Table of Contents Introduction... 1 About This Book...1 Foolish Assumptions...2 How This Book Is Organized...3 Book I: Excel Basics...3 Book II: Worksheet Design...3 Book III: Formulas and Functions...4 Book IV: Worksheet Collaboration and Review...5 Book V: Charts and Graphics...5 Book VI: Data Management...6 Book VII: Data Analysis...6 Book VIII: Macros and VBA...6 Conventions Used in This Book...7 Icons Used in This Book...8 Where to Go from Here...9 Book I: Excel Basics... 11 Chapter 1: The Excel 2013 User Experience......................13 Excel 2013 s New Look and Feel...14 Excel s Start Screen...14 Excel s Ribbon User Interface...16 Going behind the scenes to Excel s Backstage view...17 Ripping through the Ribbon...21 Adjusting to the Quick Access toolbar...26 Fooling around with the Formula bar...27 What s up with the Worksheet area?...28 Taking a tour of the Status bar...33 Getting Help...34 Launching and Quitting Excel...36 Starting Excel from the Windows 8 Start screen...36 Starting Excel from the Windows 7 Start menu...37 When it s quitting time...39 COPYRIGHTED MATERIAL
vi Excel 2013 All-in-One For Dummies Chapter 2: Customizing Excel 2013..............................41 Tailoring the Quick Access Toolbar to Your Tastes...41 Adding Ribbon commands to the Quick Access toolbar...42 Adding non-ribbon commands to the Quick Access toolbar...43 Adding macros to the Quick Access toolbar...44 Exercising Your Options...45 Changing some of the more universal settings on the General tab... 45 Changing common calculation options on the Formulas tab...48 Changing correction options on the Proofing tab...50 Changing various save options on the Save tab...52 Changing a whole lot of other common options on the Advanced tab...54 Customizing the Excel 2013 Ribbon...61 Using Office Apps...66 Add-In Mania...68 Managing Excel add-ins...70 Managing COM add-ins...71 Purchasing third-party add-ins...71 Book II: Worksheet Design... 73 Chapter 1: Building Worksheets................................75 Designer Spreadsheets...75 Take it from a template...76 Designing a workbook from scratch...82 It Takes All Kinds (Of Cell Entries)...85 What s in a label?...86 What s the value?...88 Data Entry 101...92 Data entry keyboard style...93 Doing data entry with the Touch keyboard...94 You AutoComplete this for me...96 You AutoCorrect this right now!...97 Constraining data entry to a cell range...98 Getting Excel to put in the decimal point...99 You AutoFill it in...100 Saving the Data...116 Saving workbooks in other commonly used file formats...119 Changing the default file location...120 Saving a new workbook in the old file format...121 Document Recovery to the Rescue...122
Table of Contents vii Chapter 2: Formatting Worksheets.............................125 Making Cell Selections...126 Selecting cells with the mouse...127 Selecting cells by touch...129 Selecting cells with the keyboard...129 You AutoSelect that range!...130 Selecting cells with Go To...132 Name that range!...133 Adjusting Columns and Rows...134 You AutoFit the column to its contents...135 Adjusting columns the old fashioned way...136 Setting a new standard width...137 Hiding out a column or two...137 Rambling rows...138 Formatting Tables from the Ribbon...139 Formatting Tables with the Quick Analysis Tool...143 Formatting Cells from the Ribbon...144 Formatting Cell Ranges with the Mini-Toolbar...148 Using the Format Cells Dialog Box...149 Assigning number formats...149 Altering the alignment...157 Fancy fonts and colors...161 Basic borders, fills, and patterns...164 Hiring Out the Format Painter...168 Using Cell Styles...169 Using the Number Format cell styles...170 Defining a custom cell style by example...171 Creating a new cell style from scratch...172 Merging styles into other workbooks...173 Conditional Formatting...174 Graphical conditional formatting...174 Formatting with the Quick Analysis tool...176 Identifying particular values or text entries in a cell range...176 Highlighting duplicate values in a cell range...179 Creating your own conditional formatting rules...180 Managing conditional formatting rules...181 Chapter 3: Editing and Proofing Worksheets....................183 Opening a Workbook...184 Using the Open screen in the Backstage view...184 Using the Open dialog box...187 Opening more than one workbook at a time...189 Finding misplaced workbooks...189 Using the other Open options...190
viii Excel 2013 All-in-One For Dummies Cell Editing 101...190 Undo and Redo...192 Get that out of here!...194 Can I just squeeze this in here?...196 A Spreadsheet with a View...198 Zoom, zoom, zoom...199 Freezing window panes...201 Saving custom views...204 Copying and Moving Stuff Around...206 Doing it with drag-and-drop...206 Carried away with cut-and-paste...208 Find and Replace This Disgrace!...216 Finding stuff...216 Finding and replacing stuff...219 Spell Checking Heaven...222 Changing the spelling options...223 Adding words to the custom dictionary...224 Looking Up and Translating Stuff...225 Marking Invalid Data...226 Eliminating Errors with Text to Speech...228 Chapter 4: Managing Worksheets..............................231 Reorganizing the Worksheet...231 Inserting and deleting columns and rows...232 Eradicating columns and rows...233 Adding new columns and rows...233 Splitting the worksheet into panes...234 Outlining worksheets...237 Reorganizing the Workbook...247 Renaming sheets...248 Designer sheets...249 Adding and deleting sheets...251 Changing the sheets...252 Group editing...253 Now you see them; now you don t...254 Opening windows on different sheets...254 Working with Multiple Workbooks...258 Comparing windows on different workbooks...258 Transferring data between open windows...258 Transferring sheets from one workbook to another...259 Saving a workspace...260 Consolidating Worksheets...262 Consolidating by position...263 Consolidating by category...266 Linking consolidated data...267
Table of Contents ix Chapter 5: Printing Worksheets................................269 Printing from the Excel 2013 Backstage View...270 Selecting the printer to use...271 Previewing the printout...272 Checking the paging in Page Layout view...272 Previewing the pages of the report...274 Quick Printing the Worksheet...276 Working with the Page Setup Options...277 Using the buttons in the Page Setup group...277 Using the buttons in the Scale to Fit group...284 Using the Print buttons in the Sheet Options group...285 Headers and Footers...285 Adding a ready-made header or footer...286 Creating a custom header or footer...288 Solving Page Break Problems...292 Printing the Formulas in a Report...294 Book III: Formulas and Functions... 297 Chapter 1: Building Basic Formulas............................299 Formulas 101...300 Formula building methods...300 Editing formulas...301 When you AutoSum numbers in a spreadsheet...302 Totals and sums with the Quick Analysis tool...304 Building formulas with operators...305 Using the Insert Function button...309 Copying Formulas...312 Absolute references...315 A mixed bag of references...318 Adding Array Formulas...319 Building an array formula...320 Editing an array formula...323 Range Names in Formulas...323 Defining range names...324 Naming constants and formulas...326 Using names in building formulas...327 Creating names from column and row headings...328 Managing range names...329 Applying names to existing formulas...330 Adding Linking Formulas...333 Controlling Formula Recalculation...334 Circular References...336
x Excel 2013 All-in-One For Dummies Chapter 2: Logical Functions and Error Trapping.................339 Understanding Error Values...339 Using Logical Functions...341 Error-Trapping Formulas...342 Whiting-Out Errors with Conditional Formatting...346 Formula Auditing...347 Tracing precedents...349 Tracing dependents...352 Error checking...353 Changing the Error Checking options...355 Error tracing...356 Evaluating a formula...358 Removing Errors from the Printout...360 Chapter 3: Date and Time Formulas............................361 Understanding Dates and Times...361 Changing the Regional date settings...362 Building formulas that calculate elapsed dates...363 Building formulas that calculate elapsed times...363 Using Date Functions...364 TODAY...364 DATE and DATEVALUE...365 DAY, WEEKDAY, MONTH, and YEAR...366 DAYS360...368 Other special Date functions...368 Using Time Functions...372 NOW...372 TIME and TIMEVALUE...373 HOUR, MINUTE, and SECOND...374 Chapter 4: Financial Formulas.................................375 Financial Functions 101...375 The PV, NPV, and FV Functions...376 Calculating the Present Value...376 Calculating the Net Present Value...377 Calculating the Future Value...378 The PMT Function...379 Depreciation Functions...383 Analysis ToolPak Financial Functions...385 Chapter 5: Math and Statistical Formulas.......................389 Math & Trig Functions...390 Rounding off numbers...390 POWER and SQRT...394 The SUM of the parts...395 Conditional summing...396
Table of Contents xi Statistical Functions...399 AVERAGE, MAX, and MIN...400 Counting cells...401 Using specialized statistical functions...407 Chapter 6: Lookup, Information, and Text Formulas..............409 Lookup and Reference...409 Looking up a single value with VLOOKUP and HLOOKUP...410 Performing a two-way lookup...413 Reference functions...417 Information, Please......420 Getting specific information about a cell...420 Are you my type?...423 Using the IS functions...423 Much Ado about Text...424 Using text functions...425 Concatenating text...428 Book IV: Worksheet Collaboration and Review... 431 Chapter 1: Protecting Workbooks and Worksheet Data...........433 Password-Protecting the File...433 Protecting the workbook when saving the file...434 Assigning a password to open from the Info screen...436 Entering the password to gain access...437 Entering the password to make changes...438 Changing or deleting a password...439 Protecting the Spreadsheet...440 Changing the Locked and Hidden cell formatting...441 Protecting the worksheet...442 Enabling cell range editing by certain users...445 Doing data entry in the unlocked cells of a protected worksheet... 450 Protecting the workbook...452 Protecting a shared workbook...453 Chapter 2: Using Hyperlinks...................................455 Hyperlinks 101...455 Adding hyperlinks...456 Follow that link!...459 Editing hyperlinks...460 Using the HYPERLINK Function...461
xii Excel 2013 All-in-One For Dummies Chapter 3: Sending Workbooks Out for Review..................463 Preparing a Workbook for Distribution...463 Adding properties to a workbook...465 Digitally signing a document...465 Workbook Sharing 101...470 Turning on file sharing...472 Modifying the Share Workbook options...474 Turning on change tracking...475 Merging changes from different users...479 Workbooks on Review...483 Adding comments...484 Marking up a worksheet with digital ink...486 Chapter 4: Sharing Workbooks and Worksheet Data.............489 Sharing Your Workbooks Online...490 Sharing workbooks saved on your SkyDrive...490 E-mailing workbooks...494 Sharing workbooks with Instant Message...494 Presenting worksheets online...495 Editing worksheets online...496 Reviewing workbooks online...499 Excel 2013 Data Sharing Basics...499 Excel and Word 2013...501 Excel and PowerPoint 2013...506 Exporting Workbooks to Other Usable File Formats...507 Saving and exporting worksheets as PDF files...508 Saving worksheets as XPS files...509 Saving worksheets as HTML files...510 Book V: Charts and Graphics... 513 Chapter 1: Charting Worksheet Data...........................515 Worksheet Charting 101...516 Embedded charts versus charts on separate chart sheets...518 Inserting recommended charts...518 Inserting specific chart types from the Ribbon...519 Inserting charts with the Quick Analysis tool...521 Creating a chart on a separate chart sheet...522 Refining the chart from the Design tab...523 Customizing chart elements from the Format tab...529 Customizing the elements of a chart...532 Formatting elements of a chart...536 Saving a customized chart as a template...541 Adding Sparkline Graphics to a Worksheet...542 Printing Charts...544
Table of Contents xiii Chapter 2: Adding Graphic Objects.............................545 Graphic Objects 101...546 Manipulating graphics...547 Moving graphic objects to new layers...548 Aligning graphic objects...551 Grouping graphic objects...551 Managing graphic objects in the Selection task pane...552 Inserting Different Types of Graphics...554 Adding clip art...554 Downloading images on the Web...556 Inserting local pictures...557 Editing pictures...558 Formatting pictures...559 Drawing Graphics...561 Drawing predefined shapes...561 Adding text boxes...562 Inserting WordArt...567 Inserting SmartArt graphics...568 Adding Screenshots of the Windows Desktop...571 Using Themes...573 Book VI: Data Management... 575 Chapter 1: Building and Maintaining Data Lists..................577 Data List Basics...577 Designing the basic data list...578 Add new records to a data list...581 Eliminating records with duplicate fields...586 Sorting Data...588 Sorting records on a single field...588 Sorting records on multiple fields...589 Sorting the columns of a data list...592 Sorting a data list on font and fill colors and cell icons...596 Subtotaling Data...597 Chapter 2: Filtering and Querying a Data List....................601 Data List Filtering 101...602 Filtering Data...602 Using AutoFilter...603 Using the Advanced Filter...612 Using the Database Functions...620 External Data Query...622 Retrieving data from Access database tables...624 Retrieving data from the web...626 Retrieving data from text files...628 Querying data from other data sources...632 Retrieving external data with Microsoft Query...633
xiv Excel 2013 All-in-One For Dummies Book VII: Data Analysis... 643 Chapter 1: Performing What-If Scenarios.......................645 Using Data Tables...646 Creating a one-variable data table...646 Creating a two-variable data table...649 Exploring Different Scenarios...652 Creating new scenarios...652 Producing a summary report...656 Hide and Goal Seeking...657 Using the Solver...659 Setting up and defining the problem...660 Solving the problem...662 Changing the Solver options...663 Saving and loading a model problem...665 Creating Solver reports...665 Chapter 2: Generating Pivot Tables............................667 Creating Pivot Tables...668 Pivot tables with the Quick Analysis tool...668 Recommended pivot tables...670 Manually created pivot tables...672 Formatting a Pivot Table...676 Refining the pivot table layout and style...676 Formatting the parts of the pivot table...679 Sorting and Filtering the Pivot Table Data...681 Filtering the report...681 Filtering individual Column and Row fields...682 Slicing the pivot table data...683 Using timeline filters...685 Sorting the pivot table...686 Modifying the Pivot Table...687 Changing the summary functions...688 Adding Calculated Fields...690 Changing the pivot table options...691 Creating Pivot Charts...693 Moving a pivot chart to its own sheet...693 Filtering a pivot chart...694 Formatting a pivot chart...695 Using the PowerPivot and Power View Add-Ins...695 Data modeling with PowerPivot...696 Switching between the Data View and Diagram View...699 Adding calculated columns courtesy of DAX...701 Creating visual reports with Power View...703
Table of Contents xv Book VIII: Macros and VBA... 707 Chapter 1: Building and Running Macros.......................709 Macro Basics...710 Recording macros...710 Running a macro...715 Macro Security...716 Assigning Macros to the Ribbon and the Quick Access Toolbar...718 Adding your macros to a custom tab on the Ribbon...718 Adding your macros to custom buttons on the Quick Access toolbar...719 Chapter 2: VBA Programming..................................721 Using the Visual Basic Editor...722 Editing recorded macros...724 Writing new macros in the Visual Basic Editor...733 Creating Custom Excel Functions...735 Adding a description to a user-defined function...737 Using a custom function in your spreadsheet...738 Saving custom functions in add-in files...741 Index... 745
xvi Excel 2013 All-in-One For Dummies