Microsoft Office Excel 2016 Part 1 Includes: Getting started Editing a workbook Formatting worksheets Building formulas Viewing & managing worksheets Charts Print worksheets University of Salford
Table of Contents TABLE OF CONTENTS... 2 INTRODUCING CUSTOMGUIDE TRAINING MANUALS... 7 GETTING STARTED... 8 UNDERSTAND THE EXCEL SCREEN... 9 CREATE WORKBOOKS... 10 Create a Blank Workbook... 10 Create a Workbook from a Template... 11 OPEN AND SAVE WORKBOOKS... 12 Open a Workbook... 12 Save a Workbook... 13 NAVIGATE WORKSHEETS... 14 VIEW MULTIPLE WINDOWS... 15 Switch between Windows from the Taskbar... 15 Switch between Windows from Excel... 16 View Multiple Windows at Once... 16 PRINT... 17 HELP... 18 CLOSE AND EXIT... 19 Close a Workbook... 19 Close Excel... 19 GETTING STARTED QUIZ... 20 EDIT A WORKBOOK... 22 SELECT CELLS AND RANGES... 23 Select a Cell... 23 Select the Entire Worksheet... 23 Select Rows... 23 Select Columns... 24 Select a Cell Range... 24 EDIT CELL DATA... 25 Enter Cell Data... 25 Replace Cell Data... 25 Delete Cell Data... 26 Edit Cell Data... 26 CUT, COPY, AND PASTE... 27 Copy and Paste... 27 Cut and Paste... 28 Move Using Drag and Drop... 28 MORE PASTING OPTIONS... 29 AUTOFILL... 30 Copy Data Using AutoFill... 30 Enter a Series of Values with AutoFill... 30 INSERT AND DELETE CELLS... 31 Insert Cells... 31 Delete Cells... 31 CHECK SPELLING... 32 FIND AND REPLACE TEXT... 33 2 CustomGuide 2015
Finding Text... 33 Replacing Text... 34 HIDE COLUMNS AND ROWS... 35 Hide Rows or Columns... 35 Unhide Rows or Columns... 35 EDIT A WORKBOOK QUIZ... 36 FORMAT WORKSHEETS... 38 FORMAT TEXT... 39 Changing Font Appearance... 39 Changing Font Size and Color... 40 Formatting a Part of a Cell... 40 ALIGN CELLS... 41 Change Cell Alignment... 41 Indent a Cell s Contents... 41 WRAP TEXT AND MERGE CELLS... 42 Wrap Text in a Cell... 42 Merge Cells... 42 Split Merged Cells... 42 FORMAT NUMBERS AND DATES... 43 Format a Number or Date... 43 Use Advanced Number Formats... 43 Create a Custom Number Format... 44 BORDERS AND BACKGROUND COLORS... 45 Add Cell Shading... 45 Add a Cell Border... 45 Advanced Border Options... 46 COPY FORMATTING... 47 ROW HEIGHTS AND COLUMN WIDTHS... 48 Adjust Column Width... 48 Adjust Row Height... 48 Use Additional Size Options... 49 APPLY CONDITIONAL FORMATTING... 50 Applying Conditional Formatting... 50 Remove Conditional Formatting... 50 Advanced Conditional Formatting Rules... 51 APPLY AND REMOVE CELL STYLES... 52 Apply a Cell Style... 52 Remove a Cell Style... 52 CREATE AND MODIFY CELL STYLES... 53 Create a New Style... 53 Modify a Style... 54 FIND AND REPLACE FORMATTING... 55 INSERT AN IMAGE... 57 FORMAT WORKSHEETS QUIZ... 58 BUILD FORMULAS... 61 FORMULA AND FUNCTION BASICS... 62 Create Formula... 62 Edit a Formula... 63 Use a Function... 63 SUMS AND AVERAGES... 64 CustomGuide 2015 3
Create a Sum Formula... 64 Create an Average Formula... 65 REFERENCE EXTERNAL DATA... 66 Reference Another Worksheet... 66 Reference Another Workbook... 67 ABSOLUTE AND RELATIVE REFERENCES... 68 Relative References... 68 Absolute References... 69 CELL AND RANGE NAMES... 70 Create a Name... 70 Use a Cell or Range Name in a Formula... 70 Navigate to a Named Range... 71 Edit and Delete Cell or Range Names... 71 FINANCIAL FUNCTIONS... 72 PMT Function... 72 LOGICAL FUNCTIONS... 74 IF Function... 74 TEXT FUNCTIONS... 75 Concatenate Text... 75 LOOKUP FUNCTIONS... 76 VLOOKUP... 76 FORMULA ERRORS... 77 #### Error... 77 #NAME? Error... 77 #VALUE! Error... 78 #DIV/0 Error... 79 #REF! Error... 79 BUILD FORMULAS QUIZ... 80 VIEW AND MANAGE WORKSHEETS... 83 VIEW WORKBOOKS... 84 Change Workbook Views... 84 Use Zoom... 84 Create a Custom View... 85 Apply a Custom View... 85 MOVE AND COPY WORKSHEETS... 86 INSERT, RENAME, AND DELETE WORKSHEETS... 87 Insert a Worksheet... 87 Rename a Worksheet... 87 Delete a Worksheet... 87 FREEZE ROWS AND COLUMNS... 88 Freeze Rows and Columns... 88 Unfreeze Panes... 88 SPLIT THE WORKSHEET WINDOW... 89 Add a Worksheet Window Split... 89 Remove a Worksheet Window Split... 89 HIDING WORKSHEETS AND GRIDLINES... 90 Hide a Worksheet... 90 Unhide a Worksheet... 90 Hide or Display Gridlines... 91 VIEW AND MANAGE WORKSHEETS QUIZ... 92 4 CustomGuide 2015
CHARTS... 94 CREATE CHARTS... 95 Create a Chart... 95 Create a Recommended Chart... 96 MOVE AND RESIZE CHARTS... 97 Move a Chart... 97 Resize a Chart... 97 DELETE A CHART... 98 CHANGE CHART TYPE... 99 LAYOUT AND STYLE... 100 Apply a Chart Layout... 100 Apply a Chart Style... 100 CHART COLORS... 101 TITLES AND LEGENDS... 102 Change the Chart Title... 102 Add Axis Titles... 103 Position the Chart Legend... 103 GRIDLINES... 104 Show Chart Gridlines... 104 LABELS AND DATA TABLES... 105 Add Data Labels... 105 Display a Data Table... 105 DATA SERIES... 106 Change the Color of a Data Series... 106 MODIFY CHART DATA... 107 Add a Data Series... 107 Rename a Data Series... 108 Reorder a Data Series... 108 FILTER CHARTS... 109 Filter a Chart... 109 Remove a Filter... 109 SPARKLINES... 110 CHART TEMPLATES... 111 Save a Chart as a Template... 111 Create a New Chart from a Template... 112 CHARTS QUIZ... 113 PRINT WORKSHEETS... 115 PAGE SIZE AND SCALE... 116 Change Page Size... 116 Change Print Scale... 116 PRINT AREA AND PAGE BREAKS... 117 Set the Print Area... 117 Remove a Print Area... 117 Use Page Breaks... 118 PRINT TITLES AND HEADINGS... 119 HEADERS AND FOOTERS... 120 Add a Header or Footer... 120 Adjust the Header and Footer Height... 121 MARGINS AND ORIENTATION... 122 Set Print Margins... 122 CustomGuide 2015 5
Set Page Orientation... 122 PRINT WORKSHEETS QUIZ... 123 6 CustomGuide 2015
Introducing CustomGuide Training Manuals A proven leader in the computer training industry, CustomGuide has been the key to successful training for thousands of students and instructors across the globe. This manual is designed for computer users of all experience levels. Novice users can use it to learn skills such as formatting text, while advanced users can learn more advanced skills, such as how to create their own templates. All this information is quickly accessible. Lessons are broken down into basic step-by-step instructions that answer how-to questions in minutes. Print a complete training manual or a single page of instructions. Here s how a CustomGuide manual is organized: Chapters Each manual is divided into several chapters. Not sure what s in a chapter? Look at the table of contents at the beginning of the manual. It lists each lesson and its subtopics, so you can find exactly what you need. Lessons Each chapter contains lessons on related topics. Each lesson explains a new skill or topic and contains an exercise to provide hands-on-experience. These skills can also be practiced using CustomGuide s Online Training. Review A review is included at the end of the manual. Use these quiz questions and answers to assess the user s learning. Interactive quizzes are also available online for a more real-life skills assessment with CustomGuide s software simulation. 2015 by CustomGuide, Inc. 3387 Brownlow Avenue; St. Louis Park, MN 55426 This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of CustomGuide, Inc. We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide makes no warranty, expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real persons or companies is entirely coincidental. The names of software products referred to in this manual are claimed as trademarks of their respective companies. CustomGuide is a registered trademark of CustomGuide, Inc. CustomGuide 2015 7
Getting Started Microsoft Excel is a powerful spreadsheet program that allows you to make quick and accurate numerical calculations and helps you to make your data look sharp and professional. The uses for Excel are limitless: businesses use Excel for creating financial reports, scientists use Excel for statistical analysis, and families use Excel to help manage their investment portfolios. If you re moving from Excel 2013 or earlier to Excel 2016, you ll see that Excel has undergone another redesign. You ll still be familiar with much of the program s functionality, but you ll notice an updated user interface. Many new features that have been added to make using Excel more efficient. This chapter is an introduction to working with Excel. You ll learn about the main parts of the program screen, how to give commands, use help, and how to navigate around Excel 2016. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files: Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file. Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may build upon them, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 8 CustomGuide 2015
Understand the Excel Screen The Excel Program Screen 1 Title Bar: Displays the program and the name of the current workbook. 2 Quick Access Toolbar: Contains common commands such as Save and Undo. 3 Display Options: Contains tools to change the window size and display the Ribbon. 4 Ribbon: Contains buttons to execute commands. 5 Microsoft Account User Info: Opens Microsoft account options. 6 Row/Column Heading: Organizes cells by row and column headings. 7 Name Box: Displays the active cell address or object name. 8 Formula Bar: Displays the values or formulas in the cell. Use to view, enter, or edit the cell s data. 9 Worksheet: Holds a spreadsheet that was created by entering data into cells. 10 Worksheet Tab: Switches between multiple worksheets. Workbooks have three worksheets by default. 11 Scroll Bar: Scrolls horizontally or vertically to view different parts of the worksheet. 12 Status Bar and View Buttons: Displays messages from the Excel program. Changes the view. CustomGuide 2015 9
Create Workbooks Creating a new workbook is one of the most basic commands in Excel. You can create a new, blank workbook, such as the one that appears in a new Excel file, or create a new workbook based on a template. Create a Blank Workbook Click the File tab. Click New. Select Blank workbook. Shortcut: Press Ctrl + N. A new, blank workbook is created, and you can start entering data. 10 CustomGuide 2015
Create a Workbook from a Template Excel has many templates to choose from so you don't have to start a spreadsheet from scratch. Click the File tab. Click New. Search for a tem plate or select one of the suggested options. Select a template style. Click Create. A new workbook is created from the template and you can start populating it with your own data. CustomGuide 2015 11
Open and Save Workbooks Open a Workbook In order to make changes to an existing workbook, you'll first need to open it. Click the File tab. Select Open. The Open tab appears. Here, there are links to several common locations where workbooks are stored. Shortcut: Press Ctrl + O. Tip: To open a workbook that has been used recently, click the File tab and select a workbook from the Recent Workbooks list. Tip: You can pin a workbook to the Recent list so that it is always available there. Click the Pin this item to the list button next to the workbook that you want to always be available. Click it again to remove the workbook from the Recent list. Select the location where the file is saved. Click Browse. Select the file you want to open. Click Open. The file is opened and you can start making changes. 12 CustomGuide 2015
Save a Workbook After you ve created a workbook, you need to save it if you want to use it again. Also, if you make changes to a workbook you ll want to save it. You may also want to save a copy of an existing workbook with a new name, to a different location, or using a different file type. Click the File Tab. Select Save or Save As. Shortcut: 4 Ctrl + S or, click the Save button on the Quick Access Toolbar. Save will save the current workbook with the same name in the same location. Save As will save it as a new workbook. You can choose where to save it and give it a new name, all while the original workbook remains unchanged. Select the location where you want to save the file. Change the file name if you wish, then click Save. CustomGuide 2015 13
Navigate Worksheets To help navigate in a worksheet, Excel displays row headings, identified by numbers to the left of the worksheet, and column headings, identified by letters at the top of the worksheet. Each cell in a worksheet has its own cell address made from its column letter and row number such as cell A1. Find the address of a cell by looking at the Name box, which shows the current cell s address. Click a cell to select it. Type a value in the Name box and press Enter to jump to a cell. Tip: Press F5 to open the Go To dialog box where it s possible to go to a specific cell address or named range. Press the arrow keys to move one cell at a time. Use the scroll bars to view offscreen portions of a worksheet. Tip: Excel worksheets have 1,048,576 rows and 16,384 columns. Navigation Keystrokes Home To column A in the current row. Tab Shift + Tab Page Up Page Down Ctrl + Home Ctrl + End One cell to the right. One cell to the left. Up one screen. Down one screen. To the first cell (A1) in the worksheet. To the last cell with data in the worksheet. 14 CustomGuide 2015
View Multiple Windows When you're working with multiple files, you'll probably need to change the view so it's easy to see all your information. Switch between Windows from the Taskbar Hover over the Excel icon in the taskbar. A mini preview of each open window appears above the taskbar. Hover over a thumbnail. A preview of the file displays on the screen, but it's not actually maximized. Tip: Move your mouse pointer away from the thumbnail to return to the active window. Click the thumbnail to maximize the workbook and make it the active window. CustomGuide 2015 15
Switch between Windows from Excel Click the View tab. Click Switch Windows. Select the file you want to make active. The selected file becomes the active workbook. View Multiple Windows at Once Click the View tab. Click Arrange All. Select an arrangement option. Tiled arranges workbooks as on-screen tiles, either vertically or horizontally, depending on how many windows are open. Horizontal expands workbooks the width of the screen and stacks them on top of each other. Vertical expands workbooks the height of the screen and arranges them next to each other. Cascade layers workbooks so that the title bars cascade down the screen. Click OK. 16 CustomGuide 2015
Print Once you've created a nice looking spreadsheet, you may want to print it to give to others. Click the File tab. Click Print. The Print tab appears with the print settings on the left and the print preview on the right. Shortcut: Press Ctrl + P. Ensure the print preview looks OK. Tip: To view other pages in the worksheet, use the scroll bar or the page navigation controls below the preview. Ensure that the correct printer is selected and that the settings are correct. (Optional) Adjust the number of copies. Click Print. And the file is sent to the printer. CustomGuide 2015 17
Help The Excel Help feature can answer questions and offer tips to help you get the most out of Excel s tools. Click the Tell me what you want to do field and type a topic. Select Get Help on Shortcut: Press F1. The Excel Help dialog box displays a number of topics related to your search. Click one of these if you see what you're looking for. Tip: If you don t see what you re looking for, you can refine your search by clicking in the Search box and typing a new search term and clicking the Search icon. Select a related help topic. Select a specific topic. Tip: When working in a dialog box, click the Help button ( ) in the upper right-hand corner to get help regarding the commands in the dialog box. 18 CustomGuide 2015
Close and Exit When you're done working with a file, it's a good idea to close it so you don't bog down your computer with unused programs. Close a Workbook Each spreadsheet window must be closed individually. When you have only one spreadsheet open and want Excel to stay running Click the File tab. Click Close. The file is closed but Excel is still running. Shortcut: Click the Close button on the title bar if you have multiple workbooks open. Tip: If you have not saved the spreadsheet since making changes, a dialog box will appear asking if you want to save the changes. Click Save if you wish to save your changes; click Don t Save if you do not want to save your changes; click Cancel if you do not want to close the workbook. Close Excel If you click the Close button on the title bar when you have only one Excel file open, the workbook will close and you will exit the Excel program. Click the Close icon. CustomGuide 2015 19
Getting Started Quiz 1. Press to move the cell pointer one cell to the left. A. Enter B. Shift + Tab C. The up arrow key D. Tab 2. It's possible to select all the cells in a worksheet at once. (True or False?) 3. How many worksheets appear in a workbook by default? A. 1 B. 2 C. 3 D. 4 4. Save As will save an item as a new workbook. You can choose where to save it and give it a new name, all while the original workbook remains unchanged. (True or False?) 5. Which of these options is not a window arrangement available in Excel? A. Horizontal B. Criss-cross C. Cascade D. Tiled 20 CustomGuide 2015
Quiz Answers 1. B. Pressing Shift + Tab moves the cell pointer one cell to the left. 2. True. It's possible to select all cells at once by pressing Ctrl + A. 3. C. There are three worksheets in a workbook by default. 4. True. Choosing Save As essentially creates a new copy of the workbook that you can rename and save in a new location. 5. B. Criss-cross is not a window arrangement option in Excel. CustomGuide 2015 21
Edit a Workbook This chapter will show how to edit Excel worksheets, by learning how to edit cell contents; cut, copy and paste information; insert and delete cells; undo any mistakes that might have been made; and even correct spelling errors. You ll also learn how to save a lot of time filling in your worksheets by taking advantage of the AutoFill feature. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files: Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file. Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may build upon them, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 22 CustomGuide 2015
Select Cells and Ranges Selecting cells is an important skill in Excel. Whether you want to enter or edit text, you first need to select it. Select a Cell Click the cell you want to select. Tip: To see which cell is selected, look at the shaded column number and row letter. You can also see what cell is selected by looking at the name box. Select the Entire Worksheet Click the Select All button. Shortcut: Press Ctrl + A. Select Rows Click the row number for the row you want to select. To select several rows, click and drag from the first row number to the last row number. CustomGuide 2015 23
Select Columns Click the column letter for the column you want to select. To select several columns, click and drag from the first column letter to the last column letter. Tip: To select multiple nonadjacent cells, select a cell or cell range and hold down the Ctrl key while selecting other cells. Select a Cell Range A cell range is a group of cells that spread over multiple rows or columns. Click the first cell you want to include in your range. Click drag to the last cell you want to include in your range. 24 CustomGuide 2015
Edit Cell Data Cell data is the text or the numbers within a cell. It can be text you type in, numbers, or formulas. When you start building a spreadsheet, one of the first steps is to enter data in the cells. Enter Cell Data Click the blank cell where you want to add data. Tip: You know the cell is active because a border appears around it. Type your data into the cell. Click the Enter button. Shortcut: Press Enter on your keyboard. Replace Cell Data In addition to adding data in a blank cell, you can also type data into a cell that is already populated. Select the cell that contains the data you want to replace. The old information is automatically selected. Enter the new information. The new information is added in the old data s place. Press Enter or click the Enter button. CustomGuide 2015 25
Delete Cell Data If you want to remove the data all together, you can delete it. Select the cell that contains that data you want to delete. Press Delete on your keyboard. Tip: You can also click the Home tab on the Ribbon, then click the Clear button in the Editing group. Edit Cell Data In addition to replacing and deleting data, you can also make edits. Click the cell you want to edit. Click in the formula bar. Make your changes. Click the Enter button. Shortcut: Press Enter on your keyboard. The cell is updated with the new text. 26 CustomGuide 2015
Cut, Copy, and Paste You can move or copy information in an Excel worksheet by using the cut or copy button and then pasting the cell data in a new place. Copy and Paste When you copy a cell, the selected cell data remains in its original location and is added in a temporary storage area called the Clipboard. Select the cell or cell range you want to copy. Click the Copy button on the Home tab. Shortcut: Press Ctrl + C. Or, right-click the selection and select Copy. Select the cell where you want to paste your data. Click the Paste button. Shortcut: Press Ctrl + V. Or, right-click where you want to place the data and select Paste. The text you copied is duplicated in the new location. Tip: You can cut, copy, and paste any item in a spreadsheet, such as a chart, table, or clip art not just text. CustomGuide 2015 27
Cut and Paste When you cut a cell, its content is removed from the original location and placed in the Clipboard. Select the cell or cell range you want to cut. Click the Cut button. Shortcut: Press Ctrl + X. Or, right-click the selection and select Cut. Select the cell where you want to paste your data. Click the Paste button. Shortcut: Press Ctrl + V. Or, right-click where you want to place the data and select Paste. Move Using Drag and Drop Using the mouse to move and copy cells is even faster and more convenient than using the cut, copy, and paste commands. Select the cell(s) to move. Hover the mouse over the cell border until the cursor becomes a four-headed arrow. Click the boarder of the cell(s) and drag the cell(s) to a new location. Tip: Press and hold the Ctrl key while clicking and dragging to copy the selection. 28 CustomGuide 2015
More Pasting Options When you copy cell data, there are many different ways it can be pasted. For example, you can keep the data s formatting, or have it take on the formatting properties of the destination cells. Cut or Copy a cell or range of cells. Select the cell where you want to paste your data. Click the Paste list arrow. Tip: The options available depend on the type of content being pasted. For example, content that contains formulas will have more paste options than content that contains only text. Select a Paste option from the menu. Paste Option Commands Paste: Paste using default settings. Formulas: Paste only the formulas from the cells. Formulas & Number Formatting: Paste the formulas and number formatting. Keep Source Formatting: Paste using formatting from the original cells. No Borders: Remove the borders from the pasted cells. Keep Source Column Widths: Keep the width of the original cells. Transpose: Flip the data so the rows are flipped to columns and vice versa. Values: Paste only the values from the cells. Removes all formatting and formulas. Values & Number Formatting: Paste the values and number formatting from cells. Values & Source Formatting: Paste the values and all formatting from source cells. Formatting: Paste only the formatting used in source cells. Paste Link: Paste a link to the selected cells. Picture: Paste a picture of the selected cells. Linked Picture: Paste a picture of the cells with a link to the original cells. CustomGuide 2015 29
AutoFill Excel s AutoFill feature is the nifty function that automatically enters a series of values. It can be a huge time saver when entering cell data. Copy Data Using AutoFill Select the cell that contains the data you want to copy. Position the mouse over the bottom-right corner of the cell, then click and drag down or across the cells you want to fill. Tip: Make sure you see a black plus symbol before clicking and dragging. The column is instantly populated with the value in the first cell. Enter a Series of Values with AutoFill AutoFill can also complete a series of values once a pattern has been established. Select the cells that contain the pattern you want to use to fill in the rest of the row or column. Double-click the fill handle at the bottom right corner of the bottom cell. The column is filled all the way down following the pattern that was established in the first few cells. Tip: If you don t double-click the square, the fill will not work correctly. 30 CustomGuide 2015
Insert and Delete Cells While working on a worksheet, cells themselves may need to be inserted, moved, or deleted. When cells are changed and moved, the existing cells shift, along with their content, to adjust for the changes to adjacent cells. Insert Cells Select the cell or cell range where you want to insert the new cells. Click the Insert button s list arrow. Select Insert Cells. Shortcut: Right-click the selected cell(s) and select Insert. Select how you want to move the existing cells. Click OK. Delete Cells Blank cells are inserted and the existing ones move according to your selection. Select the cell or cell range you want to delete. Tip: Pressing the Delete key only clears a cell s contents; it doesn t delete the actual cell. Click the Delete button s list arrow. Select Delete Cells. Select how you want to move cells to fill in the deleted area. Tip: Select Entire row or Entire column in the Delete dialog box to delete an entire row or column. Click OK. CustomGuide 2015 31
Check Spelling Before finalizing your spreadsheets, make sure that everything is spelled correctly by using spellcheck. In Excel, spellcheck starts with the active cell and works down the spreadsheet. Click the Review tab. Click the Spelling button. The first spelling mistake appears, along with several recommendations of how to fix it. Shortcut: Press F7. Select a Spelling and Grammar option: Click Ignore Once or Ignore All to ignore instances of the misspelled word. With the replacement word selected, click Change or Change All to replace the misspelling with the selected word. Click Add to Dictionary to add the word to the dictionary if you know a word is correct and you don't want it to come up in spell check in the future in any spreadsheets. Click Cancel to stop spellcheck. Tip: Depending on which cell is active when spellcheck is started, a dialog box may appear asking if spellcheck should start over at the beginning of the sheet. Select Yes. Once Excel has finished checking a worksheet for spelling errors, a dialog box appears, saying the spelling check is complete. 32 CustomGuide 2015
Find and Replace Text Occasionally, you'll have a word or number you need to find somewhere in your spreadsheet, but you're not sure where it is. Excel s find and replace commands scan a worksheet for labels and values with just a few clicks of the mouse. Finding Text Click the Find & Select button on the Home tab. Select Find. Shortcut: Press Ctrl + F. Type the text you want to find in the Find what box. Click Find Next. The first instance is selected. Click Find Next again to move on to other occurrences. Tip: Click Find All to find the cell location of all instances of at once. Click Close when you re finished. CustomGuide 2015 33
Replacing Text Replace finds specific words and values, and then replaces them with something else. Click the Find & Select button. Select Replace. Type the text you want to replace in the Find what box. Type the replacement text in the Replace with box. Click the Find Next button. The first instance is selected. Tip: Click Find All to find the cell location of all instances of the contents of the Find what box at once. Select a Replace option: Click Replace to replace the current item. Click Replace All to replace every occurrence of the item. Tip: If you clicked Replace all, a dialog box appears to let you know how many replacements were made. Click OK. Click Close when you re finished. 34 CustomGuide 2015
Hide Columns and Rows You can hide rows and columns in a worksheet from view. Data isn t deleted, but simply hidden until it is unhidden again. Hide Rows or Columns Select the rows or columns you want to hide. Click the Format button from the Home tab. Select Hide & Unhide. Select Hide Rows or Columns. The data is hidden from view. Tip: You can also right-click the row or column heading and select Hide. Unhide Rows or Columns Select the rows or columns that surround the hidden rows or columns. Click the Format button. Select Hide & Unhide. Select Unhide Rows or Columns. The data reappears once again. Tip: You can also right-click the row or column heading and select Unhide. CustomGuide 2015 35
Edit a Workbook Quiz 1. It's possible to replace cell contents by typing over the current contents. (True or False?) 2. To copy cells using the mouse, press and hold the key while clicking and dragging the selection. A. Alt B. Ctrl C. Shift D. F4 3. The Paste Options button appears after pasting cells in Excel. (True or False?) 4. With the Paste Special command, choose to paste only. A. values B. formulas C. cell comments D. All of these are correct. 5. Which button should be clicked to leave misspelled text alone and move to the next questionable word? A. Ignore Once B. Ignore All C. Add to Dictionary D. Change 6. It's possible to undo multiple actions in Excel. (True or False?) 7. To access the find and replace commands, click the Find & Select button in the group on the Home tab. A. Editing B. Cells C. Number D. Clipboard 36 CustomGuide 2015
Quiz Answers 1. True. Simply click a cell and type to replace its contents. 2. B. Press and hold the Ctrl key to copy cells using the mouse. 3. True. The Paste Options button appears after pasting cells in Excel. 4. D. Use the Paste Special command to paste any of these elements. 5. A. Click the Ignore Once button to leave text alone and move to the next questionable word. 6. True. It s possible to undo multiple actions in Excel. 7. A. Editing CustomGuide 2015 37
Format Worksheets You probably have a few colleagues that dazzle everyone at meetings with their sharp-looking worksheets that use colorful fonts and borders. This chapter explains how to format a worksheet to make it more visually attractive and easier to read. You will learn how to change the appearance, size, and color of text and how to align text inside a cell. You will learn how to add borders and shading, how to use cell styles, and discover many other tools that will help your worksheets look more organized and professional. Using Exercise Files This chapter suggests exercises to practice the topic of each lesson. There are two ways you may follow along with the exercise files: Open the exercise file for a lesson, perform the lesson exercise, and close the exercise file. Open the exercise file for a lesson, perform the lesson exercise, and keep the file open to perform the remaining lesson exercises for the chapter. The exercises are written so that you may build upon them, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 38 CustomGuide 2015
Format Text Emphasize text in a worksheet by making the text darker and heavier (bold), slanted (italics), or in a different typeface (font). The tools in the Font group on the Home tab make it easy to apply character formatting. Changing Font Appearance Select the cells you want to format. Click the Font list arrow on the Home tab. Tip: When text is selected in a cell, you can also click the Font list arrow on the Mini Toolbar that appears nearby. Select the font you want to use. Use the Font group to further modify the font. To format text as bold, click the Bold button. To format text as italic, click the Italic button. To underline text, click the Underline button. Tip: Click the Dialog Box Launcher in the Font group to see additional font formatting options in the Format Cells dialog box. From here, you can do things like change the underline style and add effects. Format Cells Dialog box CustomGuide 2015 39
Changing Font Size and Color Select the cells you want to format. Click the Font Size list arrow. Select the font size you want. Shortcut: Click the Increase Font Size ( ) or Decrease Font Size ( ) buttons to increase or decrease by one point at a time. Tip: Font size is measured in points (pt.) that are 1/72 of an inch. The larger the number of points, the larger the font. To change font color, click the Font color list arrow. Select the color you want. Formatting a Part of a Cell Select the cell you want to format. In the formula bar, select the text you want to format. Select the text formatting you want to use. Click the Enter button. Shortcut: Press Enter on your keyboard. 40 CustomGuide 2015
Align Cells By default, the contents of a cell appear at the bottom of the cell, with numbers aligned to the right and text aligned to the left. If this doesn t work for your spreadsheet, change it with Excel's alignment options. Change Cell Alignment Select the cell(s) you want to align. Select a horizontal alignment option. Top Align: Aligns cell contents to the top of the cell. Middle Align: Aligns cell contents to the middle of the cell. Bottom Align: Aligns cell contents to the bottom of the cell. Select a vertical alignment option. Left Align: Aligns cell contents to the left side of the cell. Center Align: Aligns cell contents to the center of the cell. Right Align: Aligns cell contents to the right side of the cell. Indent a Cell s Contents Select the cell(s) you want to indent. Click the Decrease or Increase Indent button in the Alignment group on the Ribbon. CustomGuide 2015 41
Wrap Text and Merge Cells In order to see all the text in a cell, you may need to wrap it to the next line or merge multiple cells together. Wrap Text in a Cell Select the cell(s) you want to wrap. Click the Wrap Text button. Merge Cells Select the cell(s) you want to merge. Click the Merge list arrow. Select the alignment option you want. Split Merged Cells Select the merged cell(s) you want to split. Click the Merge list arrow. Select Unmerge Cells. 42 CustomGuide 2015
Format Numbers and Dates Applying number formatting such as currency, accounting, or percentage changes how values are displayed. Excel is often smart enough to apply number formatting automatically, but you can also add it manually. Format a Number or Date Select the cell(s) that contain the value you want to format. Click the Number Format list arrow from the Home tab. Select a format. Use Advanced Number Formats Select the cell(s) that contain the value you want to format. Click the Number Format list arrow from the Home tab. Select More Number Formats. A dialog box appears with number formatting options. Shortcut: Right-click the cell(s) to be formatted and select Format Cells from the contextual menu. Select a Category. Select a formatting type for the selected category. Click OK. CustomGuide 2015 43
Create a Custom Number Format You can create your own custom number format if you have a specific format you are going to use frequently. Select the cell(s) that contain the value you want to format. Click the Number Format list arrow from the Home tab. Select More Number Formats. Select Custom. Select an existing number code as a starting point. Edit the number code in the Type field to meet your needs. Tip: As you modify the number code in the Type field, the sample above it updates so you can ensure the number format looks just right. Click OK. The cells are updated to the new custom number format, and the format is saved for future use. 44 CustomGuide 2015
Borders and Background Colors Adding cell borders and filling cells with colors and patterns can make them stand out, appear more organized, and make the spreadsheet easier to read. Add Cell Shading Select the cell(s) where you want to add the shading. Click the Fill Color list arrow. Select the color you want. Tip: Make sure the background color provides enough contrast with the text. The text needs to be legible. Tip: To see more fill color options, right-click the cell(s) to format and select Format Cells. Then click the Fill tab in the dialog box that appears. Add a Cell Border Select the cell(s) where you want to add the border. Click the Border list arrow from the Home tab. Select a border type. Tip: Click Draw Border to draw the border by clicking and dragging over cell lines. This way, the borders can be seen as they are applied. Tip: To remove a border, click the Border menu arrow in the Font group and select No Border. CustomGuide 2015 45
Advanced Border Options To have more control over the look and style of the cell borders, use the advanced border options. Select the cell(s) where you want to add the border. Click the Font dialog box launcher. Click the Border tab. Select a line style and color. Tip: You can specify exactly how you want the borders to appear by selecting options under Presets and Border. Click OK. 46 CustomGuide 2015
Copy Formatting If you have spent some time formatting cells to make them look great, you can easily reuse the formatting with just a couple clicks of the mouse. The Format Painter copies the formatting of a cell or cell range and applies it elsewhere. Select the cell(s) with the formatting you want to copy. Click the Format Painter button on the Home tab. The cursor changes to a paintbrush. Select the cells(s) where you want to apply the copied formatting. The formatting is copied to the new cell. Tip: If you want to apply copied formatting to multiple areas, you can keep the format painter turned on by doubleclicking the Format Painter button and then selecting each area you want to apply the formatting to. Click the Format Painter button again or press Esc to turn it off when you re done. CustomGuide 2015 47
Row Heights and Column Widths When you begin working on a spreadsheet, all the rows and columns are the same size. As information is entered into the worksheet, some of the columns or rows may not be large enough to display the information they contain. Tip: When you see ##### in a cell, it means the column width is not wide enough to show all of the cell contents. Adjust the column width, and the data will reappear. Adjust Column Width Click and drag a column header s right border to the left or right. Tip: When you position the cursor over a column heading's border, a two-headed black arrow appears. This needs to be showing before clicking and dragging. Adjust Row Height Click and drag a row header s bottom border up or down. Shortcut: Double-click a column heading s right border or a row heading's bottom border and the column or row will automatically shrink or expand to fit all the row or column text. 48 CustomGuide 2015
Use Additional Size Options If you know exactly what size you want a column or row, you can set a precise measurement. Select the columns or rows you want to format. Click the Format list arrow on the Home tab. Select Row Height or Column Width. Tip: Selecting an AutoFit option will automatically resize the columns or rows to best fit the cell contents. Type a row width or column height. Tip: Column width is measured in characters and row height is measured in points. Click OK. CustomGuide 2015 49
Apply Conditional Formatting Conditional formatting formats cells only if a specified condition is true. For example, use conditional formatting to change cells with a sales value over $50,000 to have red, bold font. If the value of the cell changes and no longer meets the specified condition, the cell returns to its original formatting. Applying Conditional Formatting Select the cells you want to format. Click the Conditional Formatting button on the Home tab. Select a conditional formatting option. Select a conditional formatting rule. Specify the details for the conditional formatting rule. Tip: The values you enter in the dialog box will depend on the type of rule you select. Click OK. Only the cells that meet the criteria are formatted. Remove Conditional Formatting If you decide you no longer need a cell range to be formatted, you can remove the conditional formatting from just a selected range. Select the cells that have formatting you want to remove. Click the Conditional Formatting button. Select Clear Rules. Select Clear Rules from Selected Cells. Tip: If you want to remove all the conditional formatting in the sheet, select Clear Rules from Entire Sheet instead. 50 CustomGuide 2015
Advanced Conditional Formatting Rules If your spreadsheet has conditional formatting scattered throughout you can use the Conditional Formatting Rules Manager to view, edit, and delete them as necessary. Click the Conditional Formatting button. Select Manage Rules. Click the Show formatting rules for list arrow. Select This Worksheet. Select the rule you want to remove or edit. Click Delete Rule. Or, if you just need to edit the rule, click Edit Rule instead. When you re done, click OK. The conditional formatting is removed from the worksheet. CustomGuide 2015 51
Apply and Remove Cell Styles Styles contain preset font formatting, cell shading, numbering, borders, and other formatting options that can be applied to a cell or cell range all at once. This is a convenient and easy way to quickly apply complex formatting. Apply a Cell Style Select the cell(s) you want to format. Click the Cell Styles button on the Home tab. Select a cell style. Tip: Hover your mouse over a style to preview how it will look before selecting it. Remove a Cell Style Select the cell(s) that have the style applied. Click the Cell Styles button. Select Normal. 52 CustomGuide 2015
Create and Modify Cell Styles Creating and modifying your own cell style is helpful when you have a specific type of format that you want to save to use again in multiple spreadsheets. Create a New Style Before you can create a new style, you first need to format a cell with the style you want to save. Select the cell that has the formatting you want to use for the new style. Click the Cell Styles button on the Home tab. Select New Cell Style. The formatting from the selected cell is captured. Enter a Style name. Click OK. The style is now saved and can be used in any Excel spreadsheet. Tip: Cell styles are associated with the theme that is being used for the workbook. If you switch to a new theme, the cell styles will update to match it. CustomGuide 2015 53
Modify a Style If you decide you need to update an existing style, it s pretty easy to make modifications. Click the Cell Styles button. Right-click the cell style you want to modify. Select Modify. Tip: To duplicate a style before making changes, select Duplicate from the right-click menu instead. Click the Format button. Select the formatting options you want to use. Click OK. Click OK again. The style is updated and any cells with the style applied will automatically update as well. Tip: To remove a cell style from all cells and delete the cell style itself, click the Cell Styles button on the Home tab. Then right-click the style and select Delete. 54 CustomGuide 2015
Find and Replace Formatting If you have multiple cells that have the same formatting applied and they all need to be updated, save yourself some time by using the find and replace formatting feature. Click the Find & Select button from the Home tab. Shortcut: Press Ctrl + H. Select Replace. Click the Options button. Click the top Format button. Select the formatting you want to find. Click OK. Click the bottom Format button. CustomGuide 2015 55
Select the new formatting options. Click OK. Select a replacement option: Click Find Next or Find All to locate the formatting you want replace before replacing it. Click Replace to change cells one at a time. Click Replace All to replace every instance of the formatting at once. The dialog box lets you know how many replacements were made. Click OK. All of the formatting is replaced throughout the entire worksheet. Click Close when you re done. 56 CustomGuide 2015
Insert an Image You can insert images to your spreadsheets to add visual interest. Click the Insert tab on the Ribbon. Click the Pictures button to insert an image saved to your computer. Tip: Click the Online Pictures to find a clip art image, Bing image, a file saved to your OneDrive, or picture from a social media account. Select the image you want to insert. Tip: To insert more than one image at a time, press and hold down Ctrl as you select each file. Click Insert. The image is added to the spreadsheet. Click and drag to reposition it. CustomGuide 2015 57
Format Worksheets Quiz 1. Which of the following is NOT a type of font formatting? A. Bold B. Italic C. Underline D. Comma Style 2. Which of the following is NOT a type of number formatting? A. Currency B. Accounting C. Dollar D. Percentage 3. The feature automatically resizes columns or rows to best fit cell contents. A. AutoFit B. AutoSize C. AutoAdjust D. FitRight 4. It's possible to align cell contents horizontally but not vertically within a cell. (True or False?) 5. The Border list arrow is located in the group on the Home tab. A. Alignment B. Clipboard C. Font D. Number 6. Click the Format Painter button once to apply it once or twice to apply it multiple times. (True or False?) 7. Excel contains preset formatting styles that can be quickly applied to cells. (True or False?) 58 CustomGuide 2015
8. Which of these formatting properties can be included in style formatting? A. Number B. Font C. Fill and Border. D. All of these. 9. Document themes consist of: A. Theme colors B. Theme fonts C. Theme effects D. All of these 10. allows highlighting of cells that meet specific criteria. A. Conditional formatting B. Font formatting C. Filtering D. Find and replace 11. It is not possible to edit a conditional formatting rule after it's been created. (True or False?) CustomGuide 2015 59
Quiz Answers 1. D. Comma Style is not a type of font formatting. 2. C. Dollar is not a type of number formatting. 3. A. AutoFit resizes columns or rows to best fit cell contents. 4. False. You can align cell contents vertically and horizontally within a cell. 5. C. The Border list arrow is located in the Font group. 6. True. Click the Format Painter button once to apply it once or twice to apply it multiple times. 7. True. Excel contains preset formatting styles that are all ready for you to apply to cells. 8. D. Number, Font, Fill and Border, are all available in cell styles. You can also include Alignment and Protection formatting in the style. 9. D. Document themes consist of theme colors, fonts, and effects. 10. A. Conditional formatting allows you to highlight cells that meet specific criteria. 11. False. You can edit a conditional formatting rule. 60 CustomGuide 2015
Build Formulas Formulas are the heart and soul of a spreadsheet. Without formulas, Excel would be nothing more than a grid for displaying numbers and text. As you will see in this chapter, formulas can do a lot more than just adding, subtracting, multiplying, and dividing. Excel has hundreds of different formulas you can use to create complex statistical, financial, and scientific calculations. The most expensive calculator in the world couldn t come close to matching all of Excel s functions. In this chapter, you ll learn about more complex formula writing, inserting and editing functions, defining names, tracing formulas, and diagnosing errors. Using Exercise Files This chapter suggests exercises to practice the topic of each lesson. There are two ways you may follow along with the exercise files: Open the exercise file for a lesson, perform the lesson exercise, and close the exercise file. Open the exercise file for a lesson, perform the lesson exercise, and keep the file open to perform the remaining lesson exercises for the chapter. The exercises are written so that you may build upon them, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. CustomGuide 2015 61
Formula and Function Basics Formulas contain information to perform a numerical calculation such as adding, subtracting, or multiplying. All formulas must start with an equal sign (=). Then they specify more information, like the values to calculate or function to use to calculate the values. Create Formula Click the cell where you want to add the formula. Press =. Now you have to specify what to calculate. Click a cell or type the cell reference in the formula bar to add it to the formula. Add an operator. Operators include: + (plus) - (minus) * (multiply) / (divide) Add additional cells to a formula by typing their cell reference in the formula bar or clicking the cell(s). Tip: To change the order of what is calculated, enclose the part of the formula to be calculated first in parentheses. Click the Enter button when you re finished. In a fraction of a second, Excel calculates the equation and places the result in the cell. Shortcut: Press Enter. Tip: If you make a change to any value in a cell that s referenced in the formula, Excel will automatically recalculate the changes. 62 CustomGuide 2015
Edit a Formula After a formula is complete, you can still easily update what the formula is calculating. Select the cell with the formula you want to edit. Click in the Formula bar and edit the formula as necessary. Tip: You can also double-click a cell to switch to edit mode, then edit the formula right in the cell. Click the Enter button when you re finished. Shortcut: Press Enter. The formula is updated to reflect the changes. Use a Function In Excel, a function is a preset formula. There are several hundred functions available. Some are simple, such as the Sum function. Others are much more complex and contain several different arguments. Arguments are the data used by the function to make a calculation. They appear within the parentheses in the function. Function Categories Financial Functions that are used to calculate interest, payments, loans, etc. Date & Time Math & Trig Statistical Lookup & Reference Database Text Logical Information Engineering Cube Functions to calculate date and times values. Math and trigonometry functions, such as SUM, COS, and TAN. Functions that calculate averages, standard deviations, etc. Functions that lookup or reference values. Functions that lookup or calculate values in a list or database. Functions that can be used with text or labels. Conditional functions (IF THEN). Functions that return information about values and the worksheet itself. Functions used in engineering calculations. Functions that extract data from OLAP cubes. CustomGuide 2015 63
Sums and Averages The Sum and Average functions are fairly basic mathematical functions used to total and find the average for a range of cells. Create a Sum Formula The Sum function adds up all the numbers in a range of cells. Select the cell where you want the sum to appear. Click the Sum button. Excel guesses the range you want to total. If necessary, modify the selection to include the correct cells. Click Enter. Shortcut: Press Enter. 64 CustomGuide 2015
Create an Average Formula The Average function calculates the average for all the numbers in a range of cells. Select the cell where you want the average to appear. Click the Sum list arrow. Select Average. Excel guesses the range you want to average. If necessary, modify the selection to include the correct cells. Click Enter. Shortcut: Press Enter. CustomGuide 2015 65
Reference External Data References to cells or cell ranges on other sheets are called external references. One of the most common reasons for using external references is to create a worksheet that summarizes the totals from other worksheets. Reference Another Worksheet Select the cell where you want to insert the reference. Type = to start building the reference. Select the worksheet that contains the cells you want to reference. Select the cell(s) you want to reference. Click Enter. Shortcut: Press Enter. The value from the other worksheet appears in the selected cell. Notice that a worksheet reference in a formula has an exclamation point (!) after the sheet name. 66 CustomGuide 2015
Reference Another Workbook You can also reference cells in completely different files. Select the cell where you want to insert the reference. Type = to start building the reference. Click on the Excel Icon in the task bar. Select the workbook that you want to reference. Select the cell(s) you want to reference. Click or press Enter. The value from the other workbook appears in the worksheet. Notice that when another workbook is referenced in a formula, the file name appears in brackets like these: [ ]. Tip: If you move, delete, or rename the file you referenced, your formula will break. CustomGuide 2015 67
Absolute and Relative References A cell reference tells Excel where to look for values to use in a formula. Using cell references is helpful because if the values in the referenced cells are changed, the formula automatically updates using the new values. There are two different kinds of cell references: relative and absolute. Relative References Relative references refer to cells in relation to the location of the cell that contains the formula. When the formula is moved, it references new cells based on their location. Relative references are the default type of references in Excel. To see what relative references look like Select a cell that contains a formula that you d like to duplicate. In the formula bar, you can see the cells that are referenced in the formula. Double-click the fill handle to fill in the rest of the column. Select another cell in the column. As you can see, the new formula in the formula bar has been updated relative to the new location. 68 CustomGuide 2015
Absolute References Absolute references always refer to the same cell, even when the formula is copied and pasted. Absolute references are indicated with dollar signs ($A$1) in formulas. To see what absolute references look like Select a cell where you want to add an absolute reference. Type the cell reference with a $ before both the letter and number of the cell that you want to remain stationary. Shortcut: Click in any cell reference in the formula bar and press F4 to convert it to an absolute reference. Click or press Enter. No matter where this formula is copied and pasted, the cell referenced with the absolute reference will never change. CustomGuide 2015 69
Cell and Range Names Cell references can be confusing, especially when you're working with formulas. However, cell and range names can help. You can name a single cell or range of cells, then use the name in formulas instead of the cell reference. You can define a name for a cell, cell range, or even multiple non-adjacent cells. For example, you can name the cell range B4:B8 Sales. Then, instead of totaling sales with the formula =Sum(B4:B8), use the defined name to create the more readable formula, =Sum(Sales). Create a Name Select the cell(s) you want to name. Click the Name box on the formula bar. Type a name for the cell or range and press Enter. Now when you create a formula, use the name to reference the cell(s) instead. Tip: A cell or range name cannot include spaces. Use a period or underscore instead. Use a Cell or Range Name in a Formula Click the cell where you want to add the formula. Type = followed by the formula you want to use. When you want to reference the named cell(s), type the name, then press Enter when the formula is complete. Tip: You can also click the Formulas tab on the Ribbon, click the Use in Formula button, and select a name from the list. 70 CustomGuide 2015
Navigate to a Named Range Cell and range names also make it easier to navigate a workbook. You can easily search for a name in the workbook. Click the Name box menu arrow. A list of all the named ranges in the workbook appears. Select the name you want to go to. Excel takes you back to your named cell or cell range. Edit and Delete Cell or Range Names When you need to change or remove a named range, use the Name Manager. Click the Formulas tab. Click the Name Manager Button. Select the name you want to modify. Click Edit or Delete. Use Edit to change the name or update which cell or range the name refers to. Use Delete if you no longer need the named cell or range. Tip: If you delete a name, a dialog box will ask you to confirm the deletion. Click OK. Click Close when you're finished. CustomGuide 2015 71
Financial Functions Financial functions let you calculate things like interest, payments, and future values. One of the most useful financial functions, the PMT function, calculates the payment for a loan based on periodic payments and a constant interest rate. For example, if you are taking out a $10,000 car loan at 8% interest and know that the loan would have to be paid off in four years, you could use the PMT function to calculate that the monthly payments for such a loan would be $244.13. PMT Function Select the cell where you want to add the result of the financial formula. Click the Insert Function button. Tip: The Insert Function feature can help you select, enter, and edit worksheet functions. Select Financial from the list of function categories. Select the type of financial function you want to use. When a function is selected, a description appears below the list. Make sure it's the one you need. Click OK. 72 CustomGuide 2015
Fill in the function arguments. Pay attention to the argument notes below the argument fields. These give details about what to enter for the argument. Tip: The arguments in bold are required, the others are optional. Shortcut: Instead of typing argument values, click a Collapse Dialog button, select a cell range in the worksheet, and then click the Expand Dialog button. Click OK when you re finished. The financial function calculates all of the arguments and puts the result in the selected cell. Common Financial Functions FV Calculates the future value of an investment based on periodic, constant payments and a constant interest rate. IPMT IRR NPV PMT PV RATE Calculates the interest payment for over a specified period of time, with constant periodic payments and a constant interest rate. Calculates the internal rate of return of investment. The internal rate of return is the interest rate received for an investment consisting of payments (negative values) and income (positive values) that occur at regular intervals. Calculates the net present value of an investment by using a discount rate and a series of future payments (negative values) and income (positive values). Calculates the payment for a loan based on constant payments and a constant interest rate. Returns the present value of an investment. Determines the interest rate per period of an annuity. CustomGuide 2015 73
Logical Functions Logical functions evaluate conditions and return one value if the condition is true, and another value if it's false. For example, you could use the IF function in an invoice to create a formula that would subtract a 5% discount from the invoice if the total was more than $500.00, otherwise it wouldn t subtract anything. IF Function Click where you want to insert the formula. Click the Formulas tab. Click the Logical button. Select IF. Enter the function arguments: Logical Text: Evaluate if a statement is true or false. Value if True: Return this value if the statement in the Logical Test is true. Value if False: Return this value if the statement in the Logical Test is false. Click OK when you re finished. The IF function evaluates the arguments and returns a value based on the result of the calculation. Common Logical Functions AND Checks whether all arguments are TRUE, and returns TRUE if all arguments are TRUE. FALSE IF IFERROR NOT OR TRUE Returns the logical value FALSE. Checks whether a condition is met. Returns one value if TRUE, and another value if FALSE. Returns value_if_error if expression is an error and the value of the expression itself otherwise. Changes FALSE to TRUE, or TRUE to FALSE. Checks whether any of the arguments are TRUE, and returns TRUE or FALSE. Returns FALSE only if all arguments are FALSE. Returns the logical value TRUE. 74 CustomGuide 2015
Text Functions Excel offers a category of functions aimed at working with text. These functions allow removing, combining, and replacing different pieces of text in a worksheet. Concatenate Text The concatenate function is a frequently used text function that takes multiple text strings and joins them into one text string. Click where you want to insert the formula. Click the Formulas tab. Click the Text button. Select Concatenate. Specify the text you want to combine. Tip: To add a space, type a space between quotations ( ) in its own text field. Tip: Check out the formula result at the lower-left corner to make sure it looks correct. Click OK when you re finished. The concatenate function looks at the values in the arguments and combines the specified text into one cell. Common Text Functions CONCATENATE Joins several text strings into one text string. EXACT LEFT LEN LOWER MID RIGHT UPPER Checks whether two text strings are exactly the same, and returns TRUE or FALSE. Returns the specified number of characters from the start of a text string. Returns the number of characters in a text string. Converts all letters in a text string to lowercase. Returns the characters from the middle of a text string, given a starting position and length. Returns the specified number of characters from the end of a text string. Converts a text string to all uppercase letters. CustomGuide 2015 75
Lookup Functions When you have spreadsheets with tons of data, finding just what you need can be daunting. Using Lookup functions can be a huge time-saver. For example, VLOOKUP searches vertically down the left-most column of a cell range to find a value specified. When it finds the value, it then looks across the row and returns the value in the column specified. VLOOKUP Click the cell where you want to add the VLOOKUP formula. Click Insert Function. Select Lookup & Reference from the list of categories. Select the VLOOKUP function. Click OK. Fill in the function arguments. Lookup_value: The number you want to search for in the left-most column. Table_array: The cell range you want to search in. Col_index_num: The column number for the value you want to look up. For this formula, each column has a number assigned. Column A=1, B=2, etc. Click OK. The formula is added and it returns the data for the lookup value. You can update the lookup value as needed to find the necessary information. Tip: The HLOOKUP function is similar to VLOOKUP, except it searches horizontally across the top row of cells until it finds the value specified. When it finds the specified value it looks down the column to find the specified value. 76 CustomGuide 2015
Formula Errors When Excel comes across a formula that it cannot calculate, it displays an error. Errors occur because of incorrectly written formulas, referencing cells that don t exist, or breaking mathematic fundamentals. #### Error If a cell contains multiple pound signs, it means the column isn't wide enough to fit the cell data. Double-click the line to the right of the column letter. The column automatically adjusts to fit all the data. #NAME? Error The #NAME? error appears when Excel doesn t recognize the text entered in a formula. When you can t figure out how to fix an error, get help with error checking. Select the cell with the error. Click the Formulas tab. Click Error Checking. The dialog box tells you what's going on with the error. Click Edit in Formula Bar. Tip: You can also get help, have Excel show the calculation steps, or just ignore the error from this dialog box. Enter the correct formula. Click or press Enter. Close the dialog box when you re done. Tip: Error checking can also be used on other errors, if you can t remember what they mean. CustomGuide 2015 77
#VALUE! Error The #VALUE! error appears when a mathematical formula references a text entry instead of a numerical entry. If you don t know which cells are part of a formula, use Trace Precedents to display arrows that show which cells affect the selected cell. Select the cell with the error. Click the Formulas tab. Click Trace Precedents. Arrows appear to show which cells are part of the formula. Locate the cell that s causing the error. Correct the formula in the formula bar. Click or press Enter. Tip: Similar to Trace Precedents, Trace Dependents displays arrows that point to cells that are affected by the currently selected cell. 78 CustomGuide 2015
#DIV/0 Error The #DIV/0 error appears when a formula attempts to divide a number by zero. This error is pretty common because it shows up whenever a formula refers to a blank cell as a divisor. Select the cell with the error. Click in the formula bar and fix the error. Click or press Enter. #REF! Error The #REF! error appears when a cell reference isn t valid. You ll see this error frequently, whenever a cell range that was referenced in a formula is deleted. Select the cell with the error. Click in the formula bar and fix the error. Click or press Enter. CustomGuide 2015 79
Build Formulas Quiz 1. To change a calculation s order of evaluation, enclose the part of the formula to be calculated first in parentheses. (True or False?) 2. Which of the following is NOT a category of functions in Excel? A. Scientific B. Financial C. Logical D. Math & Trig 3. You can define a name for multiple non-adjacent cells. (True or False?) 4. Which of the following is NOT a button found in the Defined Names group? A. Name Manager B. Evaluate Formula C. Define Name D. Use in Formula 5. Click the button to display arrows that show what cells affect the currently selected cell. A. Show Formulas B. Watch Window C. Define Name D. Trace Precedents 6. The Error Checking dialog box does not include which one of the following buttons? A. Help on this error B. Show Calculation Steps C. Edit in Formula Bar D. Show Formulas 7. What are the three arguments or parts of an IF formula? A. IF, THEN, ELSE B. The conditional statement, the value if the test is false, and the value if the test is true. C. The logical test, the value if the test is true, and the value if the test is false. D. The conditional statement, the expression, and the value. 80 CustomGuide 2015
8. If you make a change to any value in a cell that s referenced in the formula, Excel will automatically recalculate the changes. (True or False?) 9. Which is NOT a required part of a PMT function? A. The interest rate. B. The amount of the loan, or principal. C. The number of payments. D. If the interest rate is Fixed or Variable. 10. Which of the following functions looks up values vertically down a column and then horizontally across a row? A. HLOOKUP B. DSUM C. DLOOKUP D. VLOOKUP CustomGuide 2015 81
Quiz Answers 1. True. To change the order of evaluation, enclose the part of the formula to be calculated first in parentheses. 2. A. Scientific is not a category of functions in Excel. 3. True. Define a name for multiple non-adjacent cells. 4. B. The Evaluate Formula button is not found in the Defined Names group. 5. D. Click the Trace Precedents button to display arrows that show what cells affect the currently selected cell. 6. D. The Error Checking dialog box does not have a Show Formulas button. 7. C. The three parts of an IF formula are the logical test, the value if the test is true, and the value if the test is false. 8. True. By default, Excel recalculates the formulas in a workbook whenever a value is changed that affects another value. 9. D. A fixed or variable interest rate option is not part of the PMT function. 10. The VLOOKUP functions can look up values vertically down a column and then horizontally across a row. 82 CustomGuide 2015
View and Manage Worksheets Once you start filling a workbook with data, you ll notice that it can be tricky to organize and view it all at once. Luckily, Excel gives you several options for viewing and working with data and windows. You can split windows, insert new worksheets, copy worksheets, work with multiple workbooks at once, hide data, and hide worksheets and gridlines. In this chapter, we ll look at ways to make viewing and working with data easier. Using Exercise Files This chapter suggests exercises to practice the topic of each lesson. There are two ways you may follow along with the exercise files: Open the exercise file for a lesson, perform the lesson exercise, and close the exercise file. Open the exercise file for a lesson, perform the lesson exercise, and keep the file open to perform the remaining lesson exercises for the chapter. The exercises are written so that you may build upon them, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. CustomGuide 2015 83
View Workbooks There are several ways to change how a workbook s contents are displayed on the screen using Workbook views. You can also zoom in or out to view more or less of a workbook at a time. Change Workbook Views The workbook view options are located on the View tab. Worksheet View Options Normal View This is the default Excel view, and the one most usually used when creating and editing workbooks. Row and column headers are displayed. Page Break Preview Page Layout View Custom Views This is the view used to fine-tune a workbook before printing. Edit the workbook like it s in Normal view, use the rulers, change the page orientation, work with headers, footers and margins, and hide or display row or column headers. This view is helpful for making sure data is laid out correctly to appear on the desired page(s). It shows where the page breaks will occur when the workbook is printed. Use this to create a custom view that is specific to you needs. Use Zoom Sometimes it is helpful to make a worksheet appear larger on the computer s screen, especially if the computer has a small monitor. Or you may need to zoom out to see how the whole worksheet looks. Click the View tab. Click the Zoom button. Shortcut: Use the zoom slider at the bottom-right of the window to zoom instead. Select the magnification level you want to use. Click OK. 84 CustomGuide 2015
Create a Custom View Creating a custom view allows you to save the view and print settings by so that they don t have to be reapplied over and over. Before beginning, make sure your workbook has the print and view settings you want. Click the View tab. Click the Custom Views button. Click the Add button. Enter a name for the view and choose what to include. Click OK. Apply a Custom View Click the View tab. Click the Custom View button. Select the view you want to use. Click Show. CustomGuide 2015 85
Move and Copy Worksheets Even after a spreadsheet is created, you can move or copy it to a new location. The quickest way to move a worksheet is to click and drag it to a new location within the current workbook or drag it into a completely different workbook. But you can also use the Move or Copy dialog box for more accuracy. Select the worksheet you want to move. Click the Format button on the Home tab. Select Move or Copy Sheet. Shortcut: Right-click a sheet tab and select Move or Copy. Select a workbook to move or copy the worksheet to. Tip: The workbook must be open in order for it to appear in this list. Specify which worksheet you want it to come before in the new workbook. Tip: To keep the original worksheet in the same spot and create a copy, check the Create a copy checkbox. Click OK. 86 CustomGuide 2015
Insert, Rename, and Delete Worksheets It s easy to add or remove worksheets from a workbook. Insert a Worksheet Click the Insert button list arrow on the Home tab. Select Insert Sheet. Shortcut: Click the New Sheet button at the bottom of the workbook window, to the right of the last sheet tab. Rename a Worksheet Click the Format button. Select Rename Sheet. Shortcut: Double-click a sheet name to make it editable. Type a new name for the worksheet and press Enter. Delete a Worksheet Select the sheet you want to delete. Click the Delete button list arrow on the Home tab. Select Delete Sheet. Shortcut: Right-click a sheet tab and select Delete. Click Delete. CustomGuide 2015 87
Freeze Rows and Columns When you're working in large spreadsheets, it can be hard to know what you're looking at once you scroll away from the row and column headings. Luckily, you can freeze part of the worksheet so that even when you scroll, you can still see the headings. Freeze Rows and Columns Select a cell where you want to freeze the row or column. The columns and rows will be frozen above and to the left of the selected cell. Click the Freeze Panes button on the View tab. Select a freeze option. The rows or columns are frozen and will always remain visible. Freeze Options Freeze Panes Freeze Top Row Freeze First Column Freezes the worksheet above and to the left of the cell that is currently active. Creates two or four panes depending on the location of the active cell. Keeps the top row visible and allows scrolling through the rest of the worksheet. Creates two panes. Keeps the first column visible and allows scrolling through the rest of the worksheet. Creates two panes. Unfreeze Panes If you no longer need the part of the spreadsheet to be frozen, you can unfreeze it. On the View tab, click Freeze Panes. Select Unfreeze Panes. Tip: Frozen panes cannot be moved without unfreezing and freezing again. 88 CustomGuide 2015
Split the Worksheet Window When a worksheet window is split, multiple panes are created in the window. These panes can be frozen, like in the previous lesson, or navigated independently, allowing changes to be made in multiple areas of a worksheet at once. Add a Worksheet Window Split Select the desired cell to split the window. The worksheet will split into four panes above and to the left of the active cell. To split the worksheet into only two panes, select a cell in the top or bottom-most visible row, or the left-most visible column. Click the View tab on the Ribbon. Click the Split button. The worksheet is split into sections that can be navigated individually. Tip: Adjust where the panes appear after a split is created in the window by clicking and dragging the split lines. Remove a Worksheet Window Split Click the View tab on the Ribbon. Click the Split button in the Window group. Shortcut: Click and drag the split lines to the edge of the window. The window is no longer split. CustomGuide 2015 89
Hiding Worksheets and Gridlines If you have a workbook that you are going to show to others, you may want to hide certain worksheets so some information isn't visible. Hiding worksheets doesn t delete any data, just hides it from view temporarily. Hide a Worksheet Select the worksheet you want to hide. Click the Format button from the Home tab. Select Hide & Unhide. Select Hide Sheet. Shortcut: Right-click a sheet tab and select Hide from the menu. Tip: This doesn't protect the spreadsheet. Anyone with access to the file can easily unhide the sheet. Unhide a Worksheet Click the Format button from the Home tab. Select Hide & Unhide. Select Unhide Sheet. Select the worksheet you want to unhide and click OK. Tip: You can also use this dialog box to check for any hidden sheets in the file. 90 CustomGuide 2015
Hide or Display Gridlines The worksheet gridlines are on by default. If you don t want to see them, they can be turned off so the worksheet has a plain, white background. Click the View tab. Click the Show button. Uncheck the Gridlines box. Tip: If you need to turn the gridlines back on, just recheck the box. CustomGuide 2015 91
View and Manage Worksheets Quiz 1. Which of the following is NOT a view option in Excel? A. Normal view B. Edit view C. Page Layout view D. Page Break Preview view 2. Use the Zoom slider to change the magnification level of a worksheet. (True or False?) 3. It's possible to add additional worksheets to a workbook. (True or False?) 4. Move a worksheet within a workbook simply by dragging the sheet's tab to a new location. (True or False?) 5. Which of the following is NOT a Freeze Pane option in Excel? A. Freeze Panes B. Freeze Top Row C. Freeze All D. Freeze First Column 6. Splitting and freezing a workbook window are exactly the same thing. (True or False?) 7. When hiding a row, column, or worksheet, the hidden data is deleted. (True or False?) 92 CustomGuide 2015
Quiz Answers 1. B. Edit view is not an Excel view option. 2. True. The Zoom slider on the status bar allows zooming in and out of a worksheet. You can also zoom from the View tab on the Ribbon. 3. True. It's possible to add and delete worksheets. 4. True. Move a worksheet within a workbook simply by dragging the sheet's tab to the new location. 5. C. Freeze All is not a Freeze Pane option in Excel. 6. False. They are similar, but splitting allows all window sections to be scrolled through independently. Also, move split lines but not frozen sections. 7. False. Hiding data doesn't delete it, it just hides it from view until it is unhidden. CustomGuide 2015 93
Charts Charts allow you to present data, relationships, or trends graphically. Charts are often better at presenting information and highlighting trends than the hard-to-read numbers in a table or spreadsheet. With over ten different types, and countless customization options, there s no doubt you ll be able to create a professional looking chart to summarize your data. In this chapter, you will learn how to create, edit and format dynamic looking charts. Using Exercise Files This chapter suggests exercises to practice the topic of each lesson. There are two ways you may follow along with the exercise files: Open the exercise file for a lesson, perform the lesson exercise, and close the exercise file. Open the exercise file for a lesson, perform the lesson exercise, and keep the file open to perform the remaining lesson exercises for the chapter. The exercises are written so that you may build upon them, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 94 CustomGuide 2015
Create Charts Charts are a great way to share information. They graphically present data, relationships, or trends. Create a Chart Select the data you want to include in your chart. Tip: Make sure to include your column names if you want them to be in the chart. Click the Insert tab. Select a chart type. Tip: To see all available chart types click the See All Charts dialog box launcher. Select a chart. Your chart appears along with the Chart Tools tab on the Ribbon. Excel Chart Types Column Column charts are used to compare different values vertically side-by-side. Each value is represented in the chart by a vertical bar. Line Pie Bar Area XY (Scatter) Stock Surface Radar Combination Line charts are used to illustrate trends over time. Each value is plotted as a point on the chart and is connected to other values by a line. Pie charts are useful for showing values as a percentage of a whole. The values for each item are represented by different colors. Bar charts are just like column charts, except they display information in horizontal bars rather than in vertical columns. Area charts are similar to line charts, but the area beneath the lines is filled in. Scatter charts are used to plot clusters of values using single points. Multiple items can be plotted using different colored points or different symbols. Stock charts are effective for reporting the high and low points of a range of data. A surface chart is useful for finding the best combinations between two sets of data. Radar charts compare a collection of values from multiple data series. Used to show outliers and commonality. Combination charts show both a clustered column and line chart to compare values. CustomGuide 2015 95
Create a Recommended Chart Sometimes it s helpful to let someone else do the thinking for you. By using the Recommended Charts feature you can let Excel recommend charts that represent your data in the most efficient way. Select the data you want to include in your chart. Click the Insert tab. Click Recommended Charts. Excel recommends charts based on the data you selected. Select the type of chart you want to use. Tip: Once you select a chart, a preview and description appear at the right. Click OK. 96 CustomGuide 2015
Move and Resize Charts Once a chart has been added to the worksheet, you ll probably need to move and resize it to fit the spreadsheet. Move a Chart Click the chart to select it. Click the chart s border and drag it to the new location. Tip: Make sure the four-headed arrow is activated before clicking and dragging. Tip: To move a chart to another worksheet as an embedded object, click the Design tab under Chart Tools, then click the Move Chart button, select an option, and click OK. Resize a Chart Click the chart to select it. Click and drag the chart s sizing handle. Tip: Make sure the two-headed arrow is activated before clicking and dragging. CustomGuide 2015 97
Delete a Chart If you no longer need a chart in a spreadsheet, you can delete it. Click the chart to select it. Press the Delete key on your keyboard. 98 CustomGuide 2015
Change Chart Type Different types of charts are better for presenting different types of information. If a previously created chart isn t the best fit for the data, switch it to a different chart type. Select the chart you want to change. Click the Design tab. Click Change Chart Type. The Change Chart Type dialog box appears. It shows the different types of charts available. Shortcut: Right-click a chart and select Change Chart Type from the menu. Select a different chart option. Click OK. CustomGuide 2015 99
Layout and Style An easy way to change the look and feel of a chart is by applying one of the built-in layouts or styles that are available in Excel. Apply a Chart Layout Built-in chart layouts can quickly adjust the overall layout of a chart with different combinations of titles, labels, and chart orientations. Select the chart you want to format. Click the Design tab. Click the Quick Layout button. Select the layout you want to use. Apply a Chart Style Built-in chart styles allow you to adjust of the format of several chart elements all at once. Styles quickly change colors, shading, and other formatting properties. Select the chart you want to format. Click the Design tab. Click the Chart Styles list arrow. Tip: If the style you want to use is already displayed in the gallery, there is no need to expand the menu, just select it. Select a new style. 100 CustomGuide 2015
Chart Colors Once you have the layout and style set, you can adjust the color scheme. Select the chart you want to format. Click the Design tab. Click the Change Colors button. Select a new color set. Shortcut: To change the chart colors or style, click the Chart Styles shortcut button that appears to the right of the chart when it is selected. CustomGuide 2015 101
Titles and Legends Titles and legends help others can easily understand and interpret the data in a chart. Using them correctly is essential for creating a useful chart. Change the Chart Title Select the chart. Right-click the chart title. Select Edit Text. Shortcut: Double-click the chart title to make it editable. Enter the new chart title. Click anywhere outside the title area. 102 CustomGuide 2015
Add Axis Titles Select the chart. Click the Chart Elements button. Tip: Hover the mouse over the label options in the list to preview them on your chart before making your selection. Check the Axis Titles box. A text box is added for both the vertical and horizontal axis. Enter descriptive axis titles. Click outside the title area. Position the Chart Legend Usually when a chart is created, a legend is added at the bottom. You can move the legend to a different location if necessary. Select the chart. Click the Chart Elements button. Tip: You can also click the Add Chart Element button on the Design tab. Click the Legend list arrow. Tip: Be careful not to click the word Legend or it will turn off, just hover over it until the list arrow appears. Select a position for the legend. CustomGuide 2015 103
Gridlines Gridlines are the lines in the background of a chart that correspond to the values in the chart. In column and bar charts, gridlines make it easier to compare the values in the chart. Show Chart Gridlines Select the chart you want to format. Click the Chart Elements button. Click the Gridlines list arrow. Tip: Be careful not to click the word Gridlines or all of the gridlines will turn off, just hover over it until the list arrow appears. Select the set of gridlines you want to show. Tip: If you no longer wish to see the gridlines, just uncheck the box to turn them off. Gridline Options Primary Major Horizontal Primary Major Vertical Primary Minor Horizontal Primary Minor Vertical 104 CustomGuide 2015
Labels and Data Tables Add Data Labels Data labels display the exact number value next to the series, helping to emphasize or clarify the data. Select the chart. Tip: To add data labels to just one data series, select that series after selecting the entire chart. Click the Chart Elements button. Click the Data Labels check box. Display a Data Table Adding a data table allows you to see all the data that's being charted. This is a convenient option when your data is being pulled from another spreadsheet. Select the chart. Click the Chart Elements button. Click Data Table check box. A table with all of the data represented in the chart is placed below it. Tip: To edit the data table settings, hover over Data Table in the Chart Elements menu, click the list arrow, and select More Options. CustomGuide 2015 105
Data Series Change the Color of a Data Series If a single piece of data is the focus of a chart, change the formatting to make sure it stands out. Select the chart. Select the data series you want to format. Click the Format tab. Click Format Selection. The formatting pane appears at the right. Shortcut: Right-click a data series and select Format Data Series from the contextual menu. Tip: To change which object you are formatting, click the Series Options menu arrow and select a different chart element. Click the Fill & Line button. Click the Fill arrow to expand the fill options. Click the Fill Color button. Select a color. The formatting is automatically applied to the data series you selected. 106 CustomGuide 2015
Modify Chart Data Even after data is in a chart, there are modifications you can make to change what's displayed. Add a Data Series You can easily add more data to the chart by using the Select Data Source dialog box. Click the chart to select it. Click the Design tab. Click the Select Data button. Tip: The Select Data Source dialog box can also be use to remove a data series from the chart. Just select the series and click Remove. Click Add. Select the cell that holds the series name. Click the Series values field and select the data range that needs to be added to the chart. Click OK. The dialog box closes and the chart is updated with the new data. CustomGuide 2015 107
Rename a Data Series Charts are not completely tied to the source data. This makes it possible to change the name of a data series without changing the data in the worksheet. Click the chart to select it. Click the Design tab. Click the Select Data button. Select the data series you want to rename. Click Edit. Type a new name. Click OK. The name is updated in the chart, but the worksheet data remains unchanged. Reorder a Data Series You can also reorder your data from the Select Data Source dialog box without actually changing the data in the worksheet. From the Select Data Source dialog box, select the data series you want to move. Click the Move Up or Move down button. Click OK. The chart is updated to display the new order of data, but the worksheet data remains unchanged. 108 CustomGuide 2015
Filter Charts You may occasionally want to turn off certain parts of your chart to focus in on specific data. This can be accomplished with filtering. Filter a Chart Select the chart you want to filter. Click the Chart Filters button. Select the item(s) you want to display or hide. Click Apply. All of the data remains in the worksheet, but only the selected values appear in the chart. Remove a Filter When you need to see all your data again, clear the filter. Select the chart with the filter you want to remove. Click the Chart Filters button. For the data that s filtered, click the Select All checkbox twice. Tip: Clicking the checkbox once deselects everything. Clicking it again turns everything on again. Click Apply. CustomGuide 2015 109
Sparklines Sparklines provide a way to chart information in the individual cells of a worksheet. They are a great way to show a snapshot of the data in a worksheet. Select the cells you want to summarize. Click the Insert tab. Click the Sparklines button. Select a Sparkline type. Line: Shows trends in the data over time. Column: Shows differences in quantity. Win/Loss: Shows gains or losses. The Create Sparklines dialogue box appears. When a cell range is already selected, the Data Range field is automatically populated. Tip: If you didn t select a data range to use in the sparkline, enter it in the Data Range field. Click the Location Range field. Select the cell where you want the sparkline to appear. Click OK. Tip: You can change the sparkline s style by selecting it, clicking the Design tab, and selecting a style from the Style Gallery. 110 CustomGuide 2015
Chart Templates If you find you are frequently creating the same type of charts with customized layouts and formatting, save yourself some time and create a chart template to reuse again and again. Save a Chart as a Template Once you ve customized a chart s layout and formatting, save it as a template. Select the chart you want to save as a template. Right-click the chart. Select Save as Template. Navigate to where you want to save the template and type a name for the template in the File name box. Tip: When Excel is installed on your computer, it automatically creates a special folder to store the templates you create, but you can select a different folder if you d like. Click Save. CustomGuide 2015 111
Create a New Chart from a Template Once a template is saved, use it to create a new chart. Select a cell range to chart. Click the Insert tab on the Ribbon. Click the Dialog Box Launcher in the Charts group. Select the All Charts tab. Click the Templates folder in the list on the left. Tip: If you no longer need a template, click the Manage Templates button to delete it. Select a template to use. Click OK. 112 CustomGuide 2015
Charts Quiz 1. If you want to quickly create a chart using an available data range, the best way to do it is by selecting Recommended Charts. (True or False?) 2. Which of these chart types would be best for illustrating values as a percentage of a whole? A. Area B. Pie C. Scatter D. Column 3. A line chart A. displays trends over time. B. compares values across categories. C. displays the contribution of each value to a total. D. compares pairs of values. 4. To create a chart, click the A. Home tab. B. Insert tab. C. Data tab. D. Formulas tab. 5. To remove a data label, select the label and press Delete. (True or False?) 6. Which of these options is NOT true? A. Gridlines can be displayed for both the horizontal and vertical axes. B. All gridlines can be removed from a chart by choosing None for the axis. C. Gridlines can only be displayed using default settings. D. Major and minor gridlines can be shown at the same time. 7. It's possible to double-click a chart element to change its formatting. (True or False?) 8. Chart type cannot be changed after a chart is created. (True or False?) 9. What is a sparkline? A. A way to combine two different chart types in a chart. B. A summary of all the charts in a workbook. C. A printout of a chart. D. A snapshot of data on a worksheet. CustomGuide 2015 113
Quiz Answers 1. True. To quickly insert a chart, you can use the Recommended Charts function. 2. B. Pie charts are best for showing values as a percentage of a whole. 3. A. A line chart displays trends over time. 4. B. To create a chart, click the Insert tab, then select a chart type and chart in the Charts group. 5. False. To remove a data label, click the Chart Elements button and uncheck the data labels checkbox. 6. C. Gridlines can be formatted to use whatever color, style, and width preferred. 7. True. Double-click a chart element to change its formatting. 8. False. The chart type can be changed after it is created. 9. D. A sparkline is a snapshot of data on a worksheet. 114 CustomGuide 2015
Print Worksheets Once you ve entered in all your data, formatted it, and created professional looking charts, get them ready to print your worksheets to share them with other people. This chapter will show you how to get your Excel worksheets to print how you want them. You ll learn how to change the page size, select where your printed pages break, select your margin sizes, and work with headers and footers. Using Exercise Files This chapter suggests exercises to practice the topic of each lesson. There are two ways you may follow along with the exercise files: Open the exercise file for a lesson, perform the lesson exercise, and close the exercise file. Open the exercise file for a lesson, perform the lesson exercise, and keep the file open to perform the remaining lesson exercises for the chapter. The exercises are written so that you may build upon them, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. CustomGuide 2015 115
Page Size and Scale To make sure a worksheet prints correctly on paper, you may need to select a different paper size or scale the worksheet to fit. Change Page Size Click the Page Layout tab. Click the Size button. Select a page size. Tip: If you don t see the paper size you need, select More Paper Sizes. Change Print Scale Click the Page Layout tab. Change the settings in the Scale to Fit group on the Ribbon. Width: Select the maximum width in number of pages the printed data will occupy. Height: Select the maximum height in number of pages the printed data will occupy. Scale: Enter a percentage or use the arrow buttons to stretch or shrink the printed output to a percentage of its actual size. Tip: Click the Scale to Fit dialog box launcher to see additional scaling options. 116 CustomGuide 2015
Print Area and Page Breaks There are two ways to specify the workbook data that is printed: setting the print area and adjusting the page breaks. Set the Print Area To print part of a worksheet, define a print area so that any time the worksheet is printed, only that cell range is printed. Select cells that you want to print. Click the Print Layout tab. Click the Print Area button. Select Set Print Area. When you print, only the selected cells appear on the page. Tip: A dark gray border appears around the print area. Tip: Once a print area is set, add additional print areas by selecting the additional cells, clicking the Print Area button, and selecting Add to Print Area. Remove a Print Area Click the Print Layout tab. Click the Print Area button. Select Clear Print Area. The print area is cleared and the entire worksheet will print. CustomGuide 2015 117
Use Page Breaks Excel automatically breaks up the page based on the margins and other page settings, but it s also possible adjust these page breaks or add alternative breaks to divide a worksheet into separate pages for printing. Click the View tab. Click the Page Break Preview button. Shortcut: Click the Page Break Preview button on the status bar. The worksheet appears in Page Break Preview view. To move a page break, click and drag it to a new location. Tip: Dashed lines indicate automatic page breaks, while solid lines represent page breaks that you have changed or added. 118 CustomGuide 2015
Print Titles and Headings Turning on print titles, gridlines, and headings makes your printed worksheets easier to read. Print titles allow you to designate certain rows and columns to repeat on every printed page. Gridlines separate the contents of each cell. Click the Page Layout tab. Click the Print Titles button. Under Print Titles, enter the row or columns you want to repeat on each page. Tip: Click the cell reference button to minimize the dialog box and select cells in the spreadsheet. Click the Gridlines checkbox to show or hide gridlines. Click the Row and column headings checkbox to show or hide row and column headings. Click OK when you re finished to close the dialog box. CustomGuide 2015 119
Headers and Footers Use a header to include the same information at the top of every printed page or a footer to include information at the bottom of every page. Enter custom headers or footers, insert built-in ones, or insert specific elements such as page numbers. Add a Header or Footer Click the Insert tab. Click the Text button. Select Header & Footer. The Header & Footer view displays and the header is active. Tip: You can also access the header and footer by clicking the View tab and clicking the Page Layout View button in the Select the left, center, or right header on the worksheet. Select a header element in the Header & Footer Elements group on the Ribbon. Tip: You can also type custom text in any header or footer. To view the footer, click the Go to Footer button. To use a premade footer, click the Footer list arrow. Select the footer you want to use. Tip: Headers and footers can be formatted using the commands in the Font group on the Home tab. 120 CustomGuide 2015
Adjust the Header and Footer Height Because the amount of content entered in a header or footer can vary, the height may need to be adjusted to fit all of the text. Click the Page Layout tab. Click the Margin button. Select Custom Margins. Enter a new height for the header or footer. Click OK. The header and footer heights are adjusted. CustomGuide 2015 121
Margins and Orientation Sometimes you ll want to change the margins and orientation so a worksheet looks better printed. Margins are the empty space between the worksheet data and the edges of the printed page, while the orientation is the direction a worksheet is printed, either portrait or landscape. Set Print Margins Click the Page Layout tab. Click the Margins button. Tip: By default, the margins in Excel worksheets are 0.75 inches at the top and bottom, and 0.70 inches at the left and right. Select a preset margin of Normal, Wide, or Narrow; or click Custom Margins. (Optional) If you selected Custom Margins, enter the new margin values. (Optional) Click OK when you re finished to close the dialog box. The page margins are adjusted and you'll see the modifications in the print preview. Set Page Orientation Worksheets automatically print in portrait orientation, but if you have many columns of data you may prefer to print using the landscape orientation. Click the Page Layout tab. Click the Orientation button on the Page Layout tab. Select an orientation option. Portrait: The paper is taller than it is wide. Landscape: The paper is wider than it is tall. 122 CustomGuide 2015