MICROSOFT EXCEL BEYOND THE BASICS. MARY ANN WALLNER Contact Information:

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1 MICROSOFT EXCEL BEYOND THE BASICS MARY ANN WALLNER Contact Information:

2 PRESENTING EXCEL Excel can be used for a wide variety of tasks: Creating and maintaining detailed budgets Tracking customer lists Determining business profitability Creating tables to organize information Tracking all types of information Producing charts to graphically display information 2

3 NEW FEATURES New features Number of rows on a worksheet has gone from 65,536 to 1,048,576 Number of columns has increased from 256 to 16,384 You can write longer formulas in the new resizable Formula Bar Improved ability to open corrupt files and recover some of your files Workbooks are more compressed; file size is approximately 50 percent to 75 percent smaller than in previous versions of Excel 3

4 EXPLORING THE EXCEL 2013 PROGRAM WINDOW Quick Access toolbar Title bar Ribbon Worksheet area

5 EXPLORING THE EXCEL 201O PROGRAM WINDOW

6 OPENING EXCEL 2013 The 1st time, the Excel Start Screen will appear Create a new workbook Choose a template Access your recent workbooks

7 WORKING WITH TABS AND THE RIBBON Tabs Groups Arrangement of buttons can vary Commands There are three basic components to the Ribbon: Tabs There are 7 located across the top each representing a core tasks. Groups Each tab has groups that show related items together. Commands A command is a button, a box to enter information, or a menu. 7

8 THE FILE TAB The File tab gives you access to commands that allow you to: Perform file management tasks Choose options to control how you work with Excel 8

9 CONTEXTUAL TABS Contextual Tabs appear in context with the task being performed NOTE: These tabs will appear only when you are IN THE TABLE 9

10 DIALOG BOX LAUNCHER When you see this arrow in the lower-right corner of a group, there are more options available for the group 10

11 HIDE THE RIBBON Create more room on the screen to work... Expanded view Collapsed view 11

12 ADDING BUTTONS TO THE QUICK ACCESS TOOLBAR Click the arrow next to the Quick Access Toolbar Then click each of the commands you want to add Don t add too many that it overtakes the title bar 12

13 UNDERSTANDING WORKBOOKS AND WORKSHEETS Insert and delete worksheets By default, you start with one worksheet per workbook Rearranging, renaming, and formatting worksheets Move worksheet tabs in any order you wish Change the color of your tabs The navigation buttons allow you to move through the tabs if they are not all visible. 13

14 WORKSHEETS CONTAIN Each worksheet consists of a series of: Columns Identified by the letters A, B, C which appear across the top of the window Rows Identified by the numbers 1, 2, 3 which appear down the left side of the window 14

15 NAMING CELLS These rows and columns together form a large grid The intersection of each row and column is call a CELL Each cell has its own name (reference) Active cell is where data entered is displayed The active cell s reference is H4, as displayed in the Name Box The cell name is derived from the column and row headings 15

16 MOSEYING AROUND A WORKSHEET You can move around a worksheet in a variety of ways: Using the mouse click anywhere in the worksheet Use the arrow keys ( ) Use (Tab) and (Enter) Use keyboard shortcuts By using the scroll bars Highlight 16 When you use the scroll bars, the active cell will remain the same as you travel the worksheet. When you move by keyboard or mouse, the active cell will change as you move.

17 MOUSE POINTER CHANGES AS YOU MOVE IN EXCEL There are a wide variety of mouse pointer shapes, each with a different purpose 17

18 DATA IN A WORKSHEET 3 general classifications: 1. Labels ~ can be text, numbers or a combination 2. Values ~ Consists of numbers only 3. Formulas ~ specify the calculations that are to be performed 18

19 ENTERING DATA IN EXCEL When you type, data is entered into the active cell Constant values Does not change as other cells are updated Text is an example of a constant value Formulas Causes values displayed in the cell to change when data in the referenced cells change Example of a Formula 19

20 ACCEPTING DATA INTO CELLS Completing the entry Click in another cell Click the Enter button on the Formula Bar Use a keystroke: 20

21 EXCEL RANGES Range Named by taking the top-left cell and the bottomright cell Cell references separated by a colon (:) Range A1:A2 Range A4:E4 Range A6:D10 21

22 SELECTING CELLS AND RANGES You must select a cell or range before you can edit it! There are many selection techniques; use the one that works best for your situation 22

23 CONSTANT VALUES There are two types of constant values: numbers and text. Numbers: which are right-aligned, and include digits between 0 and 9 Text: contains any other character, and is usually left-aligned 23

24 WORKING WITH NUMBERS Numbers can be used in formulas and functions Number entries can include the digits 0-9 and + - ( ), / $ %. * 24

25 WORKING WITH NUMBERS Enter numbers without formatting and apply the formatting later, except You must enter a decimal or indicate a negative number with a minus sign or parentheses To format the Number group on the Home tab allows you to choose how numbers in selected cells will appear General Dollar Percentage Comma More decimals Fewer decimals 25

26 AUTOCOMPLETE If the first few characters you type match another entry in the column AutoComplete will offer to complete the entry for you Accept by tapping [Enter] Reject by typing the remainder of the entry yourself 26

27 USING CELL REFERENCES IN FORMULAS Relative: When you copy a formula, the cell references update automatically and refer to new cells relative to the new formula cell Absolute: Absolute references always refer to the same cell, regardless of which cell the formula is moved or copied to Relative cell reference Absolute cell reference Note! Absolute cell references are denoted with $ signs. 27

28 AUTOFILL Quickly extend a series, copy data, or copy a formula into adjacent cells with the fill handle Copy an entry Expand a repeating series of numbers AutoFill of date entries 28

29 FILL DATA INTO ADJACENT CELLS USING AUTO FILL Select the cells that contain the data that you want to fill into adjacent cells Drag the fill handle across the cells that you want to fill Small black square in the lower-right corner of the selection When you point to the fill handle, the pointer changes to a black cross 29

30 THE FILL HANDLE Use the Fill Handle to: Copy text or numbers into adjacent cells Fill Handle Expand a repeating number series Automatically fill a date series Copy formulas 30 30

31 EDITING ENTRIES Editing the active cell: To change the contents of a cell completely ~ select the cell and type Single-click: edit in formula bar Double-click: edit inside the cell Select the cell and tap the F2 button Reposition the insertion point in the Formula Bar to edit the contents of the active cell Let s complete the Changing Data Exercise Insertion point 31

32 INSERTING ROWS AND COLUMNS Highlight what and where you wish the new row or column to appear From the Home tab > Cells group Choose Insert command button If you have a row selected the Insert Sheet Rows can be selected If you have a column selected the Insert Sheet Columns can be selected The old data will move down or right depending upon what you inserted Excel automatically adjusts all of your formulas to take account of the new row or column 32

33 CHANGING COLUMN WIDTH OR ROW HEIGHT Select the Column(s) or Row(s) that you want to change From the Home Tab In the Cells group Choose Format command button Autofit Row Height or AutoFit Column Width Or set Row Height and Column Width Note: Also try double-clicking between the column/row 33

34 CLEARING STUFF FROM CELLS Contents Formatting Comments Everything When you click the Clear button in the Editing group on the Home tab of the Ribbon you will see a menu that allows you to choose what you want to clear 34

35 NAVIGATING WITH THE SCROLL BAR Arrows let you scroll line by line Drag the scroll box to control your scroll The vertical and horizontal scroll bars both work the same way Click the scroll bar to move one screen view at a time Remember that when you navigate with the scroll bar, the active cell does not change. 35

36 WORKING WITH TABS AND THE RIBBON Tabs Groups Arrangement of buttons can vary Commands There are three basic components to the Ribbon: Tabs There are 7 located across the top each representing a core tasks. Groups Each tab has groups that show related items together. Commands A command is a button, a box to enter information, or a menu

37 MORE ABOUT TABS AND RIBBON The principal commands are gathered on the Home tab Clipboard Group for Pasting/Cutting/Copy Font Group for Font formatting Alignment Group for centering or aligning text Cells Group for inserting/deleting cells, rows, columns, & worksheets Groups - pull together all the commands needed for a particular task Remain on display throughout the task they remain on display 37

38 WHAT ABOUT YOUR FAVORITE KEYBOARD SHORTCUTS? The Ribbon design comes with 2 new shortcuts advantages: 1. Shortcuts for every single button on the Ribbon 2. Shortcuts that often require fewer keys Centering Text Press ALT to make the Key Tips appear Then press H to select the Home tab Press A, then C in the Alignment group to center the selected text 38

39 A NEW VIEW Page Layout View can now be seen on the bottom right of the window. In this new Page Layout view you see: Page Margins Blue space between worksheets Rulers at the top and side help you adjust margins Easy way to add headers and footers 39 39

40 ZOOMING THROUGH YOUR WORKSHEET Zoom in to get a close-up view of a worksheet Zoom out to see the full view Zoom group on the View tab of the Ribbon Zoom commands at the bottom-right corner of the Excel window Zooming does not affect how a worksheet will print!! 40

41 FORMULAS AND FUNCTIONS Formula Simply a math problem done in Excel Function Prewritten formula that helps simplify complex procedures (for numbers and text) 41

42 ENTERING A FORMULA Formulas ~ specify the calculation that are about to be performed Formulas ~ which always begin with = contain 2 elements Operand which is the data about to be calculated Operator which indicates what is to be done 42

43 HOW TO ENTER A FORMULA Select the cell in which the formula is to appear Type = sign Specify a constant or operator by typing it Specify a cell reference by pointing to it Click the enter button next to the formula bar, or press [ENTER] 43

44 FORMULAS CAN CONTAIN Numbers Text ABCDEF Operations + - * / % Range Names 3 rd Quarter Revenue Range Addresses $A$1,Data!B:3 44

45 FORMULAS 45

46 ORDER OF OPERATIONS Excel uses the following order or operations when evaluating a formula: First negation ( - ), then all percentages (%), then all exponentiations (^), then all multiplications *) and divisions (/), and finally all additions (+). Parentheses () are used to override the order of operations. 46

47 AUTOSUM Automatically sums a column or row of numbers Here, cell I16 was active and then the AutoSum command was issued; Excel will propose to add the numbers above the cell.

48 PAGE LAYOUT TAB Choose Portrait/Landscape Paper size Set a Print Area Create Page Breaks Page Setup options on the Page Layout Tab Page Setup dialog box launcher 48

49 SET PAGE MARGINS By setting the margins, you can specify: How worksheets appear on a printed page Go to Page Layout Tab In the Page Setup Group Click on Margins command button Select one of the preset margins 49

50 CENTER THE PAGE Centering the page can be done both horizontally or vertically Be careful though, if the information is too small do not center vertically Under Custom Margins found in the Margins command button choose Center on page, select the Horizontally or Vertically check box 50

51 SCALING OPTIONS Shrink data to fit on fewer printed pages. Change width and height in proportion Change just the height when the worksheet is very wide 51

52 APPLYING NUMBER FORMATS Format numbers to change how they display Formatting does NOT change the actual number Can use the command buttons More formatting options click on General from the Number group General Dollar Percentage Comma More decimals Fewer decimals 52

53 FORMATTING DATA: APPLYING FILL COLORS & PATTERNS Tell people where to look Color-code cell background Provide a texture to make it stand out Home tab > Cells group > Format command button then choose Format Home tab > Font group 53

54 FORMATTING DATA: APPLYING BORDERS AND COLORS Get more styles from Format Cells 54

55 FORMATTING DATA: USING THE FORMAT PAINTER Copy formatting from one place to another Single-click copies number and text formatting to one place Double-click copies number and text formatting to more than one place 55 Singleclick Doubleclick

56 CONDITIONAL FORMATTING Automatically adjusts how the spreadsheet looks, depending on the contents of the cells Used to highlight important trends in the data 56

57 MANEUVERING AROUND SHEETS From the Tab Section Add/Delete Sheets Moving Sheets Color Code Copy Select All Sheets 57

58 WORKING WITH EXCEL TABLES New feature of Excel Tables are used to make managing and analyzing a group of related data easier A table typically contains related data in a series of worksheet Using the table features, you can then manage the data in the table rows and columns independently from the data in other rows and columns on the worksheet 58

59 AUTO FORMAT Built-in collection of cell formats that can be applied to a range of data. Select the cells that you want to format. On the Home tab, in the Styles group, do any of the following: Click Cell Styles > then pause on the various styles Click Format as Table > then pause on the various styles When you finish previewing the formatting choices, do one of the following: To apply the previewed formatting, click the selected style in the list To cancel Live Previewing without applying any changes, press ESC 59

60 UNDERSTANDING STYLES Cell Style is a defined set of formatting characteristics Such as fonts and alphabetic characters Cell styles are based on the document Theme Which is a combination of colors, fonts, and effects A Theme may be applied to a file as a single selection or the entire workbook 60

61 HOW TO APPLY A STYLE 1. Select the cells that you want to format 2. On the Home tab, in the Styles group, click Cell Styles 3. Click the cell style that you want to apply 61

62 SELECTING A STYLE When you finish previewing the formatting choices, do one of the following: To apply the previewed formatting, click the selected style in the list To cancel live previewing without applying any changes, press ESC 62

63 UNDERSTANDING THEME Once you have chosen a Style additional chances can be made by changing the Theme A Theme is a different way to specify the fonts, colors, and graphic effects that appear in a workbook Office Excel comes with many themes installed On the Page Layout tab, in the Themes group select any of those available 63

64 ELEMENTS OF THE EXCEL TABLE Header row - a table has a header row Every table column has filtering enabled in the header row so that you can filter or sort your table data quickly Banded rows - alternate shading or banding has been applied to the rows in a table to better distinguish the data Calculated columns - entering a formula in one cell in a table column You can create a calculated column in which that formula is instantly applied to all other cells in that table column 64

65 ELEMENTS OF THE EXCEL TABLE Header row By default, a table has a header row. Every table column has filtering enabled in the header row so that you can filter or sort your table data quickly Banded rows By default, alternate shading or banding has been applied to the rows Calculated columns By entering a formula in one cell in a table column, you can create a calculated column in which that formula is instantly applied 65 65

66 MORE ELEMENTS Total row You can add a total row to your table that provides access to summary functions A drop-down list appears in each total row cell so that you can quickly calculate the totals that you want Sizing handle A sizing handle in the lower-right corner of the table allows you to drag the table to the size that you want Inserting rows/columns Because table data ranges often change, the cell references for structured references adjust automatically Converting Table When you convert a table to a range, all cell references change to their equivalent A1 style references 66 66

67 CONDITIONAL FORMATTING Automatically adjusts how the spreadsheet looks, depending on the contents of the cells Used to highlight important trends in the data 67

68 WORKING WITH EXCEL TABLES New feature of Excel Tables are used to make managing and analyzing a group of related data easier A table typically contains related data in a series of worksheet Using the table features, you can then manage the data in the table rows and columns independently from the data in other rows and columns on the worksheet 68 68

69 AUTO FORMAT Built-in collection of cell formats that can be applied to a range of data. Select the cells that you want to format. On the Home tab, in the Styles group, do any of the following: Click Format as Table, and then pause on the various styles to see the styles Click Cell Styles, and then pause on the various styles to see the styles When you finish previewing the formatting choices, do one of the following: To apply the previewed formatting, click the selected style in the list To cancel live previewing without applying any changes, press ESC 69

70 VIEW MULTIPLE SHEETS/WORKBOOKS AT THE SAME TIME To view multiple sheets in the active workbook On the View tab, in the Window group Click New Window or Click View Side by Side. In the workbook window, click the worksheets that you want to compare. To scroll both worksheets at the same time, click Synchronous Scrolling in the Window group on the View tab Don t forget to use Arrange All command 70

71 MANAGING LARGE AMOUNTS OF DATA To keep an area of a worksheet visible while you scroll to another area of the worksheet Locks specific rows or columns in one area by freezing or splitting panes 71

72 HOW TO LOCK ROWS AND COLUMNS On the worksheet, do one of the following: To lock rows, select the row below the row or rows that you want to keep visible when you scroll To lock columns, select the column to the right of the column or columns that you want to keep visible when you scroll To lock both rows and columns, click the cell below and to the right of the rows and columns that you want to keep visible when you scroll 72

73 HOW TO FREEZE PANES On the View tab, in the Window group, click the arrow below Freeze Panes Then do one of the following: To lock one row only, click Freeze Top Row To lock one column only, click Freeze First Column To lock more than one row or column, or to lock both rows and columns at the same time, click Freeze Panes 73

74 DATABASES Databases consists of: Several rows Each row is a record 1 st row consist of headings Each record must be written using the same type of abbreviations or look Do not leave spaces before the text or at the end Columns of data Each column is a field 74

75 DATABASE FORM In Excel 2003 you use to use something called the Data Form in order to enter in your data. 75

76 ADD THE FORM BUTTON TO THE QUICK ACCESS TOOLBAR The Form button was not been included but you can still use it in Office Excel by adding the Form button to the Quick Access Toolbar. Click the arrow next to the Quick Access Toolbar, and then click More Commands. In the Choose commands from box, click All Commands. In the list box, select the Form button, and then click Add. 76

77 INSTRUCTIONS FOR SORTING On the Home tab, in the Editing group, and then click Sort & Filter. Do one of the following: To sort in ascending alphanumeric order, click Sort A to Z. To sort in descending alphanumeric order, click Sort Z to A. 77

78 SORTING BY MULTIPLE COLUMNS On the Home tab, in the Editing group, click Sort & Filter, and then click Custom Sort The Sort dialog box is displayed Under Column, in the Sort by or Then by box, select the column that you want to sort by a custom list Under Order, select Custom List then click OK Sort by any number of columns Any same last names are then sorted by first name Sort each column in ascending or descending order 78

79 FILTERING A DATABASE Filtering is a quick to find and work with a subset of data in a range by temporarily hiding records which are not of interest A filtered range displays only the rows that meet the criteria you desire 79

80 HOW TO FILTER 1. Select a range of cells containing the data you want to filter Making sure you include the Headers 2. On the Home tab, in the Editing group, click Sort & Filter, and then click Filter 3. Click the arrow in the column header and choose what you want to filter that meets the criteria 80

81 FUNCTION CATEGORIES Categories Math Statistical Financial Date and Time Function Computes totals, square roots, logarithms, tangents, etc. Computes averages, maximums, minimums, variances, etc. Computes loan repayments, rates of return, depreciation, etc. Computes the number of days in a specific date interval, number of hours in a specific time interval, etc

82 USING EXCEL FUNCTIONS Most Used Functions SUM AVERAGE MAX MIN COUNT Function Accomplishes Computes subtotals & grand totals Computes the arithmetic means of a group of entries Computes the maximum of a group of entries Computes the minimum of a group of entries Computes the number of numeric entries 82 82

83 CATEGORIES OF THE DIFFERENT FUNCTIONS Database Date & time Engineering Financial Information Logical Lookup Math Statistical Text & Data 83

84 UNDERSTANDING FUNCTIONS Functions are made up of 2 elements: Function name ~ the name assigned to the function i.e., SUM Argument list ~ usually includes one or more operands, enclosed in parentheses To use a function from the Formulas tab > Function Library > Insert Function command button 84 NOTE: Multiple arguments must be separated by commas 84

85 INSERT FUNCTION Clicking the Insert Function button displays the Insert Function dialog box The Function Arguments dialog box allows you to determine the cell or range of cells to be included in the function. 85

86 WORKING WITH FUNCTIONS 86 MakeMoney Stock Club Date Initial Price Initial Current Price Current Percent Stock Symbol Acquired Shares Per Share Cost Per Share Value Gain/loss Gain/Loss Alcoa AA 1/3/ $ $ , (8,531.25) Boeing BA 9/2/ , , Citigroup C 10/11/ , , Exxon MobXOM 3/3/ , , Intl Paper IP 11/17/ , (6,562.50) Merck MRK 12/23/ , , Wal-Mart WMT 12/21/ , (16,818.63) Walt DisneDIS 7/12/ , , Total Average Highest Lowest

87 WHY USE CHARTS Charts are used to make your information more visually appealing Make it easy for users to see comparisons, patterns, and trends in data 87 87

88 CHART CREATION IN EXCEL Charts are linked to the data they are based on Two locations for charts: Embedded in a worksheet with the data On a separate sheet called a chart sheet Tip! If you create a chart and then tap [F11], the chart will be placed on its own chart sheet. 88

89 SOURCE DATA FOR CHARTS Select the correct data as the source for the chart. The ranges A4:A8 and F4:F8 have been selected as source data for the chart. 89

90 CHART TYPES Excel has ten major chart types. Each has many subtypes. 90

91 CHART AND AXIS TITLES Creates titles for charts and their vertical/horizontal axes Chart title 91 Vertical axis title Horizontal axis title

92 EMBEDDED CHARTS: MOVING & SIZING Embedded charts can be moved around the worksheet in which they are embedded. Can be resized too When you see a double-arrow, click and drag to resize the chart. Click in the chart area and drag with a four-way arrow to move the chart to a new location. 92

93 MOVING A CHART Charts can exist on their own sheets. These are called chart sheets. Right-click the Chart Area of a chart and choose Move Chart. Choose New Sheet, optionally rename the sheet, and click OK. 93

94 CREATING CHARTS Excel makes charting your data a breeze Simply select the information you want to chart, then click on the Insert tab, in the Illustrations group, click Chart Click the chart type, and then click a chart subtype that you want to use 94

95 MOST COMMON TYPE OF CHARTS Column organizes the information on a vertical scale Bar organizes the information on a horizontal scale 95

96 NEXT Line Shows data over a period of Time Pie Shows the relationship of the data to the whole 96

97 NEXT Area shows relative importance of the values over a period of time, showing peaks and values in data

98 CHANGING CHART DATA When you add a chart to your worksheet, Excel creates a link Any changes made are automatically reflected Click in the cell whose value will change and type the new value Press Enter to accept the new value 98

99 TO CHANGE CHART VALUES Open the worksheet that contains the chart to be changed Click in the cell whose value will change and type the new value Press Enter to accept the new value 99

100 TO ADD DATA TO AN EXISTING CHART Rows or columns of data can be added to an existing chart by selecting the Select Data option on the Chart ribbon Input any new Source Data into the worksheet 10 0

101 FORMATTING CHART ELEMENTS Select an element before making changes. Changes can be made on the Chart Tools tabs or with formatting commands on the Home tab. 101

102 CHANGING THE CHART TYPE Select the chart whose type you want to change. Click the Change Chart Type button on the Design tab. Select the new chart type. Click OK. 102

103 CHART STYLES Chart styles are displayed on the Design tab of the Ribbon. Styles are based on the type of chart selected. 103

104 CHART LAYOUTS Designs that contain various preset chart elements Layouts save time. No need to format chart elements one at a time Based on the theme applied to your workbook 104

105 HOW TO MODIFY A CHART Clicking anywhere in a chart and the Chart Tools are available Then use the Design and Format tabs 10 5

106 FORMATTING CHART OBJECTS Value axis Format each object separately Data series Elevated Chart Titles Legend Background Category axis 10 6 Exploded Piece

107 PRINTING CHARTS Charts may be printed with or without worksheet data on which they are based. To print a chart by itself Move a chart to a chart sheet and print. Click an embedded chart and print. To print a chart and the data it s based on, click in the worksheet (outside the chart) that has the embedded chart and print. 107

108 PRINTING WORKSHEETS You can change your print options on the Print tab of Backstage view There is no longer a Print dialog box; in Excel 2013 it is a tab in Backstage view 108

109 PRINT PREVIEW The print preview displays one page at a time. 109

110 SAVING WORKBOOKS Save: Used for files that have already been saved, replaces a copy in the same place with the same name Save As: Used to save a file for the first time, save a file with a new name or in a new location These commands are accessed via the File tab of the Ribbon. 110

111 CLOSING DOCUMENTS The File Tab menu contains the Close command Close command closes a workbook window but leaves Excel open. 111 Note! If changes were made since the last Save, Excel asks to save before closing.

112 HOW TO WORK WITH PEOPLE WHO DON'T HAVE EXCEL YET? Saving older files the computer set to use the Save As dialog box (stays in its original format) If you use any of the new features to update this file a Compatibility Checker warns you if these features are not compatible To keep the features just use Save As and tell Excel you want an Excel Workbook 112

113 NEW FILE TYPES Excel Workbook (*.xlsx) used to save a workbook without macros Excel Macro-Enabled Workbook (*.xlsm) is used for workbooks with macros Excel Template (*.xltx) is used for templates Excel Macro-Enabled Template (*.xltm) is used for templates with macros Excel Binary Workbook (*.xlsb) is used for especially large workbooks 113

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