Excel 2013 Next Steps

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1 Excel 2013 Next Steps ADULT SERVICES DEPARTMENT CRYSTAL LAKE PUBLIC LIBRARY 126 W. PADDOCK STREET CRYSTAL LAKE, IL , X7

2 Agenda 2 Home Toolbar Alignment Group Number Formats Group Freeze Panes [View Toolbar] Editing Group: Sort & Filter Printing Print Preview Repeating a Row or Column Tables

3 Home Toolbar: Alignment Group 3 Top Align, Middle Align, Bottom Align: allows users to align text to the top of the cell, center it evenly between the top and the bottom, or align it to the bottom Left Align, Center Align, Right Align: allows users to align text to the left, center, or right margin of the cell Decrease Indent/Increase Indent: allows users to decrease or increase the margin between the text and the cell border Orientation: allows users to rotate text to a vertical or diagonal orientation (frequently used to label narrow cells) Wrap text within a cell: allows users to auto-expand the row height of a cell to be sure all text within it is visible Merge and Center: allows users to join multiple cells into one cell and center the text inside of it (typically used for headers)

4 Exercise #1: Alignment Group 4 1. Open the Alignment worksheet 2. Select cells A1 through D1 3. Click on Merge & Center 4. Merge & Center cells A3 through D3 5. Select cells B5 through D5 6. Click on Angle Text note how the look of the data changes

5 Home Toolbar: Number Group 5 Used to change the Appearance of the number or value in a cell. Number formats include $ [Accounting], %, decimals, date, fractions, time, zip code, and phone number. Increase Decimal/Decrease Decimal: allows users to show more or less precise figures by displaying more or less decimal places

6 Exercise #2: Number Formats Zip Code 6 1. Open the Address Book worksheet 2. Select cells E2 through E On the Home tab, click the Dialog Box Launcher next to Number. 4. In the Category box, click Special. 5. In the Type list, click Zip Code. 6. Click OK.

7 Exercise #3: Number Formats Phone # 7 1. Now select cells F2 through F Follow same steps as previous exercise: On the Home tab, click the Dialog Box Launcher next to Number. In the Category box, click Special. 3. Apply the Phone Number format. 4. Click OK.

8 Exercise #4 8 Open the Sales Staff worksheet 1. Merge & Center the title 2. Center the Employee ID # column 3. Change the format of the Phone # column

9 Freeze Panes [View Toolbar] 9 Allows you to keep certain rows or columns visible while you scroll through a worksheet. Especially useful with large worksheets. You can lock specific rows or columns by freezing panes. When you freeze panes, specific rows or columns are kept visible, such as row and column labels. Makes it easier to interpret your data. To freeze row and column headings, select a cell below and to the right of the headings you want to freeze.

10 Exercise #5: Using Freeze Panes Look at the Sales Staff worksheet 2. Scroll the worksheet horizontally and vertically notice the column headings and Employee ID # s disappear as you scroll. 3. Select cell B4 4. Activate the View toolbar 5. Select Freeze Panes 6. Scroll through the worksheet now the headings and ID # s remain visible.

11 Home Toolbar: Editing Group 11 The Sort & Filter commands can be found on the Home and Data Toolbars. Sorting organizes the data in a column in an ascending or descending order Filtering displays information that meets specific criteria

12 Editing Group - Sorting 12 Sorting organizes the data in a column in an ascending or descending order You can sort data by: Text (A to Z or Z to A) Numbers (smallest to largest or largest to smallest) Dates and times (oldest to newest and newest to oldest) Color NOTE: Most sort operations are column sorts, but you can also sort by rows.

13 Exercise #6: Using the Sort Feature Verify that the Sales Staff worksheet is still selected. 2. Click on cell D3 (City) 3. Using either the Sort & Filter icon in the Editing Group on the Home Toolbar or the icon in the Sort & Filter Group on the Data Toolbar, sort alphabetically by City. 4. Now select cell F3 (Zip Code) and sort it should default to smallest to largest numerically.

14 Editing Group - Filtering 14 Filtering displays only the information that meets specific criteria You can filter data by: Text Number (including Time) Date Color Blank cells A drop-down arrow means that filtering is enabled but not applied. A Filter button means that a filter is applied. Filtering works like a toggle switch, click to turn on, click again to turn off.

15 Exercise #7: Filtering 15 On the Sales Staff worksheet: 1. Click on either Sort & Filter in the Editing Group on the Home Toolbar or Filter in the Sort & Filter Group on the Data Toolbar. [Drop-down arrows will appear beside each column heading.] 2. Click the drop-down arrow next to the County heading (cell G3). 3. Uncheck Select All. 4. Choose Calaveras & Fresno counties. 5. Click OK. All other data will be filtered, or hidden, and only the selected data is visible.

16 Turning off Freeze Panes / Filtering Both Freeze Panes and Filter work like toggle switches. Turning off Freeze Panes Activate the View Toolbar Click on Freeze Panes Select Unfreeze Panes Turning off Filtering Activate the Data Toolbar Click on Filter OR On the Home Toolbar, click on Sort & Filter and scroll down to Filter 16

17 Printing: Print Preview 17 Open the Titles Worksheet Click on the File Tab and select Print You get a Preview of your worksheet - notice that it is 9 pages long and it is difficult to know what you are looking at. Change the Orientation from Portrait to Landscape (this should change the pagination to 6 pages from 9.) Exit Print Preview

18 Printing: Repeating a Row or Column 18 If a worksheet is more than one page, you can print row and column headings or labels on every page. This is also called Print Titles. 1. Select the worksheet 2. Go to the Page Layout toolbar. 3. In the Page Setup group, click Print Titles. [The Page Setup dialog box appears.]

19 Printing: Repeating a Row or Column, cont Click in the row field. 5. Select the row in the spreadsheet that you want to appear on each printed page by clicking on any cell in desired Row. 6. Repeat for columns, if necessary. 7. Click OK.

20 Exercise #8: Print Titles Still using the Titles worksheet, go to the Page Layout toolbar. 2. Click Print Titles. 3. Click in the row field. 4. Click on any cell in Row 1 5. In the Page Setup box, click in the column field. 6. Click on any cell in Column A. 7. Click Print Preview to view.

21 Create an Excel table in a worksheet 21 When you create a table in an Excel worksheet, it's not only easier for you to manage and analyze its data, but you also get built-in filtering, sorting, and row shading. To create a table by using the default table style, do this: Click on any cell with data in it or select the range of cells you want included in the table. Click on the Insert Toolbar, then on Table.

22 Create an Excel table in a worksheet, cont. 22 If the top row of the selected range contains data you want to use as table headers, check the My table has headers box. If you don t check the My table has headers box, table headers with default names like Column1 and Column2 are added to your table above its data. You can change default header names at any time. After you create a table, the Table Tools become available, and you'll see a Design tab. You can use the tools on the Design tab to customize or edit the table. Note that the Design tab is visible only when at least one or more cells in the table are selected. To add a row, select the last cell in the last row of the table, and press Tab.

23 Exercise #9: Creating a Table Open the Movies worksheet. 2. Click on any cell with data in it. 3. Click on the Insert toolbar. 4. Click on Table. 5. A window will pop up. 6. There should be a checkmark in the box next to My table has headers. 7. Click OK.

24 Table Tools Design Tab 24 The Table Tools Design tab is now available and you can change table style and color by using the predefined table styles. Notice that it previews each selection as you mouse over it. Filtering is now automatically enabled.

25 Creating a Chart 25 Try the Recommended Charts command on the Insert tab to quickly create a chart that s just right for your data. Select the data for which you want to create a chart. Click Insert > Recommended Charts. On the Recommended Charts tab, scroll through the list of charts that Excel recommends for your data, and click any chart to see how your data will look.

26 Exercise #10 - Review Open the Alignment worksheet 2. Create a Table using the data 3. Add the Accounting [$] format to the appropriate columns 4. Add a Total Row 5. Insert a Recommended Chart 6. Follow steps 2-5 using the Budget worksheet

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