i TABLE OF CONTENTS TABLE OF CONTENTS I PREFACE VII 1 INTRODUCING EXCEL 1 1.1 Starting Excel 1 Starting Excel using the Start button in Windows 1 1.2 Screen components 2 Tooltips 3 Title bar 4 Window buttons 4 Quick Access Toolbar 4 Backstage 5 Status bar 6 Zooming In and Out 6 1.3 Using the ribbon 7 Division into groups 7 Start icons 7 The ribbon is context sensitive 8 Customize the ribbon 9 Opening recently used files 10 1.4 Saving a file in a previous Excel format 11 Saving in a previous Excel format 11 2 ENTERING DATA 12 2.1 What does an Excel file looks like 12 Workbook 12 Worksheet 13 Cell contents 14 Formulas 15 2.2 Entering data in a cell 16 Text input / deleting data 17 Numbers and the decimal character 18 Deleting cell content 18 Editing cell content 18 Direct cel editing and the mini toolbar 19 Automatic formatting 20 2.3 Creating a model 22 Tab and Enter 23 AutoComplete 24
ii 3 NAVIGATING, SELECTING AND COPYING 26 3.1 Working quickly and navigating smartly 26 Navigating with the scroll bar 26 Working with keyboard shortcuts 28 The Go To Window 29 The Name Box 30 Freeze Panes 30 3.2 Selecting Data 33 Selecting cells with the mouse 33 Selecting cells with the keyboard 34 Selecting multiple ranges 35 Selecting rows and columns 36 3.3 Inserting or deleting columns, rows and cells 38 Inserting columns and rows with the shortcut menu 38 Inserting multiple rows/columns 40 Inserting Cells 40 Deleting columns and rows 41 Deleting Cells 42 3.4 Hiding columns or rows 43 Hiding 43 Unhide 44 3.5 Copying and moving 45 Moving cells 47 Copying and moving between worksheets 47 Copying and moving between files 48 3.6 Using Undo and Redo 49 Undo the last action 49 Undo multiple commands 49 Redo Commands 50 4 FORMATTING 50 4.1 Column width and row height 55 Setting up column width using the menu 55 Changing the column width using the mouse 56 Changing the column width using the shortcut menu 57 Setting up the row height 58 AutoFit 58 4.2 Formatting Numbers 59 Buttons in the ribbon 60 Other formatting options 62 Number format 64 4.3 Formatting and aligning text 66 Bold, Italic or Underlined Text 66 Left, Right Aligned or Centered Text 66 Merging and centering 68 Changing Font Color and Cell Color 69 Wrapping text 71
iii Angled Alignment 72 Alignment - Indent 73 Alignment - vertical 73 4.4 Using borders and lines 74 Setting Borders 74 Setting the color of lines 76 4.5 Removing or Copying formatting 77 Removing formatting 77 Copying formatting 78 4.6 Custom formatting 79 4.7 Conditional formatting 80 Data Bars 81 Color Scales 82 Icon Sets 83 Highlight Cells Rules 84 5 TABLES 87 5.1 Creating a table 87 5.2 Filtering data 90 5.3 Filter function in a table 91 Filter by multiple criteria 93 Filtering at the highest or lowest values 93 5.4 Total row 94 5.5 Sparklines 96 6 FORMULAS 98 6.1 Calculations 98 Calculation rules 98 A simple calculation 100 6.2 Entering formulas 101 Typing formulas 102 Enter a formula by selecting cells 102 Editing formulas 103 Editing formulas in the cell 103 Editing formulas in the formula bar 103 6.3 Copying formulas 104 Copying formulas with copy and paste 104 Copying formulas with the fill handle 105 6.4 Copying formulas with absolute and relative cell references 106 The theory behind copying 106 What is going wrong with copying 108 Creating an absolute reference 109 Copying formulas with mixed cell reference 109 6.5 Calculating with dates and times 111
iv Date 111 Time 112 6.6 Series 113 Specific applications of the fill handle 113 Logic of the fill handle 113 Define your own series 115 7 FUNCTIONS 118 7.1 Sums and averages 118 The function SUM 119 Calculating the sum of non-adjacent cells 121 Calculating the average with the function AVERAGE 122 The AutoSum button 123 7.2 Quick calculations with the status bar 127 7.3 Determining the highest and lowest values 129 The function MAX 129 The function MIN 130 7.4 Rounding up numbers 130 Set up decimals 130 The function ROUND 131 The function ROUNDDOWN 132 7.5 Date and time functions 133 The function TODAY() 133 The function NOW() 133 8 PRINTING A WORKSHEET 135 8.1 Printing 135 8.2 Print preview 137 To zoom in and to zoom out 137 Browsing 137 Closing the print preview 138 8.3 Adjusting page and print settings 139 Page orientation 139 Adjusting margins 140 Adjusting the scale 142 Printing titles 144 Creating page breaks 145 Removing page breaks 146 The Page Break Preview 146 8.4 Printing a part of the worksheet 147 Selecting a part 148 Setting the print area 148 Removing a print area 149 8.5 Enhancing prints 149 Printing Gridlines 149
v Adding row and column headers 151 8.6 Headers and footers 151 Adding fields to headers and/or footers 152 Adding page numbers 152 Adding date or time 153 Adding file name, path and name of worksheet 154 Adding a picture 155 9 CREATE CHARTS 157 9.1 Setting up a chart 157 Setting up the data for the chart 157 Types of charts 158 Create a chart 159 Formatting charts 162 Quick chart layout / Quick styles 164 Location of the chart 165 9.2 Editing charts 166 Selecting a chart 166 Changing the size of the chart 166 Moving and copying the chart 167 Deleting a chart 168 9.3 Formatting charts 168 Format data ranges 170 Format the area behind the chart 172 Formatting the value axis 174 Changing the Chart Type 177 Changing the color of the pie slices 178 Formatting labels and percentages 180 Fill effects 182 Expanding a slice 183 9.4 Adding or deleting chart data 185 Adding a range 185 Deleting a range 185 Secondary Axis 187 10 APPENDIX A: ADDITIONAL POSSIBILITIES 190 10.1 The three color schemes 190 10.2 Using themes 191 10.3 Changing the default location of files 192 10.4 Enter your username 193 Contact Card 194 10.5 Spellchecker 194 Options if words are not recognized 195 Adjusting the dictionary 196 10.6 Formatting of SmartArt and images 198
vi Inserting an image 198 Inserting SmartArt images 198 Adjusting the size of the images 200 Moving or deleting images 201 10.7 Object linking and embedding 202 Embedding an object in a worksheet 203 Changing the embedded object 204 Linking an object in a worksheet 205 Changing a linked object 206 10.8 Adding drawing objects to charts or to the worksheet 207 Adding a text box 208 Changing the formatting of the text box 208 Drawing and changing an arrow 210 The order of drawing objects 211 Removing drawing objects 211 Connectors 211 Arranging and aligning 213 11 APPENDIX B: KEY COMBINATIONS 216 11.1 Shortcuts 216 General keys 216 Moving cell pointer and selecting 216 Copying and moving 217 Formatting 217 Worksheets 217 INDEX 218