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Basic Microsoft Excel 2013

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Basic Microsoft Excel 2013

Creating a Spreadsheet

Entering Data

Using a Template

Opening Existing Workbooks

Saving a Workbook

Selecting Adjacent/Nonadjacent Cells

Inserting Columns/Rows; Expanding Columns/Rows

Changing Font Attributes/Changing Default Font Settings

Font Alignment

Text Orientation

Formatting Numbers

Adding Borders/Shading

Using Styles

Print Preview

Print

Formulas

Functions

Sorting Data

Freeze Panes

Charts

Adding Comments

Format Painter

Adding Header/Footer

Setting Print Titles

Hiding/Unhiding Data

Inserting Symbols/Graphics

Numbering Consecutively

Renaming/Color Coding Worksheet Tabs

Protecting a Worksheet

General Notes:

In Office 2013, there are no menus, standard or formatting toolbars. The “toolbars” that exist are actually

tabs at the top and are referred to as ribbons. The commands on each tab are organized into groups. The

commands that are available are based upon the tab you click at the top. Each ribbon has several buttons

that are indicated by an icon. Some buttons have menus and some do not. A menu is indicated by the

down arrow below the button.

Other contextual tabs may be available when you select certain items in a file, i.e., drawing objects or

clipart. These tabs usually appear on the title bar above the regular tabs.

A Quick Access toolbar also exists to replace such options as save, undo, and redo. Additional items can

be added to the Quick Access toolbar.

A zoom slider exists at the bottom right of your screen to zoom in or out on a page.

The different ways to view a document are also located at the bottom right of the screen to the left of the

zoom slider, i.e., print layout, draft, web layout, etc.

Documents in Excel are called Workbooks. Workbooks are made up of Worksheets. Excel has a default

of three worksheets per workbook. Additional worksheets can be added if needed.

Excel’s worksheets contain over 1 million rows and 16,384 columns.

Since Excel is a Microsoft Office product, many of the formatting functions are the same in Excel as

they are in PowerPoint or Word.

Spreadsheets contain cells identified by a column letter (across the top) and row number (down the left

side). For instance, the cell that intersects at column D and row 5 has the cell reference D5.

The cell in which you can type data is called the active cell and is identified by a dark border. The name

box located below the ribbon displays the cell reference of the active cell.

The formula bar located to the right of the name box displays the data/formula in the active cell.

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Create a New Spreadsheet

1. Click File, New. The following screen will appear.

2. Click Blank Document to open a new blank document for editing.

Entering Data

1. Two types of data may be entered into a cell: a label (usually text aligned at the left of the cell); a value

(number, formula, or function used to perform calculations; aligned at the right of the cell).

2. To key data in an active cell, type the data then press the Tab key or the right arrow key to move the cursor

to the right one cell. To move the cursor down once cell, press the Enter key or the down arrow key. You

can also click the Enter button on the Formula Bar .

3. To correct an entry, double-click in the cell and make the needed corrections; click the cell, press F2 and

make the needed corrections; or click the cell, click in the formula bar and make the needed corrections.

Using a Template

1. Click File, New. The following screen will appear.

2. Select the type of document you wish to open. A template is a document partially completed for you.

Choose the type of document you want, then click create. Templates from the Microsoft Office Online

section/category may ask you to download them. If so, click Download. The Microsoft Office Online

templates are only available if you are connected to the Internet and are on-line. The Blank, Sample

Templates, and My Templates are available without Internet access.

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Open an Existing Workbook

1. Click File, Open. The following screen will appear.

2. To open an existing file, “browse” through the files to locate the file to open and edit by clicking on the

“Computer” option and browse through the computer or “browse” through the “Recent Workbooks.” After

finding the correct file, double click on the file name or click the document once to open it.

Save a Spreadsheet

1. Click File, Save (if existing document with same filename) or Save As (if a new filename is needed). Save

As gives you several options including the following: Excel Workbook (2010 version – adds an x on the end

of the file extension), Excel 97-2003 Workbook (compatible with previous versions of Office), PDF or XPS

(saves as a PDF document), Other Formats (used for saving in other formats not listed; i.e., as a web page,

rich text format, etc.).

NOTE ABOUT USING THE FILE MENU: Remember when using the File Menu that you still have the document open. The

tendency is to open the entire file thinking that this will close the Print or Save area and bring your document back up. YOU

STILL HAVE THE DOCUMENT OPEN – JUST CLICK THE HOME TAB AT THE TOP.

Add Items to Quick Access Toolbar

1. Click the down arrow to the right of the Quick Access Toolbar . Click on More Commands.

The following screen will appear.

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2. Click the command on the left side that you wish to add to the toolbar and click the Add button in the

middle, then click OK. This will add the command to the Quick Access Toolbar. This will only need to be

done once.

Quick Navigation Keys

Home Key – first cell in a row

Ctrl + End – last cell of the column and row that contain data

Ctrl + Home – to cell A1

Selecting Cells

To select adjacent cells – Click the cell in one corner of the range and drag to the cell in the opposite corner

of the range.

To select nonadjacent cells – Select the first adjacent range or cell, press the Ctrl key as you select the other

cells or ranges you want to include. Then release the Ctrl key and mouse button.

Inserting/Deleting Columns/Rows

1. Select the row or column where you want to insert or delete another one. Click the down arrow beside the

Insert/Delete icon in the Cells group on the Home tab.

2. Select Insert/Delete Cells, Insert/Delete Sheet Columns, Insert/Delete Sheet Rows, or Insert/Delete Sheets

Expanding Columns/Rows

1. Text that fits in the cell is displayed. The rest is stored but hidden if the next cell contains data. Numbers

that do not fit in the cell are shown as a series of number signs (########).

2. To resize the column to resize the column to the longest item in the column automatically, place the pointer

on the right edge of the column heading until the pointer changes to a double-headed arrow;

then double-click. You can also resize the column by clicking and dragging to the right or left

once the pointer changes to a double-headed arrow.

3. The column may also be resized by clicking the Home tab and the Format button in the Cells group. Click

Column Width and change the width to the desired amount, then click OK.

4. The row height may also be adjusted automatically by placing the pointer on the edge of the row heading

until the pointer changes to a double-headed arrow; then double-click. You can also resize the row height by

clicking and dragging up or down once the pointer changes to a double-headed arrow. Click and drag down

until the row has the number of lines you want.

5. The row height may also be resized by clicking the Home tab and the Format button in the Cells group.

Click Row Height and change the height to the desired amount, then click OK.

6. Several columns/rows may be expanded all at once by clicking on the first column/row letter/number and

dragging the cursor to the last column/row to expand. Place the cursor on the line between the two and

double-click while keeping the cursor steady.

Changing Font Attributes

Change Font Type

1. Click the Home tab, click the font down arrow in the font group. Remember to click in the cell in which

you want to apply this setting.

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Change Font Size

1. Click the Home tab, click the size down arrow in the font group. Remember to click in the cell in which

you want to apply this setting.

Change Font Style

1. Click the Home tab, click the B, I, U in the font group for bold, italics, underline. Underline or double

underline styles are obtained by clicking the down arrow next to the icon.

2. Other styles are also available such as strikethrough, subscript, and superscript.

3. Color of text may be changed by clicking the down arrow next to the icon in the font group.

4. Grow font icon and shrink font icons are also available in the font group.

Changing Default Font Settings

1. Click the File Menu, and then click the Options setting from the list at the left.

2. Click in the section for new workbooks and change the font and/or size to the desired type/size.

Font Alignment

1. Select the cell(s) you wish to change the alignment for, click the Home tab and then choose the desired

alignment in the alignment group.

2. Optional alignments include top align, middle align, bottom align, left, center, or right justification.

3. Cells may be merged to display over a group of cells by selecting the cells to combine, then click on the

merge and center button in the alignment group.

Text Orientation

1. Text can be rotated to better fit in the cell or to save space. Click in the cell you wish to change, click the

Home tab and then click on the orientation button

2. A variety of options are available:

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Formatting Numbers

1. Numbers can also be formatted with a dollar sign, percents, comma format, increase or decrease the number

of decimal places used.

2. Click the Home tab then the desired format in the Number group.

Adding Borders

1. Highlight the cell(s) you wish to put a border in, click the Home tab, then click the down arrow next to the

borders icon in the font group . Click the border style you want to add. Borders may be removed by

clicking the No Borders icon in the list.

Adding Fill Colors/Shading

1. Highlight the cell(s) you wish to put a fill color in, click the Home tab, then click the down arrow next to the

fill color icon in the font group.

2. A gallery will appear with a palette of colors. Click the color you want.

Using Styles

1. Collections of formatting characteristics that can be applied to a cell or range data are available.

2. To apply a cell style, select the cells you want to format. In the Styles group on the Home tab, click the Cell

Styles button.

3. A gallery will appear, point to the cell style to see a Live Preview of that style on the selected cell or range in

the worksheet. When you find a style you like, click the style to apply it.

Print/Print Preview

1. Click the File button, scroll over the Print button.

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2. This menu is also your Print Preview. In addition, you have the following printing options

Formulas

NOTE: There are many ways to do calculations in Excel. Each formula begins with an = (equal) sign. The result of

a calculation appears in the cell in which the formula was entered. While actual numbers can be entered in the

formula, one can use the cell reference (A5) for more flexibility. If the value in A5 changes, then the formula that

references A5 will automatically make the change in that cell. You cannot enter a formula with an incorrect structure

(missing parentheses, extra period, etc.) If you do so, a dialog box will appear explaining the error and providing a

possible correction. If you wish, you may also directly edit the formula in the cell.

Typing Formulas

1. To type your own formula, click in the cell where you wish to put the formula.

2. Begin the formula with an equal sign and then type the formula. Always remember to use cell references

when typing in a formula. Press tab, enter or click the check mark on the formula bar when finished.

3. The fill handle ( ) can be used to copy data/formulas from one cell across/down a single/group of cells.

Click in the cell that has the data/formula you wish to copy. Click and drag the fill handle to copy the

information.

4. Cell references are generally relative when copied from one location to another, i.e., they shift based on the

new location of the copied formula. Cell references can also be made absolute when copied from one

location to another, i.e., they remain unchanged. To make a cell reference absolute, press F4 on the cell

reference or type a dollar sign ($) in front of the part of the cell reference you wish to remain unchanged.

Relative Cell References - =C5+D5; Absolute Cell References - =$C$5 + $D$5

a. Print – print the document; specify number of copies.

b. Printer – select the printer to print to.

c. Settings – can select pages to print, orientation, size of

paper, margins, and scaling.

d. Page Setup (at the bottom) – more extensive settings

including changing the orientation, margins, add

header/footer, and sheet setup.

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AUTOSUM Button

1. The AUTOSUM button makes adding long columns or row of numbers easier.

2. Click the cell where you want the total to appear, then click the AUTOSUM button.

3. Excel scans the worksheet to determine the most logical adjacent column or row of cells with numbers to

add. Excel then proposes a range. If the range is correct, press the Enter key. If not, drag to select the cells

you wish to total, then press the Enter key.

Functions

Many functions exist that can make the task of doing calculations easier. A formula with a function has three parts:

an equal sign, a function name, and at least one argument. =sum(a1:a5). Functions are categorized by their purpose:

Math & Trig (manipulate quantitative data), Statistical (describe large quantities of data), Financial (analyze loans

and investments), Logical (display text or values if certain conditions exist), Date & Time (insert dates and times in a

worksheet), and Text (format and work with cell contents).

Listed below are a few common ones and what they do:

SUM – Adds all the numbers in the selected cells. Format: =sum(a1:a5)

AVERAGE – Averages all the numbers in the selected cells. Format: =average(a1:a5)

MAX – Finds the largest number in the selected cells. Format: =max(a1:a5)

MIN – Finds the smallest number in the selected cells. Format: =min(a1:a5)

COUNT – Counts the number of cells in a range that have data in them. Format: =count(a1:a5)

NOW – Puts the current date in a cell. Format: =now()

IF – Gives certain values/data based on specific criteria. Format: =if(condition,iftrue,iffalse)

PMT – Finds the payment given the term, interest rate, and amount. Format: =pmt(rate,term,amt)

To determine a monthly payment, divide the rate by 12. Format: =pmt(rate/12,term,amt)

To use a function,

1. Click the Formulas tab, then click the Insert Function icon in the Function Library section.

2. Click in the select a category box or click in the select a function box if the function you want to use is

already listed. Excels give a brief description of what each function will do and the way in which the data

must be entered to get the correct answer. Click the function you wish to use, and click OK.

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3. Excel proposes cell locations for the arguments. You can change these by clicking the red arrow to the right

of the cell location or type in the correct cell location. Once finished, click OK.

Sorting Data

Data may be sorted Ascending (A-Z, 0-9) or Descending (Z-A, 9-0); Excel also allows for multiple sorts within the

sort function.

NOTE: When sorting data in Excel, be sure to always select the ENTIRE area of information to sort. If you do not

select the ENTIRE area, only the data selected will be sorted. This could change the data for each record you have

entered.

1. Select the entire area you wish to sort.

2. Click the Data tab, then click the simple sort icons or the Sort icon in the Sort & Filter group.

2. Indicate which column you want to sort by and in what way. If needed, you may sort by more than one

level. Once finished, click OK. You can also indicate whether or not you have included headers (column

headings) in the selection.

Freeze Panes

When a worksheet becomes too large to view the data on the screen at one time, it may become necessary to freeze

parts of the worksheet such as titles and labels so that you can view the other contents of the worksheet.

1. Panes may be frozen for columns, rows, or both. For columns, select the first column(s) to the right of the

column you want to freeze. For rows, select the first row below the row(s) you want to freeze. For both

columns and rows, select the first cell below and to the right of the row(s) and column(s) you want to freeze.

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2. Click the View tab, then click the Freeze Panes icon in the Window section.

3. Select the method you want to use to freeze the panes. A heavy line will appear on your screen to indicate

where the panes are frozen.

4. To unfreeze panes, click the Freeze Panes icon in the View tab. Click Unfreeze Panes.

Creating Charts

Charts make the data in a worksheet easier to understand by providing a visual picture of the data. Column charts

use bars of varying heights to illustrate values in a worksheet, line charts use points connected by a line to illustrate

values, pie charts show the relationship of a part to a whole, and scatter charts show the relationship between two

categories of data.

1. Highlight the data rows and columns you want to include in the chart.

2. Click the Insert tab and select the type of chart you wish to create.

3. The chart will be placed in your document.

4. To change various aspects of the chart, right-click on the chart and choose the item you wish to change.

Charts may be moved, formatted with various colors, rotated, etc. You can also change the type of chart

used. Various layouts are also available in the Chart Layouts section. Many styles are also available in the

Chart Styles section.

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5. Titles, gridlines, legends, background floors and walls, and many other features are available in the Layout

tab.

6. To delete a chart embedded in a worksheet, select the chart by clicking anywhere inside it. Press the Delete

key on the keyboard. If the chart is on a sheet by itself, right-click on the chart tab and click Delete.