize for and elements that can be added to the header or footer. The elements that can be added are page numbers, number of pages, current date, current time, file path, sheet name, and pictures. Symbols Equation: Allows a user to insert either one of several preformatted equations or one of their own. Symbol: Access to insert unique symbols or special characters into cells, such as check marks,copyright symbols, stylized numbers, Latin characters. Computer Labs Page 11

12 Page Layout Tab The Page Layout Menu contains the Themes, Page Setup, Scaling, Sheet Options and Arrangement functions. It allows you to control the orientation, print options, gridlines, headings, scaling, and margins of the document. Themes The Themes section of the Page Layout Tab controls these options, individually and as entire themes. There are several preset options on the Themes dropdown menu that include the settings for colors, fonts, and effects. Customized themes can also be selected by individually setting options for Colors, Fonts, and Effects. Each setting has a dropdown menu with a visual display of the preset options as well as the ability to create a new setting. Created themes can be saved for future use by clicking the Themes option and selecting Save Current Theme at the bottom. Page Setup Icon Name Function Margins Orientation Select margin sizes for entire document or current selection. The dropdown menu lists the three preset options for margins (Normal, Wide, Narrow) and the Last Custom setting and an option to set customized margins. Switches between portrait and landscape layouts. Size Print Area Breaks Background Changes paper size of current selection. The dropdown menu lists the various options. Marks a specific area of the sheet for printing. The dropdown menu includes the option to set or clear the print area. Specifies where a new page begins in the printout. starts new page above and to the left. Dropdown includes options to remove. Choose an image to set as the background of the sheet. Print Titles Specify rows and columns to repeat on each printed page. Expand Shows the Page tab of Page Setup dialog box. Computer Labs Page 12

13 Page Layout Tab (continued) Scale to Fit This section of the Page Layout tab manages the width, height, and scale of the entire document (or print area). The Width and Height can be adjusted by setting a maximum page number for each dimension. Scale allows the user to stretch or shrink the printed output to a percentage of its actual size. (Width and Height must be set to automatic in this case.) Sheet Options This section manages the display and printing of gridlines and headings. Gridlines are the cell outlines on the page. (Borders can be used as an alternative to printing gridlines.) Headings are the letters identifying each column and the numbers marking each row. The default setting is to view headings and gridlines, but not print them. Arrange Icon Name Shortcut Function Bring to Front Select the object(s) and right click. Moves selected object(s) to the top layer. Send to Back Select the object(s) and right click. Moves selected objects to the back layer. Selection Pane Lists all objects in document and allows user to reorder them and set whether they are visible or not. Align Group Rotate Select the objects and right click. Select the object and drag the green circle to achieve desired angle. Manages alignment options of selected object(s). Options include Align Right/Center/Left, Align Top/ Middle/Bottom, Distribute Horizontally/Vertically, Snap to Grid/Shape, and View/Hide Gridlines. Links selected objects so they are treated as a single object. The dropdown menu contains Group, Regroup, and Ungroup. Rotate or flip selected object. The dropdown menu contains Rotate 90 degrees Right, Rotate 90 degrees Left, Flip Vertical, and Flip Horizontal. More Rotation Options accesses the Size tab of the Size and Properties dialog box to change rotation by individual degrees. Computer Labs Page 13

14 Formulas Tab The Formula tab houses all the options for the creation and management of formulas in the Excel spreadsheet. It contains a vast Function Library, Defined Names, Formula Auditing, and the options associated with Calculation. Function Library How to insert a function into a selected cell: 1. Click the Insert Function button in the Function Library section of the Formulas tab and choose the function from the various lists provided on the Insert Function dialog box. 2. Click the function symbol next to the Formula Bar (shown below) and access the Insert Function dialog box. 3. Type the function into the Formula Bar (shown below), starting with an equal sign. 4. Select the desired function from one of the various dropdown menus in the Function Library. Categories include AutoSum (count, average, sum etc), Recently Used, Financial, Logical, Text, Date & Time, Lookup & Reference, Math & Trig, and More Functions (containing Engineering, Statistical, Cube, and Information equations. Formula Syntax All formulas begin with an equal sign (=). Columns are represented by letters (A,B,C). Rows are represented by numbers (1,2,3). Cells are named by citing the column then the row (ex. A1, C28). The data ranged used in a formula is entered in parentheses and is the top left cell to the bottom right cell separated by a colon. This data range can be entered manually, or selected when prompted for during the equation creation process. Dollar signs ($) can be used to denote characters that should remain the same when the formula is copied. Dollar signs in front of the column and row element of a cell name mean that no matter what row or column the formula is copied to it will always refer to that particular cell. Simply arithmetic equations involving cells can be created by using +, -, *, / as operators and either typing in or clicking on the necessary cells. For example, =C10+D10+E10. Computer Labs Page 14

15 Formulas Tab (continued) Defined Names Names are used to identify specific ranges of data or cells with a phrase or word so that they can be easily referred to in other cells and formulas. To assign a name to a specific cell or range, simply select desired cell(s), choose the Define Name function and fill out the appropriate fields. (Names cannot have spaces.) Names can be automatically chosen from the column or row data of your choosing by going to Create from selection and choosing which location you desire automatically generated names to come from. To use a name in a formula, click Use in Formula when the desired name needs to be inserted and choose the Name from the dropdown list. Formula Auditing This section controls several options useful in speadsheets with several complex or dependent formulas. These various functions are useful in verifying the accuracy and consistency in the equations used on each sheet. Icon Name Function Trace Precedents Trace Dependents Remove Arrows Draws arrows to the selected cell from any cells it uses (via a formula) Draws arrows from the selected cell to any cells that use it in a formula. Removes all arrows, precedent arrows, or dependent arrows. Show Formulas Error Checking Evaluate Formula Watch Window Toggles between displaying formulas and displaying the resulting values. Checks for common errors that occur in formulas traces errors throughout sheet finds and correct or allow circular references (when a formula refers back to its own cell, directly or indirectly) Completes the operations of nested parts of a formula step by step. helpful in evaluate complex formulas with multiple parts Creates a pop-up window that monitors values of certain cells as changes are made to the sheet. add a cell to be monitored by clicking Add Watch window remains visible regardless of what area of the workbook is shown Calculation Calculation Options specifies when formulas are calculated. The default is Automatically. Automatically except for Data Tables and Manual are also possible options. When calculation is set for anything other than automatic, the Calculate Now and Calculate Sheet buttons can be used to complete calculations on the entire workbook or just the current worksheet. Computer Labs Page 15

16 Data Tab The Data tab manages the importation, arrangement, and use of data in the Excel document. Some of the more used functions found here are Sort and Filter. Connections Get External Data This section of the Data tab allows the user to import data from several external sources such as Access, Text, or SQL Server. Each button prompts an Import File dialog box that seaches for available documents with the corresponding file extension. Data connections are links to data outside of the workbook which can be updated if source data changes. Connections displays all the connections that exist in the workbook. Connections to currency and stock quotes and other files existing on the computer already can be added using the Existing Connections button on the Get External Data section. Properties accesses a dialog box managing the appearance and options for imported connections. Edit Links displays all the other files the spreadsheet is linked to so that links can be edited or removed. Refresh All manages when links and data from outside sources is updated. Sort Sort & Filter These are the most commonly used functions on the Data tab. Each allows the user to rearrange the data so that it can be viewed more effectively. These options are also available by right-clicking after selecting the desired range. Sort and Filter move entire rows depending on the order or selection of a column. This options sorts data based upon the values in a certain column. It is important to select the entire range of data to be affected. If a single column is selected, there will be a pop-up Sort Warning stating that there is adjoining data that will not be sorted if it is not included. Make sure you include all the data you want to be affected by the sort in the selection. The two smaller buttons quickly sort a selection in ascending or descending order based upon the left most column and using the first row as a header. The larger Sort button launches the Sort dialog box which contains several sorting options as well as the ability to sort on multiple criteria. Filter Filters allow the user to display only certain rows of data based on certain criteria. When the Filter option is selected (as shown above) dropdown arrows appear in the heading of each column. These arrows access Sort options as well as the ability to filter based on color or selected numbers. Simply select the desired numbers from the list by putting a checkmark by it. Filters can also be applied based on conditional formatting such as color scale or icon sets. To remove a filter, simply click the large filter button or the clear filter option. Computer Labs Page 16

17 Data Tab (continued) Data Tools This sections contains various tools for arranging and handling data. Text to Columns separates content of one cell into different columns. For example, it would split a Full Name in a cell to display the First Name in one column and the Last Name in another. Flash Fill is a new feature in Excel This tool recognises patterns in your data and repeats that pattern for you. Flash Fill feature gives you the ability to take a part of the data entered into one column of a worksheet table and enter just that data in a new table column. The series of entries appear in the new column the moment Excel detects a pattern in your initial data entry that enables it to figure out the data you want to copy. No formula needs to be used. Remove Duplicates deletes duplicate rows from a sheet after specifying which column should be checked This is done in the Remove Duplicates dialog box by placing a checkmark next to the desired column. Data Validation allows the user to prevent data from being entered into a cell. For example, the cell could reject invalid dates or values greater than This option could also force the input of the cell to be from a dropdown list. (See box to the right for how to make and use a list.) Consolidate combines the values from multiple ranges into one range. Making a List Type in desired list options in an used portion of the worksheet. Select the range of cells that you desire to be input from the list. Click the Data Validation option in the Data Tools section of the Data tab. On the Settings tab under Validation Criteria, choose List from the Allow dropdown menu. Click the Select from file icon in the Source field and select the range of inputted list options from the worksheet. Hit Ok. To input data into the selected range of cells, you must now choose an option from the list, which can be reached by clicking the dropdown arrow. What-If Analysis allows the user to try out values for formulas without permanently changing the file. The Scenario Manager creates and saves different groups of values/scenarios and allows the user to switch between them evaluate the different results. Goal Seek finds the right input to obtain the desired result. Data Tables allows the user to see the results of many different inputs at once. Outline This section contains the Group, Ungroup, and Subtotal options. Group ties a range of selected cells together so that then can be collapsed or expanded. Groups can be expanded or collapsed using the - or + buttons to the left of the Excel sheet or selected the Show Detail or Hide Detail functions on the Outline section of the Data tab. To remove a grouping, select range and click Ungroup. Subtotal The Subtotal function totals several groups of related data together by automatically inserting subtotals and totals for selected cells. It does so by creating groups to separate the data based upon the criteria of one column. To apply Subtotals, first select the desired range of data. Make sure to include the headers. It is also wise to sort the data based upon the column the groups will be drawn from. Next click Subtotal. To set the criteria by which the group are divided, select the column containing the desired groups from the dropdown list under the At each change in field. The subtotals can calculate the sum, average, count, product, etc of the data range. Make sure you select the correct option under Use function. The columns that will be totaled are chosen under the Add subtotal to: field. Make sure to place a checkmark next to all the desired columns. To delete subtotals from the data range, select the data, click Subtotal and select Remove All. Computer Labs Page 17

18 Review Tab The Review Tab contains the Proofing, Comments, and Changes options. This section includes SpellCheck, Translation options, Comments, and Protection functions. Proofing Icon Name Shortcut Function Spelling F7 Spell check the text of the document. Research Alt + Click Opens Research Task Pane to search through research materials (dictionaries, encyclopedias, and translation services). Thesaurus Translate Suggests other words with a similar meaning to the selected word. (opens Research Task Pane) Translates selected text into a different language (opens Research Task Pane) Comments This section of the Review tab manages the addition of comments in the document. This comments are hidden by default until the user scrolls over the cell. The individual buttons allow the user to navigate through or display the comments. Changes This section of Review Tab manages the protection or sharing of the workbook. This section also contains the option to Track Changes made to the document. Protect Sheet: prevent unwanted changes to the data in the sheet by specifying what information can be changed. A password can be specified to allow access to sheet to apply changes. Protect Workbook: restrict access to workbook by preventing new sheets from being created or by granting access to only specific people. Share Workbook: allows multiple people to work in a workbook at the same time. The workbook should be saved to a network location and cannot contain tables. Computer Labs Page 18

19 View Tab The View Tab contains the Workbook Views, Show/Hide options, Zoom options, Window arrangements, and Macros functions. Most importantly this tab contains the Freeze Panes option. Workbook Views This section changes the way the Excel document is viewed. Other than the Normal view there is the Page Layout view, Page Break Preview, Full Screen, and Custom Views. Page Layout: shows page break and headers and footers. Page Break Preview: shows where page breaks occur. Custom Views: unique views the user can create using process described in the Help function. Normal, Page Layout and Page Break Preview options can be accessed on the bottom bar on the Excel view and are marked by smaller versions of the icons shown above. Show/Hide This section of the View tab manages the appearance of the ruler, gridlines, formula bar, and headings. The Gridlines refer to the light lines visible on the screen. This does not affect the printing of said gridlines. (This is managed using Borders on the Home tab or Sheet Options on the Page Layout tab.) The Formula Bar appears at the bottom of the menu section of the screen next to the function symbol. The Headings refer to the letters marking columns and the numbers marking rows. Zoom This sections of the View tab manages the magnification that the Excel file is shown at. This can also be controlled using the Zoom scale (shown above) in the bottom right corner of the window. Next the scale the level of magnification is displayed. Clicking that number will open the Zoom dialog box for incremental magnifications. Icon Name Function Zoom Opens Zoom dialog box to set zoom level of the document by listed or entered percent. 100 % Displays document at 100% of its normal size. Zoom to Selection Zooms the worksheet so that selected cells take up the entire window. This helps the user focus on a specific section of the spreadsheet. Computer Labs Page 19

20 View Tab (continued) Window This section of the View tab contains the options for dealing with the multiple windows in Excel. It also contains the popular Freeze Panes option. Icon Name Function New Window Opens a new window containing a view of the current document Arrange All Tiles all open program windows side by side on the screen Freeze Panes Split Hide Unhide View Side by Side Synchronous Scrolling Reset Window Position Keeps a portion of the worksheet visible while scrolling used frequently to titles visible while working in the sheet options include Freeze Panes (freeze column and row titles), Freeze First Row, and Freeze Left Column. Divides the current window so different sections of the same document can be viewed at the same time. Hides the selected workbook Prompts the Unhide dialog box to reveal the desired workbook Displays both windows next to each other Enables the function of each window scrolling together Toggles between a vertical or horizontal split window arrangement Switch Windows Switches to a different currently open window. Manipulating Data Quick Analysis New to Excel 2013 is the Quick Analysis tool. This option allows users to preview Formatting, Charts, Totals, Tables, and Sparklines before applying them permanently. Once you select data in Excel 2013, the Quick Analysis icon appears at the bottom right corner of the selected data (shown right). Clicking on the icon will pull up the Quick Analysis options menu (shown below). Hover over the icons in the menu to preview the selection, then simply click that icon if you wish to permanently apply the data manipulation. All of the options under the Quick Analysis menu can be found elsewhere in Excel. Computer Labs Page 20